A new year without starting over

Many activities come back year after year. The same associate professor is responsible for the same course, and the lectures look like last year's. Instead of creating them again for every member of staff, you can start from what is already registered and transfer it.

The budget module can be used in two ways:

• Budget for next year: A full review where you take the department's staff one at a time and transfer their registrations to the new year.
• Ad-hoc: A single copy or move, for example when a course changes hands or a registration has ended up on the wrong person.

An overview of the review

The overview lists every member of staff for the selected year with their status. You can filter on All, Budgetable and Completed and search by name. At the top of the module itself you can follow how far the review has come.

When several administrators work at the same time, they can't end up working on the same person. Whoever opens a member of staff is shown as responsible, and others can only look until they are done.

Source and target

When you open a member of staff, you see two accounts side by side. On the left is the Source: the person and year you transfer from. On the right is the Target: the year and person who should receive the registrations. In a budget, the target is the same person in the next year by default.

Click the registrations that should come along. Click a course name or a category and every registration under it is selected at once.

Checked before transfer

Every selected registration is checked before anything is transferred. Green means it can be transferred. Red means something is missing in the target year, and the reason is shown below the registration:

• The norm for the activity hasn't been created for the new year.
• The course doesn't exist in the new year.
• The target user isn't active.

That way you catch gaps in the new year's setup before they turn into errors in the account. Fix the setup and try again.

Adjust the number on the way

The registrations on their way over are shown on the target side, and you can change the number of units there before you confirm. If the course has fewer lectures this year, for example, you correct the number straight away and the hours are recalculated at once.

Copy or move

At the bottom you choose whether the registrations should be copied or moved:

• Copy leaves the source registrations where they are. That's the normal choice when a new year should get registrations from the previous one.
• Move removes them from the source. That's the right choice when a registration has ended up on the wrong person or in the wrong year.

In a budget you finish a member of staff by clicking Complete budget. The selected registrations are transferred, the status changes to Completed, and you can move on to the next person. If someone has nothing to transfer, click the button without selecting anything, so they still count as reviewed. If you later find something that needs fixing, use Start over on that person in the overview.

Tips

• Create norms and courses for the new year first. Far more registrations will then pass the check.
• Use ad-hoc for corrections during the year. It doesn't count towards the review and can be used at any time.
• Split the review up. Several people can work on different staff at the same time without overwriting each other.