This document describes the procedures for converting budget data from Escape Classic to Escape Online during implementation. Current customers will use this method. Customers on other programs will need to export their existing data into the format described below.
To make conversion easy, we have created an export program to convert position control budget data from Escape Classic into the standard import format for Escape Online. Prior to running the program, the district will need to complete the normal steps for position control budgeting setup in Escape Classic (e.g., creating calendars, salary schedules, position accounts, etc.).
The export program can convert both budget and position tracking records. Before the export, users need to create budget tracking records for the budget fiscal year or roll forward position tracking records to the new fiscal year.
Note: Benefits in Escape Online are always computed from the salary, so the benefits could change from classic.
Escape provides a program, MDLEXPRT.EXE, that creates a budget model and a comma delimited file that can be import into Escape Online 5. The program requires the following parameters based on key words:
MdlExprt FiscalYear=2008 FileName=0_Prelim OrgId=718 MdlExprt FiscalYear=2007 FileName=1st_Inte ModelId="1st Interim" OrgId=718
The exported file will be named ModelFileName.CSV. The user should always check the MdlExprt.AUD file for errors. The program will add to the audit file, so if you don't want it to be additive, then you can delete the MdlExprt.AUD file before running the program.
Once you have the CSV file, you can import to a budget model in Escape Online via the Mass Change task - Import from an external file. Mass changes are made through the Finance-Fiscal-Budget Management activity.
Once it is in the model, you can run the snapshot and any other budget reports in Escape Classic and Escape Online to make sure it is accurate. The benefits are recomputed in Escape Online during the import of the file, so the benefits could be different.
Importing budget data is accomplished from within a budget model in the Budget Management activity in Escape Online. To import, you must perform a change using the Import File from External Source choice. All you do is specify the file name and proceed with the import.
Any subset of accounts can be imported. The file must be formatted as comma delimited. Here are the rules:
TIP: If you are not importing data directly from Escape Classic, call us for assistance in matching your data to our format.
To download a sample standard format import data file containing 2 records (one for a non-salary account and one for a salary account), right click on the link and choose Save as. Online5Budget.CSV (Notepad) or Online5Budget.XLS (Excel)
The fields available for the import are listed below. You can create this using the program described in this FYI or in Microsoft Excel, saving it as a comma delimited file.
Only those accounts listed in the import file will be updated in the budget model. If the account exists in the budget model, the existing information for that account, including line items, will be deleted before the new information is imported.
| Name | Type | Length | Description |
|---|---|---|---|
| OrgId | smallint | 2 | Required
Organization Id value |
| Account Number | char | 60 | Required
Budget account number (including component delimiters) |
| Acct Amt | money | 8 | Required
Total amount this account is paying. If the amount is negative, remember to include a negative sign. EXAMPLES: 1000 or -2500 |
| Desc | varchar | 50 | Description associated with this account's model item record |
| Type | char | 1 | This account model item’s record type (O - Other or S - Salary) |
| Comment | varchar | 1200 | Comment regarding this budget item.
If you are importing more than one line item for an account, the first line that references the account must contain the note. |
| Emp Id | int | 4 | Employee Id if this is a budget line item for an existing employee. |
| Pos Num | int | 4 | Position Id if this is a budget line item for a salary account. |
| Assign # | smallint | 2 | Assignment Id if this is a budget line item for a salary account. |
| Seg # | tinyint | 1 | Segment Id if this is a budget line item for a late-start assignment. |
| Job Cat | char | 8 | Job category if this is a budget line item for a salary account. |
| Job Class | char | 12 | Job class if this is a budget line item for a salary account. |
| FTE | real | 4 | FTE for the assignment, up to three decimals.
EXAMPLES: 1 or 0.333 or 5.25 |
| Medi Gross | money | 8 | Used for calculating the employer contribution for this accounts corresponding benefit account. |
| OASDI Gross | money | 8 | Used for calculating the employer contribution for this accounts corresponding benefit account. |
| SUI Gross | money | 8 | Used for calculating the employer contribution for this accounts corresponding benefit account. |
| WC Gross | money | 8 | Used for calculating the employer contribution for this accounts corresponding benefit account. |
| STRS Gross | money | 8 | Used for calculating the employer contribution for this accounts corresponding benefit account. |
| PERS Gross | money | 8 | Used for calculating the employer contribution for this accounts corresponding benefit account. |
| FUTA Gross | money | 8 | Used for calculating the employer contribution for this accounts corresponding benefit account. |
| Retire Opt | char | 1 | Retirement Plan Option (Controls whether or not the employer pays a portion of the employee's retirement contribution) |
| Contrib 1 | char | 8 | Miscellaneous contribution Id value |
| Cont 1 Amt | smallmoney | 4 | Contribution amount calculated for the ModelContribId1 value |
| Contrib 2 | char | 8 | Miscellaneous contribution Id value |
| Cont 2 Amt | smallmoney | 4 | Contribution amount calculated for the ModelContribId2 value |
| Contrib 3 | char | 8 | Miscellaneous contribution Id value |
| Cont 3 Amt | smallmoney | 4 | Contribution amount calculated for the ModelContribId3 value |
| Contrib 4 | char | 8 | Miscellaneous contribution Id value |
| Cont 4 Amt | smallmoney | 4 | Contribution amount calculated for the ModelContribId |
| Contrib 5 | char | 8 | Miscellaneous contribution Id value |
| Cont 5 Amt | smallmoney | 4 | Contribution amount calculated for the ModelContribId |
| Contrib 6 | char | 8 | Miscellaneous contribution Id value |
| Cont 6 Amt | smallmoney | 4 | Contribution amount calculated for the ModelContribId |
| Medi Amt | money | 8 | Contribution amount for Medicare |
| OASDI Amt | money | 8 | Contribution amount for OASDI |
| SUI Amt | money | 8 | Contribution amount for SUI |
| WC Amt | money | 8 | Contribution amount for Worker’s Comp |
| STRS Amt | money | 8 | Contribution amount for STRS |
| PERS Amt | money | 8 | Contribution amount for PERS |
| STRSEE Amt | money | 8 | Contribution amount for STRS Employee |
| PERSEE Amt | money | 8 | Contribution amount for PERS Employee |
| FUTA Amt | money | 8 | Contribution amount for FUTA |
| PERSRed Amt | money | 8 | Contribution amount for PERS Reduction |
To import budget amounts, you must perform a “change” to the budget model in Escape Online.
Remember that you need to access the activity as a org-user (not org-all).
This will import all accounts listed in the file.