Revenue Projections
In Allovue’s Allocate module, revenue projections are estimates of the funds your district or organization expects to receive for the upcoming budget period. These projections are a foundational part of the budgeting process, as they determine how much money is available to allocate to schools, departments, or programs.
Input & Management:
Users can enter or import revenue projections directly into Allocate.
Revenue projections can be broken down by source (e.g., “State Aid,” “Title I,” “Local Levy”) for greater transparency and control.
Projections can be edited as new information becomes available (for example, after state budget decisions or updated enrollment counts).
Scenario Planning:
Allocate allows you to create multiple scenarios using different revenue projections (e.g., best-case, worst-case, most-likely), so you can see how changes in expected income will affect your ability to fund programs, staffing, and other priorities.
Create a New Revenue Projection
From Allocate, select Revenue Projections.
Select to Create a New Revenue Projection.
In the form, fill in the name, description, fiscal year, and sort order.
Select Save.
Revenue Projections must have unique names by fiscal year-- i.e. you can have two Revenue Projections with the same name only if they’re associated with different fiscal years.
Update a Revenue Projection
From Allocate, select Revenue Projections.
Navigate to the project that you would like to edit and select the pencil icon.
Modify the projection and select Save.
Delete a Revenue Projection
From Allocate, select Revenue Projections.
Navigate to the projection that you would like to edit and select the trash can icon.
Select OK.
Starting Balances and Revenue Sources
Once a Revenue Projection is created, you will need to add Starting Balances and Revenue Sources. Starting Balances are the monetary balance a district expects to have in each fund at the district. The Starting Balances tab will have a row per fund code for the district.
Add Starting Balances
From Allocate, select Revenue Projections.
Navigate to the projection that you would like to edit and select the eye icon.
Select Starting Balances.
Navigate to the Starting Balance that you would like to edit and select the pencil icon.
Make your changes and select Save.
Create a Revenue Source
From Allocate, select Revenue Projections.
Navigate to the projection that you would like to edit and select the eye icon.
Select Revenue Source.
Select Create Revenue Source.
Enter the details in the form and select Save.
The fund segment type is set in the Admin > District Configuration page.
Revenue sources are each a fully specified account string with a name, optional description, and amount. You can add, edit, or delete revenue sources. Revenue sources must specify all segment types. There can only be one revenue source per account per revenue projection. This is the total set of dollars projected to be received at the district in that fiscal year in that revenue account. Revenue sources can also be uploaded in bulk.
Upload Revenue Sources:
From Allocate, select Revenue Projections.
Navigate to the projection that you would like to edit and select the eye icon.
Select Revenue Source.
Select Upload Revenue Sources.
Select Download CSV Template.
Modify the template and use the uploader to import your data.
Map the fields in your CSV and then select Review and Confirm.
Review the data and select Save.
Review Revenue Projections in Scenarios
Once a Revenue Projection is created, it can be associated with a Scenario. However, to fully report on Revenue Projection data, districts will need to associate each Allocation with a fund. To do so, you will need to edit Allocations. Allocations are associated with funds when you add a Funding Account Scope, where their segment type for fund “is” a single value. Allocations can only be associated with a fund balance or revenue if it is associated with one and only one fund.
Edit An Allocation:
From Allocate, select Configurations.
Select the Allocation that you would like to edit and navigate to the pencil icon.
Select +Add Scope to add the revenue funds.
Select Save Changes.
When you do so, you can then view the Revenue Projection from the Scenario. The view will include Starting Balance, Projected Revenue, Allocated Amount, Projected End Balance, and Percent Change. The Starting Balance comes directly from the starting balance per fund in the revenue projection. The Projected Revenue is a summary of the Revenue Sources by fund code. Allocated Amount is the sum of all dollars allocated in the scenario by fund code (provided the allocation is associated with one and only one fund code-- otherwise, those dollars are excluded). The Projected End Balance is calculated-- Starting Balance + Projected Revenue - Allocated Amount results in the Projected End Balance. The Percent Change is the change from the Starting Balance to the Ending Balance.
Uploads - How To
Select to download a CSV template if you'd like (it will download with all of the data currently in the system inside)
Prepare your file by either making changes to existing data, or adding new data. If you're adding new data be sure that it has a different name and code than any existing data or any other new data in the spreadsheet.
Once your file is prepped click "choose file", select it from your computer file system, and then click the blue "upload" button
This second page of the upload flow gives us an opportunity to map the column names in your file to the column names we're expecting (if you used the template then we'll do it automagically, otherwise we'll guess and you may need to correct that mapping) and give us a preview of a few records for context.
Once you've mapped the field names or confirmed they're correct, click the blue "review and confirm" button at the bottom of the table. You need to scroll all the way down the table to see the button.
Here Step 3 of the upload process gives us an opportunity to understand what it is that we're changing. At the top of the screen you'll see a count of errors (if there are any), new roles created, existing roles that are updated, and roles that won't change at all for your reference. The table below shows you all the roles you're importing with any that have errors and will be ignored shifted to the top for your review.
If you have errors that means that some lines may be ignored. If you're OK with that you can proceed by clicking the blue "save and confirm" button found at the top or bottom of the table. (If you're not OK with the rows being ignored you should click the "back" button, and try to upload your file after making changes to the ignored rows)
Once you've successfully uploaded the roles (If there are a lot, this part may take a minute or two) you'll see a final page that says "Upload Complete" which gives you another opportunity to review your changes. Once you're done you can click the "view roles" button to go back to the list of all your roles.
Uploads - Troubleshooting
If you go to do an upload and some rows are ignored and can't be successfully uploaded but you can't figure out why, first check to see what they have in common.
Do they share a name or code? The code/name needs to be unique, so go back and make sure each row is different from the next. Even if you don't already have a "supplies" bucket, you may have repeated the "supplies" bucket in the spreadsheet and they will conflict and won't upload.
Do they share a role in common and all of the rows with that role got rejected? If that role hasn't been created in the roles section yet, then any buckets you try to upload with that role will not be able to be added until the role is added first.
Date values should always be in YYYY-MM-DD format. Make sure all files match this to avoid any issues!
Also check for Blanks!
Blank rows will throw errors (as we can't upload blank content. You are safe to ignore that warning and move on for a fully blank row, but often times you will leave one part of the scope (segment type, operator, segment code) for a bucket or a budget blank and that's not allowed, so go back and be sure that everywhere you've added a scope contains ALL THREE of those elements.