Modules > Asset Management > IT Budgets > Automated Actual Roll-up

Housekeeping contains a module to perform automated roll-ups of actual purchases against various budget line items. Those roll-ups work as follows:

1. The budget line item must be assigned to a budget that is still active.

2. The budget line item must be tied to a Request Catalog item and that Request Catalog item must be tied to either an asset class or a master product.

Give those conditions are met, the roll-up proceeds as follows:

1. A query is made into the assets table looking for all assets that have a purchase date that falls within the fiscal year of the current budget record being summed. If an asset has a null purchase date, its date of install is used as a proxy.

2. The business assigned of the asset is checked against the budget being summed. Whatever the budget specifies, the asset record must match. For example, if the budget specifies only an organization, then the asset must match only on organization. However, if the budget specifies both an organization and a department, the asset record must match both.

3. If the Request Catalog item specifies a matching asset class, then the asset record must match the class. Otherwise, the asset record must match the same master product that the asset matches.

4. If the budget line item has an IT Project assigned, then the asset must also have the same IT Project associated with it.

5. Any asset record that matches the budget's business criteria, fiscal year criteria, and class or master product, yet does not match any defined IT Projects defined for the budget line items (or has no IT Project defined itself) will be summed against the budget line item that has no IT Project defined and has the highest requested quantity.

Actuals are summed and stored with the various budget line items. For each line item the count of matching assets is stored as well as the calculated average cost per unit.

Housekeeping performs this task on the oldest 100 budgets per run ("Oldest" meaning those budget records that have gone the longest since the last roll-up).