Once Budget Monitoring is set up, you can use Manage Snapshots to control your Budget Monitoring Snapshots.
Open Manage Snapshots
In Access Education Budgets, click the Academy/School menu.
Under Budget Monitoring, click Manage Snapshots.
The page lists existing snapshots and shows an Actions menu for each row.
Create a New Snapshot
On Manage Snapshots, click the blue plus icon.
Enter a Snapshot Name.
Select the Original Scenario from the drop-down.
This is often your original agreed budget, but you can use any scenario (Working, Locked, or Published).
Select the Current Scenario from the drop-down.
This is often your latest re-forecast, but again can be any scenario.
Click Submit.
📌Note:If you choose a Published scenario as the Current Scenario, you cannot make budget adjustments back to that scenario from the snapshot.
If any parts of the selected scenarios are not coded, a message appears showing which areas need attention (for example, uncoded values in Funding Headings or Income/Expenditure). Once these are coded, repeat the steps above.
When the snapshot is created, it appears in the Manage Snapshots grid.
Edit a Snapshot
In Manage Snapshots, open the Actions menu for the snapshot.
Click Edit.
Update the Snapshot Name if required.
Click the Notes icon to add or edit notes.
Click Save.
Delete a Snapshot
In Manage Snapshots, open the Actions menu.
Click Delete.
When prompted, click Yes to confirm, or No to cancel.
Copy a Snapshot
In Manage Snapshots, open the Actions menu on the snapshot you want to copy.
Click Copy Snapshot.
A new snapshot is created automatically with the same settings, and the name becomes “Copy Of [original name]”.
Copy Adjustments from Another Snapshot
You can copy Adjustments entered on one snapshot into another, for example when creating new snapshots using later actuals.
In Manage Snapshots, open the Actions menu on the target snapshot.
Click Copy Adjustments From.
In the prompt, select the source snapshot you want to copy adjustments from.
Click Submit.
The Adjustments from the source snapshot are copied onto the target snapshot.
Publish a Snapshot
Publishing makes a snapshot available for consolidated reporting.
In Manage Snapshots, open the Actions menu on the snapshot.
Click Publish.
The Published indicator is highlighted for that snapshot, and the data is included in consolidated Budget Monitoring reports.
For consolidated reporting, see Report on Budget Monitoring Snapshots (Consolidated Reports).