Review Cell Change History
An audit trail of changes to a cell may be viewed using the Change History feature.
Navigate to the cell for which you want to view history and then choose Change History from the Actions menu, or when you right-click on the cell.
A sample screenshot is shown below.
The first row, dated 4 Sept 2019, shows an old value of missing - indicating that this was the initial entry of data to the cell. 477347 was entered. [Because total amounts are phased over 13 periods, there will often be a minute rounding difference shown for the overall total].
The next row shows that the 477347 was changed to 464347.
This trail is automatically recorded and available to the user. In addition, it may be worthwhile to use some of the following techniques to record contextual information for budgets. The video Entering and Saving Data - Forms, available from Selected Resources available on the Oracle website demonstrates some of these techniques.
| Technique | Comment |
|---|---|
| Use multiple rows | Up to 6 combinations of Cost Centre and Account may be used in the Financial Plan. Therefore it may be helpful to enter changes as additional rows, with their own comment. Amounts could be positive or negative. |
| Use Comment field | A specific field for comments is included within the Operating Budget, Univeristy Budget Submission and Staff Plan forms. Changes to original data could be noted in these comments fields. However, columns expand with the size of these fields and so may become unwieldy if a lot of text is entered. |
| Use general Comment functionality | PBCS includes general functionality to allow comments be recorded. These will automatically include details of the user, date and time. Right-click on a cell and select Comments. |
| Attach Document | A document, e.g. a spreadsheet, a screenshot or an email saved as a PDF, can be uploaded to a cell and stored within PBCS. The cell will have an icon indicating that there is an attachment. |
| Enter Supporting Detail | Supporting Detail allows an overall amount to be broken down by constituent elements, with names for the elements being entered. This can be useful when data is being entered to a specific period [e.g. years 2-5 of the University Budget Submission] but cannot be entered against summary periods (e.g. Year Total). |