USER STORY: Reporting Period Management

[snyde664]

Full User Story

As an admin user, I want to create and manage reporting periods, so I can work with and organize all of my reports by quarter.

Action Plan

• Initial design drafted
• Initial acceptance criteria drafted
• High level technical approach & feature flag use determined
• Designs & Acceptance criteria finalized
• Eng task breakout complete
• Assessment of whether partner training & communication actions are needed
• Acceptance criteria testing completed & passed in staging
• Feature flags enabled in production

Engineering Tasks

• Reporting Period Management: Reporting Periods page / Viewing Reporting Periods functionality #19
• Add Reporting periods during organization creation #58
• Implement Reporting Period Certification Storage (Database Changes) #408
• Implement Backend Logic for Reporting Period Certification and Transition #410
• Updates To New Reporting Period Form #411
• Implement Reporting Period Dropdown and Manage Upload Permissions #413
• Update Reporting Periods Table and Add Certification Modal #415

Next Milestone:

• Reporting Period Management

Acceptance Criteria

Reporting Periods Page

The Reporting Periods tab and associated functionality should only be accessible to users with the roles USDR Admin and Org Admin. Clicking on the Reporting Periods tab should lead to the Reporting Periods page. This page should include the following:
Title of “Reporting Periods”
Button to "Create New Reporting Period" --- this should be visible only to USDR Admin
Table of Reporting Periods - this should display all reporting periods for the Organization. They should display in chronological order based on creation date, with the oldest at the top. Each row should display a reporting period.

The table should includes the following columns:

• Name
• Start Date
• End Date
• Certified At:
  • If certified, this should display: "[Date Certified] by [email of user who certified]" ex: "07/01/2024 by [email protected]"
  • If Current reporting period, a button should display that says "Certify Reporting Period"
• Actions: should display an edit button if the reporting period is not certified. If the reporting period is certified, nothing will display in this column. Note - only USDR admin should be able to see the edit button, not Org Admin

Create New Reporting Period

To create a new reporting period, a USDR Admin can click on the “Create New Reporting Period” button, which leads to the Create New Reporting Period Page. This page includes the following fields:

• Reporting Period ID - this should be autofilled with a unique id number and be a view-only field
• Reporting Period Name - text field, required
• Start Date - date field, required
• End Date - date field, required

Below the fields should be a Save button:
- If required fields are not filled out, an error message will appear under the missing fields saying "this field is required", and the reporting period will not be saved
- When a reporting period is saved with all required fields entered, it will display in the table on the Reporting Periods Page.

Certifying a Reporting Period

Both UDSR Admin and Org Admin have access to certify a reporting period. This will certify the period ONLY for the specific org that the user belongs to.
If you click the "Certify Reporting Period" button, a window will pop up and ask you to confirm that you want to certify the period:

If you select Cancel, the period will not be certified and you will return to the Reporting Periods Page.

If you select "Certify", the following will happen:

• On the reporting period page, the "Certified At" column will update to display: "[Date Certified] by [email of user who certified]" ex: "07/01/2024 by [email protected]"
• When users change the Reporting Period toggle to a certified reporting period, they will not see the button for "Submit Workbook" and will have no way to upload files for the certified period for that org (including staff & admin roles)
• The next reporting period in terms of next upcoming start date will become the default reporting period and users will be able to upload files for that period. If there is no subsequent reporting period, the latest one will remain the default, but you will not be able to upload files.
• Only one reporting period can be open (i.e. accepting upload files) at a time

Toggling Reporting Periods in the Uploads Page

On the uploads page, there should be a dropdown menu under the 'Uploads' title:

When clicking on the dropdown tab, a list of all reporting periods should drop down from the menu. When the user selects a reporting period, the uploads table should change to show only uploads from the selected reporting period.

[ClaireValdivia]

Moving this back to "Scoping". While the concept of reporting periods exists, we are not displaying the reporting periods tab for partners for the July release so will treat this issue as making the Reporting Periods tab fully functional and available to admin users for the October reporting period