Adding the new financial year, sphere, government, and departments

This page describes how to add a new financial year and the items associated therewith.

Admin Interface

The new financial year, sphere, government, and departments must be added to the Data Manager

These items are added using the Data Manager admin interface under the "Budget Portal" section

Data Manager admin homepage

Add a new Financial Year

The "Slug" of a financial year is the hyphenated form, e.g. 2019-20

Leave published unticked for now - we will mark it as ticked when everything is ready for the site to show the new financial year.

Adding a new financial year

Add the Spheres

Spheres are repeated each financial year to help structure the data

In this case, add the National and Provincial spheres. We don't add the Local/Municipal sphere to vulekamali at the moment.

• Select the the new financial year that the sphere is related to.

• Capitalise the sphere name.

Each sphere has at least one government that the departments are part of

Add the new Governments

Add the new national government with name South Africa. Add each provincial government with the province name, e.g. Kwa-Zulu Natal. Pay attention to spelling, capitalisationan and hyphens. The government and sphere are used to identify data and documents specific to national government, as opposed to consolidated national and provincial finances together.

Add new Departments

Departments are related to the government as defined in a given financial year. They can change year to year. That helps to distinguish information related to a department's configuration in that year, and show historical information following function shifts.

It is important to use the official names with correct capitalisation and punctuation of departments. The appropriation bill (national and provincial bills) contain the authoritative names of departments. You can use the Excel versions of tables in the ENE and EPREs as a base dataset but verify that they actually match the authoritative copies every year.

Objective

Create a page for each department for the new financial year

Departments are listed on the department list page for the financial year

The department page exists. Ideally the department has a vote purpose and mandate section as in the ENE or EPRE

Actions

Departments can be added using the admin form. Since it can take a lot of time to add all the metadata for all the departments, this can be done in bulk by uploading a CSV file from either the admin interface or a command line.

• Departments that represent a budget vote must have Is vote primary checked. Departments that are part of another department's budget vote must not, and must have the vote department's vote number.

• The department Introduction can be formatted using Markdown syntax

Adding/editing departments individually

Adding/editing departments in bulk

The departments section in the admin interface links to an import screen. CSV files with the following columns can be uploaded:

• government - government name

• department_name

• vote_number

• is_vote_primary - TRUE or FALSE (optional)

• intro (optional)

• website_url (optional)

47KB

Dept and programme purposes.xlsx

54KB

departments-national-2019-20.csv

136KB

provincial-departments-2016-17.csv

Markdown syntax must be used for formatting intro. e.g. 2 line breaks will result in new paragraphs. Use headings like ## Vote purpose.

The interface will check your file for any errors and display errors that have been detected. You can reselect a file to upload after you have fixed the errors.

If your file contains no errors, a preview of the data that will be imported will be shown. You can click on "Confirm Import" to do the import and create/edit the departments.