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					Equipment Budget Requests Online

Elmhurst College:
Foad Saghir, Senior Programmer Analyst
Ron Darschewski, Datatel Administrator
Elmhurst College Fast Facts

•   1039 GL Departments
•   10 Area Heads
•   140 Fiscal Officers
•   217 Monthly Budget Report Recipients
•   73 Equipment Budget Officers
•   282 Authorized Signers
•   Annual Budget Officer For Future Use
Problem

• Datatel allows a single budget officer per department
  while Elmhurst has multiple budget officers for many
  departments
• Business Office
   – Move away from sending out paper Equipment/Furniture
     Budget requests forms
   – Wanted a method to enter data online
   – Wanted to send out budget reports to several individuals
     per department (AH, FO, MB)
   – Wanted a fast and easy way to determine if someone was
     an authorized signer for a department
   – Wanted a method to indicate that someone was in a
     temporary role for budget reporting or requesting
   – Provide a method Annual Operational Budget Requests
Resolution

• Develop a custom process to maintain (AH,
  FO, MB, EB, AS, AB)
• Develop a web front end to allow entry of
  budget requests
• Limit ability to add/edit requests online by
  date
• Develop client based processes for request
  approvals
• Develop client screen to view authorized
  signers
XRDM – Department Officers Maintenance

                           • Resolution screen list the
                           departments that will be
                           maintained
                           • Lookup can be done
                           using the “…” for all
                           departments or any portion
                           of a department (6… would
                           bring up any department
                           beginning with “6”)
                           • In the case provided we
                           used 64…
                           • Detailing from this screen
                           provides a summary of the
                           departmental officers
XRDG – Individual Role Maintenance

                           • Used to view and
                           maintain a summary
                           of the roles for a
                           department
                           •This screen provides
                           a location to store the
                           following types of
                           roles Area Heads,
                           Fiscal Officers,
                           Authorized Signers,
                           Monthly Budget
                           Recipients, Annual
                           Budget Recipients,
                           Equipment Budget
                           Recipients and a
                           summary of their
                           status
XRDP – Individual Summary Data

                        • Detailing from the
                        previous screen brings up
                        a summary of an individual
                        person’s role or a blank
                        form in the case of a new
                        role
                        •Detailing on the Add New
                        Record drill down or the
                        Edit drill down opens
                        another form for initial
                        entry or maintenance of
                        the data pertaining to this
                        role
XRDR Individual Roles Maintenance

                        • XRDR is used to maintain
                        the start and end dates,
                        the Rank which was used
                        for Monthly Budget
                        Reporting and a location to
                        enter Restrictions for the
                        Authorized Signers
                        • The date for these four
                        screens is stored in three
                        custom files
        E19.RPT.DEPT.MNT.GL
Description                Field ID                      Loc Conv      SM            Type         Length
E19.RPT.DEPT.MNT.GL        @ID                           0                           Alphanumeric 32       • File used to store
Equipment Budget Report    E19.RDM.GL.EQUIP.BUDGET.RPT   1                           Alphanumeric 1        Department
                                                                                                           Specific Data
Add Operator               E19.RDM.GL.ADD.OPER           2                           Numeric      10       •Role fields contain
Add Date                   E19.RDM.GL.ADD.DATE           3    D2/MDY                 Date         8
                                                                                                           a mutivalued list of
Change Operator            E19.RDM.GL.CHG.OPER           4                           Numeric      10
                                                                                                           Person ID’s
Change Date                E19.RDM.GL.CHG.DATE           5    D2/MDY                 Date         8
Area Head IDs              E19.RDM.GL.AH.IDS             6             Multivalued   Numeric      10
                                                                                                           •E19.RDM.GL.EQ
Fiscal Officer IDs         E19.RDM.GL.FO.IDS             7             Multivalued   Numeric      10
                                                                                                           UIP.BUDGET.RPT
Annual Budget Reporting    E19.RDM.GL.AB.IDS             8             Multivalued   Numeric      10       contains a Y this
Individual IDs
                                                                                                           department
Monthly Budget Reporting   E19.RDM.GL.MB.IDS             9             Multivalued   Numeric      10       receives a budget
Individual IDs
                                                                                                           report or N they do
Equipment Budget Reporting E19.RDM.GL.EQ.IDS
Individual IDs
                                                         10            Multivalued   Numeric      10       not
Authorized Signer IDs      E19.RDM.GL.AU.IDS             11            Multivalued   Numeric      10
       E19.RPT.DEPT.MNT.PER

Description            Field ID                 Loc   Conv     SM            Type           Length
                                                                                                     • File used to store
E19.RPT.DEPT.MNT.PER   @ID                      0                            Alphanumeric   32       person specific
                                                                                                     data
Status IDs             E19.RDM.PER.STATUS.IDS   1              Multivalued   Numeric        10
                                                                                                     • Key is Person ID
                                                                                                     • A listing of keys
Add Operator           E19.RDM.PER.ADD.OPER     2                            Numeric        10       to the Status file
                                                                                                     are stored in
Add Date               E19.RDM.PER.ADD.DATE     3     D2/MDY                 Date           8
                                                                                                     E19.RDM.PER.ST
                                                                                                     ATUS.IDS
Change Operator        E19.RDM.PER.CHG.OPER     4                            Alphanumeric   10
                                                                                                     • why did we
Change Date            E19.RDM.PER.CHG.DATE     5     D2/MDY                 Date           8
                                                                                                     build/need this?
       E19.RPT.DEPT.MNT.STA
Description    Field ID                 Loc   Conv     SM   Type           Length

Status ID      E19.RDM.STA.ID           0                   Numeric        10       • File used to store
Add Operator   E19.RDM.STA.ADD.OPER     1                   Alphanumeric 10         status information
                                                                                    • Each record
Add Date       E19.RDM.STA.ADD.DATE     2     D2/MDY        Date           8
                                                                                    stores information
Change Operator E19.RDM.STA.CHG.OPER    3                   Alphanumeric 10         about a single
                                                                                    status
Change Date    E19.RDM.STA.CHG.DATE     4     D2/MDY        Date           8
                                                                                    • Each status is
Rank           E19.RDM.STA.RANK         5                   Numeric        2        stored on an
Start Date     E19.RDM.STA.START.DATE   6     D2/MDY        Date           8
                                                                                    individual person

End Date       E19.RDM.STA.END.DATE     7     D2/MDY        Date           8

Role           E19.RDM.STA.ROLE         8                   Alphanumeric   2

Department     E19.RDM.STA.DEPT         9                   Numeric        10

Person ID      E19.RDM.STA.PER.ID       10                  Numeric        10
XAUT – Authorized Signers

                            • Access to the
                            Authorized Signers
                            screen is given to
                            individuals that need to
                            verify PO’s.
                            • Data is maintained
                            using the XRDM
                            process
XBRP – Budget Request Parameter

                       • Fiscal years are entered
                       • The start dates here reflect the
                       dates that budget requests can
                       be made between
                       • If there is no end date the
                       process remains open at all
                       times
                       • The field indicating
                       Active/Inactive is used to
                       determine if the FY should
                       appear on the web or on XBRM
                       • We needed a method to
                       override the Budget officers for
                       data entry and the individuals
                       listed in the override section
                       have access to enter/edit data
                       for all departments on the web
XBRM – Budget Request Maintenance

                         • Detailing provides
                         an opportunity to
                         review a summary of
                         the data for the
                         selected department
                         •All active fiscal years
                         from the parameter
                         screen will be shown
                         here
XBRS – Budget Request Summary

                          • XBRS provides a
                          summary of the
                          data already
                          entered
                          • It also provides a
                          departmental
                          summary by
                          Request type
                          • Future
                          enhancement will
                          provide the
                          opportunity to add
                          items from this
                          screen by detailing
                          from a blank line
XBRD – Budget Request Detail

                          • Allows for a decision
                                •Current Options
                                       •Approved
                                       •Denied
                                       •Pending
                                       •Estimated
                                       •Recommended
                                •Recommended does
                                not allow a Budget
                                Equipment Officer the
                                ability to modify/delete
                                the request
                          • Additional notes
                          • Limitations on quantities
                          • Special funding
                          • Attaching of Purchase
                          Orders
                          • Funding across multiple
                          GL accounts
Web Budget Request Fiscal Year and
Department Selection
                              • The Web Forms are
                              similar to the UI forms
                              • A Budget Equipment
                              Manager selects the
                              FY from available Fys
                              and a department
                              •A subroutine
                              determines if the FY is
                              active and editable
                              •Only one department
                              may be selected at a
                              time
Web Budget Request Summary

                      • An I-frame is used to
                      provide instructions
                      • A summary of information
                      is provided to the end user
                      for review
                      • If the period is still open
                      then items may be added
                      or edited with the exception
                      of items in a recommended
                      status
                      • A new request is made by
                      selecting the Add New
                      Request radio button
                      • To return to another
                      department use the Return
                      to Previous Screen radio
                      button
Web Budget Request Form

                          • I-frame used for
                          instructions
                          • Specific fields are
                          required to be
                          populated
                          • Delete option
                          actually just changes
                          the status of a
                          request to deleted so
                          historically it can be
                          tracked
                          •Added and changed
                          opers are indicated
                          for review of edits
  E19.

Budget Request ID      E19.BR.ID                     0                           Numeric        10

ReqReasonFull
E19.BUDGET.REQUESTS
                       E19.BR.REASON.FULL
                       @ID
                                                     0
                                                     0
                                                                                 Alphanumeric
                                                                                 Alphanumeric
                                                                                                255
                                                                                                32    • Budget request reason when
ReqReason2             E19.BR.REASON.FULL2           0                           Alphanumeric   255

Add Operator
Add Date
                       E19.BR.ADD.OPER
                       E19.BR.ADD.DATE
                                                     1
                                                     2    D2/MDY
                                                                                 Alphanumeric
                                                                                 Date
                                                                                                10
                                                                                                 8
                                                                                                      exported to excel was too lengthy
Change Operator
Change Date
                       E19.BR.CHG.OPER
                       E19.BR.CHG.DATE
                                                     3
                                                     4    D2/MDY
                                                                                 Alphanumeric
                                                                                 Date
                                                                                                10
                                                                                                 8    so we broke it into two separate
Dept ID                E19.BR.DEPT.ID                5                           Numeric        10

Budget Officer ID
Fiscal Year
                       E19.BR.OFFICER.ID
                       E19.BR.FISCAL.YEAR
                                                     6
                                                     7
                                                                                 Numeric
                                                                                 Alphanumeric
                                                                                                10
                                                                                                12
                                                                                                      fields for export.
Type
Description
                       E19.BR.TYPE
                       E19.BR.DESC
                                                     8
                                                     9
                                                                                 Alphanumeric
                                                                                 Alphanumeric
                                                                                                 3
                                                                                                50    • E19.BR.PO.IDS is the key to the
Reason                 E19.BR.REASON                 10            Multivalued   Alphanumeric   255

Quantity
Unit Cost
                       E19.BR.QUANTITY
                       E19.BR.UNIT.COST
                                                     11
                                                     12   MD2,
                                                                                 Numeric
                                                                                 Numeric
                                                                                                10
                                                                                                10
                                                                                                      purchase order file
Total Cost             E19.BR.TOTAL.COST             13                          Numeric        10

Cancelled              E19.BR.CANCELLED              14                          Alphanumeric    1

Decision               E19.BR.DECISION               15                          Alphanumeric    1

Decision Notes         E19.BR.DECISION.NOTES         16            Multivalued   Alphanumeric   255

Approved Quantity      E19.BR.QUANTITY.ACTUAL        17                          Numeric        10

Approved Unit Cost     E19.BR.UNIT.COST.ACTUAL       18   MD2,                   Numeric        10

Approved Total Cost    E19.BR.TOTAL.COST.ACTUAL      19                          Numeric        10

PO IDs                 E19.BR.PO.IDS                 20            Multivalued   Numeric        10
Funded Quantity        E19.BR.QUANTITY.FUNDED        21                          Numeric        10
Funded Amount          E19.BR.AMOUNT.FUNDED          22                          Numeric        10

Funded GL              E19.BR.GL.FUNDED              23                          Alphanumeric   13

Special Quantity       E19.BR.QUANTITY.SPECIAL       24                          Numeric        10

Special Amount         E19.BR.AMOUNT.SPECIAL         25                          Numeric        10

Special GL             E19.BR.GL.SPECIAL             26                          Alphanumeric   13

Partial Quantities     E19.BR.QUANTITY.PARTIAL       27            Multivalued   Numeric        10

Partial Amounts        E19.BR.AMOUNT.PARTIAL         28            Multivalued   Numeric        10

Partial GLs            E19.BR.GL.PARTIAL             29            Multivalued   Alphanumeric   13

Purchased Quantity     E19.BR.QUANTITY.PURCHASED     30                          Numeric        10

Purchased Unit Cost    E19.BR.UNIT.COST.PURCHASED    31   MD2,                   Numeric        10

Purchased Total Cost   E19.BR.TOTAL.COST.PURCHASED   32                          Numeric        10

Priority               E19.BR.PRIORITY               33                          Alphanumeric    3

PO Numbers             E19.BR.PO.NUMBERS             34            Multivalued   Numeric        10
Missing Information on WebAdvisor for
Financial Aid




Ron Darschewski – rond@elmhurst.edu
Foad Saghir – foads@elmhurst.edu

				
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