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					  WEBDFS
   BUDGET AMENDMENT AND
PERSONNEL REPORT PREPARATION




    Departmental Financial Systems
           Phone: 542-6763
            Fax: 583-0077
       Email: webdfs@uga.edu
     Website: www.webdfs.uga.edu
                                                                 Contents

Overview ............................................................................................................................... 3
Types of Documents ............................................................................................................. 4
Setting Browser Options ....................................................................................................... 5
Starting WebDFS .................................................................................................................. 7
Main Menu ............................................................................................................................ 8
Sequence Number Maintenance ............................................................................................ 9
Budget Amendment Only Document Header ....................................................................... 10
Personnel Document Header ................................................................................................. 11
Personnel Header – List of Employees ................................................................................. 12
Employee Information .......................................................................................................... 13
Filled Position ....................................................................................................................... 14
Pay Authorization ................................................................................................................. 15
Vacant Position ..................................................................................................................... 17
Reason Codes ........................................................................................................................ 18
Personnel Remarks ................................................................................................................ 19
Budget Amendment .............................................................................................................. 20
Validate ................................................................................................................................. 21
Electronic Approval ...............................................................................................................22
View/Print the HTML Forms ................................................................................................ 24
List of Documents ................................................................................................................. 25
WebDFS Reports ...................................................................................................................26




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                                         Overview
WebDFS
   Is a web-based system for preparing and printing budget amendment and personnel
    documents
   May be routed electronically (if your unit has been set up for Electronic Approval) or you
    may prepares paper forms for signature and manual routing

Web-based means…
   The only software required is a web browser and a plug-in
   No application upgrades, maintenance or backups are required by the user
   Can run on Windows 95, 98, 2000, XP, ME, 2003, etc.
   Browsers supported:
        o Internet Explorer 5.0 and above
        o Netscape 8 and above

WebDFS will grow and change
   New enhancements and features being added constantly
   Departmental Cost-Center application available
   Budget Development application available
   Electronic approval of Budget Amendment/Personnels available on a limited basis
   Accounting package in early development

Data in WebDFS
    is pulled from completed WebDFS documents and from the mainframe
           o includes Applicant Tracking data by social security number
    is pulled in only for positions or accounts to which the user is authorized
    must be reviewed by the user for accuracy
    comes from a shared resource (mainframe) so WebDFS will be affected by high use
       periods such as drop/add, but with continued upgrades to the mainframe, things are
       improving




                                              3
                                   Types of Documents

When users are creating documents in WebDFS, they must choose whether to create a Budget
Amendment Only Document or a Personnel Document. A Budget Amendment Only Document
is used to create a Budget Amendment form. A Personnel Document can be used to generate a
Personnel Report with Budget Amendment or simply a Personnel Report. Following are some
guidelines for choosing which type of document to create:

Transactions requiring a Budget Amendment Only Document:
 Establish a budget amount or change the amount budgeted for non-personal services
   expenditures, eg. Travel, equipment, operating supplies, holdback, indirect overhead, etc.
 Establish a budget amount or change the amount budgeted for anticipated income for the
   fiscal year
 Establish or change the amount budgeted for a vacant position
 Establish a budget amount or change the amount budgeted for personal services lump sum
   positions

Transactions Requiring a Personnel Document:
 Change in Position Job Title and/or Job Classification Code for non-faculty positions
 Change of name
 Correction of Social Security Number
 Employee changing from one position to another
 Terminating employee from a line item position
 Change in the amount budgeted for any portion of a position
 Change from salaried bi-weekly position to monthly position
Refer to Budget Amendment Instructions for additional information

Menu choices for each type of created document:

Personnel:                                         Budget Amendment Only:

   Document Header                                   Document Header
   Employee Information                              Vacant Position
   Filled Position                                   Budget Amendment
   Vacant Position                                   Budget Amendment Remarks
   Reason Codes                                      View/Print Crystal Forms
   Personnel Remarks                                 View/Print HTML Forms
   County Information
   Budget Amendment
   Budget Amendment Remarks
   View/Print Crystal Forms
   View/Print HTML Forms




                                               4
                                   Setting Browser Options
Before using WebDFS for the first time, users are advised to set their Internet Explorer options
for optimal performance. Users do this by following the steps outlined below:

1. Start Internet Explorer by going to the Start button and selecting Programs then select
Internet Explorer.

2. Select Tools from Internet Explorer menu at the top, then select the last item in the list:
Internet Options.




3. Click the button labeled “Settings” in the middle section of the box.




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4. Choose the option “Every visit to the page” and Click OK.
5. Click OK again to close the Internet Options window.




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                                    Starting WebDFS
1. Start Internet Explorer
2. In the browser address bar type www.webdfs.uga.edu (or go to www.dfs.uga.edu and click
   on the link for the Budget Amendment system).
3. On the logon page type your TSO/IMS userid and password and click on the „Logon‟ button.




4. The following page is used to provide the user with helpful notices and coming events. Click
   on the Continue button when you are ready to proceed.




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                                          Main Menu
Click the arrow next to “Select one of the following.” to select where you would like to begin.

      List of Documents – contains a list of documents that the user has created or that contain
       accounts to which the user is authorized
      Add a New Budget Amendment Only Document – create a document that does not
       require a Personnel Report
      Add a New Personnel Document – create a document with a Personnel Report and
       Budget Amendment
      Sequence Number Maintenance – set the last sequence number that was used for a fiscal
       year and department; also used to set default department phone
      WebDFS Reports – generate reports based on the documents you do in WebDFS and
       including mainframe Budget data.

(Note: All other options are for Electronic Approval users)

   NOTE: If a user begins a Budget Amendment Only Document and decides that a Personnel
   Report is required, the user will need to purge the Budget Amendment Only Document and
   begin a new Personnel Document.




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                             Sequence Number Maintenance

   Use this page to set the last sequence number that was used for your department and fiscal
    year and to set your department phone number.
   Users will usually go to this page the first time they use WebDFS.
   To see if information already exists for a fiscal year and department, complete the fiscal year
    and department fields and click Read.
   To add or modify information, enter the information and click Save.




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                     Budget Amendment Only Document Header

   This will create a document that does NOT include a Personnel Report
   If a user determines that a Personnel Report is required, the user must purge the Budget
    Amendment Only document and create a Personnel document
   Fiscal Year, Dept., and Source are required
   Sequence Number will be generated by the program if this field is left blank
   Complete the required fields and click the Create button to create a new document
   View the System Messages to confirm that the document was successfully created




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                              Personnel Document Header
   All non-gray fields must be completed except:
        o Seq – WebDFS will assign a number if this is left blank
        o Dept/Project – WebDFS gets the description based on the dept. number
   Users can leave Dept. Phone blank if a phone number was saved on the Sequence Number
    page.
   Grayed out fields are completed by the application
   The Social Security Number label is a link to a "popup" page of employees to which the user
    is authorized (see next page)
   Complete the required fields and click the Create button to create a new document
   View the System Messages to confirm that the document was successfully created




The Social Security Number (SSN) and Position cannot be changed after the document has
been created. If the user typed the incorrect SSN or position and the document was created,
the user would need to purge the document and begin a new document with the correct
information.

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Personnel Document Header - Popup List of Employees
Users can search the list by last name or use the Next button at the bottom of the page to move
page-by- page through the list.

Click the radio button next to the SSN to cause this window to close and the SSN of the selected
person to be filled in on the Personnel Document Header page.




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                                   Employee Information
   Contains employee data that was added when the document was created
   Document Information section shows doc number and employee
   Users must verify that the data is complete and accurate
   Users can make any necessary changes and click Modify
   If employee data was not found in the system, the user must complete all the fields and click
    Modify




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                                        Filled Position
   Entry List section contains positions that have been added to the document
   Entry Detail section is used to add new positions or modify data from the Entry List
   To modify data, click the round radio button in the Entry List section to copy that row‟s data
    from the Entry List to the Entry Detail
   Additional existing positions can be added to the document by typing the position in the
    Entry Detail and clicking the Add button. Then click the radio button in the Entry List to
    copy the data to the Entry Detail, make changes, and click Modify.




                                                14
                                     Pay Authorization
To get to the Pay Authorization page, select the PayAuth link from the Entry List section of the
Filled Position page.

   Document Information includes position and salary data for use in calculating Revised EFT
    and Revised Budget.
   Entry List contains pay authorization information for the position that is being modified
   To modify pay authorization data, click the radio button in the Entry List next to the account
    that is to be modified. Make changes in the Entry Detail section and click Modify.
   Only one account can be modified at a time. If a position is paid off multiple accounts, the
    user must perform the steps for modifying data for each account that requires changes.
   To have the system calculate Revised Budget and Revised EFT, the user would use “System”
    in the drop-down list under Calc RevBud/RevEFT. If a user wants to manually calculate
    Revised Budget and Revised EFT “Manual” must be selected in this drop down list.




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                                       Vacant Position
Use this page to create a new vacant or lump sum position or to modify information for an
existing vacant or lump sum position.

Type the position information in the Entry Detail and click Add to add the position to your
document.




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                                        Reason Codes

   The Entry List section displays reason codes that have been added to the document
   To add a reason code to your document:
    o In the Reason Code box in the Entry Detail section, click the arrow next to the words
       “Select from the following”. Scroll down the list to select the reason code that applies to
       your situation.
    o If additional information is required on the Personnel form, the appropriate section in the
       detail area is highlighted
    o Key in any additional data that is required and click Add

   If a user has added an incorrect reason code to the document, he/she will need to delete the
    incorrect one and add the correct code. Users cannot Modify the reason code; only the
    additional information that goes with it.




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                                    Personnel Remarks
Type in remarks for your document and click Save. The first three input boxes make up the first
line on the form and the next three input boxes make up the second line.




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                                    Budget Amendment

   On Personnel Documents, there may be one or more entries in the Entry List section that do
    not have a radio button next to them. Based on the information that is contained in the Pay
    Authorization page these entries were created by the program.
   Entries created by the program cannot be modified. The user must modify the Pay
    Authorization data to cause the automatic Budget Amendment entries to change.
   The user will need to add entries to the document to balance the automatic entries to zero.
   To add new entries, type in the information in the detail section and click Add
   No entries are created automatically for a Budget Amendment Only document
   Funding source entries are also added on this page. The WebDFS program will determine if
    an entry is a budget amendment entry or a funding source entry
   Entries in the Entry List will be in the following order:
        o Automatically created entries
        o Budget Amendment entries
        o Funding source entries
   Total Change EFT and Total Change Amount are listed below the Entry List section




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                                           Validate
Printed documents will contain the word “Draft” across the signature lines until the document
has been successfully validated and marked as Finished.

   The Validate button is located next to the Document Information section on almost every
    page of the WebDFS application.
   When the user clicks the Validate button, a separate browser window opens and the results of
    the Validation process are displayed to the user.
   The Validation process checks the entire document for completeness and accuracy.
   Any errors detected during the Validation process must be corrected before the document can
    be marked Finished
   To correct errors:
        o Click the button marked “Edit Document” to return to the main WebDFS application.
        o Select the necessary page from the dropdown menu and click GoTo.
        o Make the necessary change or changes and click Modify
        o Repeat as many times as necessary to correct all errors
        o Perform the Validation process again in order to mark the document Finished
   If users select “Mark Personnel as Finished” the word draft will be removed from the
    Personnel Report but will remain on the Budget Amendment form




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                                     Electronic Approval
If all departments are the document are eligible for electronic approval, then the user will receive
the option of submitting their document electronically.




Using rules established by the Budget Office and by the Divisions represented in the document,
the system determines the userids that need to sign this document. The document is removed
from the Budget Amendment system and placed into the Electronic side of the system. The first
signer is notified, if they opted to receive email notifications. The document appears in their
“List of Documents Awaiting Approval.”




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The initiator, the person responsible for creating this document, is now ready to create and
process more documents. This document has moved into the Electronic Approval system and
will be routed throughout the various administrative offices involved.




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                             View/Print the HTML Forms

   When a user selects “View/Print HTML Forms” from the dropdown menu and clicks GoTo
    a separate browser window will open.

   Click the Personnel or Budget Amendment links to switch between the reports.




                                              24
                                      List of Documents

   Contains documents that the user created or that contain accounts to which the user is
    authorized
   Click on the radio button next to the document information to select a document
   The user is taken to one of two places depending on the type of document:
        o Budget Amendment Only documents – taken to the Budget Amendment page
        o Personnel documents (those with SSN) – taken to the Filled Position page
   Users can limit the number of documents listed by typing in a partial document number and
    clicking the Search button or by typing in the last name of the employee on the document
   Use the Next button at the bottom of the page to move page-by-page through the list




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                                  WebDFS Reports


   To print reports, select “WebDFS Reports” from the Drop-Down Menu
   The Budget Amendment Entries report is a detailed report of budget amendment entries
    processed in WebDFS.
   The Department Detail Including Pending Budget Amendments report is a Detail report
    of budget amendment entries processed in WebDFS.
   Select the report, add any criteria needed to process the report, and select “validate
    criteria.”
   If the criterion is ok, press “launch the report” and the Crystal Smart Viewer will open to
    show you the report.




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