CSMA Batch Processing Clinic

1. CSMA Batch Processing Clinic

2. Course Goals At the end of this course, you will be able to use the Chart Security Maintenance Application (CSMA) Batch Upload Process to request the value changes in selected Chart of Accounts (CoA) segments. Batch uploads can process the following requests for all segment types: • ADD • MODIFY • DISABLE

3. Course Goals, continued You will also be able to: • Use the batch processing function to view and print the Batch File Upload Results Report. • Use the CSMA Reports function to view and print the Batch Summary Report. • Use the CSMA Manage/View function to view requests created by the Batch Upload Process

4. Course Contents Unit 1: CSMA Batch Upload Process Unit 2: CSMA Batch Reports Unit 3: Managing Your Requests

5. Sub- activity Org Fund Tub Object CSMA Batch Processing Clinic Unit 1: CSMA Batch Upload Process Activity Activity Root

6. Learning Objectives At the end of this unit, you will: • Understand how to log on and navigate to CSMA Batch Processing • Understand who should use CSMA batch processing • Understand the features of CSMA batch processing

7. What Is CSMA Batch Processing? • CSMA batch processing is an Excel tool that allows you to submit multiple requests for the same segment and request type • CSMA batch processing features include: • Robust request validation on upload (same as individual requests) • Same derived fields and inter-field dependencies as individual requests • Customized Excel templates for specific segments and request type • Customized reports to identify request errors and to summarize successfully loaded requests

8. Who should use CSMA Batch Processing? • You should use CSMA batch processing if you: • Routinely submit multiple requests for the same segment and request types • Have a thorough understanding ofvalidation requirements • Are familiar with the codes that underlie the CSMA picklists • Can work with Microsoft Excel and know how to save Excel worksheets in different formats

9. Sub- activity Org Fund Faculty RSO Faculty RSO Faculty RSO orgs orgs Balance sheet Other income statement orgs Balance sheet Other income statement Balance sheet Other income statement Building Non-RSO Building Non-RSO Building Non-RSO Activity Tub Activity Object Root What Does CSMA Batch Allow Us to Do? ADD MODIFY DISABLE Child, Budget-only, Parent

10. How Does CSMA Batch Work? • Navigation • CSMA Navigatorscreen launches separate web page • Excel Templates • Available on-line • Customized by request type, segment, range and value type • Comma-delimited format for upload • User-designated filenames & locations for load files • No minimum number of records • Unique Batch ID for batch; unique CSMA Request ID assigned to each record in batch

11. How Does CSMA Batch Work? • Security • Templates limited by range and value type • Within template range, range of values allowed by active CSMA responsibility

12. ADD_ORG ORG ADD_FUND_RSO RSO ApprovalNon-RSO Approval FUND ADD_FUND_NONRSO ADD_ACT_BS Balance SheetOther Income Statement ADD_ACT_OIS ACTIVITY ADD_ACT_PARENT_BGTONLY Parent, Budget Only SUBACTIVITY ADD_SUBACT ADD_ROOT_BLDG BuildingFaculty ROOT ADD_ROOT_FAC Parent, Budget Only ADD_ROOT_PARENT_BGTONLY Templates, ADD Examples Template SegmentType Range

13. Central-Only Templates • OFAA Only • ADD_ACT_CIP • MOD_ACT_CIP • Apps Admin Only • ADD_OBJ • MOD_OBJ

14. Lines 1-3, locked cells, FYI only Line 1 =Template Name, Version, etc. Line 2 = Column Headings w/Notes Line 3 = Sample Data Additional information on column and data Template Header

15. Template Population Hints • Follow Batch window prompts • Use a new template each time • FYI description on MOD and DIS • Do not use a tub or parent prefix in the description field • Comments >240 truncates on conversion • No double quotes (“) in any field • Correct errors in your original Excel file, then re-save as a csv file

16. Log on to Oracle Oracle: Sign-on Screen

17. Personal Home Page Your responsibility • Each responsibility allows access to a unique rangeof CoA values assigned to you

18. Displays the CSMAresponsibility you selected at the top CSMA: Oracle Navigator Window • The menu displays the various forms and data you can access using this responsibility • Allows you to build a a personal “Top Ten List” of frequently used items

19. Open the Batch Processing web page from the menu or your “Top Ten List’ CSMA: Oracle Navigator Window

20. Launch CSMA Batch Upload web page Exit back to CSMA Navigator CSMA: Launch Batch Upload

21. Follow screen prompts CSMA: Batch Upload Web Page

22. Unit 1: Batch Demo • MOD FUND Batch

23. CSMA Batch Processing Clinic Unit 2: CSMA Batch Reports

24. Learning Objectives At the end of this unit, you will: • Understand how to run and interpret the Batch File Upload Results Report • Understand how to run and interpret the Batch Summary Report • Practice loading a subactivity batch, viewing the Batch File Upload Results Report, and running Batch Summary Report

25. What is the Batch File Upload Results Report? The Batch File Upload Results Report is: • A report that shows all validation errors associated with a failed batch record • Generated by CSMA if any of the values in your batch fail validation • Launched from a link on the CSMA Batch web page

26. Note Assigned Batch ID Link to launch the CSMA Batch File Upload Results report CSMA: Batch Upload Results Web Page

27. Always print this report before closing this web page You can review the errors that caused your batch upload to fail The Batch File Upload Results Report

28. What is the Batch Upload Summary Report? The Batch Upload Summary Report is: • A summary of all batch requests that have been successfully loaded to CSMA • Shows CSMA request IDs assigned to each successful batch record • Launched from the CSMA Navigator screen

29. Select PDF and enter Batch ID # Leave these as preset by CSMA Select Single Request and click OK Click Submit The Batch Summary Report

30. Click View Details to view your report The Batch Summary Report, continued Wait until report is completed.

31. If you enter a tub or parent prefix in the Excel template your request will fail validation The Batch Summary Report

32. Unit 2: Batch Exercise • ADD SUBACTIVITY Batch

33. CSMA Batch Processing Clinic Unit 3: Managing Your Requests

34. Learning Objectives At the end of this unit, you will: • Understand the CSMA Manage/View Function • Have practiced using the Manage/View “Query Sets” to manage your CoA batch requests

35. What is the Manage/View Function? The Manage/View Function is: • A selection of preset search parameters to help you: • To find a specific CoA request you have made • Those saved for later, pending, unapproved, queued for upload, or all your open requests • To find a specific CoA request made in the CSMA responsibilities associated with your user ID • By value, description, request ID, batch ID, requestor name, or current status

36. Manage/View opens WITHIN Oracle Opening Manage/View

37. Select Batch ID Query Set. Enter Batch ID and record range Click Find Manage/View: Batch ID Query Set

38. Your search parameter(s) Your CoA requests Manage/View: Query Sets – Results

39. Request Status will determine action you can take, e.g. view or complete Open selected CoA request New search Check for new requests Manage/View: Query Sets – Options

40. Unit 5: CSMA Manage/View Exercise • Query Sets – Batch ID

41. Resources: Help Desk

42. Resources: Apps Admin

43. Resources: ABLE ABLE, Harvard’s online help tool (http://able.harvard.edu)

44. Resources: Recording Secretary’s Office (RSO) The RSO website (http://www.aad.harvard.edu/rso/html/home.htm)

45. Resources: Office for Sponsored Research (OSR) The Research Administration (OSR) website (http://vpf-web.harvard.edu/osr/index.shtml)

46. A+ CSMABatch Processing ClinicThanks for coming!Your feedback is appreciated!