The New Electronic Distribution Form

1. The New Electronic Distribution Form Tina R. Fulton Administrative Systems Instruction and Development GA/GL instructeam@uab.edu

2. Presentation Outline • Current Features • New Features • Form Demo • Locating Primary Recipients and their Electronic Distributions • Adding Secondary Recipients • Copying Criteria • End-dating Criteria • Removing End Dates • Running Reports

3. Presentation Outline • Additional Information • Criteria Maintenance • Changing Primary Recipients • Go-live Date • Training Dates • Questions

4. Electronic Distributions: Terminology • Electronic Distribution • The electronic burst of monthly account statements to user worklists • Primary Recipient • The Deliver-to Person and Award Manager for GL and GA Account Strings • Secondary Recipient • A user assigned by the Primary Recipient to receive an electronic distribution of Account Statements/Reports • Criteria • Account Strings for which reports are burst to the Primary and Secondary Recipients • End-dated • The state in which Electronic Distributions for a specific Secondary Recipient or specific Criteria have been terminated • Manual Copy (or Manual End-date) • The process by which individual criteria is added or end-dated by keying directly into the form

5. Current Features: What Stays the Same • Update Capability- Primary Recipients Only • Copy Options • Manual Copy • Copy by Organization • Copy All • End-dating Options • Manual End-date • End Date All (specified Secondary Recipient) • End Date All (all Secondary Recipients) • Report Option

6. New Features • Inquiry-Only View available • More Reports Available • Report Groups • Grouping of account statements/reports that are related or used in conjunction with one another • Additional Copy Option • By Project • Criteria Maintenance • Copy by Org, Project, or All • End-dates • Viewable on-screen • Future dates allowed • Removable • Report Options • View distributions for Primary Recipients • Available to all users

7. Locating and Adding Electronic Distributions • Information Needed • Primary Recipient • Report Group • Can Included End-dated distributions

8. Copying Criteria • Copy Options • By Account (Manual) • By Organization • By Copy All • By Project

9. End-dating Criteria • End-dating Options • By Account (Manual) • By Secondary Recipient • By End-date All

10. Removing End-dates • Secondary Recipients can only be added to an Electronic Distribution once • Remove at least one End-Date to make updates • Select Include End-dated Records to retrieve • Options • By Criteria (Manual) • By Secondary Recipient

11. Running Reports • Options • Recipient • Primary-Only • By Primary Recipient for specified Secondary Recipient • By Primary Recipient for all Secondary Recipients • Report Group • Notifications • Email Notification • Personal Worklist Notification • Link accessible only once

12. Additional Information- What will happen at Go-live? • Go-live date: June 18th, 2007 • Secondary Recipients already in system • Converted to new form • Setup Type: Manual • Activate the Criteria Maintenance Feature • End-date Manual setups • Use Copy All, Copy by Org, or Copy by Project Option

13. Additional Information • Changing Primary Recipients • The preceding Primary Recipient will be end-dated, and the Secondary Recipients will be placed under the new Primary Recipient when the maintenance routines are run

14. Additional Information • Training Opportunities • Presentation Schedule • Monday, June 11th and Tuesday, June 12th • Volker Hall Room E • 1:00-3:00 PM • Monday, June 18th • West Pavilion Boardroom • 9:00-11:00 AM • Online Instruction • http://www.uab.edu/adminsystems/documentation/finance/fn_document/doc_electronic_distribution.pdf • Presentation also available • OATRAIN

15. Additional Information • Instructor-Led CLinics • Every Tuesday • AB B60 Computer Lab • 2:00-3:30 PM • Ask-IT • Call Extension: 6-5555 • Email: askit@uab.edu

16. Questions?