Submitting Batch Requests - Harvard University



Work Instruction Submitting Batch Requests Purpose Use this procedure to submit chart value requests in batch format. Prerequisites You have been assigned a CSMA responsibility (e.g., HRVD^CSMA^DIV^ALL^Req).You are requesting values allowed by this responsibility.You are not submitting large-scale (>75 requests) description changes. See the Large- Scale Description Changes section on page 4 of the Description Change Rules document in the CSMA area of ABLE for information on a special process that avoids generating approval notifications for your changes and gets them into Oracle in a fraction of the time. Helpful Hints Have a copy of the CSMA User Guide handy for your reference. Procedure Select your CSMA responsibility to open the CSMA application.CSMA NavigatorDouble-click Batch Processing to start the batch upload process.CSMA Batch UploadPerform one of the following:If You Want ToThenGo ToCancel this requestClick .Step 1Continue with this requestClick .Step 4CSMA Batch Upload – URL PageClicking the button will open new window with a list of templates for batch uploads on the right-hand side and upload selections on the left-hand side. Since this window does not open within Oracle, you may need to open it from the task bar at the bottom of your screen.CSMA – Selecting Your Batch TemplateOn the right-hand side of the CSMA Batch Upload page, RIGHT click on the template you want to use. The template names will coincide with the change and CoA segment your batch values are intended for (e.g., ADD_SUBACTIVITY, MOD_SUBACTIVITY, etc). Always open a new template from the CSMA Batch Upload page to download your batch. Previously used templates, even if “empty” have “shadow” records remaining. These “shadow” records remain despite deleting content and will generate errors in CSMA.From the pop-up menu, select Save Target As… .Save As – PromptSave the template with a name and location that you will remember. The template will download to the designated folder on your computer.Download Complete – Open PromptWhen the download is complete, click to open the template in Excel.TemplatePopulate the template with your batch values as follows (the screen example above and the column names below are for an ADD SUBACTIVITY batch upload): Other batch templates will request information relevant to the value (CoA segment and value type, e.g., ORG, FUND, ACTIVITY, or ROOT and Child, Budget, or Parent) and the change (e.g., MODIFY, DISABLE, RE-ENABLE) you are uploading. The batch process will derive all relevant prefix information appearing before the “^” (e.g., parent activity value for subactivities, tub prefix for orgs, etc.) in the description at the time the value is uploaded.Column NameR/O/CEnterValue TypeRC, B, or P for Child, Budget, or Parent values.Parent Activity ValueRThe parent activity value.ValueRThe subactivity value you are requesting.DescriptionRThe subactivity description in mixed case, not exceeding 50 characters. Do not use these characters: !, #, %, _, *, ?, &, \. Do not enter tub prefix or parent activity value with the “^.” For more information, see the CoA Naming Conventions section in the CSMA User Guide.Note: When field character limits are stated, remember to include spaces, prefixes (e.g., tub and carat), and suffixes (e.g., budget only) in your count.Local Attribute 1CA valid local attribute 1 code.Note: See the CSMA User Guide for information on adding or removing values from the mentsOYour comments, if any.Effective DateRThe effective date of your request. You must enter the date in the Oracle format: DD-MMM-YYYY. CSMA defaults to today’s date on upload, if you leave this field blank.Note: This is used to identify the fiscal year to which the value or attribute changes apply. The date entered here will not affect the date the value is available for transacting.Click.Save As – Convert File to CSV (MS-DOS)When you have populated the template and saved it as an Excel file, save it as a CSV file as follows:Field NameR/O/CEnterSave in:RThe same location that you selected in Step 7.File name:RThe same name that you selected in Step 7.Save as type:RUsing the drop-down menu, select CSV (MS-DOS).Click.Microsoft Excel – CSV (MS-DOS) PromptWhen prompted, click to correctly save the template as a CSV file.CSMA Batch Upload - URL PageClose any Excel worksheets on your desktop and return to the CSMA Batch Upload window. Since this window does not open within Oracle, you may need to open it from the task bar at the bottom of your screen.CSMA Batch Upload - URL Page, continuedOn the left-hand side of the CSMA Batch Upload window, upload the CSV file you created in Steps 10 and 11 as follows:Field NameR/O/CEnterUpload a fileRUsing the button, locate the CSV file.File Fail On ErrorRYes – if you want the entire file to fail upload if a single record is invalid. This is the default value.No – if you want all valid records loaded and any invalid records not loaded to show on the Batch Error Report (refer to the “CSMA Reports” work instructions to see how to run this report).Note: Selecting Yes will prevent any values from loading if there is an error in one or more of your batch values. You will need to correct any errors before the batch will upload successfully.Perform one of the following:If You Want ToThenGo ToSubmit your batch for uploadClick .Step 17Submit a different batchClick .Step 15Perform one of the following:IfThenGo ToThe upload contains any validation error(s)None of your values were uploaded.Note: The Upload Results message that appears on the left-hand side of the window will provide details of the error(s)Step 18The upload had no validation errorsAll the values in your batch were uploadedStep 22CSMA Batch Upload – Upload Results Message, Validation Error(s)Click the View Report Detail link (under the Upload Results message) to view the CSMA Batch File Upload Results Report, which will explain the errors in your batch. The CSMA Batch File Upload Results Report will show you all the errors associated with each record in your file. You must correct all errors for a record to upload successfully.CSMA Batch File Upload Results Report If you close the report window before printing it out or saving it to your computer, you will have to upload the same batch again to get the report back.Perform one of the following:If You Want ToThenGo ToPrint out the reportSelect Print from the pull down File menu.Click to print.Step 20If You Want ToThenGo ToSave the report to your computerSelect Save As … from the pull down File menu.Select a location and name for the report on your computer.Click to save.Step 20Review the report and correct any error(s) directly in the Excel file you created in Steps 8, 9, and 10.Upload the corrected batch by repeating Steps 11 through 16.CSMA Batch Upload – Upload Results Message, No Validation Error(s)Perform one of the following:If You Want ToThenGo ToGet a list of the CSMA request ID numbers assigned to the successfully loaded requestsPrint out the Batch Summary Report.Step 24Upload a new batchOn the right-hand side of the CSMA Batch Upload page, RIGHT click on the template you want to use.Step 6You have completed this task. Result You have successfully uploaded a batch of change requests to CSMA ................
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