requesting activity values - harvard university · web viewvalues fun c ti o n a l ar e a: char t o...

Title: Requesting Activity ValuesFunctional Area : Chart of Accounts

Course : Managing Chart Values with CSMA

File name: ACTIVITY VALUES-REV2WI.DOCReference Number:

Version: Rev 1Last Modified: 9/28/2015

Work Instruction / 22

Work Instruction

Requesting Activity Values

Purpose Use this procedure to request one of the following actions for an activity value:

• Add (a new value)• Modify (an existing value)• Disable (an existing value)• Re-enable (a disabled value)

CSMA will not allow you to initiate a request to ADD, MODIFY, or DISABLE a child ACTIVITY in the CIP range. The Financial Accounting & Reporting (FAR) initiates these requests.

CSMA will not allow you to initiate a request to ADD, MODIFY, or DISABLE a child Sponsored ACTIVITY or SUBACTIVITY ranges. The Office of Sponsored Research (OSR) initiates requests for all sponsored values.

Prerequisites

• You have been assigned a CSMA responsibility (e.g., HRVD^CSMA^HUAM^ALL^Req).• You are requesting values allowed by this responsibility.

Helpful Hints Use these keyboard shortcuts key to speed your work:

• %: Wildcard (only use when searching in a list of values)• Shift+Ctrl+F9: Prompt/Value List of Values.

Do not use the commonly used Oracle function keys (e.g. F11 Enter Query, Ctrl F11 Execute Query, Ctrl S Save). They are not appropriate for CSMA forms.






Procedure

1. Select your CSMA responsibility to open the CSMA application.

CSMA Navigator Screen

2. Double-click Request Entry to open a new request.

3. Perform one of the following:

If You Want To Then

ADD an activity value Go to Step 4.

MODIFY an activity value Go to Step 14.

DISABLE an activity value Refer to the “Disabling Chart Values in CSMA” quick reference.

RE-ENABLE an activity value Review Steps 14 to 23.Note: The information requested will be the same as MODIFY. You will be allowed to re- enable and modify the value, if needed.






CSMA – Create New Request

The following steps illustrate an ADD for a child-level (balance sheet) ACTIVITY value.If you select MODIFY or RE-ENABLE, you will encounter CSMA screens that need the same information. Complete the required and optional fields as needed. For information on DISABLE, refer to the “Disabling Chart Values in CSMA” quick reference.

4. Complete the following fields [the R/O/C column will indicate whether the field is required (R),optional (O), or conditionally available (C)]:

Always use the Tab key to move from field to field in CSMA.






Field Name R/O/C Enter

Request Type R The initial letter of your request type (e.g. “A” for ADD), or select from the drop-down menu.

Note: The following options are available: ADD, MODIFY, DISABLE, and RE-ENABLE.

Segment Type R The initial letter of the segment type (e.g., “A” for ACTIVITY), or select from the drop-down menu.

Note: The following options are available: ORG, FUND, ACTIVITY, SUBACTIVITY, and ROOT. OBJECT values canonly be requested by Applications Administration.

Value R The 6-digit activity value that you are requesting.

5. Select the Type of Value.

Once a value has been set up in CSMA as a particular type, it cannot be altered later.For example, a value cannot be set up as B-Budget-only Child and then changed to allow posting at a later date.

If You Select Then Go To

C-Child (Allow budgeting and posting) Click .

Step 6

B-Budget-only Child (Allow budgeting, but not posting) Click .

Note: Budget-only screens are the same as ADD Child screens, but have limited choices and derived fields. CSMA will open the appropriate input screens needed to complete your request.

Review Steps 6 thru 13

P-Parent (No budgeting and no posting) Click .

Note: Parent requests display the same two screens for all value, segment, and type requests. CSMA will open the appropriate input screens needed to complete your request.

“Requesting Non-RSO

Fund Values” work

instruction, Step 25

CSMA will validate the value you are requesting at this point. If valid, CSMA will proceed with your request by displaying the screens necessary to complete it. If invalid, you will receive an error message requesting that you enter a valid value. Validation in CSMA is an ongoing process from this point forward until your request is approved.






CSMA – Enter ACTIVITY Attributes

6. Complete the following required fields (you may also complete the optional fields, if needed). If a field listed in the table below as conditional (C) appears in yellow (required) or white (optional), complete it as needed.

When field character limits are stated (as in description), remember to include spaces, prefixes (e.g., tub and carat), and suffixes (e.g., budget only) in your count.


Cross Tub Value? R Yes or No using the drop-down menu.

Note: If you select Yes, CSMA will insert the characters “XT” between your tub identifier and the “^”.







Description R The activity description. The tub prefix and a carat (as well as the required “Budget Only” suffix, if applicable) will be provided by the system. Follow any additional naming conventions that may be used by your tub.

Note: The activity description should be written in mixed case and may not exceed 150 characters. Do not use these characters: !, #, %, _, *, ?, &, \.

See the CoA Naming Conventions section in theCSMA User Guide for more information.

A-21 Classification C The A-21 classification from the picklist that appears when you tab into this field.

Note: This field will default to “00 Unspecified” for CIP and balance sheet activities.

Facility Renewal C A number between 0 and 100, with up to two decimal places.

Note: This field is for FAR use only. It applies to CIP activities.

Debt Flag? C Yes or No using the drop-down menu. Enter Yes if you have received an approved Debt Financing Request form the OTM in support of your balance sheet activity request.

Note: This field is locked (gray) on MODIFY requests.

Int Rate Type Code C Enter the correct interest rate from your approved Debt Financing Request form.

Note: If the Debt Flag? field is No or blank, this field will be locked (gray); if it is Yes, this field will be required (yellow).

Debt Terms C Select the correct terms from the picklist. If the value is CIP and the Int Rate Type Code field = 01, this field will be required (yellow), otherwise this field will be locked (gray).

Note: For use by Financial Accounting & Reporting only.CAPS Project Number

C Enter the correct HRES capital project tracking number. Only applies to CIP values. This field will be this field will be required (yellow) for CIP values, otherwise this field will be locked (gray).

Note: For use by Financial Accounting & Reporting only.

Primary Managing Org

O The 5-digit value to indicate the primary org that manages or owns this activity.

Note: The org value entered may either be a valid financial parent value or a valid transactional child value.







Local Attribute 1 O A valid local attribute 1 code from the picklist.

Note: See the CSMA User Guide for information on adding or removing values from the picklist.

Depending on the value you are requesting, CSMA may request the information in the conditional fields listed above. As a reminder, required fields are yellow, optional fields are white, and gray fields are locked. In the CSMA Manage/View Requests, locked mauve fields show the changes you have previously entered.


If You Want To Then Go To

Cancel this request1. Click .

2. At the Caution message, click

to delete this request and go to Step 3, or

3. Click to return to the options listed in this step.

N/A

Save this request and complete it later Click .

Note: You will have 21 days from the create date to complete this request.

Step 10

Continue with this requestClick .

Step 8






CSMA – Enter ACTIVITY Attributes and Comments

8. Complete the following required field (you may also complete the optional field, if needed).


Effective Date R The effective date of your request. You must enter the date in the Oracle format: DD-MMM-YYYY. CSMA defaults to today’s date.

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.

Comments O Your comments, if any.












N/A

Review the activity attributes you have entered for this request Click .

Note: This button will bring you to the first attribute screen.

Step 6



Step 10

Save and complete this requestClick .

Step 11

10. When the Caution message appears, perform one of the following:


Save this request for later 1. Note the number of your request.

2. Click .

3. CSMA will return you to a refreshed “Create New Request” screen, Step 3.

Note: You can complete your request by opening it from Manage/View Requests.

“Using the

CSMAManage/View”

work instruction

Cancel the “save for later” requestClick .

Note: CSMA will return to the screen you were working on.

N/A






CSMA Submit – Caution Message



Complete the submission of your request

1. Note the number of your request.

2. Click .

Step 12

Cancel the submissionClick .

Step 8






CSMA – Success Screen


If your ADD ACTIVITY request is not subject to approval, your message will read:“Your request has been successfully submitted for upload to the Chart of Accounts.”


Create a new requestClick .

Step 4

View details of your request on a printable web page Click .

Step 24

13. You have completed this task.

Result You have submitted a request to ADD a child-level ACTIVITY (Balance Sheet) value.

R/O/C






CSMA – Create New Request

The following steps illustrate a MODIFY for a child-level (other income statement) ACTIVITY value. If you select ADD or RE-ENABLE you will encounter CSMA screens that need the same information. Complete the required and optional fields as needed. For information on DISABLE, refer to the “Disabling Chart Values in CSMA” quick reference.

14. Complete the following fields [the R/O/C column will indicate whether the field is required (R),optional (O), or conditionally available (C)]:

Always use the Tab key to move from field to field in CSMA.

Field Name Enter

Request Type R The initial letter of your request type (e.g. “M” for MODIFY), or select from the drop-down menu.

Note: The following options are available: ADD, MODIFY, DISABLE, and RE-ENABLE.







Segment Type R The initial letter of the segment type (e.g., “A” for ACTIVITY), or select from the drop-down menu.

Note: The following options are available: ORG, FUND, ACTIVITY, SUBACTIVITY, and ROOT. OBJECT values canonly be requested by Applications Administration.

Value R The 6-digit activity value that you are requesting.

15. Select the Type of Value.

Once a value has been set up in CSMA as a particular type, it cannot be altered later.For example, a value cannot be set up as B-Budget-only Child and then changed to allow posting at a later date.

If You Select Then Go To

C-Child (Allow budgeting and posting) Click .

Step 16

B-Budget-only Child (Allow budgeting, but not posting) Click .

Note: Budget-only screens are the same as ADD Child screens, but have limited choices and derived fields. CSMA will open the appropriate input screens needed to complete your request.

Review Steps 6thru 13, andalso Step 16

P-Parent (No budgeting and no posting Click .

Note: As with child values, CSMA will open the appropriate input screens needed to complete your request.

“Requesting Non-RSO

Fund Values” work

instruction, Step 25

CSMA will validate the value you are requesting at this point. If valid, CSMA will proceed with your request by displaying the screens necessary to complete it. If invalid, you will receive an error message requesting that you enter a valid value. Validation in CSMA is an ongoing process from this point forward until your request is approved.






CSMA – Enter ACTIVITY Attributes

16. Complete the following required fields (you may also complete the optional fields, if needed). If a field listed in the table below as conditional (C) appears in yellow (required) or white (optional), complete it as needed.

When field character limits are stated (as in description), remember to include spaces, prefixes (e.g., tub and carat), and suffixes (e.g., budget only) in your count.


Cross Tub Value? R Yes or No using the drop-down menu.

Note: If you select Yes, CSMA will insert the characters “XT” between your tub identifier and the “^”.







Description R The activity description. The tub prefix and a carat (as well as the required “Budget Only” suffix, if applicable) will be provided by the system. Follow any additional naming conventions that may be used by your tub.

Note: The activity description should be written in mixed case and may not exceed 150 characters. Do not use these characters: !, #, %, _, *, ?, &, \.

See the CoA Naming Conventions section in theCSMA User Guide for more information.

A-21 Classification R The A-21 classification from the picklist that appears when you tab into this field.

Note: This field is required (yellow) on “other income statement” activity value requests.

Facility Renewal C A number between 0 and 100, with up to two decimal places.

Note: This field only applies to CIP activities. This field is locked (gray) for all other value requests.

Debt Flag? C Note: This field is locked (gray) for all requests except balance sheet activity ADD requests, where it is required (yellow).

Int Rate Type Code C Note: This field is required (yellow) for CIP and balance sheet activities. It is locked (gray) for all other ranges.

Debt Terms C Note: This field is required (yellow) for CIP activities. It is locked (gray) for all other ranges. For use by Financial Accounting & Reporting only.

CAPS Project Number

C Note: This field is required (yellow) for CIP activities. It is locked (gray) for all other ranges. For use by Financial Accounting & Reporting only.

Primary Managing Org

O The 5-digit value to indicate the primary org that manages or owns this activity.

Note: The org value entered may either be a valid financial parent value or a valid transactional child value.

Local Attribute 1 O A valid local attribute 1 code from the picklist.

Note: See the CSMA User Guide for more information on adding or removing values from the picklist.

Depending on the value you are requesting, CSMA may request the information in the conditional fields listed above. As a reminder, required fields are yellow, optional fields






are white, and gray fields are locked. In the CSMA Manage/View Requests, lockedmauve fields show the changes you have previously entered.







N/A



Step 20

Continue with this requestClick .

Step 18






CSMA – Enter ACTIVITY Attributes and Comments

18. Complete the following required field (you may also complete the optional field, if needed).


Effective Date R The effective date of your request. You must enter the date in the Oracle format: DD-MMM-YYYY. CSMA defaults to today’s date.

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.

Comments O Your comments, if any.

Note: If you are updating the value’s description, enter information here to help Client Services determine if your update represents a change in purpose.












N/A

Review the activity attributes you have entered for this request Click .

Note: This button will bring you to the first attribute screen.

Step 16



Step 20

Save and complete this requestClick .

Step 21

20. When the Caution message appears, perform one of the following:


Save this request for later 1. Note the number of your request.

2. Click .

3. CSMA will return you to a refreshed “Create New Request” screen, Step 14.

Note: You can complete your request by opening it from Manage/View Requests.

“Using the

CSMAManage/View”

work instruction

Cancel the “save for later” requestClick .

Note: CSMA will return to the screen you were working on.

N/A






CSMA Submit – Caution Message



Complete the submission of your request

1. Note the number of your request.

2. Click .

Step 22

Cancel the submissionClick .

Step 18






CSMA – Success Screen

If your ADD ACTIVITY request is subject to approval, your message will read: “Your request has successfully completed and has been forwarded for approval.”



Create a new requestClick .

Step 3

View details of your request on a printable web page Click .

Step 24


Result You have submitted a request to MODIFY a child-level ACTIVITY (other income statement) value.






CSMA – Print Request Detail

24. Clicking the button will open a printable web page with details of your request. You can view this information online or print the report.

Since this report does not open within Oracle, you may need to open it from the task bar at the bottom of your screen.


Result You have opened the CSMA Request Detail Report for your current request.






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