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After you access OLE by typing or pasting the URL for it into your browser's address bar, you need to know where to find information and how to navigate. This section covers these topics. |
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The OLE portal has two subsystems. One contains the financial processes inherited by KFS and the other contains cataloging and circulation. When entering the portal,you will see four menu tabs:
The Main Menu tab displays the list of transactions and functions that are associated with the financial processes. The Maintenance menu tab is geared towards maintaining various reference tables to support field validation and lookups for the financial documents on the Main Menu. The Administration menu tab displays the list of functions that the only technical staff or super users in the functional area are likely to use. The Rice 2 tab displays the transactional, functional and maintenance documents and interfaces associated with Describe (cataloging) and Deliver (circulation) OLE modules.
When you click on the Rice 2 tab, it will display differently. It will contain a Rice Main Menu and will have an Administration menu tab of its own. By clicking the OLE tab, you will return to the financial subsystem.
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The main menu for the Kuali OLE Financial System (FS) lists electronic documents and functions that departmental users are usually allowed to initiate.
Main Menu submenus
Category | Description |
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Acquisitions | Allows for the requisition, receiving, and payment request of library materials. Transactions are recorded in e-docs that are then posted to the General Ledger and affect the financial statements of the organization. |
Ingest | Allows for the loading of multiple records from vendor files as well as uploading profiles that will command how the files are loaded into OLE. |
Financial Transactions | Allows the financial representation of a basic business activity. Transactions are recorded in e-docs that are then posted to the General Ledger and affect the financial statements of the organization. Examples of transactions are cash and credit card receipts, budget adjustments, and transfer of funds. |
Administrative Transactions | Under review and not available in this release Allows the representation of a business activity performed by an administrative or central office. Administrative transactions are like all transactions in that they are recorded in e-docs that are then posted to the General Ledger and affect the financial statements of the organization. Barcode inventory, financial processing, circulation and cataloging features may be available here. |
Acquisistions Search | Allows searches for specific types of documents based on attributes of the transactions, primary key data elements, or both. Additional fields, specific to different modules, are available on custom document searches. Examples are Document Store Search (library catalog) and Purchasing/Accounts Payable e-doc searches. Special access may be required to retrieve custom document searches. |
Search | Under review and not available in this release |
Lookup and Maintenance | Allows users to maintain account information. Users may also search and maintain requestors (patrons) and vendors |
Balance Inquiries | Allows retrieval of General Ledger balances by account or other criteria or retrieval of labor distribution data in a format that combines the impact of multiple transactions including budgets, pending entries and available balances. |
Reports | Allows standard reports to be generated from OLE. |
Year End Transactions | Under review and not available in this release Allows processing of transactions necessary for year-end closing of the General Ledger. These processes are normally done centrally. Examples of year-end transactions include budget adjustments and transfer of funds. |
Each of these submenus is further subdivided by module.
For information on working with the Chart of Accounts, Pre-Disbursement Processor, and Vendor functions listed on the Main Menu tab, see the appropriate sections in the
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The Maintenance menu provides access to a variety of user-defined reference tables that are essential to OLE. These tables define attributes the system uses to validate transactions and allow users to look up values as necessary. The tables also control the often-complex relationship between elements for internal and external reporting. For example, OLE relies on maintenance tables for basic information such as the sub-fund groups to which new accounts may be assigned and the calendar month that correlates to the first month of your institution's fiscal year. This table-controlled flexibility is one of the features that make OLE a highly configurable application.
These important reference tables are maintained by electronic documents called maintenance documents or e-docs. Each of the OLE reference tables is maintained by a specific maintenance e-doc that is routed for approval before the table is updated.
All users can look up values in the OLE reference tables via the lookup screens on the maintenance menu, but only members of the OLE-SYS Manager role may initiate most documents in the maintenance menu.
Categories of maintenance documents
Category | Purpose |
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Chart of Accounts | Allows central maintenance of COA documents. See note below. |
Financial Processing | Under review; many are not available in this release Allows maintenance of documents that support central financial operations including the disbursement voucher documents. |
Pre-Disbursement Processor | Under review and not available in this release Will provide access to Pre-Disbursement Processor (PDP) maintenance functions |
Accounts Receivable | Under review and not available in this release Allows central maintenance of documents that support the Accounts Receivable (AR) module. |
Vendor | Allows central maintenance of documents that support the Vendor document. |
Purchasing/Accounts Payable | Allows central maintenance of documents that support the Purchasing and Accounts Payable (PURAP) module. |
Requestor (Patron) | Allows central maintenance of documents for attributes needed by the requestor. |
Contracts & Grants | Under review and not available in this release Allows central maintenance of documents that support the functionality of the Contracts and Grants module. |
System | Allows central maintenance of attributes used across OLE. |
Ingest | Allows central maintenance of ingest process. |
A few Chart of Accounts maintenance documents (Account, Global Account, Account Delegate, Account Delegate Model, Global Account Delegate, Object Code, Global Object, Organization Code, Project Code, Sub-Account, and Sub-Object Code) are used by both central and departmental users. These documents are accessible via the Main Menu tab, not the Maintenance menu tab.
For information on working with the Chart of Accounts, Pre-Disbursement Processor, and Vendor functions listed on the Main Menu tab, see the appropriate sections in the
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Your institution may choose to add attributes to maintenance tables for reporting purposes. For information on adding these 'extended' attributes, see Extended Attributes.
For information about initiating maintenance documents, see Performing Common Maintenance E-Doc Operations.
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Kuali OLE enables users with proper permissions to perform a number of administrative functions that affect the entire system. These functions, which are accessible via the Administration menu tab, allow authorized users to:
- Support the Kuali Identity Management (KIM) module
- Define basic types of location and reference information
- Control the running of batch jobs
- Support the Kuali Enterprise Workflow (KEW) module and
- Enable authorized users to perform a variety of other functional and technical activities.
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System | Provides a means of viewing and updating OLE user identification information; defining valid values for various types of location information; and defining valid types of personal information collected for the Identity module. |
Configuration | Provides access to a variety of functional and technical configuration options that affect the entire OLE. |
Testing | Provides access to the data dictionary configuration key as well as the webservice proof-of-concept request form. |
OLE Demo Help | Provides links to documentation and OLE resources. |
Batch | Allows you to view job schedules and manage key OLE batch upload processes. |
Monitoring | Allows users to monitor messages that are flowing through the service bus, view the Service Registry for it, and change the size of its thread pool. Also allows users to access any document in order to perform operations on it and generate statistics reports. |
Docstore | Under review and not available in this release |
KRMS Rules | Allows users to create and modify rules for OLE workflows. Also allows users to access the MARC and Dublin editors. |
For information about using functions that are accessible via the Administration menu tab , see "System" in the
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The main menu for the Kuali OLE Library System (LS) lists electronic documents and functions that library staff are usually allowed to initiate.
Main Menu submenus
Category | Description |
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KRMS Rules | Allows users to create and modify rules for OLE workflows. |
Location | Allows users to maintain locations of library materials. |
Licensing | Allows users to create and manage license requests within OLE. |
Deliver | Allows users to circulate library materials and manage library requests. |
Select | Allows users to create criteria for the ingest process. |
Describe | Allows users to perform cataloging tasks within OLE. |
Global Configuration Settings | In a future release, will allow users to set up Z39.50 protocols for exporting bibliographic records. |
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Patrons | Allows users to maintain patron records within OLE |
Agreement | Allows users to create and maintain agreement maintenance documents for the licensing module. |
Cataloging | Allows users to create and maintain maintenance documents for bibliographic and Instance records |
Each of these submenus is further subdivided by module.
For information on working with functions in any other module, see the KFS guide to the specific module.
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This menu is very similar to the OLE Financial Administration Menu but the electronic documents associate with the Rice 2 Main Menu documents.
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Workflow | Allows users to create and modify rules for OLE workflows. |
Notifications | Will allow users to send notifications to library staff and patrons. Not fully functioning in 0.8 |
Batch | Allows you to view job schedules and manage key OLE batch upload processes. |
Identity | Provides a means of viewing and updating OLE user identification information; defining valid values for various types of location information; and defining valid types of personal information collected for the Identity module. |
Configuration | Provides access to a variety of functional and technical configuration options that affect the entire OLE. |
Service Bus | Allows users to monitor messages that are flowing through the service bus, view the Service Registry for it, and change the size of its thread pool. Also allows users to access any document in order to perform operations on it and generate statistics reports. |
Miscellaneous | Allows users to manage OLE cache |
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Each menu tab is organized into multiple submenus that group similar types of functions. Each menu tab also has these standard features:
- Workflow functionality is accessible from action list and doc search buttons in the upper-left corner of the screen.
- A Message of the Day is displayed on the top of the screen.
- The current user is displayed on the upper right corner of the screen.
- A Provide Feedback link on the upper right corner of the screen allows anyone to report bugs, issues, and suggestions.
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All three menu tabs include the Message of the Day at the top of the screen to quickly distribute messages to all OLE users on-line.
Updating the Message of the Day: If no message of the day is defined in the system, the Message of the Day area is not displayed on the screen. To define the message of the day, initiate the Message of the Day e-doc from the Administration menu tab.
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Online forms within this web-based software application allow you to enter and select information and to perform actions and navigate, both within and outside the system. The following table briefly outlines the basic tools.
Basic OLE tools
Element | OLE Reference / Description |
|---|---|
| box (a.k.a. edit box, text box, or entry field): A rectangular box in which you can type text. If the box already contains text, you can select that default text or delete it and type new text. Use a keyboard to type or clipboard to paste text and numbers into the field. |
| check box (a.k.a. selection box): A square box that is selected or cleared to turn on or off an option. More than one check box can be selected. Use a mouse to click within the box to place a check mark symbol to indicate the option is selected. |
| option (a.k.a. radio button, option button): A round button used to select one of a group of mutually exclusive options. Use a mouse to click within the circle. The dot symbol indicates that the option is selected. |
| list (a.k.a. drop-down menu, combo box, or list box): A box with an arrow indicating a list that drops (expands) downward for viewing (may expand upward to take advantage of available screen real estate). Click the down arrow icon to list menu options, and then click the text to highlight and select an option. |
| button (a.k.a. command button, action button): A rectangular button with a text label that indicates the action to be performed. Use a mouse to click the button to initiate the action. |
Link (external file or Web page hyperlink): Use a mouse to click on the underlined text (usually blue in color) to navigate to a different Web page or system within the same Web browser (may open a new pop-up window). | |
| Link: An internal hyperlink to a different place on the current page, a different screen within the current application, or a related system. Use your mouse to click on the underlined text to cause the desired information to appear. |
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When launching OLE 0.8 you will be automatically logged in with the default userid: ole-khuntley on the Financial tabs (FS), admin on the Rice-2 tabs (LS).
To log off from OLE, simply close the Web browser by clicking the standard browser's Close (X) button located in the upper right corner.
Caution: In OLE 0.8, while logged in as ole-khuntley, clicking the Logout button will cause a system error to occur. If you do attempt to logout and receive this error message simply click your browser’s back button to return to OLE 0.8. This issue will be resolved in later releases.
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In OLE 0.8 you have the ability to simulate being logged in as various users (sample users noted below). To accomplish this, type the userid you wish to login as into the text entry box next to the Login button and click Login.
The ability in this demo environment to simulate being logged in as various users, gives you the permissions required to try out each stage of specific workflows where approvals or actions are required by multiple user types. (Since this functionality is only meant for testing purposes, it will not be included in version 1.0 or later.)
When logged in as ole-khuntley and impersonating another user, you may switch the user you are impersonating by again entering the userid into the text entry box next to the Login button and clicking Login:
To return to the original state - logged in only as ole-khuntley - click the Logout button:
User ID's & Roles
Financial (FS)
Role | User Id | Permission Descriptions |
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OLE_Load | ole-jpaul | Staff upload interface and Load Reports search |
OLE_Selectors | ole-cstan | Create requisitions |
OLE_Selectors_ serial | ole-lreeder | (above, for continuing orders) |
OLE_Super-Selectors | ole-mandrew | Same as Selectors, plus Assign any requisitions in OHQ |
OLE_Acquisitions | ole-fermat | All of above, plus processing Purchase Orders, Purchase Order Amendments, APO-automatic Purchase Orders, Vendor. |
OLE_Acquisitions_serial | ole-smills | (above, for continuing orders) |
OLE_ACQ-Mgr | ole-hachris, | All of above, plus approval actions for above users. |
OLE_ACQ_mgr_serial | ole-bperser | (above, for continuing orders) |
OLE_RCV | ole-mshaun | Staff users for receiving documents (blanket approve), and can create unapproved Invoices/PREQ |
OLE_Receive_Mgr | ole-msmith | Same as OLE_RCV plus can approve Receiving Correction documents. |
OLE_Invoicing | ole-jshowalter | Create PREQ- Payment Requests (i.e. vendor invoicing) |
OLE_Payment | ole-abeal | Approve Payment Requests (i.e. Payment) |
Fiscal Officers | ole-rorenfro, | Account/CoA or Fund, functions outside of Purchasing workflows |
OLE-VND Reviewer | ole-eurainer | Approve NEW vendors created by Acquisitions staff. |
(super user & foreign purchases) | ole-khuntley |
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Multiple users, roles and workflows were inherited from KFS in managing and administering financial and account structures or budgeting. In future releases, OLE will simplify these routing and workflow rules as we complete financial integrations for OLE 1.0 as well as planning for fiscal year rollover in 1.x. These will inform the design of cohesive roles, permissions, workflow and notifications across all financial and budget processes.
Rice 2 (LS)
Role | User Id | Permission Descriptions |
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OLE_Cataloging_Admin | admin | Initial cataloging role for editing and management of code lists/controlled value lists |
OLE_Licenses | fred | OLE_Licenses are the assignees for Requisitions requiring licenses or license negotiations. This role is the “owner” of the license agreement, and has full edit, attachment, routing, and status change permissions. |
OLE_LicenseManager | frank | Group of users that actually do the work of license negotiation used for routing purposes. Same permissions as OLE_Licenses. At a given institution, some staff might do work of requesting licenses / uploading files and adding metadata vs. actually doing the license negotiation? |
OLE_Licensing_Approver | supervisr | OLE_Licensing_Approver will receive License Requests in status “Complete” as final step in workflow. |
OLE_LicenseConfiguration | admin | This is a licensing superuser with authority to set default system configuration values, such as the default notification period after inactivity. |
OLE_Signatory | eric | This role is a person with the authority to sign a license. Note: this role may not be used within OLE if license must be signed by an external party (outside of OLE). |
OLE_LicenseViewer | kuluser | License documents and Search on Licenses are very limited permissions. This role can "view only" Agreements, Agreement docs, License Requests. |
OLE_LicenseReviewer | edna | This role is a person with the authority to sign a license. |
Operator | edna | System user who can loan materials |
Unit Manager | dev1 | System user who can loan and override loan |
Deliver Admin | admin | System user who can initiate and map circulation desks |
Patron Manager | admin | All the Permissions of Patron and BorrowerType |
Full Circulation Attendent | dev 1 | Edit Patron Document |
Limited Circulation Attendent | testuser1 | View Patron Document,no access to borrowerType |
Location Administrator | admin | Edit and View the Location Level Document |
Shelving Location Administrator | dev1 | View Location Level Document |