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This material was adapted from {link-window:http://goo.gl/hSLmr|scrollbars=true|menubar=true|location=true|statusbar=true|resizable=true|width=800|height=600|icon=false}http://testdrive.kfs.kuali.org/kfs-ptd/static/help/default.htm?turl=WordDocuments%2Fkfsedocfundamentals.htm{link-window}, documentation for the KFS 4.x releases.
{note:title=Work in Progress}
This information will continue to be updated.
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h2. {anchor:_D2HTopic_318}Maintenance E-Doc Fundamentals
{excerpt}AllMany ofOLE theelectronic OLEdocuments documents(eDocs) accessiblecontain viadata thefields Maintenancethat Menumust arebe updatedfilled in thefrom samea mannercontrolled basedlist, oneither theby Kualichoosing Nervousfrom System (KNS) features running on the Kuali Enterprise Workflow engine. This section describes the common basic document operations through which you create and update the values in the OLE reference tablesa drop-down menu, or by doing a lookup search to find valid values. The choices for these fields are defined in another type of OLE eDoc, called a maintenance document.{excerpt}
ManyOn OLEthe electronicFinancial documents (eDocsFS) containsubsytem, datathe fields*Maintenance* thatmenu musttab behas filledlinks into fromlook aup controlledthe list,valid eithervalues byfor choosingmost fromof athese drop-down menu, or by doing a lookup search to find valid values. The choices for these fields are defined in another type of OLE eDoc, called a maintenance document.
The Maintenance menu tab has links to look up the valid values for most of these controlled fields. (A few of them spill over on to the Administration menu tab.)controlled fields. (A few of them spill over on to the Administration menu tab.) On the Library (LS) subsystem, maintenance documents are mostly in the right column. (A few of them are on the left.)
!worddav34a7382b3111b85d4ba191fa30f40595.png|height=20,width=20! For information about the structure of OLE, see [Navigating through OLE|https://wiki.kuali.org/display/OLE/Navigating+through+OLE]
All of the maintenance eDocs are viewed and maintained in a similar fashion. Selecting the desired table from the *Maintenance* menu tab takes you to the lookup screen. From that screen you may create a new eDoc by clicking the *create new* link or search the table to view, edit, or copy a table value. OLE maintenance eDocs and Rice (Admin menu) maintenance eDocs have varied permissions and access. Most users can perform lookups and selections, or view some of the data, but not all users can edit or create new *Controlled Value* lists.
h3. OLE Maintenance & Administration Menus
Because we are modifying Kuali Financial
h3. OLE Maintenance & Administration MenusSystem, KFS, some of the links on the Financial menus (FS) are not available.
(/) New or adapted OLE functions
New or adapted Kuali FinancialKFS functions being used by OLE, and accessible for "test drive" by library users.
See list of permissions below, with definitions provided in linked data elements.
Definitions of inherited KFS Purchasing/Accounts Payable Attribute Maintenance docs
Definitions of inherited KFS Vendor Attribute Maintenance docs library users.
Includes: Purchasing/Accounts Payable, Vendors, Requestors, some Systems; plus, on Administration tab (permissions-based), some of the System and Configuration settings.
(!) Available for test-drive with inherited Kuali functions
Unedited/inherited KFS functionality, to be modified for libraries post OLE 0.68 release- library users can access and use these functions and eDocs "as is".
See KFS online help guide for full definitions
Definitions of inherited KFS Chart of Accounts Attribute Maintenance docs
Includes: Chart of Accounts, some financial processing & system settings; Batch & monitoring functions on Administration tab.
!greyDot.png|border=0! Future Kuali functionality to be coded
KFS functionality not yet available to libraries, and to be reviewed post OLE 0.68 release (no links).
See KFS Online Users
Guide for full definitions.
Includes: most of Financial Processing, Accounts Receivable, Contracts & Grants, and Pre-Disbursement Processor
h3. {anchor:_D2HTopic_319}Common Tabs
The typical maintenance e-doc contains the *Document Overview*, *Notes and Attachments*, *Ad Hoc Recipients*, *Route Log* tabs, and an additional tab called *Edit xxx* tab, where xxx is the name of the table. For example, the Account Type document has the *Edit Account Type* tab below the *Document Overview* tab.
h4. {anchor:_D2HTopic_320}Edit Tab
EachIn the Financial (FS) menus, each document has its own unique tab named *Edit xxx*, where xxx is the name of the table values that you want to maintain. The layout and data fields within the *Edit* tab vary depending on the document type and whether you are creating, editing or copying the document.
The *Edit* tab has one section when you are creating a new value. As shown below, the tab has two sections: *Old* and *New* when you are editing the existing code.
!worddav524cad1c8cbaf7b80501731a8e020bc4.png|height=298,width=646!
This display allows the document to serve as an audit trail for the maintenance table update history. In the *New* section, only non-identifying fields are editable.
On the Rice 2 (LS) menu, each maintenance document has the tab *Add/Edit xxx*, otherwise they mirror the FS maintenance docs.
!maintenanceDoc.png|width=646px!
(!) *Non-Editable Documents:* There are some view-only documents which are not editable because all fields in the table are key identifying fields. The tables in this category include the ICR Exclusion by Type, Travel Company,Barcode Status and LaborPatron ObjectNote Code BenefitsType. When you search for a document, you are not able to see the edit link in the lookup screen. These tables must be updated directly in the database by the technical staff.
!worddav7a867b183b2b11d2a74a59f9f9454203nonEditDocs.png|height=174,width=454646px!
h4. {anchor:_D2HTopic_321}Other Common Tabs
Maintenance e-docs contain additional tabs that are also common to other e-docs. They are:
* Document Overview Tab
* Notes and Attachments Tab
* Ad Hoc Recipients Tab
!worddav34a7382b3111b85d4ba191fa30f40595.png|height=20,width=20! For information about the *Ad Hoc Recipients* tab, see [Standard Tabs|https://wiki.kuali.org/display/OLE/OLE+E-doc+fundamentals#OLEE-docfundamentals-D2HTopic247] and [Route Log|https://wiki.kuali.org/display/OLE/OLE+Workflow+Overview+and+Key+Concepts#OLEWorkflowOverviewandKeyConcepts-D2HTopic341]
h3. {anchor:_D2HTopic_322}Common Business Rules
* All users can look up the table values.
* Only the members of the KFS-SYS Manager role of the higher level roles (OLE-SYS Manager, OLE-SELECT Financial-AQ4, AQ5, OLE-SELECT Accounting-AQ4, for FS; KR-PTRN Patron Manager, KR-LIC OLE_LicenseConfiguration are examples for LS) can initiate a document to create or modify the table values.
* These documents do not route for approval.
h3. {anchor:_D2HTopic_323}Performing Common Maintenance E-Doc Operations
All of the maintenance documents are viewed and maintained in a similar fashion. Selecting the desired table from the maintenance menu takes you to the lookup screen. From that screen you may create a new document by clicking the *create* *new* link or search the table to view, edit, or copy a table value. These common operations are explained below, using the Account Type document as an example for FS and Address Source document as an example for LS.
h4. {anchor:_D2HTopic_324}Searching for a Document
(Alternatively, a user will make selections from the Lookup icons !lookup.png|border=0! inside transactional documents - the values of these Selection or Controlled Value lists are maintained via the maintenance docs in the Maintenance menu. For more information, tips, and suggestions see [Searching OLE \[{color:red}Link to be added{color}.\])|https://wiki.kuali.org/display/OLE/OLE+E-doc+fundamentals#OLEE-docfundamentals-SearchingOLE].
# Select the desired maintenance e-doc from the *Maintenance* menu.
# When the lookup screen appears, enter appropriate search criteria or leave blank to retrieve all. Click !worddav3d716ea1ce28be761b3d68a276eb214c.png|height=17,width=65! *.*
# Click the *edit* link for the value you want to view.\\
\\
!worddava4c22c4e450b3b67c13906512ddaad09.png|height=223,width=581!\\
\\
A separate window appears.\\
\\
!worddav97ac2d726efc1b48a9c6306fcee3bf8f.png|height=262,width=546!\\
\\
# Click the !worddavcca466fcf9d6b201fd2988fcfde57181.png|height=15,width=70! button from this window to create a new entry to the table.
!worddavf69641779cfae5112a36fdeff50bc81b.png|height=84,width=375!
h4. {anchor:_D2HTopic_325}Initiating a Maintenance Document
# Select the desired maintenance e-doc from the *Maintenance* menu.
# Click the !worddavcca466fcf9d6b201fd2988fcfde57181.png|height=15,width=70! button located in the upper right corner or search for a document and click the *create new* button from the view window.\\
\\
The document appears with a new Document ID.\\
\\
# Complete the common Document tabs -- *Document Overview* tab, *Notes and Attachments* tab, or *Ad Hoc Recipients* tab as needed.\\
\\
!worddav34a7382b3111b85d4ba191fa30f40595.png|height=20,width=20! For information about the common financial transaction tabs such as *Document Overview*, *Notes and Attachments*, and *Ad Hoc Recipients, Route Log* tabs, see [Standard Tabs|https://wiki.kuali.org/display/OLE/OLE+E-doc+fundamentals#OLEE-docfundamentals-D2HTopic247].\\
# Complete the *New* section in the *Edit* tab\\
\\
!worddava7c4f5da9ad979dfb67ab150c8fce3c5.png|height=111,width=633!\\
\\
!worddav34a7382b3111b85d4ba191fa30f40595.png|height=20,width=20! For requirements for the *Edit* tab, see the help documentation for the appropriate document type in the {link-window:http://testdrive.kfs.kuali.org/kfs-ptd/static/help/default.htm|scrollbars=true|menubar=true|location=true|statusbar=true|resizable=true|width=800|height=600|icon=false}KFS online help{link-window}.\\
# Click !worddav2570b05b2290c2ef2417ffc66f4c1759.png|height=17,width=68! .
# Review the *Route Log* tab.\\
\\
!worddav34a7382b3111b85d4ba191fa30f40595.png|height=20,width=20! For more information, see [Route Log|https://wiki.kuali.org/display/OLE/OLE+Workflow+Overview+and+Key+Concepts#OLEWorkflowOverviewandKeyConcepts-D2HTopic341].
h4. {anchor:_D2HTopic_326}Copying a Document (Initiating a Document Based on Another)
# Select a document from the *Maintenance* menu tab.
# When the lookup screen appears, enter appropriate search criteria or leave blank to retrieve all. Click !worddav3d716ea1ce28be761b3d68a276eb214c.png|height=17,width=65! .\\
\\
!worddav34a7382b3111b85d4ba191fa30f40595.png|height=20,width=20! For more information about lookup, see [Field Lookup|https://wiki.kuali.org/display/OLE/OLE+E-doc+fundamentals#OLEE-docfundamentals-D2HTopic243].\\
# Click the *copy link* in the Actions column corresponding to the table value you want to copy from.\\
\\
!worddav9d4b31f63971251c99d1165a9b86afad.png|height=80,width=632!\\
# Complete the standard tabs -- *Document Overview* tab, *Notes and Attachments* tab, or *Ad Hoc Recipients* tab as needed.\\
\\
!worddav34a7382b3111b85d4ba191fa30f40595.png|height=20,width=20! For information about the standard financial transaction tabs such as *Document Overview*, *Notes and Attachments*, and *Ad Hoc Recipients, Route Log* tabs, see [Standard Tabs|https://wiki.kuali.org/display/OLE/OLE+E-doc+fundamentals#OLEE-docfundamentals-D2HTopic247].\\
# Complete the *New Copy* section in the *Edit* tab.\\
\\
!worddavcd799ee715980328ad72fdeeb3fe5dd6.png|height=86,width=631!\\
!worddav34a7382b3111b85d4ba191fa30f40595.png|height=20,width=20! For information about requirements for the *Edit* tab, see the help documentation for the appropriate document type.\\
# Click !worddav2570b05b2290c2ef2417ffc66f4c1759.png|height=17,width=68! .
# Review the *Route Log* tab.\\
\\
!worddav34a7382b3111b85d4ba191fa30f40595.png|height=20,width=20! For more information about the *Route Log* tab, see [Route Log|https://wiki.kuali.org/display/OLE/OLE+Workflow+Overview+and+Key+Concepts#OLEWorkflowOverviewandKeyConcepts-D2HTopic341].\\
h4. {anchor:_D2HTopic_327}Editing a Maintenance Document
# Select the desired e-doc from the *Maintenance* menu tab.
# When the lookup screen appears, enter appropriate search criteria or leave blank to retrieve all. Click !worddav3d716ea1ce28be761b3d68a276eb214c.png|height=17,width=65! .\\
\\
!worddav34a7382b3111b85d4ba191fa30f40595.png|height=20,width=20! For information about lookup, see [Field Lookup|https://wiki.kuali.org/display/OLE/OLE+E-doc+fundamentals#OLEE-docfundamentals-D2HTopic243].\\
# Click the *edit* link in the *Actions* column corresponding to the table value you want to edit.\\
\\
!worddav69b1a6565324e79736a8825f2e71cba1.png|height=62,width=568!\\
\\
\\
The document appears with a new Document ID.\\
# Complete the common document tabs: *Document Overview*, *Notes and Attachments*, and *Ad Hoc Recipients* tab as needed.\\
\\
!worddav34a7382b3111b85d4ba191fa30f40595.png|height=20,width=20! For information about the common financial transaction tabs such as *Document Overview*, *Notes and Attachments*, and *Ad Hoc Recipients, Route Log* tabs, see [Standard Tabs|https://wiki.kuali.org/display/OLE/OLE+E-doc+fundamentals#OLEE-docfundamentals-D2HTopic247].\\
# Complete the *New* section in the *Edit* tab.\\
\\
!worddav1fc95e48c919e736a456be45205e3a8c.png|height=77,width=474!\\
\\
!worddav34a7382b3111b85d4ba191fa30f40595.png|height=20,width=20! For information about requirements for the *Edit* tab, see the respective section for the documents elsewhere in this section.\\
# Click !worddav2570b05b2290c2ef2417ffc66f4c1759.png|height=17,width=68! *.*
# Review the *Route Log* tab.\\
\\
!worddav34a7382b3111b85d4ba191fa30f40595.png|height=20,width=20! For more information about the *Route Log* tab, see [Route Log|https://wiki.kuali.org/display/OLE/OLE+Workflow+Overview+and+Key+Concepts#OLEWorkflowOverviewandKeyConcepts-D2HTopic341].
(!) *You are allowed to edit non-identifying fields only.* In edit mode, note that certain fields are not editable. You are only allowed to change the non-identifying fields associated with OLE code you are trying to edit. When the active/inactive flags are available for the reference table, you can first make the existing code inactive and then create a new code to change the identifying fields. If the active/inactive flags are not available, the changes must be made by the technical staff.
h4. Maintenance Document Permissions, Roles & Workflows
!maintenanceWorkflow.png|border=1!
For a full list of Maintenance Documents and Routing Approvals see the Maintenance Document Appendix ({color:red}See the OLE 0.6 Drivers Manual; will need link for 0.8{color})
h3. {anchor:_D2HTopic_328}Fiscal Year Maker
This batch job (KFS-SYS fiscalYearMakerJob) copies table values that are specific to a fiscal year into another fiscal year. Generally this job is used to copy values in maintenance tables from the current fiscal year into the next fiscal year to prepare those tables for future use. Some modules, such as Budget Construction, may require that these tables be updated with next fiscal year's values well before the end of the current fiscal year.
Two parameters are used to control the Fiscal Year Maker process:
* KFS-SYS SOURCE_FISCAL_YEAR controls the fiscal year for which the Fiscal Year Maker batch process will copy certain maintenance table data to the next sequential year.
* KFS-SYS OVERRIDE_TARGET_YEAR_DATA_IND has a 'Y' or 'N' indicator that controls the mode in which the Fiscal Year Maker's batch process runs.
* 'N' copies values to the new fiscal year without overwriting any values that already exist in the new year.
* 'Y' copies values to the new fiscal year and overwrites any values that already exist in the new year.
Fiscal Year Maker impacts the following maintenance tables.
* Accounts Receivable tables:Organization Accounting Default System Information
* Capital Assets tables: Asset Object Code
* Chart of Accounts tables: Accounting Period Indirect Cost Recovery Rate Indirect Cost Recovery Rate Detail Object Code Offset Definition Organization Reversion Organization Reversion Detail Sub-Object Code
* Effort Certification tables: Effort Certification Report Definition Effort Certification Report Earn Paygroup Effort Certification Report Position
* Financial tables: Fiscal Year Function Control Travel Per Diem Wire Charge
* General Ledger tables: University Date
* Labor tables: Benefits Calculation Labor Object Position Object Benefit
* System tables: System Options
h3. {anchor:_D2HTopic_329}Extended Attributes
OLE allows you to add attributes to your maintenance tables in the event your institution requires additional attributes for reporting purposes. These attributes are called extended attributes.
Extended attributes can either be free text fields or have an associated reference table to supply valid values. The data dictionary can be configured by your technical staff in the following manner:
* An extended attribute displays on the associated e-doc
* An extended attribute can be made required or optional
* An extended attribute can be available as search criteria and/or in the search results in a lookup.
h4. {anchor:_D2HTopic_330}General Guidelines
!worddavc6b7c158136c85f9a114a23244f88d11.png|height=20,width=20! *How to add extended attributes to OLE:* The steps in creating extended attributes involve your technical staff for the most part. Additional technical documentation is available. For example, a community college is required to track multiple additional attributes on the Account Table to meet the reporting requirements of community colleges. Each of these fields has a list of valid values that must be maintained in the system. One extension table with the multiple fields is added to the Account Table. These multiple new fields appear on the Account document. A new reference table for each new field is created to maintain the list of valid values for the new fields. Each of the reference tables appears as a new document on the *Maintenance* menu tab of OLE.
!worddav8c721a026d9a155ace563606c969ad57.png|height=216,width=475!
*Dos*
* Business rules can be applied to extended attributes the same as they could be applied to any other attribute delivered with OLE.
* Modification to include security and encryption can be applied to extended attributes as well just as the other existing OLE attributes.
* The data definition language, including referential integrity for extension tables are the responsibility of the implementing institution.
*Don'ts*
* Extended attributes are not intended to add additional fields to the accounting string and should not be added to tables such as GL Balance or GL Entry tables.
* Extended attributes should not be added to the workflow tables. |
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