OLE Maintenance E-doc fundamentals

Maintenance E-Doc Fundamentals

Many OLE electronic documents (eDocs) contain data fields that must be filled in from a controlled list, either by choosing from a 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.

In OLE, with the exception on the Select/Acquire tab, the maintenance documents are listed in submenus with Admin in the title: Patron Admin, Cataloging Admin, etc.  On the Select/Acquire tab, the maintenance documents are located on the bottom half of the screen. Additionally, a few maintenance documents are located on to the Admin tab.

For information about the structure of OLE, see 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 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 maintenance tables.

OLE Maintenance & Administration Menus

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, or Add/Edit xxx, 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.

Edit Tab

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.

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.

Non-Editable Documents: There are some view-only documents which are not editable because all fields in the table are key identifying fields. Some tables in this category include the Barcode Status and Patron Note Type. 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.

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

For information about the Ad Hoc Recipients tab, see Standard Tabs and Route Log

Common Business Rules

• All users can look up the table values.
• Only the members of the higher level roles (OLE-SYS Manager, OLE-SELECT Financial-AQ4, AQ5, KR-PTRN Patron Manager, KR-LIC OLE_LicenseConfiguration are some examples) can initiate a document to create or modify the table values.
• These documents do not route for approval.

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 Address Type document as an example.

Searching for a Document

(Alternatively, a user will make selections from the Lookup icons 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.)

1. Select the desired maintenance e-doc from the Maintenance menu.
2. When the lookup screen appears, enter appropriate search criteria or leave blank to retrieve all. Click .
3. Click the code link for the value you want to view.
   
   
   
   A separate window appears.
   
   
4. Click the button from the lookup screen to create a new entry to the table.

Initiating a Maintenance Document

1. Select the desired maintenance e-doc from the Maintenance menu.
2. Click the 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.
   
   
3. Complete the common Document tabs – Document Overview tab, Notes and Attachments tab, or Ad Hoc Recipients tab as needed.
   
   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.
   
   Complete the New section in the Edit tab.
   
   
   
   For requirements for the Edit tab or the Add/Edit tab, see the help documentation for the appropriate document type in the guides listed in the Driver's Manual.
   
   
4. Click .
5. Review the Route Log tab.
   
   For more information, see Route Log.

Copying a Document (Initiating a Document Based on Another)

1. Select a document from the Maintenance menu tab.
2. When the lookup screen appears, enter appropriate search criteria or leave blank to retrieve all. Click .
   
   For more information about lookup, see Field Lookup.
   
   
3. Click the copy link in the Actions column corresponding to the table value you want to copy from.
   
   
   
   
4. Complete the standard tabs – Document Overview tab, Notes and Attachments tab, or Ad Hoc Recipients tab as needed.
   
   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.
   
   
5. Complete the New Copy section in the Edit tab.
   
   
   
   For information about requirements for the Edit tab or Add/Edit tab, see the help documentation for the appropriate document type.
   
   
6. Click .
7. Review the Route Log tab.
   
   For more information about the Route Log tab, see Route Log.

Editing a Maintenance Document

1. Select the desired e-doc from the Maintenance menu tab.
2. When the lookup screen appears, enter appropriate search criteria or leave blank to retrieve all. Click .
   
   For information about lookup, see Field Lookup.
   
   
3. Click the edit link in the Actions column corresponding to the table value you want to edit.
   
   
   
   The document appears with a new Document ID.
4. Complete the common document tabs: Document Overview, Notes and Attachments, and Ad Hoc Recipients tab as needed.
   
   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.
   
   
5. Complete the New section in the Edit tab.
   
   
   
   For information about requirements for the Edit tab or the Add/Edit tab, see the respective section for the documents elsewhere in this section.
   
   
6. Click .
7. Review the Route Log tab.
   
   For more information about the Route Log tab, see Route Log.

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.

Fiscal Year Maker

Fiscal Year Rollover has not yet been reviewed or modified from inherited KFS functionality. ALL could change in future releases.

This batch job (OLE-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:

• OLE-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.
• OLE-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.

• Chart of Accounts tables: Accounting Period Object Code Offset Definition Organization Reversion Organization Reversion Detail Sub-Object Code
• Financial tables: Fiscal Year Function Control
• General Ledger tables: University Date
• System tables: System Options

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.

General Guidelines

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.

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.