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Budget - Upload

Distribution

UVA UBO Budget Developer

Related Procedures

None.

Ownership

The Director of the Budget is responsible for ensuring that this document is necessary, that it reflects actual practice, and that it supports University policy.

File Transfer Process

1.   Modify an existing Excel spreadsheet submitted by a departmental unit and located in a local drive. 

• Reformat all data as text.
• Only the Amount column is completed for the Expenditure Types for amounts and that only the FTE column is completed for the FTE Expenditure Types.
• The first line of this file should always be a header line listing the column titles.  The program skips the first line regardless of whether or not it is actually a header line.  If the first line is actual data to be loaded, the program will not load this data.
• The file name must begin with “uva_budget_dev_” Any naming convention can follow this prefix. 
• Use a different file name for each file, and change names if rerunning a file with corrections.
• All letters in the file name must be in lowercase as the program picks up all files that begin with the “uva_budget_dev_” prefix in lowercase.
• The following table lists the fields to be entered into the file.  This order must be followed for the program to complete successfully.

2.   Save the Excel spreadsheet as a comma separated file on your C: drive or local network drive.

NOTE:  The first line of this file should always be a header line listing the column titles.  The program skips the first line regardless of whether or not it is actually a header line.  As a result, if the first line is actual data to be loaded, the program will not load this data.

3.   Start VPN.

4.   Start Secure-fx.

5.   Connect to Production Host - isp-ods.admin.virginia.edu.

• If this option is not shown, set up a new session by clicking the ‘New Session’ button (second button on toolbar shown above).  Complete the following information:
• Name:  Type in  ‘isp-ods.admin.virginia.edu’
• Protocol:  Select ‘SFTP’ from dropdown menu.
• Hostname:  Type in ‘isp-ods.admin.virginia.edu’
• Port:  Type in ‘22’.
• Username:  Enter your UVA user id (for example, msb2p)
• Click ‘OK’.
• The isp-ods.admini.virginia.edu session should be available for you to select now.

7.   Enter username and password.  This is your Unix password which has to be reset each year.  Call the ITC helpdesk for assistance (4-3731).

• Set Remote host to: /interface/inbound/datafile.  Set Local host to directory of your files.
• Find the .csv file and change the file extension to .dat.

10. Drag .dat file icon from Local directory screen to Remote directory screen to copy:

11. Select ASCII (text) and press OK.

12. Confirm that the file is now in Remote directory.  The file size on remote host may not match the size on local directory.

Once the upload to the IS budget development table is complete, the file is moved from the data file folder to the Archive folder and the date and time is appended to the file name.  If the file has bad data, it is deleted from the data file folder. You must then correct the original spreadsheet and rerun the FTP process.

Upload to IS Table

UVA Budget
M ® Requests
Find Requests

13. Open the Integrated System and log on with the UVA UBO Budget Developer responsibility.

14. From the menu, select Requests.

15. Click the [Submit a New Request] button from the ‘Find Requests’ screen.

Note: The upload from the UNIX directory to the IS table is a two-step process.  First, the data is loaded into a staging table where the file format is validated.  Second, the data is pulled from the staging table, where the PTAEO validation and CCID validation occurs before it is loaded into the UVA_BUDGET_DEV table.  These steps have been combined into one request set so that both steps will run at once.

13. Select 'Request Set' from the 'Submit a New Request screen.'  

18. Since this is currently the only request set under this responsibility, it automatically populates the Request Set field with the UVA Budget Dev request set when the LOV is selected.  Click the ‘Submit’ button.

19. The Requests screen pops up.  The user should occasionally click on the Refresh Data button for an update of the Phase and Status.

Note: The Request shows up on the screen as ‘UVA Budget Dev (Report Set).  The results show up on the screen as a set of four lines:  two ‘Load Budget Data to Stage’ and two ‘Load Budget Data to Dev’.

Once the Phase has completed, the user can click on the 'View Log...' button to verify that all lines were loaded or to see any error messages if the file completed with a Status = Error.  The log should be viewed for both the “Load Budget Data to Stage” step and for the “Load Budget Data to Dev” step.

Generally, if there is an ‘Error’ in the Status column of the ‘Load Budget Data to Stage’ steps, the error is related to the file.  For example, the file wasn’t properly renamed with a .dat extension and wasn’t moved to the correct UNIX directory:

If there is an ‘Error’ in the Status column of the ‘Load Budget Data to Dev’ steps, the error is generally related to the data being transferred:

If the process completes with a Status = Normal, the data has been loaded into the table.  It can now be viewed on-line through the forms or by running the appropriate Discoverer report.

Effective: 06/02/05

Revision: 4 mr/rsp

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