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Creating a Customized Folder

Scope

This procedure covers creating a custom folder for use in Project Status Inquiry (PSI) and Award Status Inquiry (ASI) in Grants Accounting (GA).

System References

Customizing a Folder

Policy

There is not a policy on customized folders as of 09-Dec-2003.

Responsibility

The GM Viewer is responsible for creating a customized folder to meet any preferred arrangement of data fields necessary for monitoring awards or projects.

The GM Transaction Specialist is responsible for creating a customized folder to meet any preferred arrangement of data fields necessary for monitoring awards or projects.

The GM Project Manager is responsible for creating a customized folder to meet any preferred arrangement of data fields necessary for monitoring awards or projects.

The GM GL Projects is responsible for creating a customized folder to meet any preferred arrangement of data fields necessary for monitoring awards or projects.

The GM Award Manager is responsible for creating a customized folder to meet any preferred arrangement of data fields necessary for monitoring awards or projects.

The GM OSP Setup Specialist is responsible for creating a customized folder to meet any preferred arrangement of data fields necessary for monitoring awards or projects for Grants and Contracts.

The GM Setup Specialist is responsible for creating a customized folder to meet any preferred arrangement of data fields necessary for monitoring awards or projects.

The GM Billing Specialist is responsible for creating a customized folder to meet any preferred arrangement of data fields necessary for monitoring awards or projects.

Distribution

Comptroller

GM Administrator^*

GM Award Manager^*

GM Billing Specialist^*

GM GL Projects^*

GM Project Manager^*

GM Setup Specialist^*

GM OSP Setup Specialist^*

GM Transaction Specialist^*

GM Viewer^*

Ownership

The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Activity Preface

This activity is performed whenever a user wants to customize a window folder to fit their requirements.

Expenditure Batches can also be customized into personal folders.

PSI and ASI screens can be customized into personal folders to the specific requirements needed to monitor projects and awards.  There are 126 summarization categories that can be configured into 33 columns for the PSI window.  ASI has nine columns on all screens.

The job title All GA Users refers to the following:

• GM Administrator
• GM Viewer
• GM Transaction Specialist
• GM Project Manager
• GM Award Manager
• GM GL Projects
• GM OSP Setup Specialist
• GM Setup Specialist
• GM Billing Specialist

This procedure continues from:

Using Award Status Inquiry.

Using Project Status Inquiry

All GM Users

1.   Determine whether the customized folder is needed in ASI, PSI Expenditures.

2.   Navigate to a window that has the folder tools lightened on the menu bar.

The following windows that have a lighted folder tools icon on the menu bar:

• Expenditure Items
• Invoice Summary
• Project Status
• Award Status

3.   Select [Folder] from the window menu.

This opens the Folder menu.

In the Folder menu the following is available:

• New: creates a new folder configuration
• Open: opens a saved folder
• Save: saves changes to the current folder configuration
• Save As: saves current folder configuration to a new name
• Delete: deletes an existing folder configuration
• Show Field: displays a field that is currently hidden
• Hide Field: hides the current field
• Move Right: moves the current field to the right
• Move Left: moves the current field to the left
• Move Up: moves the current field up (not available in all folders)
• Move Down: moves the current field down (not available in all folders)
• Widen Field: Increases the width of the current field
• Shrink Field: decreases the width of the current field
• Change Prompt: changes the prompt for the current field
• Autosize All: adjust all field widths proportionally to fill the windows (this cannot be undone without resizing each window)
• Show Order By: toggles the display of the Order By Buttons so the user can specify the sort for the first three resizing each window)
• View Query: displays the query criteria for the current folder definition
• Reset Query: erases the current query criteria
• Folder Tools: displays the folder tool palette

This opens the Create New Folder window.

4.   Enter a new and unique folder name.

5.   Do not make any changes to the check boxes.

6.   Select [OK] to save.

This returns the user to the previous screen.

End of activity.

Effective: 05/15/09

Revision: 5 dhw

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