Budget - Uploading

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Budget - Uploading

Budget - Uploading: Flowchart

Scope

This procedure covers uploading the departmental budget worksheet to UNIX and uploading the resulting table to the Integrated System.

System References

None.

Policy

Distribution

Director of the Budget

UVA UBO Budget Developer

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.

Activity Preface

This activity is performed whenever the UVA UBO Budget Developer must provide departmental budget input to the University Budget Office.

UVA UBO Budget Developer

File Transfer Process

1. Create an Excel spreadsheet in your C: drive or local network drive.

The file name must begin with “uva_budget_dev_.” Any naming convention can follow this prefix.
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.

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

Header field	Comments
GM_PROJECT	Enter GM projects here. Do not enter GL project values here.
TASK_NUMBER
AWARD_NUMBER
EXPENDITURE_TYPE
GL_ENTITY
GL_PROJECT	Enter GL project values here
GL_FUND_SOURCE
GL_OBJECT_CODE
Amount
FTE
PERIOD_YEAR
VERSION	If user is loading a version of “R” (Revised), all data with same Period Year and a version of “R” that currently exists in the table will be deleted.

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.

2. When the file is ready to be moved, change its file extension to .dat

3. Start Secure-fx.

4. Connect to Production Host.

5. Enter username and password (twice)

6. Set Remote host to: /interface/inbound/datafile
Set Local host to directory of your files.

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

8. Select ASCII (text) and press OK

9. Confirm that file is now in Remote directory:

NOTE: size on remote host may not match the size on local directory

Once the FTP has run, 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. Corrections will need to be made to the original spreadsheet and the FTP process will need to be rerun.

Upload to IS Table

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. For convenience, these steps have been combined into one request set. The user only needs to select the request set once and both steps will run.

10. Log into IS Applications under the UVA UBO Budget Developer responsibility. From the menu across the top, select
Help ® View My Requests.

11. The Find Requests screen pops up. Click on the Submit a New Request button.

12. Select Request Set. Click OK.

13. The Submit Request Set screen pops up. Click on the LOV icon.

14. 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. Click the Submit Request button.

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

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.

The following is a list of expected error messages:

Error Message	Definition / Action
Budget Data File Not Found Please FTP your Data files to the UNIX directory =>/interface/inbound/datafile	The program could not locate any files to upload. Check that the file was appropriately moved to the correct UNIX directory.
ORA=00001: unique constraint (UVA.UVA_BUDGET_PTAEO_GL_U1) violated insert_into_budget_table	A duplicate PTAEO or GL String was identified. Correct the appropriate line.
Amount and FTE both have values	An amount and FTE were entered on the same line. Correct the file by creating a second line with the appropriate expenditure type and associated value.
Invalid Project, Invalid Task, Invalid Award	The PTA combination is invalid. Verify that the correct values have been entered.

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.

End of activity.

Effective: 08/13/04

Revision: 2

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