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Current
Usability Task
Force Projects
FUSS (Financial
Usability & System
Solutions)
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Focus on Reports:
FUSS is continuing the series
of sessions held just prior
to Fiscal Administrators
meetings to explain in detail
specific aspects of reports
and how they may help people
with their daily work. The
most recent sessions were:
o Session 6: GL_Only
Project Activity Detail
Report (now
has two new “Departmental” tabs)
o Session 7: UVA PA Revenue
vs Installment vs Project
Funding vs Expenditures
o Session 8: FM_Installment
Modification by Organization
Report
These sessions
may be viewed
on the Integrated
System Reports
web site
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New FUSS initiatives include:
o Reconstructing the
Processing Funds
to clearly present,
for each type of
money that comes
in, who does what,
when, and how.
o An Award and Cash
Management class,
in conjunction with
the Processing Funds
web site, to help
explain how to manage
cash accounts effectively.
o Cost Transfer class
to explain what is
valid, common errors,
how to, etc.
HR Usability
Task Force
New HR Task Force
initiatives include:
o LD report improvements
in the areas of:
o LD_Labor Schedules:
Adding Org default
and Suspense Account
activity to the
current individual
schedules
in the report.
o LD_Labor Suspense
errors: Former
standard report
will be a new
Discoverer report.
o LD_Pay & Distribution
Adjustment History:
Adding a new tab - “by
employee-owning
org.”
Payroll Reconciliation
Task Force (a new usability
task force)
Developing a new
Payroll Reconciliation
report: Allows user
to see what hours and
pay elements were entered,
which were paid (after
leave reversion), and
at what rate. When
used in conjunction
with the new tab on
the LD Pay & Distribution
Adjustment History
report (see above under
HR/Payroll Usability
Group initiatives),
allows user to see
full picture from what
hours were entered
to how pay was distributed. BACK
TO TOP
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Hints
and Tips
General
Can we prevent Integrated System
email notifications from being
filtered as SPAM?
Unfortunately, there is no clear
reason for the messages to be considered
SPAM, so there is nothing specific
in the formatting of the messages
that could prevent it. ITC is not
able to specifically exclude IS messages
from the SPAM filter. Make sure to
check your SPAM file regularly to
determine if any IS messages were
diverted there by mistake.
Why do I have to change my password
so often?
Changing one’s password once
a month is considered “best
practice” for ensuring security
of the system and protecting the
user, as well. For more information,
see “Security:
A Necessary Nuisance.”
Why does the system time out so often
during the day?
The system will time out if there
is no activity for 90 minutes. This
is for security (see “Security:
A Necessary Nuisance.”)
There have been other occasions when
users
are timed out while they are using
the system. This is an issue of running
an old version of VPN. You should
be running version 4.05 or higher.
Click here for instructions on downloading and
installing the latest version of
VPN.
How can I view the Current News
(pop-up window) without enabling
all pop-up windows?
To allow the pop-ups for Current
News that should occur when you click
the ENTER button on the IS web site
(and any other U.Va. applications),
go to Control Panel, Internet Options,
Privacy tab, settings button (lower
right), and enter *virginia.edu.
How can I navigate between two applications
at the same time?
Log on twice and have two sessions
going at the same time.
How can I be notified of system
downtimes?
Regular hours for the system and
the Operational Data Store (ODS)
are posted on the IS
web site.
Planned and unplanned downtime is
posted on the Current News (pops
up when you click the ENTER button
on the IS web site). You may also
be added to the IS Downtimes mailing
list by emailing ISDowntimes@virginia.edu.
Can I change my own password if
I only have Discoverer access?
Yes. Log on to the Integrated System
and select the UVA ODS Specialist
responsibility. Select “Please
log on to ODS System.” Close
the Find Request form, select Edit
from the toolbar, then Preferences,
then Change Password.
General Ledger
Can I print out a deposit transaction
after it is entered?
If there are 8 or fewer lines, you
can just do File -> Print when
you complete the form. If there are
more than 8 lines, run the GL standard
report: Journals - General (180 Char),
and enter the batch name in the parameters
window. You will get a list of transactions
in your batch and can print that.
For more specific instructions on
submitting a request, click here.
Grants
Accounting
Can we have the “Automatic
Bump” for gift accounts?
No, the automatic bump is not possible
in the Integrated System because
it would have to apply to everyone
in the same way, and there are different
rules for funding and budgeting gift
money.
Can anything be done regarding encumbrances
for 9-month employees?
For now, you can use the UVA Manual
encumbrance subsystem to adjust encumbances
for 9 month employees.
Can I view expenditure type
definitions in the application?
Yes. Any form that has an Expenditure
Type list of values contains a detailed
description of the expenditure types
in the LOV window. This is viewable
by expanding the LOV window by dragging
the corner.
Payroll
Why can’t I generate biweekly
time cards for a future pay period?
If you generate time cards for a
future pay period, you cannot take
into account people who may be terminated
in that future pay period. It is
important that time cards not be
generated for terminated employees.
Purchasing
How can I enter items by line and
do receiving for each line in a standard
LPO?
Be sure to review Procurement
Services policies for the use
of LPOs.
The “How Do I” navigation
for creating
LPOs shows you how to
enter lists of articles purchased
in the description field of the LPO
line.
You can receive against an LPO if
you wish. However, the receiving
will be for your own records; it
will not affect payment of invoices
matched to the LPO.
How can I enter multiple items on
ChemStores order without reentering
the PTAEO for each item?
You can use preferences to default
the PTAEO to each requisition line.
Click here to see the How Do I navigation
for preferences.
Is there an easy way to distribute
charges for a purchase among multiple
accounts without having to type them
all in every time?
Unfortunately, there is no way to
default multiple accounts for a purchase.
Preferences only handles a single
PTAEO.
How do I duplicate cells when filling
out multiple purchase orders?
Place your cursor in the blank field.
Do Shift F5, and the information
from the field above will copy into
the blank field.
Can I move the REQ NUMBER column
and the PAYMENT VOUCHER NUMBER column
for purchase requisitions and payment
vouchers to the left side of the
screen?
Yes. For instructions, click here.
Reports
How can I modify my Discoverer report
to make it easier to export? In
particular, so the columns repeat
all the way down the page.
For instructions, click here.
Can I set Discoverer so that
I don’t
receive the message about query run
time unless the query will take longer
than a certain amount of time?
Yes, you can set a threshold, or
even cancel the notice entirely.
On the Discoverer menu bar, click
TOOLS, OPTIONS, and choose the QUERY
GOVENOR TAB, set the “Warn
me if predicted query time exceeds” parameter
to the desired threshold, or uncheck
the check box to the left of the
option to disable it all together.
Why do Discoverer reports sometimes
take so long to run?
This could be due to a number of
factors such as:
• Peak demand on the report
server (first 10-14 days of the month).
For the first two weeks of the month,
consider scheduling reports to run
off hours. For instructions on scheduling,
click here.
• Your report is retrieving
a large amount of data. If you have
created
your own reports, you may not have
applied conditions to limit the amount
of data retrieved, for example, you
can limit to your org, and/or a particular
date range or period. For instructions
on applying conditions, click here.
Or you may choose to enroll in the
course, ODS2: Discoverer 4.1 for
11i through the Human Resources Development & Training
web site.
• Some reports just take a long time
to run. We do monitor pre-defined
report performance so we can identify
and work on those that are the most
problematic.
Please send your hints and tips to Carole Horwitz at crh5y@virginia.edu so
they may be included in the next issue of IS Exchange. If your tips are published,
we will send you a thank you gift for helping out your fellow users of the Integrated
System.
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