University of Wisconsin System SFS Business Process AM.1.10 Mass … · 2018-10-01 · University...

University of Wisconsin System SFS Business Process AM.1.10 – Mass Transaction

SFS_AM.1.10_Mass_Transaction_Manager.docx of 16

Contents

Mass Transaction Overview ....................................................................................................................... 1

Process Detail ............................................................................................................................................. 2

I. Complete Mass Transaction Template Run Control page.............................................................. 2

II. Run Mass Transaction in Preview mode ........................................................................................ 6

III. Run Mass Transaction without Preview mode .............................................................................. 11

IV. Run ‘Load to AM’ process ............................................................................................................. 13

Appendix A ................................................................................................................................................ 15

Mass Transaction Overview Mass Transaction is a SFS functionality which allows for mass update of asset data. Specifically, UW will use ‘PHY-Physical Asset Change’ Mass Transaction to update physical attributes of assets such as, Location, Custodian and Department.

Process Frequency Mass Update of assets are done on an as-needed basis

Dependencies Users need to know the group of assets which requires update

Assumptions User is familiar with running Asset Management processes

Responsible Parties Core or ‘super’ users at the individual institutions are generally responsible for this business process. However, the UWSA Problem Solvers may assist in troubleshooting.

Alternate Scenarios If institutions do not wish to use the Mass Transaction functionality they can manually update assets via online.

Mass Transaction is a SFS functionality which allows for mass update of asset data. Specifically, UW will use the ‘PHY-Physical Asset Change’ Mass Transaction to update physical attributes of an asset such as Location, Custodian and Department. Regular business cycles sometimes require an update to large group of assets. The ability to adjust and transfer many assets at once is essential to efficient asset management. To help with this aspect of asset management, SFS has Mass Transaction Manager tool, which can be used to carry out the necessary changes to many assets simultaneously.

Suppose an Institution restructuring requires you to transfer all assets from the marketing department to the corporate communications department. Transferring these assets manually can be onerous and likely to introduce errors. Mass Transaction Manager, on the other hand, enables you to select a



particular set of assets from the database, define the desired changes on those assets, and make those changes by running the Mass Transaction application engine.

Running Mass Transaction involves the following steps…

1. Complete Mass Transaction run control page

2. Optional – run Mass Transaction in Preview mode and review data

3. Run Mass Transaction process without preview mode

4. Run ‘Load to AM’ process See Appendix A for Mass Transaction Process flow and records involved in process

Process Detail

I. Complete Mass Transaction Template Run Control page

Navigation: Asset Management > Asset Transactions > Mass Transactions > Run Mass Transactions

1. Select button to choose existing Run Control or 2. Select Add a New Value tab to create ne Run Control

3. Select button o Run Mass Transactions page will appear



4. Select Transaction ‘UW_Mass_Loc_Cust_Dept_Area’ template

o Transactions template criteria fields and controls appear



For illustration purposes Transaction Template fields completed below is to change asset Custodian from one user to another user.

Selection Criteria Frame – Enter criteria values to select subset of assets to be updated 5. Enter Transaction Date

o Transaction Date will be used as the Transaction and Accounting Date for changes 6. Auto Approve Status will be checked by default 7. Increment to Next Interface ID will be checked by default 8. Interface ID will be greyed out and blank 9. Business Unit

o Enter Business Unit value UWXXX 10. Asset Identification

o Use = operator and input asset id to update one asset o Use Like operator with wild card value (%) to update multiple assets or o Use one of the following operators to update multiple assets



11. Location Code

o Use = operator and input asset id to update one Location Code o Use Like operator with wild card value (%) to update multiple Location Codes or o Use any other operator to update multiple Location Codes

12. Area ID o Use = operator and input asset id to update one Area ID o Use Like operator with wild card value (%) to update multiple Area IDs or o Use any other operator to update multiple Area IDs

13. Custodian o Use = operator and input asset id to update one Custodian o Use Like operator with wild card value (%) to update multiple Custodians or o Use any other operator to update multiple Custodians

▪ Based on illustration assets associated with Custodian PARKER,DAVID G will be changed to Custodian VOSS,KIM R

14. Department o Use = operator and input asset id to update one Department id o Use Like operator with wild card value (%) to update multiple Department IDs or o Use any other operator to update multiple Department IDs

User Entered Values Frame – Enter values that will be used to update asset(s) 15. Business Unit will default to Selection Criteria frame

16. Location Code

o Enter Location Code to update asset(s) with o Leave field blank if Location Code will remain the same

17. Area ID o Enter Area ID to update asset(s) with o Leave field blank if Area ID will remain the same

18. Custodian o Enter Custodian to update asset(s) with o Leave field blank if Custodian will remain the same

▪ Based on illustration assets associated with Custodian PARKER,DAVID G will be changed to Custodian VOSS,KIM R

19. Department o Enter Department ID to update asset(s) with o Leave field blank if Department ID will remain the same

20. Select button



II. Run Mass Transaction in Preview mode

Running Mass Transaction in Preview mode allows user to preview and confirm data that will be changed; if necessary changes can be made prior to committing changes

1. Check ‘Run in Preview Mode’ box

2. Select button o Process Scheduler Request dialog box appears



3. Enter Server Name ‘PSUNX’ 4. Check ‘Mass Transaction Manager Tool’ box

5. Click button o Run Mass Transaction page re-appears

6. Click ‘Process Monitor’ hyper-link o ‘Process Monitor’ page appears o Very process ran to success

7. Click ‘Details’ hyper-link associated with MTMTOOL process o ‘Process Details’ dialog box appears



8. Click ‘Message Log’ hyper-link

o ‘Message Log’ dialog box appears



9. Confirm number of affected rows meet desired expectation

10. Click button o ‘Process Details’ dialog box appears

11. Click button o ‘Process Monitor’ page appears

12. Click ‘Go back to Run Mass Transactions’ hyper-link o Run Mass Transactions page re-appears

13. Click ‘Preview Details’ hyper-link

o Preview tabs will appear at top of ‘Run Mass Transactions’ run control page



14. Preview tabs o Preview Assets tab lists the assets affected (insert/delete/update) by the transaction. o Preview Interfaces tab displays the interface lines affected the transactions in three

grids – Financial, Physical A and Physical B. o The Preview Prerequisites page displays the pending interface lines that affect the

same assets as the transaction. These interface lines should be processed before this transaction. You can click the drill down icon to view the specific interface line.

15. Click ‘Query Physical A’ icon o Clicking the icon runs a query and display preview data results in a new browser tab. o Data from the Query Physical A Icon is the same data in the Preview tabs.



III. Run Mass Transaction without Preview mode

1. Uncheck ‘Run in Preview Mode’ box

2. Click button o Process Scheduler Request dialog box appears

3. Enter Server Name ‘PSUNX’ 4. Check ‘Mass Transaction Manager Tool’ box

5. Click button o Run Mass Transaction page re-appears




7. Click ‘Details’ hyper-link associated with MTMTOOL process o ‘Process Details’ dialog box appears

8. Click ‘Message Log’ hyper-link o ‘Message Log’ dialog box appears



9. Note Interface ID 10. Confirm number of affected rows meet desired expectation

IV. Run ‘Load to AM’ process

‘Load to AM’ process transfers data from interface tables to core Asset Management tables and

execute change(s) specified via Mass Transaction template. 1. Navigate to Asset Management WorkCenter

2. Select ‘Load into AM’ link from Report/Query Pagelet Group and Reports/Processes

Pagelets o Load into AM page appears in Work Area of WorkCenter

3. Report ID: Enter any value here 4. Interface ID: Enter interface id

o Interface id was obtained from successful run of Mass Transaction process 5. AM Business Unit: Enter business unit value ‘UWXXX’ 6. Process Frequency: Always 7. To Interface ID: will default from Interface ID field 8. System Source: Blank 9. System Source: Blank 10. AM Business Unit: Enter business unit value ‘UWXXX’ 11. Financial Record: Unchecked 12. Load Type: Blank 13. Load Status: Will default to ‘Pending’ 14. Physical Records: Checked

15. Click button



16. Verify interface id in question is in search results

17. Click button o Process Scheduler Request dialog box appears

18. Enter Server Name ‘PSUNX’ 19. Check ‘Transaction Loader’ box

20. Click button o AM WorkCenter re-appears with ‘Load into AM’ page displayed




Appendix A



Revision History

Author Version Date Description of Change

Donnie Doctor 1.0 07/24/2018 Initial Draft

1.1

1.2

1.3

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University of Wisconsin System SFS Business Process AM.1.10 Mass … · 2018-10-01 · University...

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