SEDC Southwest Regional User Meeting · SEDC Southwest Regional User Meeting ... 1 11/05/23 11:13:58 01038 wuq1 /leetech/pub/webutil 81002 COMSQUAREDUS ... • Streaming a Manual

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Welcome

Jim Burress

SEDC Southwest Regional User Meeting

Confidential and Proprietary SEDC ©2014

Introductions

• Name

• Coops

• If I were given a 1 million dollars what would I do?

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System Enhancements

Jason Fortinash


Dynamic Screen Resolution

– Must be on at least v.34 of UPN

– Dynamic Screen Resolutions:

– 1920x1080,

– 1680x1050,

– 1600x1200,

– 1440x960,

– 1280x1024

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Dynamic Screen Resolution


PuTTY

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PuTTY

SEDC System Administration

• smslistener and smsmon

• Database Backups

• Differences in Database Backups between HP-UX and RHEL

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SMS Listener

• What does SMS stand for?

SEDC Messaging System

SMS Listener

• What is the main function of the smslistener program?

SMS Listener sends and receives client requests across local area network.

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SMS Listener

• Starting the SMS Listener job - if the listener has been stopped, you can use the following command to start it back up.

• Example of streaming the smslistener job

stream /usr/sedc/jobs/smslistener32600

SMS Listener – smsmon

rcprod9000:/ # smsmon

SMSMonitor ver:01.01.01 Copyright 2010 Southeastern Data Cooperative Inc...

No YY/MM/DD HH:MM:SS PID QUEUE SERVER TRANS USER

-- -------- -------- ----- ---- ------------------------ ----- ------------

1 11/05/23 11:13:58 01038 wuq1 /leetech/pub/webutil 81002 COMSQUAREDUS

2 11/05/23 11:15:35 01083 wuq1 /leetech/pub/webutil 80101 Webify Servi

3 11/05/23 01:01:34 01128 caq1 /casystem/pub/caweb ----- ------------



6 11/05/23 01:01:40 01131 gaq1 /gasystem/pub/gaweb ----- ------------

7 11/05/23 01:01:43 01132 gaq1 /gasystem/pub/gaweb ----- ------------

8 11/05/23 01:01:45 01133 ccq1 /ccsystem/pub/ccweb ----- ------------

9 11/05/23 01:01:47 01178 ccq1 /ccsystem/pub/ccweb ----- ------------

10 11/05/23 01:01:49 01226 bpq1 /casystem/pub/hptoweb -----

11 11/05/23 01:01:51 01276 bpq1 /casystem/pub/hptoweb -----

List associated with port 32600

SMSMonitor:

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SMS Listener – smsmon

• smsmon help – type “?”SMSMonitor:?

On-line help for SMSMonitor:

List - list all processes currently running under smslistener

Kill {pid} - unconditionally remove the smslistener identified process

shutdown - stop smslistener and all associated server programs

Port {portid} - change to the port number identified in the user input

setq {queue} {count} - modify the number of servers in the named queue

up {queue} - increase servers in named queue by 1

shutq {queue} - shutdown servers in named queue, clear pending client requests

Que - list all configured queues and associated information

Debug - enable/disable debugging

Exit - end the smsmonitor session

email - enable/disable system error e-mail

stats - generate statistical information on current log file

stat {line} - complete report for specific smslistener from stats line

startup {portid} - start smslistener and all associated server programs

!{command} - execute a UNIX command from inside smsmonitor

SMSMonitor:

Database Backup

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Why backup the database?

• To restore data to a previous state

• To restore the system following a hardware failure

• Data loss

• User or Software error

• Historic retention

What is a database backup?

• A copy of the entire database, including database schema, indices, stored procedures, security configurations and data, saved to a single file for recovery purposes.

• Files are normally backed up to disk, and then copied to another media (tape, RD1000, or NFS) for a second level of recoverability.

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When should a backup occur?

• Regular intervals - Daily, Month-end, Year-end

• Before running a software upgrade

• HP-UX Daily backups are performed automatically by the system job named “/usr/sedc/jobs/NightlyJobs”

• RHEL Daily backups are performed automatically by the system job named “sudo /usr/sedc/jobs/daily_backup.sh”

Where should the backup data be stored?

• Hard Disk

• Magnetic Tape or Network File System (NFS) on HP-UX or RD1000 and/or NFS share on RHEL database servers

• Offsite Backup Storage – This is an added measure of recoverability in the event of fire, flood, or any other disaster that may incapacitate normal operations. Data is safely stored in an offsite location for later retrieval.

• Disaster Recovery Location/Service

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What is the retention period?

• Daily – maintain for four week period, rolling rotation.• Month-end – maintain for 12 month period.• Year-end – maintain permanently for historic purposes.• SEDC recommends that each utility store their backup

tapes and/or RD1000 SATA drives at on offsite location.• SEDC recommends that each utility has a Disaster

Recovery plan in place and performs readiness testing on a regular basis.

• Don’t have a Disaster Recover Plan yet? Please contact your Territory Manager for details about our offerings.

What is needed for a backup?

• Sufficient disk space – check using “bdf” command on HP-UX or “df –h” command on RHEL.

• Tape or NFS on HP-UX or RD1000 and/or NFS share on RHEL database servers.

• The backup does not require exclusive access to run and therefore we call it a “hot backup”.

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Preview / Pracview

Loading Preview/Pracview (HP-UX and RHEL)

To EXPORT

• The export jobs must be run as the “root” user on HP-UX or ANY user on RHEL. Exports can be performed while users are accessing the system or scheduled for a later point of time using the “stream” command.

• Streaming a Manual Exportstream /usr/sedc/jobs/exportca [exports casystem to disk]

stream /usr/sedc/jobs/exportcc [exports ccsystem to disk]

stream /usr/sedc/jobs/exportga [exports gasystem to disk]

stream /usr/sedc/jobs/exportwu [exports websdb to disk]

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Loading Preview/Pracview from Disk(HP-UX and RHEL)

To IMPORT

• If you need to load preview/pracview from disk, stream the following commands.

• Streaming a Manual Importstream /usr/sedc/jobs/importcadisk [imports casystem to preview from disk]

stream /usr/sedc/jobs/importccdisk [imports ccsystem to preview from disk]

stream /usr/sedc/jobs/importgadisk [imports gasystem to pracview from disk]

stream /usr/sedc/jobs/importwudisk [imports websdb to preview from disk]

Loading Preview/Pracview from old backup using extractdump (RHEL)

If you need to load preview/pracview from an old backup the utility, ts, and powernet users can use the new extractdump command.

Usage information below.

extractdump -?-----------Usage: extractdump [ -d date | -f filename ] [ -s ] [ account_name ... ]

If no options are specified, extractdump will display the contents of the primary backup location.

-d: Date to restore. Can be in date format - 5/5/14 - or any format accepted by date command - 'last monday', 'two days ago', etc.

-f: Filename to restore.

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Extractdump cont. (RHEL)

The -d and -f options are mutually exclusive.

-s: Use secondary backup location.

account_name(s): A space delimited list of accounts to restore.

i.e. casystem gasystem extraca

casystem can be abbreviated as ca.gasystem can be abbreviated as ga.gasystem can be abbreviated as ga.websdb can be abbreviated as wb.

To list the contents of the primary or seconday backup location.

extractdumpextractdump -s

Extractdump cont. (RHEL)

To extract the casystem and gasystem dumpfiles from March2014MonthEnd.tar.gz.

extractdump -f March2014MonthEnd.tar.gz ca ga

To extract the casystem and gasystem dumpfiles from May 5th.extractdump -d 5/5 ca ga

To extract the casystem dumpfile from last Monday.extractdump -d 'last monday' casystem

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HP-UX and RHEL Commands

• man (help page)

• cp (copy file)

• mv (rename file)

• rm (delete file)

• df (check disk space)

• ls (list contents)

• ll (long list, details)

• | (pipe)

• grep (search file for pattern)

• find (find a file in directory structure)

• cat (concatenate, copy, and print files)

• more (one page at a time)

• du –ks (print grand total of disk space in KB for all files in specified directory)

• ps –ef (prints information about selected processes)

• glance (HP-UX)

• top, htop, iotop (RHEL)

WinSCP (RHEL)

• Uses of WinSCP• Transferring workfiles• Copying Monthend backups to a network share

• Installation of WinSCP• Settings needed for configuring WinSCP on a workstation • Transferring files to and from RHEL through WinSCP• See RHEL System Companion for more info

• Demonstrate example of “getting file from host”

• Demonstrate example of “sending file to host”

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WinSCP


WINSCP

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Question

• Name two ways to get a work file in preview?


How To Change To Preview

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WINSCP

Questions?

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GA Review

Seleta Mason


Members Only Section

• Each utility employee has a separate login

• Each employee can have different security settings

• Customer Reported Issues

• Classroom on Demand

• Documents

• Message Board

• Work Order Search

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Security Database• V33 introduced a test security schema

• The initial test security schema was loaded with your production data

• New employees have to be added to both the production and test security schema

• Employees must have access to both production and test database selections from within UPN

• Switching between production and test will force a logout and login


Security Database• Export and Import jobs were created and added to the System Companion

• New Users are not automatically added to the test security environment

• Passwords changes must be changed in both the production and test security environment

• DO NOT LOGIN WITH THE SAME USER NAME IN TWO SESSIONS AT THE SAME TIME, CREATE TWO USER NAMES

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Control Option – Standard Message

• Allows for the creation of predefined email messages that are sent based on triggering events

• Subsystems that utilize Standard Messages – Accounts Payable– Approval– Fleet Maintenance– Payroll– Request– Requisition



• Events can be SEDC defined and/or Utility defined

• Events maybe parameter driven or record driven

• Messages will be sent to individuals, external or internal, or to Notification Groups

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Windows Shortcut Keys

• Ctrl + A Select All• Ctrl + C Copy• Ctrl + X Cut• Ctrl + V Paste• Ctrl + P Print• Ctrl + Z Undo (Not in UPN)• Ctrl + Y Redo the undo (Not in UPN)• Alt + Tab Switch between windows

– Alt + left or right arrow

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Windows

• window + D: Show Desktop

• window + down arrow: Minimize screen

– Do not use within UPN

• window + up arrow: Maximize Screen

– Do not use within UPN

• window + plus key: Zoom in

• window + minus arrow: Zoom out


Programs and Reports• The list of programs are now stored within each database schema

• The ATP service must be running to generate the list of available programs

• You can use your keyboard arrows and Page Up and Page Down keys to move up and down the listings

• Enter will run execute a highlighted program in any of the listings

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Programs and Reports

• The number of reports maintained on the system is 1,000

• Reports should be deleted by the individual users or a system job can be created to delete reports older than a certain number of days

• You can select multiple reports at once within the Report listing to delete or print by single clicking a report, holding down the Shift key and clicking again or using the up and down arrows


Programs and Reports• The Reports Column value link will display only those reports within the Reports Listing

• Prompts can be entered through the keyboard, selected from the dropdown or by using your arrow keys

• Enter will close a program once it has completed

• You can save the prompt and response data by either copying the data or printing the data

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Programs and Reports• If you run the same programs repeatedly, save the prompts

• Saved prompts are stored locally

• When running saved prompts, responses can be modified

• Saved responses can be edited manually as they are just XML files

• Ctrl + S will open a search screen to search for keywords within batch program names


Programs and Reports

• The List of Reports is sortable by clicking on the column headings

• Text from within the dialog can be highlighted or selected with the keyboard and copied

• Printing to File from the Listing will automatically save all pages

• Do not open saved reports in Notepad, use Wordpad or a text editor such as Notepadd++

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Calibration

• Additional Forms can be calibrated if parameters are set– Purchase Order (Parm 217 and 218)

– Request (Parm 224)

– Requisition (Parm 224)

– OAR Entry (Parm 232)

• Fonts are configurable

• Calibration settings are stored on the local PC– C:\Program Files (x86)\SEDC\Customizations


Description File

• The Description File is optional

• The Description File allows a utility to translate numeric values to a meaningful description

• If Descriptions are setup, the entry field will prevent entries that do not exist in the Description File

• If the field value exists, the row will be selected when viewing the Description File dialog

• Not all dialogs are tied to the Description File, some are tied to the Control File and others are tied to File Maintenance records

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Customizations ‐ Inquiry

• Inquiry fields can be added multiple times• You can save multiple versions• Column widths can be modified• Double clicking between columns will resize them• Column data that isn’t visible displays as an ellipses (…). Placing your cursor over the ellipses displays the value

• Customization settings are stored on the local PC– C:\Program Files (x86)\SEDC\UPN\v5.9.4.0034\UserData


Batch Posting• Alt + first letter from menu (then arrow keys)

• The GA menu dropdown indicates an incomplete batch with a check mark

• You can start or resume any batch from the Batch Posting dialog or from the Navigation menu

• Maximize the number of detail lines by selecting View Header within the menu bar

• You can change the Customization display at any time during the batch

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Batch Posting

• Several short‐cut keys to simplify data entry

– The following key strokes are from the Numeric keyboard only

– Asterisk key repeats the previous entry

– Plus sign functions as a forward tab

– Shift + Plus sign functions as Shift + Minus key

– Enter functions as Submit in Header and Detail

– Shift + Enter functions as Update

– Ctrl + O performs an override


Batch Posting

• Down Arrow selects the next list record• Up Arrow select the previous list record• Page Up selects the first record, or pages up when a vertical scroll bar is visible

• Page Down pages down when a vertical scroll bar is visible

• Ctrl + Home selects the first record• Ctrl + End selects the last record• There is a Find function within the Edit menu to search for data within the listing

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Interactive Analysis Inquiry

• Provided enhanced functionality over the batch programs

• Results allow for drilldown into supporting records

• Accessed from the Inquiry function link with Inquiry options or from the Navigation menu

• The selection of Analysis options depends on which screen it is being launched from

• Data can be exported or opened in Excel

• Results can be printed


Security Options

• GA Accounts Payable Menu

– AP Invoice Item Analysis

• GA Fleet Management

– Notification Analysis

– Parts Usage Analysis

– Repair Order Analysis

• GA Payroll Menu

– Payroll Analysis

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Security Options• GA Inquiry Menu

– AP Check Analysis – AP Check Analysis Payroll Invoices – Account Analysis – Account Analysis ‐With Payroll – Form 7 Analysis – General Ledger Analysis – General Ledger Analysis ‐With Payroll – Item ID Analysis – Project Analysis No Pay – Project Analysis Report – Source Analysis ‐ Accounts Payable – Source Analysis ‐ Payroll – Trial Balance Variance Analysis – Vehicle Analysis Report – Voucher Analysis – Voucher Analysis ‐With Payroll


Security Options

• GA Purchase Order Menu

– PO Item Analysis

• GA Work Order Menu

– Job Analysis Employee No Pay

– Job Analysis Report

– Job Analysis Report No Pay

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Data Import

• Invoice Posting, Invoice Entry and Journal Entry allow for importing of data

• File layouts for importing are maintained within the Control File – Disk File option

• Import file should be created and saved as Excel spreadsheets

• Data can contain header column values


Data Import

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Data Import


Copy Invoice and Templates

• Did you know that you can copy an existing invoice and create a new one?

• The Copy function is available from the AP Inquiry option

• The original invoice must be fully processed before it can be copied but it cannot be associated with a purchase order

• If you have reoccurring invoices for a vendor ‐ you will want to setup Invoice Templates

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Copy Invoice


Template Posting

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Break

Be Back In Fifteen Minutes

CA/GA Integration

Seleta Mason

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Prior Considerations before beginning CA/GA Integration

• How well has your CA Control File been maintained?

• Check your Accounting Distributions.

• Do you have ancillary services?

• What Accounts and Itemids do you use for non‐electric revenue?

• Do you use department, project, task?


Prior Considerations: GA Control File• What will your default values be for the

GA Control File?

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DATABASE LINKS(Control Options Tab)


Detailed Audit of Billing Control File Tax Tables

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Detailed Audit of Billing Control File Districts Tab


Districts Tab Alternate View

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Helpful Tips for Balancing Cash

Separate District/ITEM ID for service districts:

• Districts Define Bank account G/L where deposits are taken

• Can use same District number to go to same G/L, but a separate ITEM ID to distinguish unique deposit amounts

Separate District/ITEM ID for Credit Cards:

• Used by Internet Parm 2 digit (01)

• System auto assigns this value to those records




Separate District/ITEM ID for service districts:

• Districts Define Bank account G/L where deposits are taken


Separate District/ITEM ID for Credit Cards:

• Used by Internet Parm 2 digit (01)

• System auto assigns this value to those records


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Separate Cash Register Check Transactions:

• Two‐Digit Parameter (48) has been enhanced to provide an option to associate cash register check transactions with a single bank account.

• This will allow utilities to separate the bank account uses for check deposits from the bank account used for their cash deposits.

RPS Credit Card District Option:

• If you set Internet Parameter (37) equal to a 1 the system will use the GL Number that is assigned to the district number that is set in Internet Parm 2(1).


Miscellaneous Tab

Returned Checks will now have a separate ITEM ID so they will create a unique entry

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Detailed Audit of Billing Control File Contracts Tab


Journal Entries for Contracts

Bill Type 0 (Loan contracts)Two Sets of Journal Entries occur:1) When you first setup a contract:

Debit is made to Principle Acct=141.00 (Notes Receivable Acct)Credit is made to Principle RAcct=451.00(Miscellaneous Revenue Acct)

2) As the Amount is billed each month:Debit is made to Accounts Receivable Acct=142.00Credit is made to Principle Acct=141.00

If you are charging interest on the contract:Credit is made to the interest acct=419.00

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Journal Entries for Contracts

Bill Type 3 (Contract Minimum)141.00 – Principal Account

232.25 – Principal Racct (Deferred Revenue)

Initial Setup

Debit Credit

141.00 100.00

232.25 100.00

Billing

142.10 10.00

440.10 (Based on Revenue Class) 10.00

232.25 10.00

141.00 10.00

(This is a reversal of the initial setup.)


Non-Utility Tabs

• Enter ALL types of non‐utility payments that your utility accepts.

• Enter the Description that your cashier’s will see on their cash register screen.

• Enter the associated Account, ITEM ID (Dept, Project, & Task).

• Notice that the first three are hard coded by SEDC.

• You must also select Active in order for these items to show within the Cash Register.

• Will work, once the databases are linked regardless if you have set the integration parameter.

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Non-Utility Screen


Cash Register-Non Utility Items

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Cash Register-Contribution in Aid


Cash Register-Other Accounts Receivable

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Cash Register-Other Accounts Receivable


Cash Register-Vehicle

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Cash Register-Non Utility Items


CONFIGURE

• You will need to log into your hp9000 and enter the command: run pub/cagacfig

• Two options exist, one to show you a check list and one to show you your setup results.

• If there are edits: Run again if needed.

• This program SETS THE PARAMETER FOR CA to GA Integration. (551=1)

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Parameter 551 in billing Control File will be set to a 1


Schedule Summarization Job

• Execute the CA to GA Summarization Batch Program‐(SUMB)

• Schedule it to run after midnight and after Billprog has ran. It will summarize the entries from the day before.

• Job will create all of the summary records that Accounting will use to post entries within a batch.

• Job will schedule itself to run automatically

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CA TO GA SUMMARIZATION (SUMB)INTEGRATION SUMMARIZATION

ENTER SELECTION – 1 = ONE TIME 2 = DAILY 2DO YOU WANT TO POST ENTRIES TO ACCOUNTING? Y/N NSCHEDULING RECURRING PROGRAM RUN TIMES SEND LISTING TO (LP) NUMBER OF COPIES (1) ENTER HOUR - 1-12 02ENTER MINUTE 0-59 00ENTER AM OR PM AM ARE THE ABOVE ANSWERS CORRECT? Y/N/E Y PROGRAM SCHEDULED FOR FUTURE TIME 05/27/10 END CA TO GA INTEGRATION SUMMARIZATION 03:45 PM END OF PROGRAM - Press Cancel to return to Programs and Reports.


JE TRANSFER MENU

• Go into GASYSTEM and Select General Ledger, then go to JE Transfer.

• You may select all entries, just cash entries, or just revenue entries.

• Other AR payments have already updated the General Ledger and are shown here for information purposes only. (Other AR, updates immediately)

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JE TRANSFER MENU Total Debit and Credit amounts should

always match

Detailed Entry screen is now available to show how the entries were created from Billing.

You can edit Non-Utility Payments from the JE Transfer Screen.


JE TRANSFER MENU

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JE TRANSFER MENU

Detailed view is available for all summarized entries.


JE TRANSFER MENU

Entries can also be exported into Excel

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Summarization Reports

Summarization Reports will be generated for each type of entry…..

• ADJDETL

• BILLHISTDETL

• CASHDETL

• CONTDETL

• NANSERVADJDETL and NANSERVBILLDETL


Tips for CA/GA Integration

• Detailed entries can now be viewed in the Voucher Analysis Report.

• CA Parameter 455 when set to a 1 will start writing with the Item ID that is associated with the R-Acct not the Acct for Cash Entries.

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Tools for Balancing

The Accounting Distribution on the following batch programs will help balance Accounting entries to the JE Transfer Menu.

• Cash/Payments-Cash Listing (CSHB)

• Cash/Payments-Payments from Inquiry-BPP,IVR,RPS-(CCCB)

• Billing Registers-Revenue Class (BRCB)

• Contract Trial Balance-(COTB)

• Adjustment Listing-(ADJB)

GA Enhancements

Seleta Mason

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Group Term Life

• Fill out Control File, Payroll and HR, Group Term Life Ins


Group Term Life

• If utility pays for dependents or spouse, make sure this is filled out in Employee Records and the GTL checkbox is checked

• Add an HR benefit and add this benefit to all employees to which the benefit applies

– Face Amount – Used if employees face amount is not based on income

• GTCA and GTUA will edit/change all deductions/earnings for employees that have the HR benefit

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CFC Form 7

CFC Import

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Pay Rate Breakdown

• Ability to break out and change pay rates by differentutility defined pay rate types

Pay Rate Breakdown

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Pay Rate Breakdown• Interactive option to change defined groups of employee rates in mass

Pay Rate Breakdown

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Reopen a Repair Order• Makes journal entries to back out entries made by closing repair order

Inquiry Ranges• Added ability to run inquiry analysis my more ranges

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Work Management

Service Order Program – Opened (SORB)Service Order Program – Detailed ( SVRB)Work Order Detail of Plant Addition and Retirements (WODA)Job Analysis’s (JALA), (JANA), (JARA)

Adding Work Request Number

Work Management

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Work Management


Different Bank Reconciliation Modules

• Modules

–Bank Deposits–Clear Records–Import Bank File

–Adjustments

–Bank Reconciliation–Audit Reports

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Bank Deposits

• Enter in bank deposits, line by line, to be compared against the bank statement for reconciliation.

• After entering records through Deposit Entry, view and edit these records in the detail

• View past deposits by entering in from and thru dates.


Clear Records• Clear deposits in the General Accounting System.

• Clear records from General Accounting System, Consumer Accounting System and Capital Credit System.

• Post clear dates to a set of records or remove clear dates from a set of records.

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Import Bank File• Search for and select bank files to import and later be compared against entered information to clear

• Import from Accounts Payable, Capital Credit Checks, Consumer Accounting Checks, Payroll, and All.

• two different formats on import: Excel & CSV.

• Review list is populated with the checks that did not clear and reason


Adjustments

• Predefined Adjustment type list saves time

• Review list will display all adjustments between the from and thru dates for the chosen account.

• Can modify the adjustments in the review list.

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Audit Reports

• Similar to running the Check Reconciliation Report Batch Program.

• Able to view, export, and print reports pertaining to the whole Bank Reconciliation process.

• Can also review reports from the Consumer Accounting System and the Capital Credits System.


Bank Reconciliation

• Screen to perform all of your reconciliation tasks from a single location within UPN

• Goal is for the Diff (difference) between the Adjusted Book Balance and the Adjusted Bank Balance to equal zero.

• Once Diff (Difference) of zero between the Adjusted Book Balance and the Adjusted Bank Balance, the Reconcile button becomes enabled.

• On Click of the Reconcile button, Audit Reports are created and you are asked if you truly wish to reconcile. On click of yes, the Account is reconciled.

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Overview

• Requisitions• Blanket Contract link• Ability to generate from a blanket contract order

• Added district and PO class to the generate PO vendor list

Overview

• Purchase Order• Blanket Contract link• Ability to generate from a blanket contract order

• Ability to email a PO

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Blanket Contract • New Feature – Blanket Contracts

• Blanket Contract and Order• Ability to email a contract

Blanket Contract Notification

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Blanket Contract Order

Purchase Order• Blanket Contract link, generate from blanket, contract, and email PO

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Material Inquiry – Blanket Contract Tab


Release a Job in Stages

• CWIPDETL will be converted to CWIPDETLS• Parameter 247 sets the new features

– Can turn parameter on when ready– Ability to stake a job with reference IDs (will default to job # if no IDs are set)

– Ability to release a job by reference IDs• Single• Multiple• All

– Ability to partial release quantities– Ability to release from multiple warehouses

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Job – Staking Tab

• Jobs can be staked with multiple references


Print Material Ticket

•Added Reference ID checkbox•Checked will print materials for each selected reference and a final total for all selected references•Unchecked will print for the job

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Release a Job with Changes

• Jobs can be released by reference• Items can be partially released

Release a Job with ChangesItem ID Reference

• Some items can be released and others set to release later• Items can be released from multiple warehouses

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Complete a Job•Added Reference ID•Reference Look Up

• Can complete one, many or all references at a time


Work Management ‐ Assign• WM Requirements can be per reference• WM Scheduler can be per reference

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Work Management ‐ Scheduler

Lunch!!

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Requisitions and Approvals

Seleta Mason

Approval System: Purpose & Features

• Purpose

– The Approval System is a parameter driven system that provides the capability to electronically approve General, Material and Vehicle Parts requisitions, as well as Leave Requests and Accounts Payable Invoices

• Features

– Route Approval Requests through multiple approvers

– Specify Approval Limits for each level of approvers

– Assign Alternate Approvers

– Email Notification

– Approval History

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Approval System: Set‐up• Control File

– Approval Configuration Tab

• Approval Request Types

• Minimum number of Approvals required

• Reminder limit & interval

• Notification Groups

– Parameters Tab

• Approval System in Use


Approval System: Set‐up

• Control Options Menu

– Create a class for Approvals and add desired features

– Update Employee login profiles with Approvals class security

– Update Employee login profiles with accurate Employee numbers and Email addresses

– Create Notification Groups for Approvals

• Approval Menu

– Approval Paths

– Alternate Approval

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Approval System: Set‐up• Approval Paths

– Create Path

– Choose Request Type


Approval System: Set‐up• Approval Paths

– Add Approver(s)

– Add $ limit

– Optional Re‐routing

– Determine Approval Order

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Approval System: Set‐up

• Approval Paths

– Add Employee(s) – optional feature

– Make Default


Approval System: Set‐up• Alternate Approval

– Alternate Supervisor must be specified usingthe Request Departmentform on the Human Resources tab

– Select alternate

– Choose Request Type

– Enter start & end date

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Requisition System: Purpose & Features

• Purpose

– The purpose of the Requisition System is to provide the capability to create electronic requests and requisitions for general itemid types, such as general plant, record units, etc. As well as material itemids and vehicle parts.

• Features

– Designate Purchasing Agents

– Assign items to groups to expedite look up

– Copy a request or requisition

– Generate POs from approved requisitions

– Sends E‐mail notifications

– Flow through to the Approval System


Requisition System: Set‐up• Control File

– Parameters Tab• Approval System in Use

• Requisition Accounting Information Required

• Requisition Calibrated Laser Format

• Requisition Pricing Required to Send for Approval

• Requisition Required for Purchase Order

• System Assigns Requisition Number

– General Tab• Next Available Request

• Next Available Requisition

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Requisition System: Set‐up• Control Options Menu

– Create a class for Requisitions and add desired features

– Update Employee login profiles with Requisition class security

– Update Employee login profiles with accurate Employee numbers and Email addresses

– Create Notification Groups for Approvals

• Human Resources Menu– Request Departments (if applicable)

• Purchase Orders Menu– Requisition Itemids

– Requisition Groups

• Approval System set‐up


Requisition System: Set‐up• Request Departments

– Located on the Human Resource Menu

– Add Department Supervisors

– Employees

– Alternate Supervisors

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Requisition System: Set‐up• Requisition Groups

– Located on Purchase Order Menu

– Used to Group Itemids for expedited look‐up

– Optional feature


Requisition System: Set‐up• Requisition Itemids

– Located on Purchase Order & Inquiry Menus

– Used to establish unique requisition items for ‘Budget Itemids’

– Allows catalog & legal descriptions to be associated with General Plant, Special Equipment

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Requisition System: Set‐Up• Request Alt Supervisor

– Located on Purchase Order Menu

– Set up alternate supervisors by adding ‘From’ and ‘Through’ dates


Purchasing Work FlowThere are several possible Work Flows in the Requisition System:

– The work flow can begin with a REQUEST

– The work flow can begin with a REQUISITION

– The work flow can begin with a PURCHASE ORDER

– The use of the Approval System is OPTIONAL

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Purchasing Work Flow: Request• Located on the Purchase Order Menu

• Select Request tab to create

• Required Fields

– Requisition Item / Item ID

– Quantity

• Enter other known information

• Submit the Request for Approval


Created Request (with 8 lines)

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Purchasing Work Flow: RequestIf you are using the Approval System, the Request must be approved before moving forward.

• Validate Request

– Located on the Purchase Order Menu

• Validate Request performed by Supervisor

– Validates the information submitted on the Request

– Approves, Fulfills or Denies the requested items

– Generates a Requisition from approved lines


Supervisor Validates Request(Approves 6 lines, Fulfills 1 line, Denies 1)

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Generated Requisition (from approved lines for a single request)


Generate Requisition (from approved request lines for multiple requests)

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Generated Requisition• A link is established between the Requisition and the Request

• Click the F/R (Fulfillment/Request) button and select the Request tab to view the list of related requests

– The screen will display the following data:

1. Request Number

2. Request Line

3. Quantity

4. Originator


Generated Requisition• F/R (Fulfillment/Requests) Button

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Purchasing Work Flow: Requisition

• Located on the Purchase Order menu

• Select Requisition tab to create

• Required Fields

– Requisition Item / Item ID

– Quantity

– If Parameter is set – accounting fields required

– If Parameter is set – unit cost required

• Enter other known information

• Submit the Requisition for Approval


Requisition (not generated from a Request)

*Remember, the Work Flow can begin with a Requisition*

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Purchasing Work Flow: Approvals• Located on the Approval Menu

• Work Flow Configurations

– The ability to approve a requisition with one approver with a maximum approval limit

– The ability to set up multiple approval levels with a maximum of 99

– Approvers can be set‐up with individual dollar limits

• Approval Request

– Can be Approved, Denied, Held or Sent Back

– A Requisition is fully approved when the number of required approval levels and the applicable dollar limit is met


Approve Requisition (approve 6 lines)

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Purchasing Work Flow: Validate Requisition

• Located on the Purchase Orders menu

• Validates the information submitted for approved lines

• Determines how the Requisition will be fulfilled

– Purchase Order

– From Stock/Inventory

– Cancelled


Validate Requisition • (2 lines for Purchase Order, 4 lines NOT validated)

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Purchasing Work Flow: Purchase Order

• Located on the Purchase Order menu

• Can be the first step in the Work Flow if desired

• Can be generated from a validated Requisition

– Multiple Purchase Orders can be created from one Requisition

– Multiple Requisitions can be on one Purchase Order

– Multiple Requisitions on multiple Purchase Orders


Generated Purchase Orders(from approved Requisition lines)

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Generated Purchase Orders(list of vendors)


Generated Purchase Order

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Generated Purchase Orders(Requisitions List)


Generated Purchase Orders(Requisition Fulfillment List)

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Purchasing Work Flow: PO Receiving

• Located on the Purchase Order Menu

• Parameter driven; parameter must be set to allow for accrual

– The PO Receiving process will update warehouse quantity and amount

– Once the Invoice is created, the accrual will be reversed and the invoice amount will be added to the warehouse amount


Purchasing Work Flow: PO Receiving

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Purchasing Work Flow: Requisition Receiving



A generated (approved) line can be received…

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Receive the line item by adding Quantity Received, Date & Ticket #



A Requisition is complete when all lines have been generated…

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To close a Requisition, edit the Header and put a date in the ‘Closed Date’ field…


Purchasing Work Flow: Request Receiving

Receive the line item by adding Quantity Received, Date & Ticket #

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Received line item on a Request…



A Request is complete when all lines have been generated…

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To close a Request, edit the Header and put a date in the ‘Closed Date’ field…


Purchasing Work Flow: Request Summarized

• Create

• Submit for Validation

REQUEST

• Validate Information

• Fulfillment Method

VALIDATE REQUEST • Create OR

Generate

• Submit for Approval

REQUISITION

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Purchasing Work Flow: Requisition Summarized

• Approve

• Deny

REQUISITION APPROVAL

• Validate Information

• Fulfillment Method

VALIDATE REQUISITION GeneratePURCHASE ORDER


Purchasing Work Flow: Purchase Order Summarized

PURCHASE ORDER

• Receive

• Complete

REQUISITION

• Receive

• Close

REQUEST

• Receive

• Close

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Work Management

Seleta Mason


What IsWork

Management?

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Work Management Is…….

• Used for managing and monitoring your work flow processes.




• A communication tool that shows• ‘Where’ we are in a process• ‘Who’ has ownership• ‘What’ is the status

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• A collaboration platform that makes it much easier to

• Share Data• Work Together• Remove Barriers





• A collaboration platform that makes it much easier to• Share Data• Work Together• Remove Barriers

• An automation platform that allows the utility to• Configure workflows• Identify Bottlenecks • Integrate systems

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What Can

Work Management

Do For

You and Your Utility?


Work Management Can…….

• Provide a central location for storing information about work being done in the field.

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• Assist your employees in tracking information including fees, requirements, and other considerations about work being done.





• Automatically send notifications to employees when specified activity has occurred.

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• Provide a central location for storing online forms associated with the work request/job.







• Maintain historical information on requests for work that was never completed.

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• Maintain historical information on requests for work that was never completed.

• Improve Customer Service and productivity.


Work Management UsesWork

– New Service

– Maintenance

– Processes

• Annual Meeting

• Build New Headquarters

• Disaster Recovery

Manage

– Energy Audits

– Key Accounts

– Projects

• AMI Deployments

• System Improvements

– Tasks

• ROW Clearing

• Bankruptcies

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Work Management Consists of

• Requirements

• Fees

• Considerations

• Custom Codes

Requirements

• Any step in your work flow that needs to be tracked. • Sample Requirements

– Site Visit

– ROW Clearing

– Locate Underground utilities

– Permit

– Schedule Job

– Release to Construction

– Post to Maps

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Fees• Sample Fees

– CIAC/Contribution in Aid

– Membership Fee

– Deposit

– Excess Deposit

– Trip Fee

•A fee is any monetary amount that applies to work request/job.

•A fee can be tracked as part of a request for work and it can be configured so that the fee must be paid in full before the job can be scheduled.

Considerations

• Any additional information that should be considered when performing work in the field.

• Sample Considerations

– Only Work Dry

– Locked Gate

– Traffic Concern

– Animals on Property

– Contact Customer before arrival.

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Custom Codes

• Allows utilities to design custom fields with user‐defined information.

• On screen reporting can be done on the user‐defined fields.

• Sample Custom Codes

– Key Accounts

– Contracts


How do I get started?

• Analyze your utility work flows and processes.

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What is Work Flow?


What is Work Flow?

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What is Work Flow?


What is Work Flow?

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What is Your Work Flow?


What is Your Work Flow?Member CSR Staking

Eng ClerkCashierScheduler

Warehouse Ops Mgr. GIS

AcctCSRMember

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How do I get started?• Analyze your utility work flows and processes.

• Make decisions on what should be tracked. (This will define your requirements and fees.)


Work Flow RequirementsApplication Site Visit Staking

CIA

Close WO/JobGIS

EasementPermit Locate

Release to Construction

Schedule Job

Construction in Progress

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On Board

Chrisie Holland


Welcome OnBoard

SEDC is excited to announce the general rollout of our board application – The OnBoard Meeting

App!

BETA Process is Complete.

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OnBoard Technology

• Resides on the BPP Server

• Simple Installation Process

• Encrypted Document File Path

• App Download Only Available to Authorized Users

• Easy Update Process


OnBoard Overview

• Web and iPad Application

• Simplifies Board Meeting Process

• Assemble and Distribute Board Packets

• Secure Document Repository

• Automated Announcements and Reminders

• Motion, Second and Vote!

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OnBoard Web

• Manage Settings

• Create Users

• Create Roles

• Create Meetings

• Upload Documents

• Used by Board Members and Invitees that Prefer Laptops


OnBoard iPad

• View Secure Documents

• Attend Meetings

• Take Personal Notes

• Motion, Second and Vote

• Record Minutes

• Access Announcements and Reminders

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OnBoard Development

• Integration with UPN

• Integration with Retriever

• Annotations

• Board Directory

• Appointment Scheduling

• And Much More!


OnBoard Benefits

• Improves Efficiency – Board Packets Consolidated, Reviewed and Distributed in Minutes… Not Hours.

• Improves Accuracy – Available immediately, no dependency on email or regular mail required.

• Improves Security – Application Resides BPP server. Documents are Encrypted. Secure Credentials Required.

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Get OnBoard!

We are Available for to come Onsite for Detailed Demos!

Adjourn

Contact Info:Jason Fortinash

[email protected]: 404‐640‐6221