Facilities Inventory System KFS Remediation

1. Facilities Inventory System KFS Remediation What has changed? 4/25/2012 v2 lmb, jbv

2. How to use this presentation • Share! • Electronic or paper copy • It is posted at: http://fe.fs.cornell.edu/fig/inventory/system.cfm • Good reference for when using the system

3. Facilities Inventory KFS Production Production web site available: • Last slide in this presentation OR • From your Org Admin

4. Highlights of important differences • Vocabulary - KFS replaces legacy • Searches are based on the KFS ‘tree’ – NOT an alpha numeric dropdown • New fields – CC/EN, Chart, Org Tree Look Up • Space can only be assigned at the department (D) or section/sub section level (S) • Department users can now changean org to any department or section within their security domain.

5. Highlights of important differences • New Errors: • “CC/EN” reminder • KFS org and “CC/EN” combination • KFS org family relationships • Orphaned research • ‘Add Sponsored Research’ projects collapsed • Browser issues • OBIEE reports and upgrade to version 11 • Security user confirmation

6. Vocabulary - KFS replaces legacy Pink – what in legacy that is changing Yellow – what in KFS is changed from legacy Green – what is new in KFS - marks slides to indicate some instructions exclusively for org admins

7. Historical Room Search You’ll have to go through a date ‘portal’ to look at historic records. When you click on the “FY-2011 and Before (pre-KFS)” button the windows you’ll see are the old legacy screens There is no 2012 Historical room data yet, the data for that comes from the snap shot of the system that is taken at the end of the fiscal year. The “FY-2012 and After (post-KFS)” button will show up sometime in Nov 2012 After the button shows up the screens for Historical search in 2012 and after will be in the KFS configuration

8. Room Search

9. Room Search

10. Room Search New wild card functionality: Alphanumeric fields with a plus-sign(+) can only accept a single Value or a Comma-Delimited Listv – example the “Coll-Div/Group” and “Dept/Section” fields can no longer search ranges previously identified with “…”

11. Room Search 2) Searches are based on the KFS ‘tree’ – NOT an alpha numeric dropdown Note “unusual” structure Searches return space based on the org you search on and ALL below it.

12. Room Search Hyphens graphically indicate org tree NOT alpha numeric Scrolling through the list will work IF you know your org tree structure OR Select the field, and type all 4 characters of the org code – QUICKLY! The system will “find” the code. Hit the return key and the code will be selected. OR …

13. Room Search Use the type in field Multiple org codes separated with a comma All KFS related data (in the system and reports) are fed nightly from KDW (Kuali Data Warehouse) 13

14. College of Ag & Life Sciences Ithaca College of Ag & Life Sciences Geneva College of Human Ecology College of Veterinary Medicine School of Industrial & Labor Relations General Services Endowed Endowed Weill Cornell Medical College Endowed New York City Tech Campus 3) New Field – CC/EN SUNY requires the data that we submit to be aggregated by the designations above (we added the endowed designations for our reference). Since our translation program can no longer derive this information from an alpha or numeric character in the legacy department code we have to manually identify them from the new drop down. “CC/EN” field – identifies the funding source for the function/activityoccupying that room, or portion of the room. Circumstances where this function/activity is funded by a Cornell account with a CC type (the account type found on SUNY financial statements and submitted to NYS) should have the appropriate “CC/EN” field selected. Carefully check your “CC/EN” field to make sure it converted properly. Make adjustments as necessary. This is a manually assigned field and is NOT directly tied to KFS accounts or orgs in any way.

15. 3) New Field – Chart Consolidated Subsidiaries CU Consolidated Financial Report Eliminations External Organizations Financial Statements Ithaca Medical College (Tech Campus future chart) Defaults to “IT” “Chart” – allows you to search on all the rooms in an entire chart that you have access to in security, this may return a number of rooms that can overwhelm the system buffers, use it cautiously. If you use the drop down or type in fields to select an org in conflict with the chart code you will return no search results The chart codes come directly from KDW, when the TC chart for the NYC Tech Campus is made it will appear in the drop down.

16. Room Search Results

17. Room Detail

18. Room Detail Space can only be assigned at the department (D) or section/sub section level (S) Org Admins will see ALL the (D) & (S) org codes in KFS in the drop down, and assign them the same way department codes were assigned.

19. Department users can now change an org to any department or section within their security domain. Department users will have the ability to change the department presence from the org they are assigned to and any of the orgs at or below that tree. Examples: A user assigned to a ‘D’ level org will be able to assign space to that org and any of the sections below that org. If the user is assigned to an ‘S’ level org and there are sub sections below that they can assign space to the sub sections but not to the ‘D’ level above them Keep space for one organization assigned all at the same level. If space for a single unit is assigned at both the ‘D’ and ‘S’ level there is an opportunity that searches will not return complete data or will return too much data. It is the Org Admin’s responsibility to make sure that their space is assigned at the correct level.

20. Room Detail “Org Tree Look Up” link – displays all of the orgs above the org in the selected org presence field

21. Room Notes

22. Bulk Edit

23. Bulk Edit Reminder: Bulk edit is designed to ADD things or change the org status to the room detail page. if you want to bulk edit an item you have to search on it. The “Chart” code will return in your search criteria.

24. 6A) New Error – CC/EN reminder New error message for two conditions: If you add a new org (org admins only) Change an existing org You will get the following message: “Check CC/EN Field: If blank - pick Code, if changing ORG, confirm Code” To clear the error: If you are adding a new org, you have to fill in the blank “CC/EN” field and “Save Changes” (org admins only) If you are changing an existing org, visually confirm that the “CC/EN” field is correct or if not correct update the field and then “Save Changes” or navigational buttons

25. 6B) New Error –KFS org and CC/EN field A conflict between the members in the KFS org tree and the “CC/EN” field can result in 2 different kinds of errors

26. 6B) New Error –KFS org and CC/EN field (continued) New error message: If you mistakenly add or change an org code with the same “CC/EN” field in the same date range you will get the following error message: “{S} An ORG was used more than once on the same date, without Differing CC/EN Values” If there is an organized research function code in the original org you will see the traditional organized research hold error for missing research substantiation in the new org presence. This is because the system thinks that the new org presence is the SAME as the existing org. (Since this is an old message used in a new way it has both pink and green colors on it)

27. 6C) New Error – KFS org family relationship

28. 6C) New Error – KFS org family relationship (continued) If you add a new org that is a section within an existing department org you have an un-allowed parent/child relationship. The system sees these two orgs as the same. The error code below results: “{H} Orgs have Parent/Child Relationship” To clear the error: Change the org code you added to one outside the parent/child relationship Change the original org code to the same level as the one you’re adding Allowable combinations: S level S level in same D level family S level S level outside D level family This applies to all section and subsection levels D level D level D level S level outside the D level relationship REMEMBER: All of the space for a single org family should be assigned at the same level!! You won’t get an error message for this condition. Org Admins should be reviewing space for this condition and correcting as necessary.

29. 6D) New Error – Orphaned research

30. 6D) New Error – Orphaned research (continued) If you have a room with existing research function (2.1 or 2.2) and appropriate substantiation, and then CHANGE the function coding away from organized research, when you save changes you will get a hold error reminding you to remove the orphaned research substantiation “:{H} Rooms with Research Substantiation and a PI as an Occupant-Type Must Have A Research Function.” VERY IMPORTANT The most efficient way to clear this error is to remove the PI (or change the occupant type) AND remove any manually entered research comment or account number. The next slide shows an example. Follow these steps to most efficiently clear the error: “:{H} Rooms with Research Substantiation and a PI as an Occupant-Type Must Have A Research Function.” When you return to room the error will be gone

31. 6D) New Error – Orphaned research (sample)

32. 7) Add Sponsored Research projects open

33. 7) Add Sponsored Research projects collapsed The “Show/Hide Accounts” defaults to collapsed instead of open to accommodate easier viewing

34. 8) Browser issues Reported problems in FireFox – If you loose navigating functionality or if you see unusual errors messages they are likely to be the browser issues. So far reported to be issues in release 10.0.2 and 11.0. Close all but one window and try these things yourself before reporting a problem: 34

35. 9) OBIEE reports and upgrade to version 11 Legacy to KFS equivalencies: Fiscal Year = 2010 & 2011 returns legacy data 2012 returns KFS data Org Code/Desc = Parent Org Code/Name/Type Dept Code/Desc = Org Code/Name Div Code/Desc = CC/EN PSI – formerly Research 901 has been moved to the left side of the menu bar The 4 reports included in the Department category have been broken down into two KFS categories – Building/Org and Org List Two new reports have been created KFS Ref and KFS Conversion Highlighted in the slides to follow are the changes resulting from the KFS changes. MAY 10, 2012 – CIT will be releasing OBIEE version 11, which will affect our reports. More information and documentation will be provided once it is available.

36. Report selection bar ‘Department’ = was separated into two ‘Bldg/Org’ and ‘Org List’ ‘Research 901’ = ‘PSI’ and was moved to the front of the list to make it more convenient

37. Room/Dept/Function – Room/Org/Function

38. Department This report contains 4 individual reports, in KFS these report are broken up into pairs on 2 individual tabs (Bldg/Org and Org List)

39. Bldg/Org and Org List

40. Research 901 – PSI (Physical Space Inventory)

41. Research 901 – PSI (2011 Detail)

42. Research 901 – PSI (2012 Detail)

43. Research 902

44. Research 902 Research 902 (2011 detail)

45. KFS Ref (NEW) KFS Org Reference - A KFS report being made available through the Facilities Inventory reports window. Displays KFS org structure with level numbers and names, searchable by org type and relationships. For tips on how to make this report most useful see the Facilities Inventory documentation page http://fe.fs.cornell.edu/fig/inventory/system.cfm “Report User Guide” KFS Org Reference - A KFS report being made available through the Facilities Inventory reports window. Displays KFS org structure with level numbers and names, searchable by org type and relationships.

46. KFS Conversion (NEW) Contains a snap shot of legacy department and org conversion data as of April 13th, 2012 when the legacy system was retired. This data contains the only record of the cross walk from legacy department code to KFS org code on a per row basis. ://fe.fs.cornell.edu/fig/inventory/system.cfm “Report User Guide” KFS Conversion: add new Contains a snap shot of legacy department and org conversion data as of April 13th, 2012 when the legacy system was retired. This data contains the only record of the cross walk from legacy department code to KFS org code on a per row basis.

47. 10) Security user confirmation Org admins have received a copy of their user lists with their KFS org code assignments Security assignments are made “explicity” – assigned directly to a user. “Implicit” assignments are all the children orgs a user has access to as part of their org tree If there are issues with access please send an email to your org admin

48. DO NOT USE UNTIL MAY 1, 2012 Facilities Inventory KFS Production https://facilitiesinv-kfs-prod.hosting.cornell.edu/search.cfm Facilities Inventory KFS Training https://facilitiesinv-kfs-train.hosting.cornell.edu/search.cfm Please use the site above for training, but also for testing functionality (in legacy this was called the “CF9 Test/Training”)