making life easier for users 1 and other folks too! ace/netc/act/evp session 7 id #5

Making Life Easier for Users 1

Making Life Easier for Users

and Other Folks too!

ACE/NETC/ACT/EVP Session 7 ID #5


Purchased or Legacy Purchased or Legacy Applications Applications We have complex processing needs.We have complex processing needs.

Diminishing resources to get the job done.Diminishing resources to get the job done.

Plus, we have existing automation either Plus, we have existing automation either from purchased software or from legacy from purchased software or from legacy systems.systems.

Problem Solved?Problem Solved?


Problem Solved?Problem Solved?

Well no, but we do have some existing Well no, but we do have some existing software. software.

We need it, so we live with it.We need it, so we live with it.


Is an Existing System a Is an Existing System a Database?Database?

Perhaps not in technical terms, but any Perhaps not in technical terms, but any existing automation system is a existing automation system is a database, of sorts.database, of sorts.

We are all trying to push the operation, We are all trying to push the operation, functionality, and responsibility out to functionality, and responsibility out to the Users.the Users.


DecentralizationDecentralization

We push the data entry functions out to the We push the data entry functions out to the Users.Users.

We push scheduling and running out to the We push scheduling and running out to the users.users.

We push the responsibility out to them, too. We push the responsibility out to them, too.


DecentralizationDecentralization

It is only fair that we push the It is only fair that we push the functionality out to the Users too.functionality out to the Users too.


Purchased Database Purchased Database ApplicationsApplications

Tend to be Detail Intensive.

Designed for Large Technical Support Staffs.

Designed for Large Functional Support Staffs.


An Overwhelming TaskAn Overwhelming Task

What can a small staff do? What can a small staff do?

Rewrite Major Applications?Rewrite Major Applications?

Hire and Train More Employees?Hire and Train More Employees?


Rewrite Apps, Hire More and Rewrite Apps, Hire More and Better?Better?

Not a Chance! Not in our Environment.Not a Chance! Not in our Environment.

Major Purchases and Hiring are out.Major Purchases and Hiring are out.

We all know that we must do more with We all know that we must do more with less.less.


We CanWe Can

Save some time and effort by using:Save some time and effort by using:

email Notices and Exception Reports.email Notices and Exception Reports.

Simplified Input.Simplified Input.

Automated Tasks.Automated Tasks.

Web Based Report Repositories.Web Based Report Repositories.


Users Are OverloadedUsers Are Overloaded

Our Users are doing more than ever Our Users are doing more than ever before and are under the same before and are under the same pressure to make do with less pressure to make do with less resources.resources.


How can we help?How can we help?

Deliver Just What a User Needs.Deliver Just What a User Needs.

Deliver Nothing More!Deliver Nothing More!

Automate some Tasks and email Automate some Tasks and email Notices.Notices.

Offer them Summary Reports Offer them Summary Reports

(With Details Available).(With Details Available).


What Will a Manager Use?What Will a Manager Use?

After over fifty years of automation, After over fifty years of automation, what is the one computer application what is the one computer application that our managers will use on their that our managers will use on their own?own?


What will they use?What will they use?

email is the only one they will email is the only one they will consistently use.consistently use.


So, Go With It!So, Go With It!

If they only use email, then give them If they only use email, then give them email.email.

Bring them to the database via email.Bring them to the database via email.


Manager, Pending Your Manager, Pending Your ApprovalApproval

From: From: <jlipsey_at edison.uaex.edu><jlipsey_at edison.uaex.edu>To:To: <lmeeks_at uaex.edu> <lmeeks_at uaex.edu>Date: Date: 5/12/05 8:40AM5/12/05 8:40AMSubject: Subject: Requisitions Awaiting Your Approval Requisitions Awaiting Your Approval

The following requisitions are awaiting your approval:The following requisitions are awaiting your approval: 05/12/2005 Requisition: R0011360 Item: 01 Requested by: Jessica Brown For: Chris Tingle05/12/2005 Requisition: R0011360 Item: 01 Requested by: Jessica Brown For: Chris TingleDescription: Item #3661 PC Interface Cable for WeatherstationsDescription: Item #3661 PC Interface Cable for WeatherstationsVendor: Spectrum Technologies IncVendor: Spectrum Technologies IncQTY: 4 Unit Price: $29.0000 Total: $116.00QTY: 4 Unit Price: $29.0000 Total: $116.00 Accounting Fund‑Orgn1 R0011360 Charged to: Accounting Fund‑Orgn1 R0011360 Charged to: Fund 28027 Soybean Rust Project/TingleFund 28027 Soybean Rust Project/TingleOrgn 7300 Crop, Soil & Environmental ScienceOrgn 7300 Crop, Soil & Environmental ScienceAmount: $116.00Amount: $116.00 Please login to Banner WebForms at Please login to Banner WebForms at http://webf.uaex.edu/http://webf.uaex.edu/ and use Form FOAAPP to approve these and use Form FOAAPP to approve thesedocuments, or login to Self Service at documents, or login to Self Service at http://banf.uaex.eduhttp://banf.uaex.edu and select Approve Documents from and select Approve Documents from

the Finance menu.the Finance menu.

CC:CC: <bknox_at uaex.edu>, <jlipsey_at uaex.edu>, <sbaker_at uaex.edu><bknox_at uaex.edu>, <jlipsey_at uaex.edu>, <sbaker_at uaex.edu>


Departmental Time Entry Departmental Time Entry PersonPerson

From: <sfunder_at edison.uaex.edu>To: <tnolen_at uaex.edu>Date: 5/30/05 7:42AMSubject: Your Departmental Time Entry Is Due 12:00 Noon June 3, 2005.

This is just a reminder that these departmental time sheets must be submitted by 12:00 Noon June 3, 2005. 7800 Benjamin F Rodery7800 Christopher Kyle Colwell7800 Craig Michael Shelton7800 Gregory P Hunt7800 Jacob K Wooley7800 Jarrod T Hardke7800 Jeffery Coolidge Masengale7800 Matthew G Euler7800 Steve Kent Rodery Please login to Banner WebForms at http://webf.uaex.edu/ or Banner and use Form PH TIME to enter and

submit time for your employees.

CC: <kgrigsby_at uaex.edu>, <sfunderburg_at uaex.edu>


Requisitions Long Pending This Requisitions Long Pending This ApproverApprover

From: From: <common_at edison.uaex.edu><common_at edison.uaex.edu>To:To: <jlipsey_at uaex.edu> <jlipsey_at uaex.edu>Date: Date: 5/3/05 1:00PM5/3/05 1:00PMSubject: Subject: Requisitions Long Pending Requisitions Long Pending

Approvals Pending for Approver with Any Over 7 Days (FOBUAPP i.e., waiting Approvals Pending for Approver with Any Over 7 Days (FOBUAPP i.e., waiting this approver) this approver)

FOBAINP FOBUAPP FOBAINP FOBUAPP ACTIVITY ACTIVITY FORAQUS ACTIVITY ACTIVITY FORAQUS Document DATE DATE USER_ID_APPRDocument DATE DATE USER_ID_APPR R0010508 28‑MAR‑2005 25‑APR‑2005 SPAYNER0010508 28‑MAR‑2005 25‑APR‑2005 SPAYNER0010898 14‑APR‑2005 14‑APR‑2005 SCARTERR0010898 14‑APR‑2005 14‑APR‑2005 SCARTERR0010985 20‑APR‑2005 20‑APR‑2005 KSHROUTR0010985 20‑APR‑2005 20‑APR‑2005 KSHROUTR0010992 21‑APR‑2005 21‑APR‑2005 CNORTONR0010992 21‑APR‑2005 21‑APR‑2005 CNORTONR0011036 26‑APR‑2005 26‑APR‑2005 SPAYNER0011036 26‑APR‑2005 26‑APR‑2005 SPAYNE The first date is the Requisition Creation Date (or perhaps Modification The first date is the Requisition Creation Date (or perhaps Modification

Date). Date). The second date indicates pending the current Approver. The second date indicates pending the current Approver.


Requisitions Long Pending Any Requisitions Long Pending Any ApproverApprover

Approvals Pending for Approver with Any Over 7 Days (FOBAINP i.e., Approvals Pending for Approver with Any Over 7 Days (FOBAINP i.e., waiting since created) waiting since created)

FOBAINP FOBUAPP FOBAINP FOBUAPP ACTIVITY ACTIVITY FORAQUS ACTIVITY ACTIVITY FORAQUS Document DATE DATE USER_ID_APPRDocument DATE DATE USER_ID_APPR R0010508 28‑MAR‑2005 25‑APR‑2005 SPAYNER0010508 28‑MAR‑2005 25‑APR‑2005 SPAYNER0010898 14‑APR‑2005 14‑APR‑2005 SCARTERR0010898 14‑APR‑2005 14‑APR‑2005 SCARTERR0010985 20‑APR‑2005 20‑APR‑2005 KSHROUTR0010985 20‑APR‑2005 20‑APR‑2005 KSHROUTR0010992 21‑APR‑2005 21‑APR‑2005 CNORTONR0010992 21‑APR‑2005 21‑APR‑2005 CNORTONR0011014 22‑APR‑2005 29‑APR‑2005 JYARBROUGHR0011014 22‑APR‑2005 29‑APR‑2005 JYARBROUGHR0011036 26‑APR‑2005 26‑APR‑2005 SPAYNER0011036 26‑APR‑2005 26‑APR‑2005 SPAYNER0011100 02‑MAY‑2005 02‑MAY‑2005 JYARBROUGHR0011100 02‑MAY‑2005 02‑MAY‑2005 JYARBROUGH

CC:CC: <bknox_at uaex.edu>, <sbaker_at uaex.edu><bknox_at uaex.edu>, <sbaker_at uaex.edu>


These Requisitions Will Wait These Requisitions Will Wait ForeverForever

To:To: <jlipsey_at uaex.edu> <jlipsey_at uaex.edu>Date: Date: 5/3/05 5:39AM5/3/05 5:39AMSubject: Subject: Requisitions Pending with Errors Requisitions Pending with Errors From: From: <common_at edison.uaex.edu><common_at edison.uaex.edu>

Approvals Pending for Approver with Errors ‑ Unapproved But Out of Period Approvals Pending for Approver with Errors ‑ Unapproved But Out of Period FOBAINP FOBUAPP FORAQUS FOBAINP FOBUAPP FORAQUS ACTIVITY ACTIVITY USER_ID ACTIVITY ACTIVITY USER_ID Document DATE DATE APPR Queue Level SeqDocument DATE DATE APPR Queue Level Seq R0010508 28‑MAR‑2005 25‑APR‑2005 SPAYNE 4744 1 4R0010508 28‑MAR‑2005 25‑APR‑2005 SPAYNE 4744 1 41 row selected.1 row selected. Approvals Pending for Approver with Errors ‑ Unapproved But Will Not be Sent to Approver Approvals Pending for Approver with Errors ‑ Unapproved But Will Not be Sent to Approver FOBAINP FOBUAPP FORAQUS FOBAINP FOBUAPP FORAQUS ACTIVITY ACTIVITY USER_ID ACTIVITY ACTIVITY USER_ID Document DATE DATE APPR Queue Level SeqDocument DATE DATE APPR Queue Level Seq R0010790 04‑APR‑2005 04‑APR‑2005 AAMMONS FSAL 1 1R0010790 04‑APR‑2005 04‑APR‑2005 AAMMONS FSAL 1 11 row selected.1 row selected. The first date is the Requisition Creation Date (or perhaps Modification Date). The first date is the Requisition Creation Date (or perhaps Modification Date). The second date indicates pending the current Approver.The second date indicates pending the current Approver. CC:CC: <bknox_at uaex.edu>, <sbaker_at uaex.edu><bknox_at uaex.edu>, <sbaker_at uaex.edu>


Notice of Important ChangesNotice of Important Changes

Shared Responsibilities bring new needs.

From: <common_at edison.uaex.edu>To: <astacy_at uaex.edu>Date: 5/12/05 6:13AMSubject: Fund Changed Notice

ASTACY Added 11‑MAY‑2005 Effective 01‑APR‑2005 12:00:00 am Fund 13818 Journey to Wellness Program ASTACY Added 11‑MAY‑2005 Effective 01‑MAY‑2005 12:00:00 am Fund 17154 ADC ‑ Espinoza/8065 ASTACY Added 11‑MAY‑2005 Effective 01‑APR‑2005 12:00:00 am Fund 21721 CSREES/Mold & Carbon Monoxide ASTACY Added 11‑MAY‑2005 Effective 01‑SEP‑2004 12:00:00 am Fund 23449 Genomic Discoveries to Improve Rice ASTACY Added 11‑MAY‑2005 Effective 15‑SEP‑2004 12:00:00 am Fund 23450 The Southern Region Water Quality C ASTACY Added 11‑MAY‑2005 Effective 01‑MAY‑2005 12:00:00 am Fund 28704 Rural Youth Development ASTACY Added 11‑MAY‑2005 Effective 01‑JAN‑2005 12:00:00 am Fund 28708 AR Gardens: The Roots of Our Herita

CC: bhinkle_at uaex.edu, bknox_at uaex.edu, kscott_at uaex.edu, sbaker_at uaex.edu


Automated PostingsAutomated PostingsFrom: <common_at edison.uaex.edu>To: <sbaker_at uaex.edu>Date: 5/11/05 10:16PMSubject: ffpoext ‑ No Records for Fixed Asset Orig. Tag Extract Reports

ffpoext.lis is attached

This report contains both the report and control report for Process: ffpoext ‑ Fixed Asset Orig. Tag Extract

CC: bknox_at uaex.edu

From: <common_at edison.uaex.edu>To: <sbaker_at uaex.edu>Date: 5/24/05 10:16PMSubject: ffpoext ‑ CK Records for Fixed Asset Orig. Tag Extract Reports Attached





Saves a few minutes each Saves a few minutes each day.day.

From: <common_at edison.uaex.edu>To: <sbaker_at uaex.edu>Date: 5/11/05 10:16PMSubject: ffpoext ‑ No Records for Fixed Asset Orig. Tag Extract Reports




From: <common_at edison.uaex.edu>To: <sbaker_at uaex.edu>Date: 5/24/05 10:16PMSubject: ffpoext ‑ CK Records for Fixed Asset Orig. Tag Extract Reports Attached





Encrypted email TransfersEncrypted email TransfersFrom: <sfunder_at edison.uaex.edu>To: <submissions_at complink.biz>Date: 5/27/05 3:19PMSubject: uaces Flexible Transmission

The attachment is the encrypted .csv file from the University of Arkansas, Cooperative Extension Service.

Contact:

Lynda Lee lslee_at uaex.edu Admin Office Supervisor U of A Cooperative Extension ServiceHuman Resources501‑671‑2149

or

Sherry Funderburg sfunderburg_at uaex.eduPayroll Services SpecialistU of A Cooperative Extension ServiceLRSO ‑ Financial Services501‑671‑2039

NOTICE: This email may contain confidential or proprietary information and may be legally privileged. It is intended only for the named recipient(s). Any unauthorized review, use, copy, disclosure, or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply e‑mail and destroy all copies of the original message.

CC: <lslee_at uaex.edu>, <sfunderburg_at uaex.edu>


But, Be Warned:But, Be Warned:

Busy Managers may only read a line or Busy Managers may only read a line or two. two.

So, get to the point quickly.So, get to the point quickly.


Simplifying InputsSimplifying Inputs

Accountants+Excel = Practically A Perfect Accountants+Excel = Practically A Perfect MatchMatch

Why fight it? Let’s give them Excel.Why fight it? Let’s give them Excel.


A Database without Batch A Database without Batch Entry?Entry?

Yes, it’s true! Yes, it’s true!


Our Purchased Financial Our Purchased Financial SystemSystem

Our purchased application database Our purchased application database has no batch entry for Journal has no batch entry for Journal Vouchers.Vouchers.

If there ever was a function that If there ever was a function that needed to be batched, it is Journal needed to be batched, it is Journal Entries.Entries.


Well, it Well, it hadhad no Batch Entry. no Batch Entry.

Now, we let the Accountants work in Excel.Now, we let the Accountants work in Excel.

We FTP the Excel files to our UNIX Server.We FTP the Excel files to our UNIX Server.

And, then we Load and Report the Batch.And, then we Load and Report the Batch.


Turning Difficult into SimpleTurning Difficult into Simple

We have 75 County Offices sending monthly We have 75 County Offices sending monthly Quicken Reports to be loaded into our Quicken Reports to be loaded into our purchased Application Software. purchased Application Software.

“ “It will take me at least four hours to piece It will take me at least four hours to piece these files together. Can you help?”these files together. Can you help?”

All the detail lines have mm/dd/yyyy format All the detail lines have mm/dd/yyyy format dates.dates.

Quicken Reports have Tab Delimited fields. Quicken Reports have Tab Delimited fields.


A Task Just Made for AWKA Task Just Made for AWK

UNIX has a Utility Program Made for UNIX has a Utility Program Made for

Tab Delimited “database” Files.Tab Delimited “database” Files.



AWK, is a cryptic but powerful program AWK, is a cryptic but powerful program that works with, you guessed it, Tab that works with, you guessed it, Tab Delimited Files.Delimited Files.

A FTP plus Two Lines of AWK saves A FTP plus Two Lines of AWK saves Four Hours a Month of a very busy Four Hours a Month of a very busy person’s time.person’s time.



awk '{print FILENAME, $0}' *.txt > combinedD_reports.txtawk '$2 ~ /\/.*\//' combinedD_reports.txt > combinedD.txt

I said it was cryptic!


AWK, I said it was Cryptic!AWK, I said it was Cryptic!

You don’t have to be able to read it or to write You don’t have to be able to read it or to write it.it.

You piece it together with a UNIX “How To You piece it together with a UNIX “How To Book”.Book”.

Then you test it interactively until it works.Then you test it interactively until it works.


This Concept Really Works for This Concept Really Works for UNIXUNIX

Test it (interactively) Command by Test it (interactively) Command by Command.Command.

Save the Commands in a (script) File.Save the Commands in a (script) File.

Run the Script.Run the Script.

Optionally, Schedule the Script to be Run.Optionally, Schedule the Script to be Run.


22ndnd Only to email is the Web Only to email is the Web

Users are familiar with the Web.Users are familiar with the Web.

With a click, we can move from email to With a click, we can move from email to Web.Web.

Why not put Legacy Reports on a Web Why not put Legacy Reports on a Web Server?Server?


Why Not the Web?Why Not the Web?

Security is a significant concern.Security is a significant concern.

But, we know how to handle that.But, we know how to handle that.


E~Print is Just a Web ServerE~Print is Just a Web Server

OK, it does some fancy stuff related to our OK, it does some fancy stuff related to our application database, but it is still just a application database, but it is still just a Web Server.Web Server.

Rather hidden from us, e~Print uses free, Rather hidden from us, e~Print uses free, Open Source software as a base Open Source software as a base combined with some proprietary combined with some proprietary software.software.

We FTP reports to the server and it offers We FTP reports to the server and it offers up the report on a secure Web Page.up the report on a secure Web Page.


Now, Let’s Talk!Now, Let’s Talk!

Questions?Questions?

Suggestions? Suggestions?

Really, I am always looking for a better Really, I am always looking for a better way!way!


Thank You!Thank You!

Bruce KnoxBruce Knox

bknox_at uaex.edubknox_at uaex.edu

University of ArkansasUniversity of Arkansas

Division of AgricultureDivision of Agriculture

Cooperative Extension Cooperative Extension ServiceService

http://www.uaex.edu/bknoxhttp://www.uaex.edu/bknox

making life easier for users 1 and other folks too! ace/netc/act/evp session 7 id #5

Documents

email notices

overloadedour users

manager use

database applications

existing automation

existing system

existing software

departmental time sheets