SubmittingBatchRequests

Purpose

Usethisproceduretosubmitchartvaluerequestsinbatchformat.

Prerequisites

  • YouhavebeenassignedaCSMAresponsibility(e.g.,HRVD^CSMA^DIV^ALL^Req).
  • Youarerequestingvaluesallowedbythisresponsibility.
  • Youarenotsubmittinglarge-scale(>75requests)descriptionchanges.SeetheLarge-ScaleDescriptionChangessectiononpage4oftheDescriptionChangeRulesdocumentintheCSMAareaofABLEforinformationonaspecialprocessthatavoidsgeneratingapprovalnotificationsforyourchangesandgetsthemintoOracleinafractionofthetime.

HelpfulHints

HaveacopyoftheCSMAUserGuidehandyforyourreference.

Procedure

1.SelectyourCSMAresponsibilitytoopentheCSMAapplication.

CSMANavigator

2.Double-clickBatchProcessingtostartthebatchuploadprocess.

CSMABatchUpload

3.Performoneofthefollowing:

IfYouWantTo / Then / GoTo
Cancelthisrequest / Click. / Step1
Continuewiththisrequest / Click. / Step4

CSMABatchUpload–URLPage

4.Clickingthebuttonwillopennewwindowwithalistoftemplatesforbatchuploadsontheright-handsideanduploadselectionsontheleft-handside.

SincethiswindowdoesnotopenwithinOracle,youmayneedtoopenitfromthetaskbaratthebottomofyourscreen.

CSMA–SelectingYourBatchTemplate

5.Ontheright-handsideoftheCSMABatchUploadpage,RIGHTclickonthetemplateyouwanttouse.

ThetemplatenameswillcoincidewiththechangeandCoAsegmentyourbatchvaluesareintendedfor(e.g.,ADD_SUBACTIVITY,MOD_SUBACTIVITY,etc).

Alwaysopenanew templatefromtheCSMABatchUploadpagetodownloadyourbatch.Previouslyusedtemplates,evenif“empty”have“shadow”recordsremaining.These“shadow”recordsremaindespitedeletingcontentandwillgenerateerrorsinCSMA.

6.Fromthepop-upmenu,selectSaveTargetAs….

Save As–Prompt

7.Savethetemplatewithanameandlocationthatyouwillremember.Thetemplatewilldownloadtothedesignatedfolderonyourcomputer.

DownloadComplete–OpenPrompt

8.Whenthedownloadiscomplete,clicktoopenthetemplateinExcel.

Template

9.Populatethetemplatewithyourbatchvaluesasfollows(thescreenexampleaboveandthecolumnnamesbelowareforanADDSUBACTIVITYbatchupload):

Otherbatchtemplateswillrequestinformationrelevanttothevalue(CoAsegmentandvaluetype,e.g.,ORG,FUND,ACTIVITY,orROOTandChild,Budget,orParent)andthechange(e.g.,MODIFY,DISABLE,RE-ENABLE)youareuploading.

Thebatchprocesswillderiveallrelevantprefixinformationappearingbeforethe“^”(e.g.,parentactivityvalueforsubactivities,tubprefixfororgs,etc.)inthedescriptionatthetimethevalueisuploaded.

ColumnName / R/O/C / Enter
ValueType / R / C,B,orPforChild,Budget,orParentvalues.
ParentActivityValue / R / Theparentactivityvalue.
Value / R / Thesubactivityvalueyouarerequesting.
Description / R / Thesubactivitydescriptioninmixedcase,notexceeding50characters.Donotusethesecharacters:!,#,%,_,*,?,&,\.
Donotentertubprefixorparentactivityvaluewiththe“^.”Formoreinformation,seetheCoANamingConventionssectionintheCSMAUserGuide.
Note:When fieldcharacter limitsare stated,remembertoincludespaces,prefixes(e.g., tub andcarat), andsuffixes(e.g.,budgetonly)inyourcount.
LocalAttribute1 / C / Avalidlocalattribute1code.
Note:SeetheCSMAUserGuideforinformationonaddingorremovingvaluesfromthepicklist.
Comments / O / Yourcomments,ifany.
EffectiveDate / R / Theeffectivedateofyourrequest.Youmustenterthe dateinthe Oracleformat:DD-MMM-YYYY.CSMAdefaultsto today’sdateonupload,ifyouleavethisfieldblank.
Note:Thisisusedtoidentifythefiscalyeartowhichthevalueorattributechangesapply.Thedateenteredherewillnotaffectthedatethevalueisavailablefortransacting.

10.Click.

Save As–ConvertFiletoCSV(MS-DOS)

11.WhenyouhavepopulatedthetemplateandsaveditasanExcelfile,saveitasaCSVfileasfollows:

FieldName / R/O/C / Enter
Savein: / R / ThesamelocationthatyouselectedinStep7.
Filename: / R / Thesamenamethat youselectedinStep7.
Saveastype: / R / Usingthedrop-downmenu,selectCSV(MS-DOS).

12.Click.

MicrosoftExcel–CSV(MS-DOS)Prompt

13.Whenprompted,clicktocorrectlysavethetemplateasaCSVfile.

CSMABatchUpload-URLPage

14.CloseanyExcelworksheetsonyourdesktopandreturntotheCSMABatchUploadwindow.

SincethiswindowdoesnotopenwithinOracle,youmayneedtoopenitfromthetaskbaratthebottomofyourscreen.

CSMABatchUpload-URLPage,continued

15.Ontheleft-handsideoftheCSMABatchUploadwindow,uploadtheCSVfileyoucreatedinSteps10and11asfollows:

FieldName / R/O/C / Enter
Uploadafile / R / Usingthebutton,locatetheCSVfile.
FileFailOnError / R / 1.Yes–if you wanttheentirefiletofailuploadifasinglerecordisinvalid.Thisisthedefaultvalue.
2.No–if you wantallvalidrecordsloadedandanyinvalidrecordsnotloadedtoshowontheBatchErrorReport(refertothe“CSMAReports”workinstructionstoseehowtorunthisreport).
Note:SelectingYeswillpreventanyvaluesfromloadingifthereisanerrorinoneormoreofyourbatchvalues.Youwillneedtocorrectanyerrorsbeforethebatchwilluploadsuccessfully.

16.Performoneofthefollowing:

IfYouWantTo / Then / GoTo
Submityourbatchforupload / Click. / Step17
Submitadifferentbatch / Click. / Step15

17.Performoneofthefollowing:

If / Then / GoTo
Theuploadcontainsanyvalidationerror(s) / Noneofyourvalueswereuploaded.
Note:TheUploadResultsmessagethatappearsontheleft-handsideofthewindowwillprovidedetailsoftheerror(s) / Step18
Theuploadhadnovalidationerrors / Allthevaluesinyourbatchwereuploaded / Step22

CSMABatchUpload–UploadResultsMessage,ValidationError(s)

18.ClicktheViewReportDetaillink(undertheUploadResultsmessage)toviewtheCSMABatchFileUploadResultsReport,whichwillexplaintheerrorsinyourbatch.

TheCSMABatchFileUploadResultsReportwillshowyoualltheerrorsassociatedwitheachrecordinyourfile.Youmustcorrectallerrorsforarecordtouploadsuccessfully.

CSMABatchFileUploadResultsReport

Ifyouclosethereportwindowbeforeprintingitoutorsavingittoyourcomputer,youwillhavetouploadthesamebatchagaintogetthereportback.

19.Performoneofthefollowing:

IfYouWantTo / Then / GoTo
Printoutthereport / 1.SelectPrintfromthepulldownFilemenu.
2.Clicktoprint. / Step20
IfYouWantTo / Then / GoTo
Savethereporttoyourcomputer / 1.SelectSaveAs …fromthepulldownFilemenu.
2.Selectalocationandnameforthereportonyourcomputer.
3.Clicktosave. / Step20

20.Reviewthereportandcorrectanyerror(s)directlyintheExcelfileyoucreatedinSteps8,9,and10.

21.UploadthecorrectedbatchbyrepeatingSteps11through16.

CSMABatchUpload–UploadResultsMessage,NoValidationError(s)

22.Performoneofthefollowing:

IfYouWantTo / Then / GoTo
GetalistoftheCSMArequestIDnumbersassignedtothesuccessfullyloadedrequests / PrintouttheBatchSummaryReport. / Step24
Uploadanewbatch / Ontheright-handsideoftheCSMABatchUploadpage,RIGHTclickonthetemplateyouwanttouse. / Step6

23.Youhavecompletedthistask.

Result

YouhavesuccessfullyuploadedabatchofchangerequeststoCSMA