1. Go to \\itfs1.asu.edu\ovprea\ORSPA\ACCTG\Work_Schedule and open the Access document ‘USE THIS ONE – Generate Workschedule’.
2. Run Access query to get the new WorkSchedule data.
2.1. Double click on ‘Generate Workschedule’ on the far-left menu. Be sure to “Enable” content on the Security Alert window at top if given the option.
2.2. Enter the current calendar year (YYYY).
2.3. Enter the calendar month for the latest fiscally closed month -as a digit (i.e. 1 for January, 2 for February)
2.4. Enter the last date of the month that comes after the latest fiscally closed month, including the 4 digit year (DD/MM/YYYY). (For example, enter 12/31/2013 when the last fiscally closed month is November 2013.)
2.5. Enter ASURITE Logon ID and 9-digit password
2.6. Wait for data to load as query can take up to a few minutes to process; data will appear once query is finished (as shown in “Run Query” status bar located in lower right-hand corner of database)
3. Prepare SharePoint WorkSchedule for upload
3.1. Navigate to the WorkSchedule on SharePoint
3.2. Choose Import from the View drop-down menu of the WorkSchedule
3.3. From the action menu, choose “Edit in Datasheet”
4. Replace existing data in SharePoint WorkSchedule with new data generated
4.1. Highlight all rows in WorkSchedule (Click on the Access Key in the upper left corner)
4.2. Press the Delete key to delete rows, once deleted click on “Report Class” and then on the first cell underneath “Queue” to ensure data will paste starting with the first cell.
4.3. Select and copy all data in the Access workbook.
4.4. Right click on the top left cell of grid and select Paste.
Note: It might take a few minutes to upload the list to SharePoint.
In the event the message comes up “<NUMBER> cells could not be pasted. Do you wish to continue with the operation and accept the changes,” click ‘Yes’ and wait for the changes to be processed. Again, it might take a few minutes to process the changes.
In the event you see a message “You have errors. Resolve,” click on ‘Resolve’ and select ‘Discard All My Changes’ in the Resolve Errors window.
4.5. Select and delete the duplicate Header row.
4.6. From the action menu, choose “Show in Standard View.” Always allow pending changes to finish, if there are any conflicts with the data, choose “Retry my changes.”
5. Save the new Work Schedule data in \\itfs1.asu.edu\ovprea\ORSPA\ACCTG\Work Schedule
5.1 In Access, select the External Data tab in the top menu ribbon, then export to Excel option. In the ‘Export – Excel Spreadsheet’ pop-up window, select the location to which the file should be saved and the name of the file (ex., WorkSchedule MMDDYY), check the ‘Export data with formatting and layout’ option, click ‘OK.’ Close the pop-up window.
5.2 The exported Workschedule file should be saved in the work schedule folder for the current month.
ASU – Research Operations / 1