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Facilities Inventory System

KFS Remediation

What has changed?

4/25/2012 v2 lmb, jbv

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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

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Facilities Inventory KFS Production

Production web site available:• Last slide in this presentation OR• From your Org Admin

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Highlights of important differences1) Vocabulary - KFS replaces legacy2) Searches are based on the KFS ‘tree’ – NOT an

alpha numeric dropdown3) New fields – CC/EN, Chart, Org Tree Look Up4) Space can only be assigned at the department

(D) or section/sub section level (S)5) Department users can now change an org to

any department or section within their security domain.

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Highlights of important differences6) New Errors:

A. “CC/EN” reminderB. KFS org and “CC/EN” combinationC. KFS org family relationshipsD. Orphaned research

7) ‘Add Sponsored Research’ projects collapsed8) Browser issues9) OBIEE reports and upgrade to version 1110)Security user confirmation

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1) 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

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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

Historical Room Search

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Room Search

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Room Search

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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 “…”

Room Search

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Note “unusual” structure

Searches return space based on the org you search on and ALL below it.

2) Searches are based on the KFS ‘tree’ – NOT an alpha numeric dropdown

Room Search

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NOT alpha numeric Hyphens graphically indicate org treeScrolling through the list will work IF you know your org tree structureORSelect 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 …

Room Search

Use the type in field• Multiple org codes separated with a comma

Room Search

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All KFS related data (in the system and reports) are fed nightly from KDW (Kuali Data Warehouse)

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College of Ag & Life Sciences IthacaCollege of Ag & Life Sciences GenevaCollege of Human EcologyCollege of Veterinary MedicineSchool of Industrial & Labor RelationsGeneral ServicesEndowedEndowed Weill Cornell Medical CollegeEndowed New York City Tech Campus

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/activity occupying 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.

3) New Field – CC/EN

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Consolidated SubsidiariesCU Consolidated Financial ReportEliminationsExternal OrganizationsFinancial StatementsIthacaMedical 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.

3) New Field – Chart

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Room Search Results

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Room Detail

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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.

4) Space can only be assigned at the department (D) or section/sub section level (S)

Room Detail

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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.

5) Department users can now change an org to any department or section within their security domain.

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

Room Detail

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Room Notes

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Bulk Edit

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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.

Bulk Edit

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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

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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

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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)

6B) New Error –KFS org and CC/EN field (continued)

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6C) New Error – KFS org family relationship

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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 relationshipChange the original org code to the same level as the one you’re adding

Allowable combinations:

6C) New Error – KFS org family relationship (continued)

D levelD level

D levelS level outside the D level relationship

S levelS level in same D level family

S levelS level outside D level familyThis applies to all section and subsection levels

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.

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6D) New Error – Orphaned research

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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

6D) New Error – Orphaned research (continued)

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6D) New Error – Orphaned research (sample)

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7) Add Sponsored Research projects open

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The “Show/Hide Accounts” defaults to collapsed instead of open to accommodate easier viewing

7) Add Sponsored Research projects collapsed

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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:

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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.

9) OBIEE reports and upgrade to version 11

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‘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

Report selection bar

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Room/Dept/Function – Room/Org/Function

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

Department

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Bldg/Org and Org List

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Research 901 – PSI (Physical Space Inventory)

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Research 901 – PSI (2011 Detail)

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Research 901 – PSI (2012 Detail)

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Research 902

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Research 902

Research 902 (2011 detail)

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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.

KFS Ref (NEW)

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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.

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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

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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

DO NOT USE UNTIL MAY 1, 2012

Please use the site above for training, but also for testing functionality (in legacy this was called the “CF9 Test/Training”)