IMS Budget System User`s Manual
Contents
1. maintain the University s Organizational Structure tables OM Major Organizational Unit used to access update or create Major Units within the Organizational Structure President Vice President etc and associate each with its subordinate units Ol Intermediate Organizational Unit used to access update or create Intermediate Units within the Organizational Structure Colleges Divisions etc and associate each with its subordinate units departments OD Department within Organizational used to access update or create Departments within the Organizational Structure DD Department used to access update or create Departments and their associated sort sequence and original budget page numbers BW Budget Workers used to access and update the Budget Analyst and Budget Assistant assigned to each department as well as a contact person located in the department and its college or division FN Fund or Budgetary Unit used to access update or create Budgetary Units within the Organizational Structure of the University A current amendment number field is associated with each budgetary unit This amendment number will be used by the system to report the proper amendment number for each unit to the Board of Regents Authorized Transaction Table ID LP LF TRANSACTION KEY DATA REQUIRED Line Item Position by FY Comprehensive FY Home Dept Short Title Position No Occurrence Code Line I2. salary as well as amended budget EFT and actual expense information is displayed for up to 9 account objects e Any position in which the incumbent social security number is blank cannot be accessed via the LS screen vacant lump sum etc The NEXT PAGE Function Key F9 may be used to look beyond the 9th account object e The LS screen is a composite of several other screens and therefore presents an abbreviated version of the position information available AO Account Object used to access supporting account objects for a particular line item budget position fiscal year and occurrence The budget encumbrance and actual expense for the position is displayed AO is subordinate to LI LD Personal Services Document used to access Personnel Report Budget Amendment documents that have amended a position and account object during the fiscal year LD is subordinate to AO SL Salary used to access all salary occurrences defined for a particular line item budget position fiscal year and occurrence The amount and effective dates of the salary are displayed SS Salary Supplement used to access all salary occurrences defined for a particular line item budget position fiscal year and occurrence The type of supplement as well as its amount and effective dates are displayed Account Object Budget Position Access The following transactions are primarily used to view Budget Positions from an Account Obj
3. IMS Budget System User s Manual Remote IMS Signon Signoff Signon In order to use IMS the user must have a validated User ID To obtain a User ID the Access Services Request Form must be completed When The University of Georgia IBM Services window is displayed enter F for Financial and Student Systems and press the lt ENTER gt key The User_ID will be validated by IMS through the IMS security signon facility The user s personal id and password must be keyed After the lt ENTER gt key is pressed the message Congratulations You are signed on to IMS will be displayed Press lt ENTEP gt to display the Administrative Information Systems menu The user is now ready to access one of the information systems displayed on the menu Select the Budget System by positioning the cursor on the dash to the left of Budget System and pressing the lt ENTER gt key Signoff A session may be ended in either one of two ways both of which successfully ends the IMS conversation in progress Key 699 in the transaction code TRX field on the top of the screen Press lt ENTER gt two times Press F3 to quit Press F3 to exit IMS Clear the screen Key EXIT and press lt ENTER gt Key RCL Transaction Selection Select Application Place cursor on Budget Amendment and press the lt ENTER3 gt key Primary Option Menu The Primary Option Menu is used to selec
4. ect perspective AM Account and Authorized Objects used to access account numbers authorized object codes their effective dates and related information OT Summary or Budgeted Object Totals used to access by fiscal year dollar totals for a particular budgeted object code Original approved and pending budget as well as actual expense and encumbrance amounts are available in fiscal year to date current period fiscal year beginning and project life classifications ND Non Personal Services Document used to access Personnel Report Budget Amendment documents that have amended an account and non personal services object code for the fiscal year ND is subordinate to OT OP Budgeted Position Totals used to access by account fiscal year and object dollar totals for a particular budgeted position and occurrence Original approved and pending objects as well as actual expense and encumbrance amounts are displayed for the object in total and for the position specifically The position information also includes a similar breakdown of EFT OR Budget Payroll Interface Rejected Transactions used to access and update correct actual payroll expenditure transactions that could not be applied to the line item budget after the last payroll The rejected transaction payroll JV reference number description amount employee number social security number employee name abbreviation budget position a
5. ect document header information including the source and nature of the document as well as its budget and EFT totals PR Personal Information used to view and correct personal information from a Personnel Report name SSN etc etc PR is subordinate to DC PA Payroll Authorization used to view and correct detailed information from a Personnel Report concerning authorized rates of pay PA is subordinate to PR PU Purpose used to view and correct information from a Personnel Report that specifies the purpose of the document PU is subordinate to PR PL Position Information used to view and correct information from a Budget Amendment about a budget position position title job class annual rate etc PL is subordinate to DC DS Salary Supplement used to view and correct information from a Budget Amendment about a salary supplement associated with a budget position DS is subordinate to PL AF Amendment Funding Source used to view and correct information from a Budget Amendment about changes to budget and EFT as well as offsetting entries to account for the source or destination of funds AF is subordinate to DC DX Document by Name the name from the PR segment is used DY Document by Position the position from the PL segment is used DZ Document by SSN the SSN from the PRL segment is used Organizational Structure Maintenance The following transactions are primarily used to
6. en OPT Option used to direct processing TRX Transaction code 3 characters First character contains the MODE discussed in Primary Option Menu Second and third characters contain the IDENTIFIER discussed in Primary Option Menu KEY Key of data currently displayed or to be displayed ACTION Only used with multiple page display screens Normally not modified by the terminal user Special ACTIONS E forces early completion of input or use PF4 R causes a return to page 1 of the display Valid IDENTIFIERS descriptions and required KEY data are included in later sections Budget System Transactions Line Item Budget Position Access The following transactions are primarily used to view Line Item Budget Positions LI Line Item Position used to access Line Item Budget Positions Position status incumbent salary salary supplement as well as original and amended budget EFT information is displayed e This screen is especially useful in viewing the same position home department short title position number across fiscal years and occurrences A B C etc LP Line Item Position by Fiscal Year Comprehensive Format used to access Line Item Budget Positions for a specified Fiscal Year Position status incumbent salary as well as amended budget EFT and actual expense information is displayed for up to 9 account objects The NEXT PAGE Function Key F9 may be used to look beyond the 9
7. l Year Document Number Fiscal Year Document Number Fiscal Year Document Number Fiscal Year Document Number Fiscal Year Document Number Fiscal Year Document Number Incumbent Name great than DY DZ OM Ol OD DD BW FN Document by Position Document by SSN Major Unit Intermediate Unit Department in Org Department University Sr Budget Analyst and University Budget Analyst Fund Budgetary Unit Home Department Short Title Position No Occurrence Code greater than Incumbent SSN greater than Major Unit Code Major Unit Intermediate Unit Code Major Unit Intermediate Unit Code Department Number Department Number Department Number Budgetary Unit Number
8. nd check number are displayed O1 Budget Payroll Interface Rejected Transactions by Position used to access and update correct by Budget Position actual payroll expenditure transactions that could not be applied to the line item budget after the last payroll The rejected transaction payroll JV reference number description amount employee number social security number employee name abbreviation budget position and check number are displayed The budget position social security number and name abbreviation may be corrected online to be applied to the budget after the next payroll O2 Budget Payroll Interface Rejected Transactions by Social Security Number used to access and update correct by Social Security Number actual payroll expenditure transactions that could not be applied to the line item budget after the last payroll The rejected transaction payroll JV reference number description amount employee number social security number employee name abbreviation budget position and check number are displayed The budget position social security number and name abbreviation may be corrected online to be applied to the budget after the next payroll Personnel Report Budget Amendment Document Maintenance The following transactions are primarily used to view Personnel Report and Budget Amendment Documents processed and to be processed by the system DC Document used to view and corr
9. orward Automatically displayed in OPTION when more secondary key selection items exist than can be displayed on one screen e Pressing the lt ENTER gt key will cause another screen of such items to be displayed e When no additional screens of data exist the F will no longer appear in OPTION R Return e Returns to 1st Secondary Key Select Screen when browsing Returns to 1st occurrence of repeating items on a target screen a indicated in KEY field M More Can be entered when the last Secondary Key Selection screen is displayed e Causes another screen of repeating occurrences of an item to be displayed This is used in conjunction with the R OPTION on a target screen N Next Item Causes the next occurrence of the same screen type IDENTIFIER to be displayed X Display Secondary Key Selection Screen e When positioned on a target screen causes the associated selection screen to be displayed S Save Data Entered in Add Mode 4 Used in data entry applications to cause keyed data to remain on the screen i e available for use on the next target screen The S option only works in ADD mode 4 Help Information e Display any help information available for this screen Processing OPT TRX KEY and ACTION Each application or target screen will contain three common elements that may be modified by the terminal operator to proceed directly to another scre
10. t the type of processing that will be performed The following data may be entered on this screen OPTION must be entered C Session Termination D Standard Processing F Project Group Switch change to another application MODE must be entered 3 Delete 4 Add 5 Update 6 Retrieve IDENTIFIER optional from Primary Option Menu Indicates the type of data to be processed If omitted all eligible IDENTIFIERS for the selected MODE will be displayed on the Secondary Option Menu screen Valid IDENTIFIERS and their descriptions are included in later sections Secondary Option Menu The Secondary Option displays a list of transactions IDENTIFIERS to which the user is authorized A transaction selection may be made from this screen Secondary Key Selection If the entire key required to access a particular IDENTIFIER is not known the terminal operator may enter as must of the key as is available followed by a greater than symbol gt Data whose key values are greater than or equal to the partial key This operation is called browsing When more than one data record meets the key criteria entered a Secondary Key Selection screen offers the terminal operator the opportunity to select a particular target for processing The selection is made by keying the selection number shown at the left of the screen into SELECTION and pressing the lt ENTER gt key Special Options F Page F
11. tem Position by FY FY Home Dept Short Title Position No Occurrence Code LS LN LI AO LD SL SS AM OT ND OP OR 01 02 DC PR PA PU PL DS AF DX Line Item Position by SSN Line Item Position by Name Line Item Position Line Item Account Object Line Item Account Object Document Line Item Salary Line Item Salary Supplement Account Budgeted Object Account Object Document Budgeted Position Budget Payroll Rejects Budget Payroll Rejects by Position Budget Payroll Rejects by SSN Document Header Personnel Report Information Payroll Authorization Information Purpose of Document Position Information Salary Supplement Information Amd Fund Source Information Document by Name Incumbent SSN greater than Incumbent Name last first mid suf greater than Home Dept Short Title Position No Fiscal Year Occurrence Code Home Dept Short Title Position No Fiscal Year Occurrence Code Home Dept Short Title Position No Fiscal Year Occurrence Code Home Dept Short Title Position No Fiscal Year Occurrence Code Home Dept Short Title Position No Fiscal Year Occurrence Code Account Number Account Number Fiscal Year Object Account Number Fiscal Year Object Account Number Fiscal Year Object Account Number Fiscal Year Object Home Department Short Title Position No Occurrence Code greater than Incumbent SSN greater than Fiscal Year Document Number Fisca
12. th account object e The LP screen is a composite of several other screens and therefore presents an abbreviated version of the position information available LF Line Item Position by Fiscal Year used to access Line Item Budget Positions for a specified Fiscal Year e Position status incumbent salary salary supplement as well as original and amended budget EFT information is displayed e This screen is especially useful in viewing positions within the same fiscal year e Multiple annual salaries for a fiscal year may be viewed from this screen LN Line Item Position by Name Comprehensive Format used to access Line Item Budget Positions accessing the information via the incumbent s name last first etc e Position status incumbent salary as well as amended budget EFT and actual expense information is displayed for up to 9 account objects e Any position in which the incumbent name is blank cannot be accessed via the LN screen vacant lump sum etc The NEXT PAGE Function Key F9 may be used to look beyond the 9th account object The LN screen is a composite of several other screens and therefore presents an abbreviated version of the position information available LS Line Item Position by Social Security Number Comprehensive Format to access Line Item Budget Positions accessing the information via the incumbent s employee number social security number e Position status incumbent
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