Acting on the instructions of their department heads, MSOs, or administrative officers above the MSO level, DSAs set up and maintain on-line approval hierarchies. For complete information regarding approval hierarchy policies and set up procedures, see Chapter 10, IFIS on-line approval hierarchies.

When employees listed on approval hierarchies leave their jobs or change responsibilities, updating each hierarchy can be a time-consuming task. To make the job easier, ACT's IFIS programmers created mass update screens. DSAs must use caution when performing any mass update. Once the update is completed, it cannot be undone.

Using mass update screens, DSAs can:

• Add an Alternate Approver - Add a userid as an alternate approver wherever a target userid occurs on all approval hierarchies.



• Delete an Alternate Approver - Delete a target userid wherever it occurs as an alternate approver on all approval hierarchies.



• Replace a Userid - Replace all occurrences of a target userid with a different userid on all approval hierarchies.



• Copy an Approval Hierarchy - Create a new approval hierarchy by copying one that is already set up.

The programmers also revised the Approval Maintenance screen so that DSAs can delete approval hierarchies.

Only DSAs and other authorized users can perform mass updates. DSAs are restricted to updating and deleting approval hierarchies for employees in their department or authorized area.

The Approval Mass Update Menu

To navigate to the Approval Mass Update Menu:

1. At the UCSD Logo USERID ====> prompt, type in your assigned USERID (USERID) and press [TAB].



2. At the PASSWORD ====> prompt, type in your 4-character password and press [ENTER].

   The Application Selection Menu appears.




3. At the COMMAND ====> prompt, type the number which corresponds to IFIS Production and press [ENTER] twice.

   The computer takes you to the IFIS Production Main Menu.




4. At the IFIS Production Main Menu, press [PF14] FIMS Utilities.

   The FIMS Utilities Main Menu appears.




5. Press [PF17].

   The Approval Mass Update Menu appears as shown.

The Approval Template List Screen

The Approval Template List screen is used for inquiry only. To navigate to and view it:

1. Navigate to the Approval Mass Update Menu. (See the Approval Mass Update Menu section for navigation instructions if needed.)



2. Press [PF14].

   The Approval Template List screen appears as shown.

3. Press [PF8] to scroll forward. To scroll backward, press [PF7].

   The computer scrolls through any additional pages.

FIELDS ON THE SCREEN INCLUDE:

TARGET ID - Six character target USER ID assigned to the employee to be added to, replaced on, or deleted from approval hierarchies.
When the TARGET ID matches the USER ID, the approval hierarchy belongs to the employee.

USER ID - USER ID of employee who "owns" the approval hierarchy.

DOCUMENT TYPE - The type of document for which the approval hierarchy is used. Document types are listed in alphabetical order. (BSC, BSP, INV, JV, PUR, etc.)

TEMPLATE - Code assigned to the approval hierarchy.

LEVEL - The level on which the userid appears in the approval hierarchy.

ALT (Y/N) - Indicates whether or not the employee is an alternate approver on the hierarchy. Y(YES) means the employee is a primary approver. N (NO) means the employee is an alternate approver.

EXAMPLE - The hierarchy AAA for purchase order (PUR) documents belongs to OUT040, who is a primary approver on level 1.

EXAMPLE - This is the same hierarchy as example . OUT040 is also an alternate approver on level 2.

EXAMPLE - Approval hierarchy AAA for purchase order (PUR) documents belongs to OUT021. The target userid OUT040 is an alternate approver on level 2.

EXAMPLE - Approval hierarchy ABC for purchase order (PUR) documents belongs to OUT022. The target userid OUT040 is a primary approver on level 2.

Adding an Alternate Approver

1. To add the userid as an alternate approver on SELECTED approval hierarchies where the target userid occurs:
   
   

   Example: Susan Walter is a primary approver on Purchase Order (PUR) and Purchase Requisition (RQT) documents. The DSA is asked to add Ann Brown as an alternate approver on PUR approval hierarchies only.
   
   

   The mass update cannot change selected hierarchies: it affects all hierarchies where the target userid occurs. The DSA should update each PUR hierarchy individually using the Approval Maintenance screen. (see Chapter 10, IFIS on-line approval hierarchies)




2. To add the userid as an alternate approver on ALL approval hierarchies where the target userid occurs:
   
   

   Example: Tom Jones is a primary approver on Purchase Order (PUR) documents and an alternate approver on Travel Invoice (TIV) documents. The DSA is asked to add Stan Smith as an alternate approver on all hierarchies where Tom's userid occurs.
   
   

   The DSA can perform the mass update using the Add Alternate Approver screen. If Stan Smith is already an alternate approver on one level of a hierarchy, his userid will not be added again.

Once the DSA is certain that a mass update is appropriate, he or she should follow these steps:

1. Review the IFIS On-line User Accountability Structure form (or internal form) completed by department management. Check that it is signed and dated.



2. If the employee to be added to the approval hierarchies is new to the department, request a userid and IFIS access. (see Chapter 6, The ACT Access Request Form)



3. Important: Do not skip this step.

   Decide if a printed record of where the target userid occurs is needed before performing the mass update.

DSAs can either:

a) Print no record (if the DSA already has a current record of where the target userid occurs or if few hierarchies will be affected)

b) Print the Approval Template List screen, which shows every location where the target userid occurs, or

c) Request an On-Line Approval Listings report. Note: The report only includes hierarchies which belong the the target userid. It does not include hierararchies which belong to other employees where the target userid is listed. (see sample report and instructions in Chapter 10, IFIS on-line approval hierarchies)

4. Perform the mass update using the Add Alternate Approver screen.



5. Sign and date the On-line User Accountability Structure form (or internal form) and return it to the originator. The original signed form should be in the employee's personnel file. Other copies can be distributed as appropriate.

To navigate to and complete the Add Alternate Approver screen:

1. At the UT: FIMS Utilities Main Menu, press [PF17]. (See the Approval Mass Update Menu section for navigation instructions if needed.)

   The Approval Mass Update Menu appears.




2. Press [PF9].

   The Add Alternate Approver screen appears.




3. In the TARGET ID field, type the userid which already occurs on the approval hierarchies.



4. [TAB] to the ADD ID field and type the userid to be added as an alternate approver.



5. Press [ENTER].

   The system displays the names associated with the userids. The message "Press Enter to View Hierarchy Occurrences" appears.




6. Press [ENTER].

   The Approval Template List screen appears. The mass update will add the userid as an alternate approver on ALL hierarchies listed. The update cannot be reversed using the delete alternate approver function. This is because it will delete ALL occurrences of the userid, not just those added during the mass update.




7. Press [PF8] to scroll forward. To scroll backward press [PF7].

   The computer scrolls through any additional pages.




8. Press [ENTER].

   The Add Alternate Approver screen reappears.

DSAs should be certain that they want to complete the update before proceeding. There is no undo function.

9. In the COMPLETE (Y/N) field, type Y and press [ENTER].

   The message "Action Successfully Completed" appears. The userid has been added as an alternate approver everywhere the target userid occurs on all hierarchies. The screen looks like this:

When asked to delete an employee as an alternate approver on multiple approval hierarchies, the DSA should first determine whether or not performing a mass update is appropriate.

1. To delete the target userid as an alternate approver on SELECTED approval hierarchies:

   Example: Ron Mills is an alternate approver on Purchase Order (PUR) documents for Tom Jones, Cindy Smith and Victor Baker. The DSA is asked to delete Ron as an alternate approver on Tom's hierarchies only.

   The system cannot delete the target userid on selected hierarchies: it deletes it on all hierarchies where it occurs. The DSA should update each hierarchy where Tom's userid occurs using the Approval Maintenance screen. (see Chapter 10, IFIS on-line approval hierarchies)




2. To delete the target userid as an alternate approver on ALL approval hierarchies where it occurs:

   Example: Ron Mills is an alternate approver on Purchase Order (PUR) documents for Tom Jones, Cindy Smith and Victor Baker. The DSA is asked to delete Ron Mills as an alternate approver on all hierarchies which belong to Tom, Cindy and Victor.

   The DSA can perform the mass update using the Delete Alternate Approver screen. Any occurrences of Ron's userid as a primary approver will not be affected by the update.

Once the DSA is certain that a mass update is appropriate, he or she should follow these steps:

1. Review the IFIS On-line User Accountability Structure form (or internal form) completed by department management. Check that it is signed and dated.



2. Important: Do not skip this step.
   Decide if a printed record of all locations where the target userid occurs is needed. (see step 3 on page 6 to review options)
   The system keeps no record of where a userid occurred prior to the mass update.



3. Perform the mass update using the Delete Alternate Approver screen.



4. Sign and date the On-line User Accountability Structure form (or internal form) and return it to the originator. The original signed form should be in the employee's personnel file. Other copies can be distributed as appropriate.

1. At the UT: FIMS Utilities Main Menu, press [PF17]. (See the Approval Mass Update Menu section for navigation instructions if needed.)
   The Approval Mass Update Menu appears.



2. Press [PF11].
   The Delete Alternate Approver screen appears.



3. In the TARGET ID field, type the userid to be deleted as an alternate approver.



4. Press [ENTER].
   The system displays the name associated with the target userid. The message "Press Enter to View Hierarchy Occurrences" appears.



5. Press [ENTER].
   The Approval Template List screen appears. The mass update will delete the userid in all locations where a Y appears in the Alt (Y/N) field. The update cannot be reversed using the add alternate approver function. This is because the add function updates hierarchies where ONE target userid occurs.



6. Press [PF8] to scroll forward. To scroll backward press [PF7].
   The computer scrolls through any additional pages.



7. Press [ENTER].
   The Delete Alternate Approver screen reappears.

8. In the DELETE (Y/N) field, type Y and press [ENTER].
   The message "Action Successfully Completed" appears. All occurrences of the userid as an alternate approver have been deleted. The screen looks like this:

When an employee leaves the department, the DSA can use the replace approver function to remove his or her userid from all approval hierarchies. DSAs may also be able to use this function when asked to replace an employee's userid on multiple hierarchies.

1. To replace the target userid on SELECTED approval hierarchies OR to replace it only where it occurs as a primary approver:

   Example: Betty Holt is a primary approver on Purchase Order (PUR) and Requisition (RQT) documents. The DSA is asked to make Dan Johnson the new primary approver on all PUR hierarchies, but keep Betty as the primary approver on RQT ones.

   There is no mass update function to replace a primary approver. The DSA must update each PUR hierarchy individually using the Approval Maintenance screen. (see Chapter 10, IFIS on-line approval hierarchies)




2. To replace ALL occurrences of the target userid with a different userid (such as when an employee leaves the department):

   Example: Laura Lee is a primary approver on Pay Authorization (INV) documents and an alternate approver on Travel Invoice (TIV) documents. Laura leaves the department. The DSA is asked to replace all occurrences of Laura's userid with Jim Green's userid.

   The DSA can use the Replace Approver screen to perform the mass update. The system will not allow the replacement userid to appear as both primary and alternate approver or to be duplicated on any level. Any unapproved documents attached to Laura's userid will be automatically attached to Jim's userid.

1. Review the IFIS On-line User Accountability Structure form (or internal form) completed by department management. Check that it is signed and dated.



2. Suspend the userid. (see Chapter 9, Passwords)



3. Important: Do not skip this step.
   Decide if a printed record of all locations where the target userid occurs is needed. (see step 3 on page 6 to review options)
   It is recommended that the DSA request an On-line Approval Listings report before performing the replace approver update. The system keeps no record of where a userid occurred prior to the mass update.



4. Perform the mass update using the Replace Approver screen.



5. If the employee left the department:
   
   
   a) Copy any hierarchies which currently belong to the employee who is leaving to create new hierarchies for the employee who is replacing him or her. For example, if Jane Williams is being replaced by Mike Miller, copy any of Jane's hierarchies which Mike will use using the Copy Template screen.
   
   b) Delete all approval hierarchies which belong to the userid using the Approval Maintenance screen. (see Chapter 10, IFIS on-line approval hierarchies).
   
   c) Submit an ACT Access Request form to ACT Security Administration to request termination of the userid. (see Chapter 6, The ACT Acess Request Form)


6. Sign and date the On-line User Accountability Structure form (or internal form) and return it to the originator. The original signed form should be in the employee's personnel file. Other copies can be distributed as appropriate.

1. At the UT: FIMS Utilities Main Menu, press [PF17]. (See the Approval Mass Update Menu section for navigation instructions if needed.)
   The Approval Mass Update Menu appears.



2. Press [PF12].
   The Replace Approver screen appears.



3. In the TARGET ID field, type the userid which is to be replaced.



4. [TAB] to the REPLACEMENT ID field and type the userid to be inserted wherever the target userid occurs.



5. Press [ENTER].
   The system displays the names associated with the userids. The message "Press Enter to View Hierarchy Occurrences" appears.



6. Press [ENTER].
   The Approval Template List screen appears. The mass update will replace ALL occurrences of the userid on ALL hierarchies listed. The update cannot be reversed using the replace approver function. This is because it would replace the target userid in every location affected by the original update AND in locations where it occurred prior to the update.



7. Press [PF8] to scroll forward. To scroll backward, press [PF7].
   The computer scrolls through any additional pages.



8. Press [ENTER]. The Replace Approver screen reappears.




Replacing a userid removes all occurrences of it on all hierarchies. DSAs should be certain that they want to complete the update before proceeding. There is no undo function.

9. In the COMPLETE (Y/N) field, type Y and press [ENTER].
   The message "Action Successfully Completed" appears. All occurrences of the target userid have been replaced. All unapproved documents which were attached to the target userid are now attached to the replacement userid. The screen looks like this:

When setting up new approval hierarchies, DSAs may need to enter the same information several times. The Copy Template function simplifies this task by allowing a hierarchy to be retrieved, edited and copied on one screen.

DSAs must begin by finding the approval hierarchy to be copied. They can do this by either:

• Asking the employee for the approval hierarchy document type and template code, or
• Searching for the approval hierarchy on the On-line User Accountability Structure form (or internal form), the Approval Template List screen or the On-line Approval Listings report.

Once the correct hierarchy is identified, the DSA should verify that the employee for whom the new hierarchy is being established has a userid and IFIS access. (see Chapter 10, IFIS on-line approval hierarchies, for instructions) Then he or she can create the copy.

1. At the UT: FIMS Utilities Main Menu, press [PF17]. (See the Approval Mass Update Menu section for navigation instructions if needed.)
   The Approval Mass Update Menu appears.



2. Press [PF10]. The Copy Template screen appears.

3. In the USER ID field, type the userid of the employee with the approval hierarchy to be copied.



4. [TAB] to the DOCUMENT TYPE field and type the document type of the approval hierarchy to be copied. The cursor moves to the Approval Template field.



5. In the APPROVAL TMPLT field, type the template code assigned to the approval hierarchy to be copied. The cursor moves to the Userid field in the To section.

6. In the USER ID field, type the userid of the employee for whom the new approval hierarchy is being created. It may be the same userid entered in the Copy section or a different one.



7. [TAB] to the DOCUMENT TYPE field and type the desired document type. Any document type may be entered. The cursor moves to the Approval Template field.



8. In the APPROVAL TMPLT field, type the approval hierarchy code. Codes are assigned by the central office or chosen by the employee.
   The cursor moves to the Approval Template Description field. Note: This "invisible" field is located to the right of the Approval Template field.



9. In the APPROVAL TMPLT DESCRIPTION field, type the description provided by the employee.

Using this section of the screen, the DSA can simultaneously replace all occurrences of a target userid while copying the hierarchy. If the hierarchy being created will include the same userids as the one being copied, skip to step 11.

For example, assume the hierarchy to be copied is set up like so:

10. A) OPTIONAL STEP At the Copy Template screen TARGET ID field, type the userid to be replaced. (For example, OUT039, Wilma Flintstone)
    
    B) OPTIONAL STEP [TAB] to the REPLACEMENT ID field and type the userid to be inserted in place of the target userid. (For example, OUT035, Pebbles Flintstone)

The new hierarchy would be set up like so:

11. Press [ENTER].
    The system displays the names associated with the userids, document type names and the template description of the hierarchy being copied. The cursor moves to the Complete (Y/N) field.



12. In the COMPLETE (Y/N) field, type Y and press [ENTER].
    The message "Action Successfully Completed" appears. A new approval hierarchy has been set up. If the Target/Replacement ID section was completed, the target userid was replaced. The screen looks like this:

13. To view the new approval hierarchy, position the cursor in the NEXT SCREEN field and type APPROVAL.



14. Press [ENTER].
    The Approval Maintenance screen appears and displays the hierarchy just copied.



15. [TAB] to the USERID field and type the userid used to create the new approval hierarchy (if different from the one on the copied hierarchy).



16. [TAB] to the DOCUMENT TYPE field and type the document type assigned to the new approval hierarchy (if different from the one on the copied hierarchy).
    The cursor moves to the ACT field.



17. [TAB] to the APPROVAL TMPLT field and type the code assigned to the new approval hierarchy.



18. Press [ENTER].
    The system displays the new approval hierarchy. The screen appears as shown.

If the message "Template Missing for User" appears, repeat steps 15 through 18 correcting any typographical errors.


Common Mass Update Error Messages

For a list of error messages DSAs may receive when using mass update screens, see Chapter 10, IFIS on-line approval hierarchies, common UT approval maintenance screen error messages.