OVERVIEW: DOC TRACKING ARCHIVE JOB

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OVERVIEW DOC TRACKING ARCHIVE JOB

• Statewide Financial Management Services
• Archive job will be run on Friday, May 26, 2006
  after the batch cycle

Revised 5/16/2006
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What is Doc Tracking?

• Its a subsystem in SFMA that tracks the events
  for some types of documents.
• A documents event history can be viewed on the
  37 screen
• The tracked information includes
• The number and kind of actions taken
• The RACFID of users
• The date and time of the action

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The 37 Screen

• Typical 37 screen shot

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37 Screen Action Codes
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What Doc Types are Tracked?
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What Doc Types are Tracked?
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Doc Tracking Structure

• Five RStars tables are included in the Doc
  Tracking subsystem
• Vendor Headers
• Vendor Position
• Document Headers
• Document Position
• Doc Tracking

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Doc Tracking is connected to

• 32 Document Transmittal Maintenance
• 35 Batch Tracking
• 37 Doc Tracking Inquiry
• 38 Multiple Document Tracking
• 39 Approval By Document
• 40 Approval By Transmittal
• 41 Disbursement Maintenance
• 44 Single Payment Cancellation
• 45 Document/Payment Range Cancellation
• 54 Agency Receivable Document Exemption Profile
• 70 Transmittal Inquiry

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The bottom line

• After running the financial archive, the Doc
  Tracking links to the archived records are no
  longer needed
• So, the Doc Tracking records for the archived
  records will be archived

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Note Pads

• A minor part of Doc Tracking is a feature where a
  narrative can be attached to a document
• The narrative is attached via an entry screen
  (e.g. 505) and viewed via the 37 screen
• The note pads for the archived records will also
  be archived in this job

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Note Pads and the 37 Screen

• S037 VER 2.0 STATE OF OREGON
  05/15/06 0812 AM
• LINK TO NOTE DOCUMENT TRACKING
  INQUIRY NOTE Y PROD
• DOC AGY 080 DOC NO BT008991
  FY 04 STATUS Y
• TAPE NO DOC AMT
  0.00 ARCHIVE REF NO
• BATCH - AGY 080 DATE 051404
  TYPE 4 NO 129
• RQ ACT
• COMPUTED COUNT 00002 COMPUTED AMOUNT
  0.00 CNTL AGY
• ACTION HISTORY
  
• DATE TIME AGY CODE USER ID
  DATE TIME AGY CODE USER ID
• 05/14/04 114310 000 100 DHSBY98
• 05/14/04 141802 000 588 DHSBY98
• 05/14/04 141938 000 588 DHSBY98
• 05/14/04 144204 000 200 DHRAO72
• 06/25/04 000000 000 999 SFMS997
• INTERRUPTED FUNCTION RESTARTED

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Typical Note from a Clean-up

• S103 VER 2.0 STATE OF OREGON
  05/15/06 0818 AM
• ELECTRONIC NOTE PAD
  PROD
• FINAL APPROVED
• REFERENCE ID 080 BT008991 04
  PAGE 01
• SMR0977 TABLES AE,AF,AL,AP,CC,GS,DS,DT.
  BT(S)15 AGY 100 BATCHID 080
• 051404 4 129 00001, BT008991-001, 4,418.55,
  APPN 64401, TC 722, SEQ 00001
• MISSING APPN FUND AND NUMEROUS CODING ELEMENTS
  IN FINANCIAL TABLES.
• 
  LAST PROC DATE 06252004
• Z06 RECORD SUCCESSFULLY RECALLED
• F1-HELP F3-DEL PAGE F5-NEXT PAGE F9-INT
  F10-SAVE ENTER-INQ

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WHY ARCHIVE THIS DATA?

• Reduce the amount of space used by SFMA for data
  storage and tape backups
• Improve system response time for users
• Decrease CPU time for sorting and reporting
• Reduce operating costs

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EFFECT ON AGENCIES

• The job should have no noticeable impact
• System could be down for a short time on Tuesday,
  May 30, 2006, if something unexpected happens
  (Monday is a holiday)
• We will keep you informed of our progress if
  closure should be necessary
• Call your SFMS agency analyst if you have any
  comments, questions, or concerns