0.005/01/89 DIANE LIVELY 1.0 PROGRAM NARRATIVE ----------------- THIS IS AN ONLINE PROGRAM WHICH ADDS, UPDATES, AND DELETES BUDGET ITEM SEGMENTS IN THE ACCOUNTING DATA BASE. THE DATA TO BE INPUT IS THE BUDGET AMOUNT PER BUDGET KEY. THE BUDGET KEY IS MADE UP OF THE BUDGET YEAR, APPROPRIATION, CAMPUS, DEPARTMENT, AND OBJECT CODE. THE PROGRAM OPTION SEGMENT FOR THE BUDGET YEAR IS READ TO DETERMINE IF THE DATA CAN BE UPDATED. 2.0 USER OPERATING INSTRUCTIONS --------------------------- 1. KEY IN THE BUDGET KEY AND PRESS ENTER. IF YOU LEAVE THE BUDGET YEAR BLANK, IT WILL BE DETERMINED FROM THE MENU TERM. 2. THE PROGRAM WILL EDIT THE KEY. A CAMPUS/DEPARTMENT MASTER RECORD MUST BE FOUND IN THE CONTROL DATA BASE WITH A VALID COST CENTER ID. THE OBJECT CODE MUST BE NUMERIC AND EXIST IN THE CONTROL DATA BASE. IF AN ERROR IS FOUND IN THE KEY, AN APPROPRIATE ERROR MESSAGE WILL BE DISPLAYED. 3. IF THE KEY IS VALID, THE DEPARTMENT NAME, COST CENTER CODE AND NAME, PROGRAM, SUB-PROGRAM, AND OBJECT CODE DESCRIPTION WILL BE DISPLAYED. 4. THE PROGRAM OPTION SEGMENT FOR THE SPECIFIED BUDGET YEAR WILL BE READ TO DETERMINE IF THE DATA CAN BE UPDATED. IF THE PROGRAM OPTION SEGMENT IS NOT FOUND OR IS SET TO DISALLOW UPDATE, RETURN TO STEP 1. THE DATA WILL BE DISPLAYED IF FOUND, AND AN APPROPRIATE MESSAGE WILL BE DISPLAYED CONCERNING UPDATE. 5. IF THE BUDGET ITEM KEY IS FOUND IN THE DATA BASE, THE BUDGET AMOUNT WILL APPEAR WITH THE MESSAGE 'OLD DATA SHOWN... MAKE CORRECTIONS AND PRESS ENTER'. IF THE RECORD IS NOT FOUND, THE MESSAGE 'NEW RECORD...ENTER ALL DATA' WILL BE DISPLAYED. 6. TO ADD A NEW RECORD, ENTER THE DATA AND PRESS ENTER. THE DATA WILL BE VALIDATED FOR CORRECT INPUT AND PROCESSED. A MESSAGE 'RECORD SUCCESSFULLY INSERTED' WILL BE DISPLAYED TO INDICATE THE NEW RECORD HAS BEEN ADDED TO THE DATA BASE. 7. TO UPDATE A RECORD, MAKE APPROPRIATE CHANGES TO THE DATA AND PRESS ENTER. THE DATA WILL BE VALIDATED FOR CORRECT INPUT AND THE MESSAGE 'DATA SUCCESSFULLY PROCESSED' WILL BE DISPLAYED. 8. WHEN ADDING OR UPDATING, THE BUDGET AMOUNT MUST BE NUMERIC. IF TO THE AMOUNT IS NEGATIVE, ENTER A HYPHEN NEXT TO THE AMOUNT. IF AN ERROR IS FOUND, THE INVALID FIELD(S) WILL BE HIGHLIGHTED, AND THE CURSOR WILL BE POSITIONED AT THE FIRST ERROR. 9. TO DELETE A RECORD, TAB TO THE DELETE FIELD AND ENTER A "D" IN THE SPACE PROVIDED. THE PROGRAM WILL DISPLAY THE MESSAGE, 'DO YOU WISH TO DELETE THIS RECORD--IF YES, ENTER "Y" IN DELETE FIELD.' IF YOU ENTER A "Y" IN THE DELETE FIELD, THE RECORD WILL BE DELETED AND THE MESSAGE 'RECORD SUCCESSFULLY DELETED' WILL BE DISPLAYED. THE DATA WILL REMAIN ON THE SCREEN UNTIL THE ENTER KEY IS PRESSED AGAIN. 3.0 SCREEN LAYOUT ------------- ------------------------------------------------------------------------------- ] ] ]TRANS. NO. ACC100 LT: :::::::: ::::::::::::::::::::::::: ] ] ACCOUNTING BUDGET ITEM UPDATE ] ] ] ] ] ] -------------- ITEM KEY --------------- KEY ITEM KEY AND PRESS ENTER. ] ] APP CAMPUS/DEPT OBJECT BUDGET YEAR ENTER CHANGES OR ADDITIONS, OR ] ] XX X - XXX XXXX XX - XX ENTER NEW TRANS. NO. TO END. ] ] ] ] COST CTR COST CENTER NAME DEPARTMENT NAME ] ] : - :: :::::::::::::::::::::::::::::: :::::::::::::::::::::::::::::: ] ] ] ] PROG SUB-PROG OBJECT CODE DESCRIPTION ] ] ::: :: :::::::::::::::::::::::::::::::::::::::::::::::::: ] ] ] ] BUDGET AMOUNT (-) ] ] XXXXXXX . XX X ] ] ] ] ] ] DELETE ] ] X ENTER "D" TO DELETE ] ] ] ] ] ]:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::] ------------------------------------------------------------------------------- 4.0 FILES ----- 4.1 DATA BASE(S) USED: CONTROL DATA BASE 1. CTLOBJCT SEGMENT (READ) 2. CTLDEPT SEGMENT (READ) 3. CTLCSTCR SEGMENT (READ) 4. CTLMESSG SEGMENT (READ) 5. CTLPROPT SEGMENT (READ) ACCOUNTING DATA BASE 1. ACBBUDGT SEGMENT (READ, REPLACE, DELETE, INSERT) 4.2 ADDITIONAL FILES USED: NONE 4.3 INPUT/OUTPUT RECORD LAYOUTS: N/A 5.0 SPECIAL OUTPUT MESSAGES ----------------------- 1. NO COST CENTER ASSIGNED FOR THIS CAMPUS/DEPT MEANING - THE COST CENTER ID STORED IN THE CTLDEPT SEGMENT CANNOT BE FOUND IN THE CONTROL DATA BASE. 2. OBJECT CODE NOT FOUND ON MASTER FILE...CHECK REF REPORT ACC750 3. INVALID BUDGET YEAR 4. NO DATA FOUND...NO PROGRAM OPTION FOUND FOR BUDGET YEAR... CANNOT ADD DATA MEANING - THE PROGRAM OPTION SEGMENT, WHICH SPECIFIES WHETHER THE BUDGET YEAR DATA CAN BE UPDATED, WAS NOT FOUND. 5. DATA CANNOT BE UPDATED...PROGRAM OPTION NOT FOUND FOR BUDGET YEAR MEANING - THE RECORD IS DISPLAYED BUT CANNOT BE CHANGED WITHOUT A PROGRAM OPTION SEGMENT WHICH IS SET FOR UPDATE FOR THIS BUDGET YEAR. 6. RECORD NOT FOUND ... CANNOT BE ADDED MEANING - THE RECORD WAS NOT FOUND AND THE PROGRAM OPTION SEGMENT IS SET TO NOT ALLOW UPDATE OF THE DATA BASE FOR THIS BUDGET YEAR. 7. RECORD FOUND ... CANNOT BE UPDATED MEANING - THE RECORD IS DISPLAYED BUT THE PROGRAM OPTION SEGMENT IS SET TO NOT ALLOW UPDATE OF THE DATA BASE FOR THIS BUDGET YEAR. 8. OLD DATA SHOWN...MAKE CORRECTIONS AND PRESS ENTER 9. NEW RECORD...ENTER ALL DATA 10. DO YOU WISH TO DELETE THIS RECORD--IF YES, ENTER "Y" IN DELETE FIELD 11. DELETE CODE MUST BE SPACE WHEN ADDING A RECORD 12. DELETE CODE MUST BE "D" OR SPACE 13. DATA SUCCESSFULLY INSERTED 14. SIGN FIELD MUST BE "-" OR BLANK 15. RECORD WAS ADDED BY ANOTHER USER WHILE YOU WERE KEYING DATA MEANING - THE PROGRAM COULD NOT INSERT THE RECORD WHICH DID NOT EXIST WHEN YOU PREVIOUSLY PRESSED ENTER BECAUSE IT NOW EXISTS. 16. DATA SUCCESSFULLY PROCESSED MEANING - THE RECORD HAS BEEN REPLACED IN THE DATA BASE REGARDLESS OF WHETHER YOU MADE ANY CHANGES. 17. RECORD WAS DELETED BY ANOTHER USER WHILE YOU WERE KEYING MEANING - THE RECORD WHICH EXISTED WHEN YOU PREVIOUSLY PRESSED ENTER NO LONGER EXISTS. 18. THIS ERROR MESSAGE NOT ON FILE MEANING - THE MESSAGE MASTER WAS READ TO OBTAIN THE ERROR MESSAGE, BUT THE MESSAGE WAS NOT FOUND. 19. RECORD SUCCESSFULLY DELETED 20. TRANSACTION NOT PROCESSED-SEVERE ERROR-CALL REGIONAL COORDINATOR MEANING - THE PROGRAM ENCOUNTERED A CRITICAL DATA BASE OR IMS ERROR. PLEASE LET YOUR REGIONAL COORDINATOR KNOW WHAT HAPPENED AT ONCE SO HE/SHE CAN DETERMINE THE PROBLEM. 6.0 SPECIAL FEATURES ---------------- 6.1 CALLING PROGRAMS: MST000 6.2 SUBPROGRAMS CALLED: NONE 6.3 MESSAGE SEGMENT CODES: 000001 000026 001109 7.0 PROGRAM OPTIONS --------------- ACCS00XX - WHERE XX EQUALS LAST TWO DIGITS OF THE BUDGET YEAR. POSITION NAME VALUE DESCRIPTION 1 STATUS P BUDGET YEAR IS PAST C BUDGET YEAR IS CURRENT F BUDGET YEAR IS FUTURE 2 UPDATE Y ACC100 CAN BE USED TO UDPATE DATA N DO NOT ALLOW ONLINE UPDATE 3-10 DATE XX/XX/XX DATE ACC310 LAST UPDATED THE DATA 8.0 PROGRAM CHANGE HISTORY ---------------------- 8.1 VERSION NO: V3.10 CHANGE DATE: N/A PROGRAMMER NAME: DIANE LIVELY PROGRAM CHANGE REQUEST NO: N/A DESCRIPTION OF CHANGE: NEW PROGRAM 8.2 VERSION NO: V4.1 CHANGE DATE: 03/17/89 PROGRAMMER NAME: DIANE LIVELY PROGRAM CHANGE REQUEST NO: 00002256 DESCRIPTION OF CHANGE: ADDED EDIT ON APPROPRIATION FOR NUMERIC DATA.