Making Life Easier
This presentation is the property of its rightful owner.
Sponsored Links
1 / 50

Making Life Easier for Users and Other Folks too! ACE/NETC/ACT/EVP Session 7 ID #5 PowerPoint PPT Presentation


  • 89 Views
  • Uploaded on
  • Presentation posted in: General

Making Life Easier for Users and Other Folks too! ACE/NETC/ACT/EVP Session 7 ID #5. Purchased or Legacy Applications. We have complex processing needs. Diminishing resources to get the job done. Plus, we have existing automation either from purchased software or from legacy systems.

Download Presentation

Making Life Easier for Users and Other Folks too! ACE/NETC/ACT/EVP Session 7 ID #5

An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -

Presentation Transcript


Making life easier for users and other folks too ace netc act evp session 7 id 5

Making Life Easier for Users

and Other Folks too!

ACE/NETC/ACT/EVP Session 7 ID #5

Making Life Easier for Users


Purchased or legacy applications

Purchased or Legacy Applications

We have complex processing needs.

Diminishing resources to get the job done.

Plus, we have existing automation either from purchased software or from legacy systems.

Problem Solved?

Making Life Easier for Users


Problem solved

Problem Solved?

Well no, but we do have some existing software.

We need it, so we live with it.

Making Life Easier for Users


Is an existing system a database

Is an Existing System a Database?

Perhaps not in technical terms, but any existing automation system is a database, of sorts.

We are all trying to push the operation, functionality, and responsibility out to the Users.

Making Life Easier for Users


Decentralization

Decentralization

We push the data entry functions out to the Users.

We push scheduling and running out to the users.

We push the responsibility out to them, too.

Making Life Easier for Users


Decentralization1

Decentralization

It is only fair that we push the functionality out to the Users too.

Making Life Easier for Users


Purchased database applications

Purchased Database Applications

Tend to be Detail Intensive.

Designed for Large Technical Support Staffs.

Designed for Large Functional Support Staffs.

Making Life Easier for Users


An overwhelming task

What can a small staff do?

Rewrite Major Applications?

Hire and Train More Employees?

An Overwhelming Task

Making Life Easier for Users


Rewrite apps hire more and better

Not a Chance! Not in our Environment.

Major Purchases and Hiring are out.

We all know that we must do more with less.

Rewrite Apps, Hire More and Better?

Making Life Easier for Users


We can

Save some time and effort by using:

email Notices and Exception Reports.

Simplified Input.

Automated Tasks.

Web Based Report Repositories.

We Can

Making Life Easier for Users


Users are overloaded

Users Are Overloaded

Our Users are doing more than ever before and are under the same pressure to make do with less resources.

Making Life Easier for Users


How can we help

Deliver Just What a User Needs.

Deliver Nothing More!

Automate some Tasks and email Notices.

Offer them Summary Reports

(With Details Available).

How can we help?

Making Life Easier for Users


What will a manager use

What Will a Manager Use?

After over fifty years of automation, what is the one computer application that our managers will use on their own?

Making Life Easier for Users


What will they use

What will they use?

email is the only one they will consistently use.

Making Life Easier for Users


So go with it

If they only use email, then give them email.

Bring them to the database via email.

So, Go With It!

Making Life Easier for Users


Manager pending your approval

From: <jlipsey_at edison.uaex.edu>

To: <lmeeks_at uaex.edu>

Date: 5/12/05 8:40AM

Subject: Requisitions Awaiting Your Approval

The following requisitions are awaiting your approval:

05/12/2005 Requisition: R0011360 Item: 01 Requested by: Jessica Brown For: Chris Tingle

Description: Item #3661 PC Interface Cable for Weatherstations

Vendor: Spectrum Technologies Inc

QTY: 4 Unit Price: $29.0000 Total: $116.00

Accounting Fund‑Orgn1 R0011360 Charged to:

Fund 28027 Soybean Rust Project/Tingle

Orgn 7300 Crop, Soil & Environmental Science

Amount: $116.00

Please login to Banner WebForms at http://webf.uaex.edu/ and use Form FOAAPP to approve these

documents, or login to Self Service at http://banf.uaex.edu and select Approve Documents from the Finance menu.

CC:<bknox_at uaex.edu>, <jlipsey_at uaex.edu>, <sbaker_at uaex.edu>

Manager, Pending Your Approval

Making Life Easier for Users


Departmental time entry person

Departmental Time Entry Person

From: <sfunder_at edison.uaex.edu>

To: <tnolen_at uaex.edu>

Date: 5/30/05 7:42AM

Subject: Your Departmental Time Entry Is Due 12:00 Noon June 3, 2005.

This is just a reminder that these departmental time sheets must be submitted by 12:00 Noon June 3, 2005.

7800 Benjamin F Rodery

7800 Christopher Kyle Colwell

7800 Craig Michael Shelton

7800 Gregory P Hunt

7800 Jacob K Wooley

7800 Jarrod T Hardke

7800 Jeffery Coolidge Masengale

7800 Matthew G Euler

7800 Steve Kent Rodery

Please login to Banner WebForms at http://webf.uaex.edu/ or Banner and use Form PH TIME to enter and submit time for your employees.

CC:<kgrigsby_at uaex.edu>, <sfunderburg_at uaex.edu>

Making Life Easier for Users


Requisitions long pending this approver

Requisitions Long Pending This Approver

From: <common_at edison.uaex.edu>

To: <jlipsey_at uaex.edu>

Date: 5/3/05 1:00PM

Subject: Requisitions Long Pending

Approvals Pending for Approver with Any Over 7 Days (FOBUAPP i.e., waiting this approver)

FOBAINP FOBUAPP

ACTIVITY ACTIVITY FORAQUS

Document DATE DATE USER_ID_APPR

R0010508 28‑MAR‑2005 25‑APR‑2005 SPAYNE

R0010898 14‑APR‑2005 14‑APR‑2005 SCARTER

R0010985 20‑APR‑2005 20‑APR‑2005 KSHROUT

R0010992 21‑APR‑2005 21‑APR‑2005 CNORTON

R0011036 26‑APR‑2005 26‑APR‑2005 SPAYNE

The first date is the Requisition Creation Date (or perhaps Modification Date).

The second date indicates pending the current Approver.

Making Life Easier for Users


Requisitions long pending any approver

Requisitions Long Pending Any Approver

Approvals Pending for Approver with Any Over 7 Days (FOBAINP i.e., waiting since created)

FOBAINP FOBUAPP

ACTIVITY ACTIVITY FORAQUS

Document DATE DATE USER_ID_APPR

R0010508 28‑MAR‑2005 25‑APR‑2005 SPAYNE

R0010898 14‑APR‑2005 14‑APR‑2005 SCARTER

R0010985 20‑APR‑2005 20‑APR‑2005 KSHROUT

R0010992 21‑APR‑2005 21‑APR‑2005 CNORTON

R0011014 22‑APR‑2005 29‑APR‑2005 JYARBROUGH

R0011036 26‑APR‑2005 26‑APR‑2005 SPAYNE

R0011100 02‑MAY‑2005 02‑MAY‑2005 JYARBROUGH

CC:<bknox_at uaex.edu>, <sbaker_at uaex.edu>

Making Life Easier for Users


These requisitions will wait forever

To: <jlipsey_at uaex.edu>

Date: 5/3/05 5:39AM

Subject: Requisitions Pending with Errors

From: <common_at edison.uaex.edu>

Approvals Pending for Approver with Errors ‑ Unapproved But Out of Period

FOBAINP FOBUAPP FORAQUS

ACTIVITY ACTIVITY USER_ID

Document DATE DATE APPR Queue Level Seq

R0010508 28‑MAR‑2005 25‑APR‑2005 SPAYNE 4744 1 4

1 row selected.

Approvals Pending for Approver with Errors ‑ Unapproved But Will Not be Sent to Approver

FOBAINP FOBUAPP FORAQUS

ACTIVITY ACTIVITY USER_ID

Document DATE DATE APPR Queue Level Seq

R0010790 04‑APR‑2005 04‑APR‑2005 AAMMONS FSAL 1 1

1 row selected.

The first date is the Requisition Creation Date (or perhaps Modification Date).

The second date indicates pending the current Approver.

CC:<bknox_at uaex.edu>, <sbaker_at uaex.edu>

These Requisitions Will Wait Forever

Making Life Easier for Users


Notice of important changes

Notice of Important Changes

Shared Responsibilities bring new needs.

From: <common_at edison.uaex.edu>

To:<astacy_at uaex.edu>

Date: 5/12/05 6:13AM

Subject: Fund Changed Notice

ASTACY Added 11‑MAY‑2005 Effective 01‑APR‑2005 12:00:00 am Fund 13818 Journey to Wellness Program

ASTACY Added 11‑MAY‑2005 Effective 01‑MAY‑2005 12:00:00 am Fund 17154 ADC ‑ Espinoza/8065

ASTACY Added 11‑MAY‑2005 Effective 01‑APR‑2005 12:00:00 am Fund 21721 CSREES/Mold & Carbon Monoxide

ASTACY Added 11‑MAY‑2005 Effective 01‑SEP‑2004 12:00:00 am Fund 23449 Genomic Discoveries to Improve Rice

ASTACY Added 11‑MAY‑2005 Effective 15‑SEP‑2004 12:00:00 am Fund 23450 The Southern Region Water Quality C

ASTACY Added 11‑MAY‑2005 Effective 01‑MAY‑2005 12:00:00 am Fund 28704 Rural Youth Development

ASTACY Added 11‑MAY‑2005 Effective 01‑JAN‑2005 12:00:00 am Fund 28708 AR Gardens: The Roots of Our Herita

CC:bhinkle_at uaex.edu, bknox_at uaex.edu, kscott_at uaex.edu, sbaker_at uaex.edu

Making Life Easier for Users


Automated postings

Automated Postings

From: <common_at edison.uaex.edu>

To:<sbaker_at uaex.edu>

Date: 5/11/05 10:16PM

Subject: ffpoext ‑ No Records for Fixed Asset Orig. Tag Extract Reports

ffpoext.lis is attached

This report contains both the report and control report for

Process: ffpoext ‑ Fixed Asset Orig. Tag Extract

CC:bknox_at uaex.edu

From: <common_at edison.uaex.edu>

To:<sbaker_at uaex.edu>

Date: 5/24/05 10:16PM

Subject: ffpoext ‑ CK Records for Fixed Asset Orig. Tag Extract Reports Attached

ffpoext.lis is attached

This report contains both the report and control report for

Process: ffpoext ‑ Fixed Asset Orig. Tag Extract

CC:bknox_at uaex.edu

Making Life Easier for Users


Saves a few minutes each day

Saves a few minutes each day.

From: <common_at edison.uaex.edu>

To: <sbaker_at uaex.edu>

Date: 5/11/05 10:16PM

Subject: ffpoext ‑ No Records for Fixed Asset Orig. Tag Extract Reports

ffpoext.lis is attached

This report contains both the report and control report for

Process: ffpoext ‑ Fixed Asset Orig. Tag Extract

CC:bknox_at uaex.edu

From: <common_at edison.uaex.edu>

To: <sbaker_at uaex.edu>

Date: 5/24/05 10:16PM

Subject: ffpoext ‑ CK Records for Fixed Asset Orig. Tag Extract Reports Attached

ffpoext.lis is attached

This report contains both the report and control report for

Process: ffpoext ‑ Fixed Asset Orig. Tag Extract

CC:bknox_at uaex.edu

Making Life Easier for Users


Encrypted email transfers

Encrypted email Transfers

From: <sfunder_at edison.uaex.edu>

To: <submissions_at complink.biz>

Date: 5/27/05 3:19PM

Subject: uaces Flexible Transmission

The attachment is the encrypted .csv file from the

University of Arkansas, Cooperative Extension Service.

Contact:

Lynda Lee lslee_at uaex.edu

Admin Office Supervisor

U of A Cooperative Extension Service

Human Resources

501‑671‑2149

or

Sherry Funderburg sfunderburg_at uaex.edu

Payroll Services Specialist

U of A Cooperative Extension Service

LRSO ‑ Financial Services

501‑671‑2039

NOTICE: This email may contain confidential or proprietary information and may be legally privileged. It is intended only for the named recipient(s). Any unauthorized review, use, copy, disclosure, or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply e‑mail and destroy all copies of the original message.

CC:<lslee_at uaex.edu>, <sfunderburg_at uaex.edu>

Making Life Easier for Users


But be warned

But, Be Warned:

Busy Managers may only read a line or two.

So, get to the point quickly.

Making Life Easier for Users


Simplifying inputs

Simplifying Inputs

Accountants+Excel = Practically A Perfect Match

Why fight it? Let’s give them Excel.

Making Life Easier for Users


A database without batch entry

A Database without Batch Entry?

Yes, it’s true!

Making Life Easier for Users


Our purchased financial system

Our Purchased Financial System

Our purchased application database has no batch entry for Journal Vouchers.

If there ever was a function that needed to be batched, it is Journal Entries.

Making Life Easier for Users


Well it had no batch entry

Well, it had no Batch Entry.

Now, we let the Accountants work in Excel.

We FTP the Excel files to our UNIX Server.

And, then we Load and Report the Batch.

Making Life Easier for Users


Turning difficult into simple

Turning Difficult into Simple

We have 75 County Offices sending monthly Quicken Reports to be loaded into our purchased Application Software.

“It will take me at least four hours to piece these files together. Can you help?”

All the detail lines have mm/dd/yyyy format dates.

Quicken Reports have Tab Delimited fields.

Making Life Easier for Users


A task just made for awk

A Task Just Made for AWK

UNIX has a Utility Program Made for

Tab Delimited “database” Files.

Making Life Easier for Users


A task just made for awk1

A Task Just Made for AWK

AWK, is a cryptic but powerful program that works with, you guessed it, Tab Delimited Files.

A FTP plus Two Lines of AWK saves Four Hours a Month of a very busy person’s time.

Making Life Easier for Users


A task just made for awk2

A Task Just Made for AWK

awk '{print FILENAME, $0}' *.txt > combinedD_reports.txt

awk '$2 ~ /\/.*\//' combinedD_reports.txt > combinedD.txt

I said it was cryptic!

Making Life Easier for Users


Awk i said it was cryptic

AWK, I said it was Cryptic!

You don’t have to be able to read it or to write it.

You piece it together with a UNIX “How To Book”.

Then you test it interactively until it works.

Making Life Easier for Users


This concept really works for unix

This Concept Really Works for UNIX

Test it (interactively) Command by Command.

Save the Commands in a (script) File.

Run the Script.

Optionally, Schedule the Script to be Run.

Making Life Easier for Users


2 nd only to email is the web

2nd Only to email is the Web

Users are familiar with the Web.

With a click, we can move from email to Web.

Why not put Legacy Reports on a Web Server?

Making Life Easier for Users


Why not the web

Why Not the Web?

Security is a significant concern.

But, we know how to handle that.

Making Life Easier for Users


Making life easier for users and other folks too ace netc act evp session 7 id 5

Making Life Easier for Users


Making life easier for users and other folks too ace netc act evp session 7 id 5

Making Life Easier for Users


Making life easier for users and other folks too ace netc act evp session 7 id 5

Making Life Easier for Users


E print is just a web server

E~Print is Just a Web Server

OK, it does some fancy stuff related to our application database, but it is still just a Web Server.

Rather hidden from us, e~Print uses free, Open Source software as a base combined with some proprietary software.

We FTP reports to the server and it offers up the report on a secure Web Page.

Making Life Easier for Users


Making life easier for users and other folks too ace netc act evp session 7 id 5

Making Life Easier for Users


Making life easier for users and other folks too ace netc act evp session 7 id 5

Making Life Easier for Users


Making life easier for users and other folks too ace netc act evp session 7 id 5

Making Life Easier for Users


Making life easier for users and other folks too ace netc act evp session 7 id 5

Making Life Easier for Users


Making life easier for users and other folks too ace netc act evp session 7 id 5

Making Life Easier for Users


Making life easier for users and other folks too ace netc act evp session 7 id 5

Making Life Easier for Users


Making life easier for users and other folks too ace netc act evp session 7 id 5

Making Life Easier for Users


Now let s talk

Now, Let’s Talk!

Questions?

Suggestions?

Really, I am always looking for a better way!

Making Life Easier for Users


Thank you

Thank You!

Bruce Knox

bknox_at uaex.edu

University of Arkansas

Division of Agriculture

Cooperative Extension Service

http://www.uaex.edu/bknox

Making Life Easier for Users


  • Login