	Exit all applications at the end of the day:
	If you leave your workstation running overnight for Central Backup (formerly ADSM) or other purposes:
	Close out of all applications when not in use:
	Exit all applications every night:
	Save your data often:
	Desktop security:

	Please watch for ITS Communications regarding system availability changes.
	Beware of 12 Noon and 12 Midnight interactive data entry that uses PTAEO values:
	Special month-end / year-end processing schedules:

Important Data Entry Tips

	Queries:
	Submitting jobs:
	Working with batches:
	Running Charging of Compensation Report:

Brio Query Tip

Reporting Errors

	Report GPF errors immediately via YAMS:
	Resolve error messages promptly:
	Take screenshots of errors and send to help desk:

Performance Issues

	Performance problems:
	Performance standards:

Supportive Websites

Good Work Habits

Exit all applications at the end of the day:

Any fixes or changes made to the system will not be effective on your workstation until you make a new connection to the server. This occurs when your workstation starts up.

If you leave your workstation running overnight for Central Backup (formerly ADSM) or other purposes:

We recommend that you restart it immediately the next morning to achieve good performance. Note: Be sure to remap drives via YAMS the morning after you have restarted your workstation. When in doubt about this issue, please contact your Distributed Support Provider (DSP.) The DSP assigned to your area can be found by using the START website: https://www-orap1.its.yale.edu:9000/hop1/plsql/yustart_login.html Click on View People List and View Distributed Support Providers.

Close out of all applications when not in use:

DO NOT leave the application open for prolonged periods of time when you are not using it. Applications left open may lock the system and hinder processing.

Exit all applications every night:

Exit the Oracle Financial and Human Resources applications at the end of each day by:

Selecting Action on the Menu Bar.
Scrolling down to Exit the Oracle Application.

DO NOT use the Task Manager (Ctrl/Alt/Del) to exit the application.

Using the Task Manager closes the form you are working with, thereby freeing your workstation. However, it does not end your session. The job you were working on continues running indefinitely and uses system resources. As a result, the system runs slower and fewer people are able to access the application.

Save your data often:

Save your data as soon as you finish entering it. For most applications, you can verify your data has been saved by looking for the following message in the lower left hand corner of the Oracle screen: "Transaction complete: # of records applied and saved." If you receive an error message, read it and resolve it as soon as possible. If you unable to resolve the problem, please call the Help Desk (Central Campus: 2-9000 or Medical School: 5-3200).

Desktop security:

Be aware of the various methods by which you can safely guard your computer and the information stored within it. The following web site provides suggestions to enhance your productivity and minimize the risk of losing valuable data and work: http://www.yale.edu/its/goodmeasures.html

Scheduling Tips

Please watch for ITS Communications regarding system availability changes.

Be aware of the performance schedules detailed below:

TIME	ACTIVITY
Before 8:30 AM and after 5:30 PM Monday through Saturday	Fastest Performance: Least number of users at this time.
9 AM to 11 AM and 2 PM to 4 PM Monday through Saturday	Slowest Performance: Highest number of users. Batch processes, payrolls, data warehouse extracts and other similar processes are run.
8:30 AM to 8 PM Monday through Saturday and 10 AM to 9 PM Sunday	Data Warehouse (DWH) and OFA System availability includes: Web Statements & Reporting, BUG Reports (DWH) and ad-hoc / departmental Brio Queries (DWH). For DWH and Reporting Questions: Please call Central Campus Help Desk (2-9000) or Medical School Help Desk (5-3200).
6:00 AM and 7:30 PM Monday through Friday,	JSA Import Process: This means that batches submitted via the SFTP process will not be available in JSA for approval until the day after they are submitted. The last day to submit and approve a batch through the SFTP process is the day BEFORE the JSA closes. (This is also true for the normal monthly closing schedules.)
12:00 noon and 12:00 midnight	Snapshot Process takes place. See explanation below.
9 PM Saturday through 10 AM Sunday	Financial and Human Resources Systems are not available.

Beware of 12 Noon and 12 Midnight interactive data entry that uses PTAEO values:

DO NOT schedule your interactive data entry at 12:00 PM (noon) or 12:00 AM (midnight). This is the time when the list of valid PTAEOs that are set up throughout the course of the business day are updated by a system process, known as a "snapshot." This process takes a snapshot of various application tables and stores the information in tables that are referenced by the applications for interactive entry. When the snapshot occurs, all the previous values in the interactive table are deleted and the new list of values is added.
If you are doing interactive entry during the time the snapshot is replacing values in the table, the segment values you are using in your entry will appear invalid for 1-3 minutes. For example if you are working in JSA and you enter an award that was valid a minute ago, but now the system is telling you it is invalid, this is most likely the result of the snapshot process.
The snapshot process runs at noon and midnight every day. It normally takes 2-3 minutes to complete. If you are in the application at noon, you might experience the behavior described in #2 above. It also means that if a new project, award, or segment value has been set up for you before noon, you will be able to use it in interactive entry that afternoon.
This process impacts all interactive entry in which PTAEO values are used. If this occurs, you should wait a few minutes and try to enter the segment value again. If this problem does not resolve itself in 10 minutes, please call the Help Desk (Central Campus: 2-9000 or Medical School: 5-3200) to report it.

Special month-end / year-end processing schedules:

Since system usage is very high during these times, performance may be slower than usual. It could possibly take twice as long to save a record or run a report.
Please report processes that seem to be slower to the Help Desk (Central Campus: 2-9000 or Medical School: 5-3200). A Performance Problem Response procedure has been put in place to research and resolve problems promptly.
For information on month-end and year-end processing schedules, refer to the General Accounting Support Services web site: http://www.yale.edu/finance/ga/index.html.
DO NOT use Ctrl/Alt/Del to log out of situations where you are experiencing performance problems.

Important Data Entry Tips

Queries:

DO NOT begin queries in the application with the percent sign (%) wild card. Instead, enter the first few characters of the value you are seeking and then the percent sign; i.e., 123%.

Reason: When the percent sign wild card is entered first, it causes your query to run slower.

Never click the Find button multiple times when using the LOVs.

Reason: Each time you click on the button it fires off another request and slows the run time.

Never close the LOV window before you receive results from the search.

Reason: It does not allow the query to reach completion and slows the run time.

DO NOT open more than one Oracle session when querying.

Reason: It places unnecessary demands on the system and slows the run time.

Submitting jobs:

DO NOT, as a general rule, submit jobs during the weekly maintenance (backup) window for Yale's production systems (HOP1, DWH1, KTK1, OFA1, and RSX1) which begins at 9 PM on Saturday night and continues until Sunday morning at 10 AM.

Reason: During this period each week, systems are taken down for complete backup and routine maintenance. When jobs are submitted during the maintenance window, problems can occur. The problems may involve the job submitted or the backup being performed; i.e., weekend processing interruptions occur and rework is necessary to correct the problems encountered.

Exceptions:

If you are uncertain about the necessity of running a job during the maintenance window, please provide advance warning at one of the two weekly Production / Change Management meetings on Monday and Thursday, 10 to 11 AM in Room 220, 155 Whitney Avenue.
Do you need to run an emergency job? Please call the Data Center at 432-6506 (well before 9 PM), so they can reschedule the backup.
Do business requirements in your area necessitate jobs to be run during the maintenance window? Please bring your special scheduling request, in advance, to one of the two weekly Production / Change Management Meetings on Monday and Thursday, 10 to 11 AM in Room 220, 155 Whitney Avenue

Working with batches:

Authorize or delete all batches before the close of the current fiscal month.

Delete batches with incomplete data, duplicate transactions, etc. (Open the batch header and use the large "X" button.)
Delete batches that remain unauthorized at the close of the month.

Minimize the entry of "last minute" Journal batches.

Reason: Batches entered too late to make the General Accounting cutoff (3 PM on the last day of the fiscal month) will need to be recreated the following month.

Keep batches small.

Reason: Allows for easier error correction, review, and authorization. AND, although the system does not limit the number of detail lines that can be used, smaller batches result in improved performance.

Search for unauthorized batches frequently.

Running Charging of Compensation Report:

Generating a Charging of Compensation report can sometimes seem like a lengthy process for the following reason:

Throughout the University, only three Charging of Compensation reports are run at any one time.
If you see "pending" as the status when you view your requests, it means there are jobs in the queue that have to finish before yours can start.

Brio Query Tip

Have you ever gotten the "Table or View Does Not Exist" error when querying the Data Warehouse with Brio? There are two easy explanations for the error:

The table or view may not exist for you because of the values (Organizations, Projects, etc.) that have been set up for you in the Yale Authorization System (YAS). You can check your YAS set up by going to https://www-orap1.its.yale.edu:9000/hop1/plsql/yustart_login.html and clicking on Review My Access. If you think you should have access to the tables and views in your query, contact your Training and Access Coordinator (TAC). If you have run the query before and your YAS set up has not changed, this is probably not the explanation.
The Data Warehouse table or view in your query may have been modified. This is done periodically as part of on-going Data Warehouse improvements. When this happens, you need to update your query with information from the database using a Brio process called Data Model Synchronization. Data Warehouse administrators recommend synchronizing your queries periodically to take advantage of the latest data model features.
To synchronize your query with the database, follow this simple Brio procedure:

Go to DataModel on the Brio main menu bar and select Sync with Database. The process will take about 10 seconds. (Figure 1)
A Data Model Synchronization box will appear and inform you that your data model has been synchronized with the database and will list the changes that have been made. (Figure 2)
Click on OK. Your query should now process.

If neither of these solutions resolves your problems, please contact your Help Desk (Central 432-9000 or Medical School 785-3200).

Figure 1: Sync w/ Database

Figure 2: Synchronization Message

Reporting Errors

Report GPF errors immediately via YAMS:

If you get an error message stating that you have experienced a GPF (General Protection Fault) error, please report it immediately using the Report GPF button from the YAMs menu: Click on your START button, select YAMs (Yale Admin Menu), click on the GPF button. If you do not have access to YAMs, please call the Help Desk (Central 432-9000 or Medical School 785-3200).

For detailed information about GPFs and how to report them: Click on your START button, select YAMs, click on the GPF button and then double-click on the green question mark button.

Resolve error messages promptly:

If you are unable to resolve a problem related to an error message, contact the Help Desk (Central 432-9000 or Medical School 785-3200) immediately.

Reason: When you enter data into the Oracle applications you create a momentary lock on one or more tables in the database. This is a normal part of data entry. When you save your entry, the lock is released. If you receive an error message when you try to save your entry, tables remain locked until the error message is cleared and the data is saved. When tables are locked, other users may not be able to enter data or run batch jobs, including payrolls.

Take screenshots of errors and send to help desk:

While the error is displayed on your monitor, look on the upper right hand side of your keyboard for the Print Screen button. Press it. Open a blank page in your Word software. Right click on your mouse and select Paste. A copy of the error screen will appear on the page. Click Save and name the file. Attach the file to an email and send it to the Help Desk (Central Campus: helpdesk@yale.edu; Medical School: help.desk@yale.edu).

Performance Issues

Performance problems:

If you experience a slow system response, DO NOT use the Task Manager (Ctrl/Alt/Del) to exit the application in which you are working. Instead, call the Help Desk (Central Campus: 2-9000 or Medical School: 5-3200) to report any / all performance problems. Please be prepared to provide the following information:

Time the problem occurred.
User Name, NetID, department, and telephone number.
IP Address and Machine Name: Found by clicking on PC Amigo and viewing Your Local Hardware.
Instance (ex. HOP1, HOP4.)
Application (software name found in the title bar of the browser window.)
Responsibility: Found in the Navigator screen when in Oracle.
Form: Name found in the title bar of the browser window.
Specific task performed.
The amount of time it is taking to perform task.
Other applications open at the time of the occurrence: Found in the task bar.
Is this a recurring problem? If so, have you noticed any specific pattern; i.e., provide a specific time comparison?
Have you had to terminate the session and start over?
Are others in your department experiencing performance problems?
What other applications are open on your desktop?
What other applications have you had open in the last hour in addition to the above?
Have you received any error messages and if so what is the exact error message?
Have you received a GPF recently and if so did you restart your machine?

The Help Desk (Central Campus: 2-9000 or Medical School: 5-3200) personnel will refer the problem if necessary and will send out an ITS communication if the problem is system-wide. Please note: System-wide problems are posted on the Systems Status page: http://www-iisp1.its.yale.edu/statpages/status.asp

Performance standards:

Please report poor performance immediately to the Help Desk (Central Campus: 2-9000 or Medical School: 5-3200). Bad performance is identified as anything that takes more than:

TIME	ACTIVITY
10 seconds	to open a form.
1 second	to move between fields on a form.
20 seconds	to complete a Save or Commit.
1 second	to display the contents of an LOV box.
2 minutes	to complete an Oracle Log On.
2 minutes	to Log On to OFA (Oracle Financial Analyzer.)
20 seconds	to save OFA data.
30 seconds	to log on to Web Statements & Reporting.
30 seconds	to run a Web Report for one month, one Org (longer for multiple months, multiple orgs.
2 minutes	to log onto OEA (Oracle Express Analyzer.)
30 minutes	to verify Grant Budget and Manual Commitment Data Entry from an OFA Budget Workstation to the Grant Remaining Balance Report in the Data Warehouse.

Supportive Websites

Central Help Desk

Provides assistance to clients in:

The resolution of a wide variety of computer problems.
Gaining answers to frequently asked questions.
Achieving access to Yale systems, such as START and ITS User Accounts.
Ascertaining system availability.
Finding training courses.
Finding your DSP (Departmental Support Provider.)

COA Conversion Web Page

Important changes have been implemented to improve the University's Oracle accounting system. The system has at its foundation a chart of accounts (COA) that lists all the valid account numbers for income and expenses. As part of the original Oracle implementation, the University also created a second set of account numbers to record more detailed information on just expenditures. Starting in April 2002, these two sets of account numbers will be consolidated into one, making the use of financial and human resources applications a bit easier to master and a little faster to use.

Email Tips Web Page

There seems to be an ever-increasing amount of email we need to process. These tips can help you use email more efficiently and effectively. If you have a good tip, please send it to: Lynna.Jackson@yale.edu.

Medical School Help Desk Web Page

Allows access to:

Buy computer hardware and supplies.
Network connections and services.
Software.
Keep informed.
Links of interest to faculty and researchers.
Computer education and training.

Policy, Procedures and Forms Web Site

Provides assistance in the following areas:

Accounts Payable:	Advances, CT Athlete and Entertainer Check Request, Employee Reimbursement, Invoices and Petty Cash.
Financial Management:	Commitments, Gifts & Endowments, Internal Control and Record Retention.
General Accounting:	Expenditure Item Date, Journal Entry, Labor Distribution, Monthly, Org Maintenance, Operating Projects /A wards, Sponsored Projects / Awards - Central Campus, Sponsored Projects / Awards - YSM, RIF and Year End Closing Procedures.
HR Services:	CT & MP Data Records, Faculty Appointments, Hiring Casual Employees, Hiring Students, HR Events, Non-Employee Access, Updating Employee, Information, and Updating the University Directory.
Internal Services:	Facilities - Central Campus, Facilities - YSM, Security & Access, and Telecommunications.
Payroll:	Graduate and Professional, Student Payments, Paycheck Corrections, Paycheck, Salary Advances, Time and Attendance and Payroll Schedule.
Purchasing:	Purchasing, Purchasing Card, Restricted Items, Travel, Vendor Compliance Unit, and VIP.

Reference Tools & Lookups - OBOE

Provides access to the following:

PTAEO Validator / PTAEO Batch Validator.
PSOO to PTAEO Convertor.
Organizational Hierarchy Viewer.
Web Reporting Tool.
Web Inquiry Tool.
Web Req.
PTAEO Peeler.