SOM IT Space Recharge 2010

Business Purpose

The School of Medicine's Information Technology group ( a.k.a. SOM IT ) support the technical operations of VCHS/Dean's Office units (and some SOM Departments) by offering their technical knowledge to resolve user problems associated with computer setup, software, hardware, networking and account setup. The SOM IT group is a recharge unit, meaning that their funding is based on revenues recovered from the user base. Billing is performed monthly based on charging for the following storage space and services.

• GroupWise On-Line
• GroupWise Archive
• iFolder
• Server
• Volume

The Journal file is generated at the end of the month and picked up from its generated location and uploaded to IFIS.

The Journal file is a text file with sorted sequence numbers
Dollar totals for debts and dredits within a given journal file should always match.

Debits are made against each unique combination of UserAccountId, Service and Index Number. This provides stakeholders with transparency as to exactly who is being billed for what.
Credits are rolled up by Service/IndexNumber.

Users have to call SOM IT to request more space if they want it.
Users have to call SOM IT to release space when they are done with it.

User Documentation

Key Concepts

A "User Account" record is created for each person that we intend to recharge. A person may have more than one "User Account". Alternatively a "User Account" may be assigned to a "Pseudo Person" such as "Surgery IT Support" A Pseudo-Person is an entity that for the purposes of this application is treated as if it were a person. Pseudo-Persons are given negative employee numbers so that their numbering sequence does not clash with UCSD employee numbers. These records are currently manually added to the database table, pseudoPersons, by BADG staff on an as-needed basis.

User Accounts may be assigned to a different person or pseudo-person. Typically this occurs when a new person moves into an existing job position.

Allocation amounts (in Megabytes) for IT Space Services are maintained for each User Account.

The cost recharge for each IT Space Service is based on megabytes of space allocated. There is no prorating of charges. Charges are based on an entire month of IT service usage. If the service was used for less than a full month in the fiscal period being processed, no recharge is made.

The journal is processed at the end of each fiscal period. For each IT space service type journal entries are rolled up by Index.

The journal is uploaded to IFIS (Integrated Financial Information Systems) and a journal number is stored in the SOM IT Space Recharge 2010 database.

Additional Journal offsets may be entered manually.

Service Usage History information is also captured for each fiscal period to aid in trend analysis for capacity planning and income reporting or to answer ad-hoc queries regarding IT space services provided and their associated recharge amount.

Starting the SOM IT Space Recharge 2010 Application

To start the application, double-click the file \\Somvc\dmgdb\Common\accessApps\somItSpaceRecharge2010\prod2\somItRechargeProd2.accdb. Please note that this twiki topic provides the file location in UNC (Universal Naming Convention) format, because no two users are guaranteed to have the same network drive mappings. For convenience you may want to establish as shortcut to this file on your Windows desktop. Double-clicking the somItRechargeProd2.accdb file (or its shortcut) opens the following login dialog box.

Above: To use the application you will need to know the User Name and Password for the dialog box shown above. Authorized users may obtain this by submitting a request to the Business Application Development Group. You may also want to define a shortcut to the application on your Windows desktop for convenience.

The Main Switchboard

Above: A tree structure of switchboards provides you the ability to navigate to any form or report within the SOM IT Space Recharge 2010 application. The Main Switchboard is automatically displayed once you have successful entered the user name and password. The buttons that close and/or exit each form have a black border. Some of the forms such as “Search User Accounts”, “Edit User Accounts” and “Add Manual Journal” have buttons that link to each other to allow the user to move rapidly within the application.

End of Month Processing Switchboard

Above: “End of Month Processing” form is an intermediate level switchboard that organizes the sequential series of steps needed to process the monthly journal.

Search User Accounts Form

Above: The “Search User Accounts” form allows you to search by various criteria. On each row in the grid entitled “Search Results” you may use the “View” button to jump directly to the “Edit User Accounts” form. You may use the “Add Journal” button to jump directly to the “Add Manual Charges” form.

Edit User Accounts Form

Above: this is the main form where you define “User Accounts” and what IT services they are consuming and for what time period. Clear the “Active Account” checkbox if you wish to exclude a User Account from journal processing and reporting. Check the “Is Not Billed” checkbox, if you want to keep track of what services a User Account is consuming, but you do not want to include them in the monthly journal. In the grid labeled “Services” some items (such as Monthly Cost) have a gray background to indicate that these are calculated values that you do not have to enter.

Add Manual Journal Form

Above: The “Add Manual Journal” form allows you to add other charges or offsetting entries. Typically this will be done after processing a monthly journal. You are allowed to add a manual journal for any fiscal period for the current fiscal year. However you are not allowed to enter a manual journal for a prior fiscal year, because IFIS is already closed.

Reports Switchboard

Above: The Reports Switchboard allows you to navigate to another level of switchboards, and from there to the reports themselves.

Current Reports Switchboard

Above: Selection criteria are color-coded. For example the light blue background indicates that the selection criteria for the “Service Usage for Latest Month” report consists of the checkboxes for Service Types. The lavender background indicates that the selection criteria for User Accounts consists of one or more users.

History Reports Switchboard

Above: Selection criteria are color-coded. The dark blue background indicates that the range of fiscal periods covered by the reports is selectable at run-time. The light blue background indicates that the selection criteria for the “Service Usage for Latest Month” report consists of the checkboxes for Service Types. The lavender background indicates that the selection criteria the “Service Usage History report” consists of one or more users.

Administrator Reports Switchboard

Above: This switchboard provides access to a single report that consists of an error log of any unanticipated run-time errors that might have occurred. This report is for BADG Group developers.

Month End Processing – Step by Step

All files that are coming from external systems are stored (prior to processing thru this application) in folders located under : T:\Common\accessApps\somItSpaceRecharge2010\prod2\ and then versioned by ccyyMONActuals eg, 2011FebActuals.

Import WatchDisk Files

There are 6 files that are to be uploaded. These are "post offices" from the Watchdisk application and the files are named with "PO" prefix as the filename. These need to be uploaded all at the same time (the watchdiskCsv table on prod empties upon pressing this button - and then populates upon importing the file - so important to press only once for all files).

Above: WatchDisk is a utility that determines how much GroupWise Archive space is being used by various FIDs (File IDs)

Import DsRazor Files

There is one file to be uploaded. This is prefixed by "NDS" in the filename.

Above DsRazor is a utility that produces a list of FIDs (File IDs) and the NDS Object Names that correspond to them.

Merge Import Data

Above: This form merges the data from WatchDisk and DsRazor by using the FID to link them. User Accounts using less than 250 Megabytes are not charged.

Add New User Accounts Form

Above: In this step of end of month processing the GroupWise Archive data is used to identify any new User Accounts that need to be added.

Verify Index Numbers Form

Above: This form identifies any indexes that are invalid, inactive or missing. The “Edit” button jumps to the “Edit User Accounts” form so that you can enter a correct index for that user account and its associated IT services.

Process Journal Form

Above: This form does the monthly journal processing. You can view the results using the “View Results” format. The journal file itself named ExportToJurnal<fiscal Period>.TSV can be found in the directory \\Somvc\dmgdb\Common\accessApps\somItSpaceRecharge2010\prod2\

Upload journal to IFIS

This hyperlink is a convenience feature intended to open your web browser to the page in IFIS where you can upload the Journal.

Enter Journal Document Number Form

Above: The “Enter Journal Document Number” form allows you to enter a document number against the journal created by end of month processing. It increments the current fiscal period by one month, in preparation for the next month’s processing.

Help

1. Approval Process
   1. To request approval to use this application.
      1. Send an email to your Department Business Officer or supervisor that describes the business reason why you need to use this application.
      2. Once you have department authorization, send an email to the primary stakeholder requesting access to the application.
      3. Finally, forward the email approvals from your department to the Business Application Development Group.
2. If you have a question related to SOM IT Space Recharge send them to a Business Application Development Group.
3. If you have a question regarding access to the application, difficulty using the application, or an error message that occurred while using the application, contact the Application Development group by sending an email to hs-support@ucsd.edu.

• Developer's Page?