The Pennsylvania State University - Administrative Information Services, a unit of Information Technology Services

PC Approval Path Maintenance System

This program will allow the user to create and edit their IBIS Approval Paths locally on a PC and upload them via FTP to the mainframe as well as to make the creation and editing of those paths easier and faster. This program will speed up the creation of approval paths 50 to 100 times (not percent).

Note:
This program does NOT work on Macintosh computers.

This document has been divided into the following sections:

Additional PC Approval Path Maintenance System documents:

Installation Procedure (DOS Environment Only)

For security purposes, the main data file must be kept on a diskette and stored in a secure location when not in use.

Note:

When using the program, do not remove the data diskette unless instructed to do so.

Before starting the installation you will need the following:

  1. The program distribution diskette.
  2. One additional diskette that has been formatted.

See the PC Approval Path Maintenance System Installation Instructions for step by step instructions on installing the program.

Using the Path Editing Program

Assuming you have installed the program on drive C: in the sub-directory \APPRPATH, type the following:

  1. C:
    Press Enter.
  2. CD\APPRPATH
    Press Enter.
  3. MENU
    Press Enter.

After a brief wait you should see the title screen:

title screen

The title screen remains while the required files are prepared for use.

Next, a window will open on your screen:

window will open on your screen

Put your data diskette in drive A or B:

Type the letter of the drive that the diskette is in or use the left or right Arrow keys to highlight the letter, followed by the Enter key.

If you decide you do not want to use the program at this time, you may press the ESC key to end the program.

If the drive you specified is not ready (e.g., the drive door is open) or you have inserted the incorrect diskette, you will be prompted to correct the problem.

After another brief wait the Main Menu will appear on your screen.

Main Menu

main menu

From the Main Menu, you can use the up and down Arrow keys to highlight the desired option followed by the Enter key to execute the highlighted option.

Each of the options selected from the main menu use Lotus style menu at the top of the screen. Use the left and right Arrow keys to select the desired option followed by the Enter key to execute the highlighted option. Another way to use the menu is to type the first letter of the menu option that you want to execute.

Approval Path Maintenance

After selecting the Approval Path Maintenance option, you will see the following screen:

approval path maintenance screen


Notice that the path entries displayed are only 8 characters wide. This is to allow all entries to be displayed on the screen at the same time. While using the Add and Modify options, a special edit window will allow you to see the full 16 characters in each entry.

The available options are described in the table below:

 ADD  Add a new path to the file. See information below about adding a new path.
 DELETE  Delete a current path.
 MODIFY  Edit all information for a current path.
 ENCUMBER  Change the encumbrance step (for Phase 2 paths only).
 NEXT  Display the next path in the file.
 PREVIOUS  Display the previous path in the file. 
 SELECT  Pick the desired path from a menu listing of all paths currently on file.
 LIST  Print the path information for the path currently displayed or for all paths.
 QUIT  Return to the main menu.
 

Adding a New Path

When adding a new path, you will need to know the following:

 Mnemonic  The mnemonic for the path you want to create.
 Path ID  The path ID you want assigned to this path.
 Phase 1 or 2  See note below
 Documents  All of the forms that will use this path.
   

Note: Phase 1 approvers are optional approvers determined by each organizational unit and includes those below the budget administrator level. Phase 2 approvers are required approvers in accordance with the University Signature Cycle. See Appendix 23 in the General Forms Usage Guide and FN-18 in the Policy Manual for additional information. 
 
After selecting the Add option, the cursor will be positioned over the Mnemonic field on the screen. You will notice the information on the screen remains for you to use or change. The reasons for this can be found in the Strategies for Effective Use section of this document. At this point you may enter the Mnemonic desired for this new path. If you want to select the mnemonic from a menu bar listing all of the mnemonics currently on file, simply press the PF1 key. Use the up and down Arrow keys to highlight the desired mnemonic and the Enter key to use the highlighted selection. If after the select window is closed, the cursor is still positioned on the Mnemonic field, press the Enter key. The program will make sure that the mnemonic entered is on file. If it is, the cursor will proceed to the Path ID field. Otherwise, you will be asked whether or not you want to add the mnemonic.

If you want to add a new mnemonic at this time you will need to know the Organizational Access Code corresponding to that mnemonic. In general, it is best to add mnemonics with the Mnemonic Maintenance option available through the main menu. If the Mnemonic was entered incorrectly, do not attempt to add it. Instead, select N and you will have another chance to enter the mnemonic correctly.

Note: While positioned over the Mnemonic, Path ID or Phase fields, you can use the ESC key to abort the add process and return to the Lotus style menu at the top of the screen.

You now may enter the Path ID and Phase information for the new path. A Phase 1 path may only be added if the corresponding Phase 2 path already exists. After entering the Path ID and Phase information, the information will be checked to make sure that the path is not already on file. If not, the cursor will be positioned over the Documents area on the screen.

Note: The following instructions also apply to the Edit option.

At this point you may enter all of the form names that will use this new path. These can be entered manually or selected from a menu bar by pressing the PF1 key. You will be permitted to add up to 20 form names per path. The Enter key will allow you to proceed to the next position. The Ctrl-Right and Ctrl-Left Arrow keys allow you to move to the right and left respectively on the line while the Ctrl-PgUp and Ctrl-PgDn keys allow you to move to the top and bottom lines. Each document code will be checked as they are entered to make sure they are on file. When you have entered all the desired documents, press the ESC key.

After entering your form names, a window will appear over the first cell in the approvers section. You may want to think of this as a magnifying glass which allows you to see all 16 characters of the entry.

approvers section screen

You can move from position to position in the following manner:

 Ctrl-Right Arrow  Move right one position.
 Ctrl-Left Arrow  Move left one position.
 Ctrl-PgUp  Move up one position.
 Ctrl-PgDn  Move down one position.
  • The first column is the default column.
  • The last row, which is labeled with an I, is the information line.
  • The program uses the following rules to validate each entry as they are entered or modified:

    rules to validate entry
  • USR1 must exist.
  • USR2 must exist.
  • All userIDs must be in organization at the level of the path mnemonic or higher.
  • / must be entered between USR1 and USR2 if both exist.
  • If the $ amount is entered, the limit is applied to that user.
  • If the proxy $ amount is added, it must be less than or equal to the $ amount of the proxied user.
  • A proxied $ amount is carried to the proxy if a proxy $ amount is not defined.
  • Default users are defined as being in column 1, other users are defined as non-default.
  • A level does not need a default approver.
  • Level 9/Info users will only be validated for existence.

    level 9/info users


When you have completed entering the paths, press the ESC key or if you have made any changes in the cell over which the window is currently positioned, press the Enter key before pressing the ESC key. Otherwise, the most recent changes in that cell will be disregarded. You will be asked if you want to save these changes. If you select Y (yes), the new path will be saved. If you select N (no), all of the information for the new path will be discarded.

Using the Delete Option

The Delete option is used to delete a current path. When you select this option, the cursor will be positioned over the mnemonic field on the screen. You may:

  • key in the desired mnemonic,
  • press the PF1 key for a menu bar selection of all available mnemonics

    or
  • press Enter to use the mnemonic from the path that is currently displayed on the screen.

After the mnemonic has been verified as being on file, the cursor will be positioned over the Path Id field. Enter the Path Id and Phase of the path you want to delete. The program will check to make sure that the path is on file and will then ask you if you are sure you want to delete it. Up to this point, you can press the ESC key to abort the deletion process at any time. If you reply with a Y (yes), the path will be permanently deleted.

Using the Modify Option

The Modify option is used to change the data on a current path. When you select this option, the cursor will be positioned over the mnemonic field on the screen. You may:

  • key in the desired mnemonic,
  • press the PF1 key for a menu bar selection of all available mnemonics

    or
  • press Enter to use the mnemonic from the path that is currently displayed on the screen.

After the mnemonic has been verified as being on file, the cursor will be positioned over the Path Id field. Enter the Path Id and Phase of the path you want to modify. The cursor will now be positioned over the documents section on the screen. At this point, the editing is identical to the Add option explained previously in this document.

After editing the paths and pressing the ESC key, you will be asked if you want to save the changes you have made. If you respond with a Y (yes), the program will check each path entry for errors. If any errors are found, they will be displayed as blinking and you will be required to correct the errors before you can save the changes.

Using the Select Option

The Select option will open a window and display a list of all the paths currently defined. The following keys will allow you to select the desired path:

 Keys Path 
 Up Arrow  Move up one path (scroll if needed).
 Down Arrow  Move down one path (scroll if needed).
 PgUp  Move up one page.
 PgDn  Move down one page.
 Ctrl-PgUp  
 Move to the top of the list.
 Ctrl-PgDn  Move to the bottom of the list.
 Enter  Select the highlighted path and return.
 

Using the List Option

The List option will allow you to get a printout of one or all of your paths. Once you have selected this option, a window will open and you will be able to indicate if you want to print either the path currently displayed or all of the paths in the file.

list option screen

After selecting the desired option, you will be asked what type of paper you will be using:

what type of paper

If you are using standard 8.5" by 11" paper, select Option 1. You will need to set your printer option or preferences for landscape mode (sideways).

If you are using wide tractor feed paper, select Option 2.

If during the process you want to terminate the print cycle, press the ESC key and the printing should stop momentarily.

Strategies for Effective Use

Note:  Do NOT skip this section of the document.

You are strongly advised to build the paths for your highest mnemonic levels first leaving two or more rows blank at the top of the path. This way, as you build your lower level mnemonics, you will first use the Select option to display the higher level mnemonic followed by the Add option to fill in the new mnemonic, path id and phase.

You will notice that all the form names are carried over from the previously displayed (higher level) mnemonic and, more important, when you get to the path editing stage, all of the higher level paths are carried over into the new mnemonic. All that remains to be done to create the new path is to fill in the top few rows of additional information. By using this technique, it is not necessary to re-key all of the higher level path information.

Mnemonic Maintenance

After selecting the Mnemonic Maintenance option, you will see the following screen:

mnemonic maintenance screen

The available options are described in the table below:

Option  Function 
 ADD  Add a new mnemonic to the file.
 DELETE  Delete the currently displayed mnemonic from the file
 MODIFY  Edit the organizational access code for the currently displayed mnemonic.
 NEXT  Display the next mnemonic in the file.
 PREVIOUS  Display the previous mnemonic in the file. 
 SELECT  Pick the desired mnemonic from a menu listing of all mnemonics currently on file.
 LIST  Print a list of all the current mnemonics and organizational access codes.
 QUIT  Return to the main menu.

Using the Add Option

When you add a new mnemonic, you will need to know the following information:

Mnemonic The mnemonic you want to add.
Organizational Access Codes The organizational access code assigned to this mnemonic by the University.
 

After selecting the Add option from the menu, the cursor will be positioned over the Mnemonic area on the screen. Enter the new Mnemonic. If that Mnemonic is already on file, you will be alerted and will be given an opportunity to correct the problem.

If the Mnemonic you entered was not found on the file, the cursor will move over to the Organizational Access Code area on the screen. You may type in the Organizational Access Code that has been assigned to this Mnemonic by the University. The program will make sure that the access code is not on file. You will be prompted to change the code if the code is found on the file.

After entering the Mnemonic and Organizational Access Code, you will be asked to confirm whether or not you want to make this new information a permanent part of the file.

Using the Delete Option

The Delete option is used to delete the Mnemonic that is currently displayed on the screen. If you select this option, you will be asked to confirm the deletion of this Mnemonic before any action is taken.

Using the Modify Option

The Modify option will allow you to change the Organizational Access Code of the Mnemonic that is currently displayed on the screen.

Using the List Option

The List option will allow you to print a list of all Mnemonics and Organizational Access Codes. You have the following options:

  • An alphabetical Mnemonic listing

    or
  • A list of Organizational Access Codes.

User Maintenance

After selecting the User Maintenance option, you will see the following screen:

user maintenance screen

The available options are described in the table below:

Option  Function 
ADD Add a new user to the file. Make sure that the mnemonic you assign the userID has already been defined through the Mnemonic Maintenance option.
DELETE Delete the currently displayed userID from the file.
MODIFY Edit the information for the currently displayed userID.
NEXT Display the next userID in the file.
PREVIOUS Display the previous userID in the file.
SELECT Pick the desired userID from a menu listing of all users currently on file.
LIST Print a list of all the current userIDs.
QUIT Return to the main menu.

Using the Add Option

When you add a new user, you will need to know the following information:

 UserID  The userID assigned to this person.
 Mnemonic  The mnemonic you want to assign to this person.
  Name  The person's name.
 

After selecting Add from the menu bar, the cursor will be positioned over the UserID area on the screen. Enter the desired userid for the individual being added. If that ID is already on file, you will be alerted to the fact and will be given an opportunity to correct the problem.

If the userID that you entered was not found on the file, the cursor will move over to the Mnemonic area on the screen. You may type in the desired mnemonic or press the PF1 key to pick the correct mnemonic from a menu bar.

After filling in the mnemonic, you will be allowed to enter the last name, first name and middle initial of the user.

After entering the user's name, you will be asked to confirm whether or not you want to make this new information a permanent part of the file.

Using the Delete Option

The Delete option is used to delete the userid that is currently displayed on the screen. If you select this option, you will be asked to confirm the deletion of this userid before any action is taken.

Using the Modify Option

The Modify option will allow you to change any information for the userid displayed on the screen except the userid. If your cursor is positioned over the Mnemonic field, you can use the PF1 key to pick the desired mnemonic from a menu bar. If you want to change the userid of the user currently displayed on the screen, you will have to delete the user first and then add the user with the correct information.

Using the List Option

The List option will allow you to print a list of all users on file along with their userIDs and mnemonics.

Form Maintenance

After selecting the Form Maintenance option, you will see the following screen:

form maintenance screen

The available options are described in the table below:

 Option  Function
 ADD  Add a new form to the file.
 DELETE  Delete the currently displayed form from the file.
 MODIFY   Edit the description for the currently displayed form.
 NEXT  Display the next form in the file.
 PREVIOUS  Display the previous form in the file.
 SELECT  Pick the desired form from a menu listing of all forms currently on file.
 LIST  Print a list of all the current forms and descriptions.
 QUIT  
 Return to the main menu.

Using the Add Option

When you add a new form, you will need to know the following information:

 Form Name  The university defined code assigned to the form that you want to add.
 Description  The description for the form that you want to add.

After selecting the Add option from the menu bar, the cursor will be positioned over the Form Name area on the screen. Enter the desired code name for the form that is being added. If that form is already on file, you will be alerted to the fact and will be given an opportunity to correct the problem.

If the form you entered was not found on the file, the cursor will move over to the Mnemonic area on the screen. You may type in the desired mnemonic or press the PF1 key to choose the mnemonic from a menu bar.

After entering in the form name, you will be asked to confirm whether or not you want to make this new information a permanent part of the file.

Using the Delete Option

The Delete option is used to delete the form that is currently displayed on the screen. If you select this option, you will be asked to confirm whether you want to delete this form before any action is taken.

Using the Modify Option

The Modify option will allow to change any information for the form that is displayed on the screen. If your cursor is positioned over the Mnemonic field, you may use the PF1 key to choose the desired mnemonic from a menu bar.

Using the List Option

The List option will allow you to print a list of all of the forms on file along with their userids and mnemonics.

Creating the Upload File

After selecting the Create Upload File option, you will see this screen:

create upload file screen

The available options are described in the table below:

 Option  Function
 MODIFY  Change the userID of the individual responsible for the upload. In most cases, this will be the Financial Officer.
 CREATE  Generate an upload file based on the data currently on file.
 QUIT  Return to the main menu.
 

Using the Modify Option

The Modify option will allow you to specify the userID of the individual responsible for the information to be uploaded. In most cases, this will be the Financial Officer.

After selecting this option, the cursor will be positioned over the userID field on the screen. You can type in the desired userID or press the PF1 key to get a menu bar listing of all userids on file. If you try to enter a userID that is not on file, the program will alert you to this fact and give you an opportunity to correct the problem. If you want to abort the process, you can press the ESC key.

After entering the userID, the corresponding name will be displayed and you will be asked whether or not you want to save the your changes.

Using the Create Option

Note: It has been found that, on occasion, the old APPRPATH.TXT file will not be overwritten using the Create Option. If this file exists in the directory, it is recommended that you either:

rename the old file

or

move the old file to to a different directory.

The Create option actually creates the upload file and places it in the directory that you started the program from under the name APPRPATH.TXT. If a file by that name already exists in the directory, it will be overwritten with the new information.

Note to advanced users:

If you examine the upload file afterwards with a word processing program or text editor, make sure you do not save the file with the editor as most word processors and text editors (yes, even programs like KEDIT) change the structure of the file when saving it (anything from reformatting the entire file to trimming off trailing blanks). This could cause problems once the file is uploaded.

After selecting this option, you will see a window on the screen displaying the current date and time. This information was taken from your computer.

current date and time screen

If the date and time are correct, select Y (yes). If the date and time are not correct, select N (no) and you will be able to edit the date and time. The time is in the 24 hour format consequently 11:00 a.m. is 11:00 but 1:00 p.m. is 13:00.

If you responded with a Y or after you have corrected the date and time, the creation of the file will begin. Once this has begun, your screen should look similar to the one shown below:

updated screen

The record counter in the lower portion of the screen will give you an idea of how far the process has progressed.

Quit & Return to DOS

This option closes all files in use and returns you to the DOS prompt.

Note: Do NOT remove the data diskette until instructed to do so.

Premature removal of the data diskette may result in loss of data.

Uploading Your Paths (ULDP)

To upload your paths to the mainframe, you will need to logon to FTP and use the Send command from your PC 3270 emulation program to upload the file APPRPATH.TXT. This file will be uploaded to a data set that will be specified by the Administrative Information Services (AIS). If you are unfamiliar with the Send command or with FTP, please consult the Windows File Transfer Instructions for your 3270 emulation package. Additional assistance on using FTP is available from the AIS Support Center.

After the file is uploaded to the mainframe data set, you must sign on to IBIS and let the system know that your new paths were uploaded. To do this:

  • Log on to IBIS.
  • At Next Function, type ULDP (Upload Approval Paths); press Enter.

uldp screen

  1. Enter the Administrative Area.
  2. Enter the office address where the report should be mailed.

Appendix

appendix

  • Users 1, 2, 3 are in the Org. of Path Mnemonic.
  • User 1 can be on paths of Users 2 and 3 but not vice versa.
  • User 2 cannot be on paths of User 3 and vice versa.

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