BASIS Reviewer's Quick Reference

July 2003

Signing On

There are two basic methods of entry into the administrative computing system. Please select the method matching your computer configuration, and follow these steps:

ADMIN Icon - Windows or Macintosh	DOS Prompt
Double click icon Select menu item #3 (Natural Prod) Press ENTER At CICS signon, input user ID Press TAB Input password Press ENTER	Type ADMIN Press ENTER Select menu item #3 (Natural Prod) Press ENTER At CICS signon, input user ID Press TAB Input password Press ENTER

At the Natural Sign-on screen you can either enter a specific BASIS application (press PF1 to see a listing of the applications to which you have access) or simply look at your user notice line to see transactions requiring your review.

Signing Off

When you're done working with BASIS, type "FIN" in the Command field and press Enter
Insert Y in "Do you want to terminate all your Natural session(s)? (Y/N). Press Enter
Press PF3 to exit the COM-PASS screen
Press Enter to quit and return to the CICS menu

Common Reviewer Commands

To initiate a BASIS command, you can select it from a menu or type the command in the Command field.
Here are some commands that reviewers can use in any BASIS application.

Command	Function
LTRS	List Transactions by Requestor and Status
LATP	List Applications with Transactions Pending review
LTPR	List Transactions Pending Review in the current application
FIN	Finish/Sign-off
PROX	Establish proxy authorization for your review desk
ARRP	Assume Review Responsibility via Proxy
? or PF1	Display on-line HELP!

Phone Help

Telephone assistance for BASIS is available. To have your call directed to the appropriate expert, call x5-2905 and indicate the type of assistance you need.

Using Lists

You can use lists to find transactions based on a variety of criteria. The technique for using lists is relatively generic throughout BASIS:

Type the desired list command in the Command field.
Press Enter.
Enter the key field information required by the list command (such as Emp ID, TA number, dates, etc.).
Press Enter to generate the list.

Note: Any time you change key information or cause the system to change key information, press Enter to regenerate the list.
Once the list is created, you can select list items by placing the cursor in the selection field in front of the list item and typing a character. If a command is shown in the list, you can press PF2 (Suspend) to navigate directly to the selected item(s) and then return to the list. If multiple items are selected, they are displayed in sequence while you are suspended from the list. The next item is displayed when you press PF8, or PF10 (to act on the item, as in indicating your approval or rejection). If you wish to select only a single entry, you need not place a character in the selection box. Simply place the cursor anywhere on the line of the list entry, and press Enter twice.

Reviewing from LTPR (List Transactions Pending Review)

To review specific transactions in an application, you can use a list, such as LTPR (List Transactions Pending Review) to locate them; then select the appropriate transactions for review.

Input the appropriate application by typing its name in the Logon screen and pressing Enter.
Type "LTPR" in the Command field
Press Enter. A list of transactions pending review at your desk (or the desk for which you're acting as a proxy reviewer) is displayed.
Change the Action to R, to indicate that you want to review transactions after you select them. Don't press Enter.
Select one or more transactions by typing a character in the selection block preceding the transaction(s) you want to review.
To suspend to the selected transactions (and return to the list when you're finished), press PF2. If you've only selected one transaction, you can press Enter twice to go to the specified transaction (and not return when finished).

Function Keys	Action assigned to the Function Key
PF1 Help	Display on-line information. Position the cursor on the field for which you want help, or in the Command field for system or command help; then press PF1.
PF2 Suspend	Temporarily exit the current command screen (carrying over banner info) to work with another screen.
PF3 Quit	Go back to the previous screen or exit the application.
PF4 Decode	Display additional info about on-screen items.
PF7 Back	Page up - scroll backwards through a list.
PF8 Forward/Next	Scroll forward in a list; display the next screen/item/etc.
PF10 - Save	Save the review status (Approve, Disapprove, Invalid, Hold) or comments.
PF11 - Options/CComm	Review txn activity; view/create

Reviewing Transactions

Transaction review occurs in a three-step process:

Display the transaction to be reviewed.
Evaluate the transaction information (e.g., the charges, hours reported, etc.).
Approve or Reject the transaction.

Displaying Transactions

To display a transaction use any of the following methods:

Select the "List applications with transactions pending" line on the Natural sign-on screen;
Select the transaction type from the LATP window. The oldest pending transaction of that type is displayed.
Type the transaction command (e.g., TA) in the Command field;
Type "R" in the Action field and press Enter. The oldest pending transaction of that type is displayed.
Select the transaction from the LTPR list.

Approving or Rejecting Transactions

When the transaction is displayed and the Action is set to R, the transaction line appears with a modifiable Status field. If the status field is not modifiable, the transaction is not pending review at the desk you are working. To indicate your review decision, type the appropriate character (see "Transaction Review Status Codes").

Rejecting and Holding Transactions

When you reject a transaction (with status D for "Disapprove" or I for "Invalid at time of review") or place a transaction on hold (with status H), you are required to enter a transaction comment explaining why the transaction is being rejected or placed on hold. After you enter the status (D, I, or H) and press PF10 to save, a warning appears on the message line reminding you that you must enter a comment. (If you decide you do not want to enter a comment, you can change the status.) To continue rejecting or placing the transaction on hold, press PF10 again. A comment window appears where you can type your explanation. To move to subsequent lines, press Tab; to save your comment, press PF10. Once your comment is saved, the transaction is saved with the status given, and the next transaction pending your review is displayed.

Transaction Review Status Codes

The status codes you use to indicate your review decision are:

A Approve
D Disapprove
H Hold pending further information
I Invalid at the time of review.

Note: D, H, and I all require a comment. I is used to reject a transaction that you cannot approve because of a change in conditions, such as the close of a fiscal year. If a transaction must be rejected with I, you will be notified of this fact on the message line.

Transaction Status Codes

Transaction status codes identify the status of a TARGET transaction:

P Pending Final Approval
W Withdrawn
R Rejected
E Effected (posted) to the database.

Transaction status codes can be used to identify and locate transactions in various stages of the process.

Reviewing Out of Sequence

If you are a transaction reviewer, you are notified of pending transactions as soon as you sign into Natural (at the Natural Sign-on Screen). Pending transactions are transactions that have not reached final approval.

In some cases, you may need to review transactions before they appear on your pending list. As long as you know the number of the transaction (identifying information), you can. Generically, all you have to do to review a non-pending transaction is display the transaction you want to review; then change the Action to R (for "Review"). This technique works with transactions in any BASIS application. Specifically, to review non-pending transactions, follow these steps:

In the Command field, type the command required to review the transaction.
Tab to the Action field and type "V" (View).
Enter additional keys identifying the transaction you want to view.
Press Enter to display the indicated transaction.
Once the transaction is displayed, replace the V in the Action field with R (Review)
Press Enter - The transaction, if it is awaiting your review, is displayed with the transaction line and modifiable Status field.
Review the transaction information; then indicate your review status in the Status field
Press PF10 to save your review decision.

Quick Review

Reviewing pending transactions can be quick and easy. Here's the quick and dirty way to review pending BASIS transactions (it might not be as thorough as you probably would like; see "Adding Precision to the Process").

Sign on using the process outlined in "Signing On" until you get to the Natural Sign-on screen.
Look for a line indicating that pending transactions are waiting for your review:
If the line does not appear, you have no transactions pending. Sign off and check again later.
If the line does appear:
- Tab to the selection box in front of the line and press Enter to display a list of the transactions pending your review.
- The list identifies transactions by the BASIS application and command used to review the transaction. Tab to the transaction type you want to start reviewing and press Enter.
- The system automatically signs you into the appropriate application and displays the oldest transaction of the type you selected that is pending your review (it may display some "Welcome" and info screens along the way).
- When the transaction is displayed, your cursor is automatically placed in the Status field. This is where you indicate your review decision (see "Transaction Review Status Codes" for details). Review the information and indicate your review decision for each transaction as it is displayed. (Type the appropriate code in the Status field and press PF10.) Note: Each time you press PF10 to save your review decision, the next pending transaction is displayed automatically. When you have reviewed all pending transactions of the type you selected, pressing PF10 displays a screen with empty fields.
If you had only one item in the list of applications with pending transactions, you're finished reviewing. Follow the instructions in "Signing Off" to exit the application and system.
If you had more than one item in the list of transactions
- Type "LATP" in the Command field
- Press Enter. The list is displayed, showing any remaining Applications and commands with transactions pending your review. Repeat the review process described above (see step 4).

Adding Precision to the Process

To add precision to the process outlined above, you will want to carefully review all of the information associated with the transaction. For Employee Leave and Time records, this may require the use of lists to review specific information associated with individual employees. For other types of transactions, you'll probably want to use Decode (PF4), view extended descriptions (PF9), and possibly review transaction information and comments (PF11). The table below identifies the commands you may want to use to review various types of information.

Item to Review	Application Code	Command	Action	Recommended Frequency	Who Reviews
Expenditure Transfers	GJIM	ETTP	R	Every week	Cost Center Mgr
Funds Transfers	GJIM	FTTP	R	every week	Cost Center Mgr
Interdepartmental Invoices	GJIM	IITP	R	every week	Cost Center Mgr
Hourly Employee Time	HRLY-TS	LTBU	N/A	semi-monthly	Dept. Head
		HTA	R
Wage Rates	HRLY-TS	WR	R	daily	Cost Center Mgr
Appointed Employee Overtime	Leave	LOBU	N/A	every month	Dept. Head
		OTA	R
Retroactive Payroll Changes	Labor	PD	R	daily	Cost Center Mgr
Personnel Action changes	PSB	PACT	R	daily	Dean, Dir., Dept.Head, Vice-Chan.
Distribution changes for payroll charges	PSB	DIST	R	daily	Cost Center Mgr
CCC changes to a PO line	UPS	PODT	R	daily	Cost Center Mgr
Increase in cost to the PO max	UPS	POHT	R	daily	Cost Center Mgr
Increase in cost to a PO line	UPS	POIT	R	daily	Cost Center Mgr
Requisitions	UPS	REQT	R	daily	Cost Center Mgr
Travel Authorization	UPS	TA	R	daily	Cost Center Mgr
University Payments	UPS	UPAY	R	daily	Business Affairs
Create Internal Requistions	UPS	IREQ	R	daily	Cost Center Mgr, Internal Vendor
Update Internal PO	UPS	IPO	R	daily	Cost Center Mgr, Internal Vendor
Procurement Authorizations	UPS	PA	R	daily	Procurement Card Administrator
P Card PreApproved Cost Centers	UPS	PAPC	R	daily	Cost Center Mgr
Add Company Cost Centers	DART	CCCA	R	daily	Cost Center Mgr
Update Company Cost Center	DART	CCC	R	daily	Cost Center Mgr
Update/Add Budgets	DART	BUDG	R	daily	Cost Center Mgr, Budget Officer

Proxy

Proxies are intended for those occasional situations where an administrative support person is required to review transactions in lieu of the regular TARGET reviewer. Such situations normally occur when the regular reviewer is either on vacation, ill, or attending to other duties where the system is unavailable. Establishing a proxy in BASIS is the electronic equivalent of allowing another person to utilize a signature stamp (but with added auditability). They should not be an open-ended, "blanket" allowance, but should instead be carefully managed and monitored. If you find a support person routinely performing proxy approvals it is probably time to re-analyze the review chain and determine whether or not they should in fact be the normal TARGET reviewer. Proxies are reviewed by the TARGET administrator before they are established.

To establish a proxy, use the PROX command:

Note: Proxy is application-specific. Change the application name displayed in the Proxy window in order to establish a proxy for other than the current application.

In the Command field, type "PROX" and press Enter to display the Proxy window.
Change the dates and other key information as appropriate.
Type the user ID to which proxy is to be granted (you may use PF1 to look up the user ID of the person for whom you want to establish a proxy).
Press PF10 to save the proxy.
The proxy transaction must be approved by the TARGET administrator before it is valid.

Note: In order for the proxy to be practical, the person being established as a proxy must have access to the application for which proxy is granted. Default access is usually, but not always sufficient.

To act as a proxy, use the ARRP command:

In the Command field, type "ARRP" and press Enter to display the ARRP window.
Type the name of the desk for which you want to act as proxy (you may use PF1 to look up the desks for which you've been established as a proxy).
Press PF10.