- The divisional request module is dedicated to the storage of all datas
related to divisional requests. It provides, for a divisional request,
general information (references, dates, amount) and detailed data about
organization units, managers, allocation on CGRs, goods/services.
- Of course, as for other databases the quality of the information
depends on what has been entered in the different fields. It is therefore
necessary to provide precise and accurate information.
- The first page of the module is on the screen by clicking on '' Divisional
Request '' in the CFU main menu. There, one can choose to:
-1
Retrieve information about one or several divisional requests
-2
Create a new divisional request
1- Retrieving divisional request information
- Here is the start-up page
- Fill the proposed fields (wild card % can be used excepted if the
proposed field requires dates). More precise are the datas entered quicker
is the divisional request retrieved.
If nothing is entered and the ' Find ' button is pressed, all
divisional requests in the database will be retrieved.
| Divisional Reference: | Using this field gives the shortest way to the information.
Enter the complete divisional request name or number. If not known, type for instance xx% : all the divisional request with a reference starting with xx will be retrieved. Each division may have its own reference scheme as much as it is unique at CERN. The reference cannot contain any space. |
| Short Description: | Give a short description of the divisional request. |
| Long Description: | Enter words contained in the divisional request short description.
Wild card % is mandatory here.
In a big database, using this option gives bad response times. |
| Date Raised: | Use it to get divisional request by selecting the starting date of
the request. If not precisely known, insert two approximate dates to retrieve
divisional requests raised during the period defined by the two dates.
No data entered in the first field means retrieve all from the origin to the date indicated in the second field. No data entered in the second field means retrieve all from the date entered in the first field to today. |
| Needed From : | Enter the date of the need. |
| Needed to : | Enter the date of the end of the need. |
| Estimated Amount : | Indicate the divisional request amount in CHF.
Characters like . or , are prohibited (i.e, if the amount is 1'500'000 CHF, type 1500000). |
| Market Survey needed: | Indicate if the divisional request needs a market survey. |
| Market Survey Reference: | Enter the number of the market survey. |
| Created On: | Use it to get Divisional requests by selecting the date of the request creation. If not precisely known, insert two approximate dates to retrieve divisional requests created on the period defined by the two dates.(DD/MM/YYYY) |
| Created By: | Enter here the name of the person who created the Divisional request. |
| Last Modified On: | The same as in ' created on ' but using last modifications dates. (DD/MM/YYYY) |
| Last Modified By: | The same as ' created by ' but using the name of the last person who has modified the market survey. (DD/MM/YYYY) |
- If a false criterion is used, press the ' Clear ' button will give a new search page. Caution, using the ' Clear ' button gives a cleaned screen. Other criteria, even relevant are lost.
2- Creation of a divisional request
2.1
Divisional request heading page
- Click on ' Create a new Divisional Request ' either
on the top of the start-up page or on the links available during the data
collection.
- Fill completely the new page to get access to the Divisional Request
area.
| Divisional Reference: | Enter the divisional request reference. |
| Short Description: | Enter a short description of the divisional request. Using key words is recommended. |
| Long Description: | Give a more explicit description of the divisional request. |
| Date Raised: | Indicate the date raised of the divisional request. |
| Needed For: | Give the date of the need MM/YYYY. |
| Estimated Amount : | Indicate the divisional request amount in CHF. Characters like . or , are prohibited. (i.e, if the amount is 1'500'000 CHF , type 1500000). |
| Market Survey needed: | Indicate if the divisional request needs a market survey. |
| Reason: | If not, indicate why a market survey is unecessary. |
| Market Survey Reference: | Enter the market survey reference (i.e MS-xxxx/Div/yyyy). This has to be done after the creation of the market survey if it has not been derived from the Divisional request. |
| Details: | Free text is allowed here to give a complete description of the current operation or to put some personal notes. |
- A page is
displayed with the mention success in green letters.
This means that the record has been
successfully inserted in the database. Go
to the next steps to enter data related to the divisional request being
registered. If a new divisional request needs to be entered, press the
' Back ' button of the browser
as many
times as needed to go back to the divisional request page and start a new
entry.
- A page with an error message is displayed.
Press the ' Back ' button of the browser and find the wrong
information you entered. Correct it and press the ' Insert ' button
again.
- Click on ' Add new Divisions-Groups record ' either on the
top of the start-up page or on the links available during the data collection.
| Division-Group: | The data needed is the name of the Division, or
Division-group, or Division-group-section that will be concerned by the divisional request. The relevant data can be retrieved by clicking on the ''...'' at the end of the field. |
- A
page is displayed with the mention success in green letters.
This means that the record has been
successfully
inserted in the database. Go to the next steps to enter data related to
the divisional request being
registered.
If a new ''Organization unit'' needs to be entered, press the ' Back
' button of the browser
as many times
as needed to go back to the Organization unit page and start a new
entry.
- A
page with an error message is displayed. Press the ' Back
' button of the browser and find the wrong
information
you entered. Correct it and press the ' Insert ' button again.
- Click on ' Add new Request managers record ' either on
the top of the start-up page or on the links available during the data
collection.
| Type: | Manager types are strictly defined by the roles played by
people in the CFU. No other type can be entered. Click on the right side of the field, to highlight the relevant types and click on the selected one. |
| Lastname, Firstname and Cernid: | Only people registered in the CERN personnel database can be chosen. By clicking on the ''...'' the right data can be found. |
| Start Date: | It is the start date of the responsibility given to the manager.
It can be the opening date of the divisional request. It can be later if people are added after the starting date of the divisional request. |
| End Date: | It is the end date of the responsibility given to the manager. |
- A page is displayed
with the mention success in green letters. This means that the
record has been
successfully inserted in the database. Go
to the next steps to enter data related to the divisional request being
registered. If a new ''Manager'' needs
to be entered, press the ' Back' button of the browser as
many
times as needed to go back to the Managers
page and start a new entry.
- A page with an error
message is displayed. Press the ' Back ' button of the
browser and find the wrong
information you entered. Correct it and press
the ' Insert ' button again.
- Click on ' Add new Allocations to CGRs record ' either on the
top of the start-up page or on the links available during the data collection.
| Percentage: | It's the percentage of the provisional cost which will be
charged to a CGR (cost centre). If more than one cost centre has to be charged, CFU checks that the total will not exceed 100%. Caution, no decimal numbers are allowed. |
| CGR Code: | Only CGRs active in the CERN database can be entered.
By clicking on the ''...'' the right data can be found. |
- A page is displayed
with the mention success in green letters. This means that the
record has been
successfully inserted in the database. Go
to the next steps to enter data related to the market survey being registered.
If a new CGR needs to be entered, press the
' Back ' button of the browser as many times as needed to go
back to the CGR page and start a new entry.
- A page with an error
message is displayed. Press the ' Back ' button of the
browser and find the wrong
information you entered. Correct it and press
the ' Insert ' button again.
- Click on ' Add new Goods/Services required record ' either
on the top of the start-up page or on the links available during the data
collection.
| Article code: | Article code(s) related to the divisional request are to be entered.
Only article codes (SCEM codes) valid at CERN can be used. By clicking on the ''...'' the right data can be found. |
| Details: | Free text is allowed to give a complete description of the current operation or to put some personal notes. |
- Press the ' Insert ' button. Results can appear in two ways:
- A page is displayed
with the mention success in green letters. This means that the
record has been
successfully inserted in the database. Go
to the next steps to enter data related to the divisional request being
registered. If a new ''Goods/Services''
needs to be entered, press the ' Back ' button of the
browser as many times as needed to go back
to the Goods/Services page and start a new entry.
- A page with an error
message is displayed. Press the ' Back ' button of the
browser and find the wrong
information you entered. Correct it and press
the ' Insert ' button again.
| Description: | Here is the description of a delivery step for the Divisionnal request. |
| Amount: | Here is the amount scheduled for the step. |
| Currency: | Choose here the currency using the "..." mark. |
| Probable date : | Here is the probable date for the foreseen delivery. |
| CGR Code: | Choose here the CGR within the active CGRs using the "..." mark. |
- A page is displayed
with the mention success in green letters. This means that the
record has been
successfully inserted in the database. Go
to the next steps to enter data related to the divisional request being
registered. If a new ''Manager'' needs
to be entered, press the ' Back' button of the browser as
many
times as needed to go back to the Managers
page and start a new entry.
- A page with an error
message is displayed. Press the ' Back ' button of the
browser and find the wrong
information you entered. Correct it and press
the ' Insert ' button again.