6 - % in Key - Enter / Edit in the Employee Account Allocation Data Entry Grid
o HINT - to plan for a specific employee or account key, it is easiest to use Filter Row on both grids to limit the view to the relevant data, i.e., the employee’s last name.
o HINT - The UI grids Differ from Excel - Use "Add Row Copy" to change entries for Employee Name, Account, Budget Type and Line # and if no longer necessary, delete the old row. (Changing these items in the cell actually creates a new record and new row when you save the change.) Percent, Start Date and End Date can be edited directly on the grid and no new record is created
o NOTE - Budget Type for salaries defaults to "New Funds", so this needs to be changed if another budget type is needed. Typically "Expected Funds" is used for TBD and placeholder keys.
· Select an Employee via Filter Row on each grid and make necessary changes to planned account key assignments. (It’s much easier to make and verify changes looking at just one person at a time in each Grid.)
o To change a record or add a new record – select a row and press ADD ROW COPY to obtain a new row to edit.
o Within the new Row you can make the necessary changes as follows:
o Change Employee Name Field – use Filter Row to filter by the name of the person you are working on, to add a new employee to the grid, use add row copy, begin typing the new last name and select from the drop down box that appears.
o NOTE – If you add a new employee via “Add Row Copy”, you will need to re-filter on that name to see them.
o Change Account Key Field - begin typing the account key and select from the drop down box that appears
o Change Budget Type Field – defaults to "New Funds", this needs to be changed if another budget type is needed. The drop down arrow provides a list of types from which to select. Typically the budget type would be “New Funds” and typically "Expected Funds" is used for TBD and placeholder keys. This entry is most critical for budget uploads.
o Position # Field - typically this is “1” except for a few employees who have two or more distinctly different appointments, job titles and associated salaries.
o Line # Field - The system requires a line # for each new entry. Use #1 for the first entry for a person on an account key, use #2 for second entry on the same key for the same person and so on…. WARNING - If you accidently put #1 for both entries, the system defaults to the assignment with most recent dates and you will lose the other entry.)
o Start Date Field – enter the date the person is planned to begin working on the project.
o End Date Field – enter the date the person is planned to stop working in the project.
o HINT - Do not use the “12/31/2050” default of iVantage; using the award end date helps you identify potential gaps in funding / coverage much more easily.
o NOTE – The Contract POP Start and End dates associated with the Account Key are in the Employee Account Allocation Grid for reference.
o Comment Field – this allows the user to add notes for themselves and others who work with their group in the UI.
o NOTE - You can add any UCAR employee to your keys and salary plan, but you cannot put employees on keys outside your Lab / Program. Assignments on others keys need to be coordinated with the administrator within that Lab/Program.
o NOTE - For unfunded or unknown portions of an employee’s time, use the TBD placeholder account key with Budget Type "Expected Funds"