R⋆STARS Data Entry GuideR⋆STARS Data Entry Guide
Chapter #17
Document Tracking
This chapter is intended to provide system users with an understanding of the document tracking processes and procedures within R⋆STARS.
The Document Tracking Subsystem, if implemented, could be used to account for the various documents that flow through the manual and automated processes of R⋆STARS, including identifying the status of documents as they pass through R⋆STARS. At the present time Oregon does not use this part of the subsystem.
Currently, the 37 – Document Tracking Inquiry screen is the only functional part of this subsystem used in Oregon. If you wish, you can link to the original version of chapter 17 for an understanding of the unused Document Tracking subsystem functions.
This screen provides on-line inquiry into the document tracking information associated with a tracked document. To retrieve information about the status of a document using this screen, the Agency, Document Number, and Fiscal Year is required.
Input Coding Instructions
◾ DOC AGY – Enter a three character AGENCY code. This is a required field.
◾ DOC NO – Enter an eight digit DOCUMENT NUMBER. This is a required field.
◾ FY – Enter the two digit FISCAL YEAR.
Displayed Elements
STATUS – identifies if the document is final approved Y or not final approved N.
◾ NOTE indicator – By typing NOTE in the LINK TO field and pressing the F9 interrupt key, a note may be typed for a particular document. The NOTE indicator identifies whether:
Y |
– |
yes, a note is tied to the document, or |
A note cannot be modified after the document is final approved. | ||
◾ TAPE NO – not used.
◾ DOC AMT – displays the entered document amount.
◾ ARCHIVE REF NO – (Not used in Oregon at the present time) displays the system generated assigned Archive Reference Number fo this document.
◾ AGY, DATE, TYPE and NO – display the batch ID associated with this document.
◾ REQ ACT – displays the required action codes for this document from the 33 – Document Control Profile.
◾ DATE, TIME, AGY CODE and USER ID – related field displays the information associated with each action code the document has received.
Example:
S037 UC: 10 STATE OF OREGON 09/11/08 02:40 PM |
LINK TO: DOCUMENT TRACKING INQUIRY NOTE: N PROD |
DOC AGY: 001 DOC NO: BT000000 FY: 15 STATUS: Y |
TAPE NO: DOC AMT: 0.00 ARCHIVE REF NO: |
BATCH - AGY: 001 DATE: 082608 TYPE: 4 NO: 461 |
RQ ACT: |
|
COMPUTED COUNT: 00002 COMPUTED AMOUNT: 0.00 CNTL AGY: |
* * * * * * * * * * * * * * * ACTION HISTORY * * * * * * * * * * * * * * * |
DATE TIME AGY CODE USER ID DATE TIME AGY CODE USER ID |
08/26/08 10:46:07 000 100 DUMMY07 |
08/26/08 16:25:27 000 588 DUMMY07 |
08/26/08 16:28:04 000 200 DODO003 |
09/11/08 09:52:23 000 200 DAFFY04 |
|
Z06 RECORD SUCCESSFULLY RECALLED |
* NO MORE ACTIONS * |
F1-HELP F2-DOC APPROVALS F4-RECALL BATCH F6-DETAILS F8-NEXT PAGE |
F9-INTERRUPT F12-HEADERS ENTER-INQUIRE CLEAR-EXIT |
