PA CURR ACT ADM

DATA VIEW NAME: PA_CURR_ACT_ADM
OVERVIEW: This is data view contains Planning Allocation information from the Planning Allocation Transaction and Reference databases. The data is for the current budget cycle. This view contains only activities that have values. This view is an administrative view and is not restricted by Campus.
NOTE: The data is by fiscal year, activity code, reference number, UDDS, and fund.
LOAD FREQUENCY: The view will be refreshed nightly during the budget cycle. Once the budget is ‘locked’ the data will not be refreshed until the next budget cycle.
DATA CUSTODIAN: UW-System Budget Planning Off
Contact: Sara Voigts
AUTHORIZATION: You must receive approval to access data from the data custodian. For information about how to get authorized for InfoAccess data views, connect to the InfoAccess Home Page
SPECIAL CONSIDERATIONS
QUESTIONS: Contact: Division of Information Technology Help Desk
Phone: 264-HELP (4357)
LAST UPDATED: 1/99 – New data view. (rzs)
12/05 – Added Init_Action field (c4j)
DATA FORMATS: The codes following the field names in this document define the field. The different types are:
Alphanumeric Data: A – Alphanumeric field. This indicates the field may contain Letters and/or numbers. The number following is the field length.
Example: a field defined as A5 could contain ‘E10LN’.
Numeric Data: N – Numeric data. This indicates the field may contain only numbers. The number following is the field length. If two digits with a decimal point in between are present the first indicates the number of positions before the decimal point and the second the number of digits after the decimal point.
Example: a field defined as N4.2 would be in the format 9999.99 whereas N6 would be in the format 999999.
Date: D – Date field — this means the field is stored a date. The format is described in the text description. The way this type of field will display in the result section of a query will be dependent upon what default the query tool you are using is set to. Some query tools default to a date/time mode which would show the data 1998-9-03 8:00 or some have a format DD-MMM-(YY)YY. Most query tools allow you to change this to a format you want but you must be aware of what the default is.

Column Name	Format	Description
FISCAL_YEAR	A4	The budget fiscal year for which the allocations apply. This view contains only the new fiscal year budget planning allocation data. The data moves to the historical files UW_PA_HIST_ACT_ADM) and (UW_PA_HIST_SUM_ADM) when the final budget year z.dot tapes are done.
LEVEL_IND	A1	Indicates the level of the budget unit responsible for this record. 1 – System 2 – Campus 3 – Division 4 – Department
UDDS	A7	The seven position UDDS code consisting of campus, division, department, and sub-department. **************Present in UDDS************** Level Campus Division Department Sub-Dept 1 Always Blank Blank Blank 2 Always Always Blank Blank 3 Always Always Always Blank 4 Always Always Always Always
UNIT	A1	The first position of the UDDS code.
DIVISION	A2	The second and third positions of the UDDS code referring to division within the Campus.
DEPARTMENT	A2	The fourth and fifth positions of the UDDS code referring to the department within the Campus.
FUND	A4	Four character fund code. If blank, the record contains totals for all funds at this level and UDDS.
ACTIVITY_CODE	A1	The activity for which dollars are allocated or the FTE type for which FTE is allocated. 0 – 9 and & — Activity Y — Undistributed Dollars blank – FTE record for positions: Perm, Grads & Total FTEThe data elements: PERM/GRAD/TOTALS FTES must be selected on the REQUEST line in order to get the FTE amounts.(FTE data is stored in the same bucket as dollars with a blank activity. This is why FTE is added to the activity definition) NOTE: To eliminate the FTE line when not selecting Perm/Grad/Total FTE as an item on the REQUEST line the following limit should be used for the data element ACTIVITY CODE: NOT EQUIL TO ” “.
PERM_FTES	NS9.3	The number of FTE’s that are permanent positions. This field contains data only when the activity code – blank otherwise it is zero.
GRAD_FTES	NS9.3	The number of FTE’s that are graduate assistant positions. This field contains data only when the activity code – blank, otherwise it is zero.
TOTAL_FTE	NS9.3	The sum of the permanent and graduate assistant FTE’s This field contains data only when the activity code-blank, otherwise it is zero.
UDDS_NAME	A30	This field contains the descriptive name for the UDDS.
DOLLAR_AMOUNT	NS9.3	The dollar amount associated with activities. The DOLLAR AMOUNT is zero when the activity code-blank.
REFERENCE_NUMBER	A10	A number assigned to every allocation. Each level has a specific number of digits. System Level is 3, Campus Level is 6, Division Level is 8 and Department Level is 10. Level Reference Number of Digits System 1 123 Campus 2 123456 Division 3 12345678 Department 4 1234567890
SUBTOTAL_INDICATOR	A1	Indicates if a sub total is to be taken after this reference number. Valid values are: Y – Generate sub-total. blank – No sub-total.
CATEGORY	A2	System groups reference numbers by category. Category titles are kept in the PA3024 table.
SUB_CATEGORY	A1	System groups reference numbers by sub-category. Sub-category titles are kept in the PA3025 table.
DESCRIPTION_LINE_1	A58	The first line of the narrative description for each reference number. NOTE: Do NOT use {} in the description; BRIO Reports (DETAIL & PIVOT) cannot read this; “#? Don’t recognize function” will print instead of {}.
DESCRIPTION_LINE_2	A58	The second line of the narrative description for each reference number. NOTE: Do NOT use {} in the description; BRIO Reports (DETAIL & PIVOT) cannot read this; “#? Don’t recognize function” will print instead of {}.
INIT_ACTION	A1	Indicates how the allocation should be copied from year to year. Valid values are: X – exclude from year to year copy R – reverse entry and duplicate (renewable entry) O – reverse entry (one time or last time for renewable entry) Blank – default (same as X)
LOADDATE	DATE	The date and time these data were extracted. Format: YYYYMMDD HH24:MI:SS