Process Management allows you to combine different Costpoint functions, such as reports, computations, and postings, into a single process. You can set up several combinations that can be executed at a scheduled date and time, either on a workstation or on a dedicated process server. When using the process server, you can place multiple processes in a queue, thereby reducing database contention. This also frees up your own workstation for other activities.
You can schedule queue entries to start immediately or at any time in the future. If more than one entry has the same requested start time, the server begins with the one that was submitted first.
The individuals responsible for maintaining the server can start and stop the queues, and change or delete queue entries. In addition, users can be authorized to change or delete their own queue entries.
A process consists of one or more steps, called Process Function Parameters, which you must set up before creating a process in the Maintain Processes screen. Each step has the following components:
Function Parameters. Before setting up processes, you must enter the screen for each function you intend to use in the process and the save the function parameters you want to use (for example, you might enter the Post Vouchers screen in Costpoint Accounts Payable, choose the parameters you want, and save). Once you save these parameters, you can reuse them in other processes.
Function Printing Selections. You can send process reports to the default server printer or a specific printer linked to the process's printer ID. Printer IDs are defined in the Maintain Printer IDs screen.
Default Failure Settings. Each function has a default action that will be taken when the function fails. If any report function fails, the default is to continue the process. If any computation and posting functions fail, the default is to halt the process. You can override the default when you create the process.
Before entering the Maintain Processes screen, you must enter each function you intend to use and save the function parameters. (In the Maintain Processes screen, you can choose only parameters that have already been saved.) For example, you might enter the Post Vouchers screen in Costpoint Accounts Payable, choose the parameters you want, and save them.
If you intend to use a function more than once in a process (for example, to post A/P vouchers in more than one period), you have to save more than one set of parameters.
You can modify parameters that have already been saved, but make sure the old parameters aren't still needed. For example, another user might be using a set of saved parameters in another process. If you change those saved parameters, you will change the behavior of the other process.
Processes are set up in the Maintain Processes and Maintain Process Groups screens. You can use process groups, which are an optional, to group together sets of processes by department, accounting function, or any other user-defined label.
You can use the Maintain Processes screen to add, re-sequence, or delete previously saved process parameters. You cannot use the screen to change individual function parameters. To change individual function parameters, you must go to the individual function screens, make your changes, and save them. The system will use the modified function parameters the next time the process is executed.
You cannot use the Maintain Processes screen to update a process while it is being executed.
You can run a process on your workstation from the Execute Process screen. All active functions will be closed before the process begins. You will be given the opportunity, before a function is closed, to save the information for any record that you have changed but have not yet saved. You can execute the process immediately. If you execute the process later, Costpoint will stay in the Execute Process screen until the process begins. In either case, you will see all the functions on your monitor as they execute. You cannot use your workstation for anything else until the process has finished.
To run a process on the process server, use the Submit Process to Queue screen. You can continue to work in Costpoint after submitting the process to the server.
To submit an individual function, enter the screen for that function and select the Submit to Queue function from the Options menu.
If you submitted a process to a queue, you can monitor or change the status of the process in the Change/Monitor Process Status screen. You cannot change the status of processes submitted by other users unless you have full rights to the Maintain Queues screen, which allows you to create a process queue and provides complete information about the queue, the processes in it, and the servers that are executing the processes. You can use the Change Server Status screen to view and change the status of a process server.
When you submit a process to the queue either from the Submit Process to Queue screen or by selecting the Submit to Queue function under Options on the menu bar, you can have reports printed to the process server's default printer or to another printer.
To link a process to a specific printer, you must first set up a Printer ID in the Maintain Printer IDs screen. When you submit a job to the queue, enter the Printer ID you want to link to the process. When you log in to the process server, you indicate which printers are tied to the various Printer IDs.
Use the Maintain User Groups screen in Costpoint System Administration to establish group rights. You can also use the Maintain User Override Rights screen in Costpoint System Administration to set up rights for particular users.
Whether or not you have authority to modify processes, you can still affect how processes are executed by modifying the stored function parameters referenced by those processes. Remember, if you modify any of these stored parameters, you will change the behavior of the process the next time it is executed. The right to modify the stored function parameters is controlled by the module and function rights. If those rights give you full access to a report, computation, or posting function, you can modify the stored parameters of that function.
To ease the workload on a database during heavy use, the Costpoint administrator can temporarily prevent processes from being executed at individual workstations by disabling the Execute Process screen. This is done by selecting the Execute Process Disabled checkbox in the Enable/Disable Costpoint Usage screen in Costpoint System Administration.
Disabling the execute process function does not prevent process creation, modification, or deletion, and it does not prevent the submission of a process to a process server queue. Costpoint Process Management will appear to be completely functional. However, you will not be able to run the Execute Process screen.
Definition: A set of Costpoint functions made up of Costpoint reports, computation functions, and postings. You can run a process on your own workstation or on a dedicated process server.
Synonyms: Batch, job
Usage: In the Maintain Processes screen, you can define the functions that are run as part of the process. You can then submit the process for execution on your workstation or on the server.
Definition: A description associated with a process ID.
Definition: An optional code that logically groups processes together under a user-defined category.
Synonyms: Group, category
Usage: In the Maintain Process Groups screen, you can define the different groupings for processes. You can categorize processes by department, accounting function, or any other grouping you want to use. You are not required to set up any process groups. Process groups provide a method to narrow your queries in the Maintain Processes screen. You can use the Select Process Groups group box in the Print Process Report screen to print a particular range of process groups on the report listing.
Definition: A unique identification code assigned to a process.
Synonym: Process
Usage: When you create a new process in the Maintain Processes screen, you must assign it a unique process ID. Once you have created the process ID, you can execute the process.
Definition: The Costpoint module that contains all of the functions needed to maintain, initiate, monitor, and manage the processes.
Synonyms: Batch manager, process manager
Definition: A list of processes that have been submitted to a process server.
Synonym: Queue
Usage: You can use process queues to set up different lists of processes to run on the process server. You may want to set up process queues for the various departments or divisions in your organization. You must create at least one queue if you want to run processes on the process server.
Definition: A unique identification code assigned to a process queue.
Synonym: Queue
Usage: After creating a process queue ID in the Maintain Queues screen, you can submit processes to the queue for execution on the server. When you log in to the process server, you will indicate which process queue ID it should execute.
Definition: A workstation, other than the user's workstation, capable of executing Costpoint reports, computation functions, and postings. For more information about the process server, refer to Special Topic PM-1, "The Costpoint Process Server."
Synonym: Server
Definition: A process that is created when you submit a job by selecting the Submit to Queue function in the Options menu. The temporary process ID consists of the first five letters of the user ID of the individual submitting the process, followed by an underscore, the current hour, the current minute, and the current second (e.g., SMITH_123045).