Adding a New Fund to OSCAR

(rev. April 8, 2003)

Menu Access:

     Order and Receiving Subsystem (O)
     Additional Ordering and Receiving Functions (A)
     Financial Functions (F)
          enter initials and password
     Maintenance of Financial Files (M)
          enter initials and password

Adding a Fund:

1. Select Fund File Maintenance (F)
   
2. Select: Add an entry (A)
   
3. Code — enter the 3-5 letter code for the fund i.e. rafr5
   
4. Fund name — enter the fund name i.e. Trademark Rare; press return
   
5. External Fund — enter the external fund number which corresponds to the
   University account for this fund i.e. 001 (011000 65702 Contin)
   
6. Code 1, code 2, code 3, note 1, note 2 — these are free text fields
   which we do not use at present; press return for each
   
7. Review the list of funds above visually to determine that
   the fund code has been entered and filed alphabetically

Adding Fund to Reports:

All new funds should be added to at least 3 reports:

• Materials budget (report # 38)
• Funds by type (report # 22)
• Report for the collection manager

The new fund may also need to be added to other reports as directed by the Assistant Director for Technical Services.

       For Example, all prepay funds are also added to the Prepays Report (report #46).

Use the Menu Access instructions above then the following two steps for updating all reports:

1. Select Group Funds for Reports (G)
2. Select number of the report to be updated

Materials Budget (report no. 38)

1. Select number of the subgroup -- will be similar to the area of responsibility that the collection manager has, such as E. Asian/Chinese
   
2. Select type of fund, such as unit, friends, continuation
   
3. Select: Insert or add another fund
   
4. Enter position so that new fund will file alphabetically
   
5. Key fund code
   
6. Quit to return to the previous menus
   
7. Make changes permanent: Y (If you made a mistake this is the time to answer N)
   

Funds by Type (report no. 22)

1. Select type of fund, such as unit, friends, continuation
   
2. Select: Insert or add another fund
   
3. Enter position so that new fund will file alphabetically
   
4. Key fund code
   
5. Quit to return to the previous menus
   
6. Make changes permanent: Y (If you made a mistake this is the time to answer N)
   

Collection Managers' Report

1. Locate report grouping for the correct collection manager
   
2. Select number of the report to be updated
   
3. Select type of fund, such as unit, friends, continuation (if the collection manager has multiple subjects you may first have to select the subject category for the fund)
   
4. Select: Insert or add another fund
   
5. Enter position so that new fund will file alphabetically
   
6. Key fund code
   
7. Quit to return to the previous menus
   
8. Make changes permanent: Y (If you made a mistake this is the time to answer N)

When a collection manager resigns, a temporary collection manager is usually assigned to manage the fund until a new person is hired. The existing report for the collection manager is retained in tact. The name of the report is changed to the name of the temporary collection manager followed by a brief subject designation. For example, Mary Scott assumed responsibility for Physics when David Mays resigned. Rather than integrating the Physics funds into Mary's current report for Mathematics, the name of the Physics report was simply changed to Mary Scott (PHY). Once a new collection manager (Jane Duffy) was hired, the name was changed to that collection manager (Jane Duffy) rather than having to be reconstructed.

If the fund is a Friends fund, it should also be added to the report for Friends Office.

Word Processed List of Funds and Collection Managers:

The new fund should be added to word processed list kept in ASA along with the collection manager. This list will be redistributed regularly though not every time that a new fund is added. It is also posted on the web at:
http://library.osu.edu/staff/techservices/fundco1.php


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Page last modified: 8 November 2011

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