USAS User’s Manual –
Chapter 5 – Profiles
Overview of Profiles
About this Chapter
This chapter explains the purpose of USAS profiles and shows the relationship between profiles. In USAS, profiles provide processing rules, record data information, and establish the relationship between data elements.
Profiles have four characteristics which distinguish them from other types of USAS screens:
- Action Line
- Effective Start Date
- Effective End Date
- Status Code
Control Key
A Control Key is a group of data elements that uniquely identifies a specific record in a profile. The elements of a Control Key can be entered in order to recall a profile record.
Note: The Control Key for a record cannot be changed after the record has been added.
Agency is the Control Key for the following Profile Screen. There is only one D02 Agency Profile record for each state agency, so the agency number uniquely identifies the record. Control keys for each screen are in the USAS Coding Instructions.
A picture of the USAS Agency Profile screen
TEXAS SD02 UNIFORM STATEWIDE ACCOUNTING SYSTEM 10/29/95 10:14 AM
LINK TO: AGENCY PROFILE
ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)
AGENCY:
TITLE:
ADDRESS LINE 1:
ADDRESS LINE 2:
ADDRESS LINE 3:
CITY STATE: ZIP:
PHONE:
DOC TYPES REQ. APPROVAL TO POST:
AGENCY GROUP: AGENCY TYPE: AUD:
GAAP FUNCTION: CASH BASIS FUNCTION: LBB FUNCTION: ACO:
FIXED ASSET IND: (Y OR N) USAGE IND: (I OR R) ARTICLE:
DATA RELATED (1-40)
ERRORS (41-80)
1234567890123456789012345678901234567890
FUND RELATED (1-40)
ERRORS (41-80)
CONTROL INDS-1: 2: 3: STATUS CODE: A
EFF START DATE: 10291995 EFF END DATE: LAST PROC DATE:
F1-HELP F3-END F4-INTERRUPT F6-PROCESS
Definition of Action Value
An action value enables a user to perform specific actions on a profile record. Action Values are entered in the Action field.
Types of Actions
A user may choose from five action values:
| A | Add a profile record. |
|---|---|
| R | Recall a profile record. |
| C | Change the data on a profile record (except the Control Key). |
| D | Delete a profile record. |
| N | Next record in the profile table (sorted by Control Key). |
Status Code
Profiles are either active–A, or inactive–I, for system processing. Active profiles are recognized as available information. To exclude a profile record from being used during system processing, a user may choose to change a profile to inactive status rather than delete it.
Effective Dates
Profiles have effective start and end dates. The effective start date is the day a record becomes available for system processing. If no value is entered for the effective start date, the system assigns the current date. The effective end date is the last day the profile is available for system processing.
Agency vs. Statewide Profiles
Agencies establish and maintain agency profiles to meet specific needs. Statewide profiles are established and maintained by central agencies and affect more than one agency.As a general rule, agency profiles have agency number as part of the control key because the records created in that profile are agency specific.
Profile Hierarchies
The diagram on the next page shows the order in which profiles must be established by state agencies and central agencies (the Comptroller of Public Accounts, the state treasury, the Texas Building and Procurement Commission, and the State Auditor).
Profiles must be established in a specific order because data in one profile is often interrelated with information contained in other profiles.
Note: For field information on USAS profiles and screens, see the USAS Coding Instructions.
Note: A hard copy of established profile records can be obtained by requesting a DAFQ report. Refer to Chapter 13 – Reporting in the USAS User’s Manual.