University of Southern California

Research

GLOSSARY of Terms for Kuali Coeus

A

Acknowledgment Routing

a workflow action request that the user states he or she has reviewed the eDoc. A request for acknowledgement will not disrupt eDoc routing. An eDoc with no pending approval requests but with pending acknowledge requests is in “Processed” status.

Acronyms (USC)

USC Acronyms listed on this page may be useful to any member of the USC community whether you are new to USC, or a long-time Trojan…

Action List (where you can find items waiting for your review or approval…)

a list displaying eDocs that have been routed to you with a requested action (e.g., Approve, Acknowledge, or FYI). An eDoc will appear in your action list only when your action is requested, and will disappear after you have taken action on it. You can configure action list preferences and filters, as desired.
See also: FAQ: What is an ‘Action List’? And how do I control Action List emails?

Ad Hoc Routing

manually defining or altering the route path of an eDoc so that it will be forwarded with a requested action (Approve, Acknowledge, or FYI) to a user or group that otherwise would not receive it.

Advisory Group

a group of people who make decisions on basics of implementation using results of Project Team analysis.

Approval Routing

the assigned approver must either approve or disapprove the eDoc for it to continue routing. When a user approves an eDoc, it is removed from their action list and continues routing.

C

Cancelled Status

document has been cancelled, no further routing or action will occur.

Community Sourcing

a model for the purposeful coordination of work in a community. It is based on many of the principles of open source development efforts, but community source efforts rely more explicitly on defined roles, responsibilities, and funded commitments by community members than some general open source efforts.

Custom attribute

a business element or “attribute” that may be created in Kuali and added as a field to any maintenance document. It may be used to extend business or organizational concepts that are specific to an institution and beyond the basic Kuali design. Examples include assigning an account level in an organization hierarchy, linking project accounts, linking departments in a project, or linking accounts to cost pools.

D

Disapprove

a workflow action that allows an authorized approver to indicate that an eDoc does not represent a valid transaction request in that user’s judgment. A Disapprove action from any single approver terminates an eDoc and prevents it from proceeding to its destination in the system (e.g., the General Ledger, Chart of Accounts, etc.). The initiator and any previous approvers will receive Acknowledge requests indicating that the eDoc was disapproved.

Disapproved Status

an Approver has Disapproved the document, no further routing or action will occur.

doc search (Document search)

an option in Kuali that enables you to search the system for eDocs in either of two ways: In a Basic Search, you can locate eDocs by searching for a combination of a few general document properties, such as Document Type or Document ID, whereas a Detailed Search enables you to use a greater variety of document properties as search criteria.

Document Number (or Doc Nbr)

a unique, sequential identification number assigned automatically to each eDoc by the Kuali system.

Document Status

the current status of an eDoc in the course of its workflow routing. (Synonymous with Route Status.)

Document Title

When an eDoc is created, whatever is entered in the Description field becomes the Document Title, which is displayed when the eDoc appears in the results of a doc search or in a user’s action list. The Description field is usually completed by the document’s initiator, except in the case of eDocs generated by the system itself (e.g., KFS eStatement or KEW Course Scheduling eDoc), for which the Description field is populated automatically by the system.

Document Type

the unique name or abbreviation that is used to distinguish between the different eDoc types.

E

eDoc

A transaction that is routed through the Kuali system…
The term “eDoc” is short for “electronic document”, an online business transaction initiated in a Web-based form and routed electronically through a prescribed sequence of approvers. When the eDoc has been through its entire approval process, it is maintained in a database for future reference.

EFS

The EFS is a term used to indicate the Existing Financial System, as compared to KFS which is the Kuali Financial System.

Enroute Status

a document with this status has been submitted to routing; it is now awaiting review and approval or disapproval.

F

Final Status

a workflow routing status indicating that the eDoc has been routed and has no pending approval or acknowledgement requests. There may still be pending FYI requests. It can no longer be modified or edited.

FIS

the legacy Indiana University Fiscal Information System application that determines the baseline Kuali Financial System functionality. It is a client/server application developed in the 1990s.

FYI Routing

a workflow action request that can be cleared from a user’s action list with or without opening and viewing the eDoc. A request for FYI will not disrupt eDoc routing. An eDoc with no pending approval requests but with pending FYI requests is in “Final” status.

I

Initiator

the Kuali user who creates (initiates) an eDoc. Some eDoc types can be initiated by any Kuali user, whereas others can only be initiated by a user who has been assigned one or more special roles.

Inquiry

a pre-defined search process in the Kuali system that enables a user to look up award information from Kuali Coeus.

K

KEW (Kuali Enterprise Workflow)

a general-purpose, content-based, electronic routing infrastructure and workflow engine, in which approval routing is based on institutional or departmental business rules and policies.

Kuali

(ku-wah-lee) 1) kitchen wok – humble utensil which plays an important role in a successful kitchen, 2) Kuali Financial Systems – collaboratively developed, modular financial information system for higher education, 3) Community sourced development effort for distributed services in higher-education, including:

* Kuali Financial Systems (KFS)
* Kuali Coeus (KC)
* Kuali Enterprise Workflow (KEW)
* Kuali Student System (KSS)

Kualifier

Kualifier is a hands-on introduction to the Kuali Financial System provided by the Kuali Foundation. Click here to see KUALIFIER in use and read more.

Kuali Nervous System (KNS)

underlying infrastructure code that any Kuali module may employ to perform its functions. The KNS is a set of functionality common to many modules. Examples include creating custom attributes, attaching electronic images, uploading data from desktop applications, lookup/search routines, and database interaction.

M

Maintenance document

an eDoc initiated to create or modify, i.e., “maintain”, a Kuali table record. Maintenance documents can be initiated from the Menu for a large variety of attributes, e.g., Account, Account Delegate, Object Code, Project Code, etc.

N

Namespace

an organizational concept used in computer data systems, a namespace is a kind of container used to group items together in a way that (1) provides an identifiable context for those items, and (2) makes it possible to distinguish between separate items that may have identical names, but different contents and purposes.

* For example, all of the individual files on your computer reside in directories called folders, and each of those folders is a namespace. You cannot place two files named “readme” in the same folder, but you can have multiple files with that name on your computer if each of the identically named files is in a separate folder.

In the Kuali system, the namespace concept is used to associate items with a particular application or module. Namespaces are also used to maintain hierarchical groupings of related items, such as eDocs, workflow categories (Financial Processing, Course Scheduling, etc.), user roles, user groups, and so on.

node (or route node)

a point in the progress of an eDoc through its defined workflow route path. Once they have been submitted, eDocs move through a series of nodes, the most common of which involve pending action requests (e.g., Approve, Acknowledge, or FYI).

P

Processed Status

a routing status indicating that the eDoc has no pending approval requests but still has one or more pending acknowledgement requests. At this stage, eDocs commit and finalize in KFS and financial eDocs will impact the General Ledger. There may be FYIs outstanding.

Project Team

a group of people who conduct the analysis of of what Kuali offers in a given functional area. Results are presented to the advisory group for implementation decisions.

R

reviewer

any Kuali system user who has received an eDoc in his/her action list with an Acknowledge or FYI action request.

RICE

Kuali Rice represents the middleware components or software tools that simplify the development, implementation and maintenance of all Kuali Applications.

Role

users are assigned various roles, which define their system access and functionality.

Route Log

a table that can be displayed for any eDoc, showing its routing history and a detailed list of Actions Taken and pending Action Requests.

Route Status

the current status of an eDoc in the course of its workflow routing. (Synonymous with Document Status.)

Routing

the workflow defined within the system for a given document. Valid routing types include: Acknowledgement, Approval, Ad Hoc, FYI, are assigned various roles, which define their system access and functionality.

S

Shibboleth

the technology which powers the USCnet login.

Status

see Document Status or Route Status.

U

USC Acronyms

USC Acronyms are listed on this page, for the USC community whether you are new to USC, or a long-time Trojan…

USC NetID

your assigned user name for logging in to USCnet, ITS’ computer network for the University of Southern California. Your USC NetID is the first part of your original (official) USC e-mail address; the part before the “@”. For example, if your email were ‘ttrojan@usc.edu’ then your USC NetID would be ‘ttrojan’. If you have changed your email address while working at USC, your USC NetID would still be based on the original assigned email address.

Problems logging in? Call 213-740-5555.

W

workflow

the electronic routing of an eDoc to its approvers and reviewers in a prescribed sequence, according to established business rules and the eDoc content. (See also KEW / Kuali Enterprise Workflow.)

Workgroup

a group of users designated for eDoc routing that share a common business function or “role” within Kuali. EDocs may be routed at any point in their approval to individuals or workgroups. Workgroup approvals may require approval of all workgroup members or any one member.