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To
search for information throughout the ERA system...
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A "wildcard" character, usually * or ?, is a
special character that represents one or more other characters in a word. Wildcards (i.e., * or ?) are not
required to search in the ERA system; they are implied before and after the specified text.
Therefore, enter a correctly spelled word in its entirety for the most accurate results. Because
the wildcard characters are implied both before and after the search text entered in the ERA system, even
one or a few characters will yield results.
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Search
text may be entered in either upper or lower case. |
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If
necessary, omit problematic character combinations of the name for which you
are searching.
Example:
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McCormick
or Mc Cormick
Try instead - Cormick |
| Example: |
O'Connor,
Oconnor, or O Connor
Try instead - Connor |
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For a loose match, begin your search with a broad term or minimal amount of text; for a strict match,
narrow the search by adding more text. |
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It
is not necessary to enter search data into every field on the screen. There
are several different criteria you may use alone or in combination to search for information. |
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Use
drop down lists whenever possible to specify the data in a given field. This
helps to limit the search without errors in spelling, format, etc. |
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For a quick search, use unique identifiers, e.g., User ID, Organization
Code, and Tracking Number, when available. |
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NOTE:
The more search criteria you use, the faster your search will execute
with narrower results. |
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Information for the Account Lookup pulls from the Financial Information
System (FIS) Account Table. |
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The
Chart of Accounts must be specified. |
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To
do a quick search, enter the Chart of Accounts and the Account Number. |
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If
you do not know the Account Number, enter the Chart of Accounts and
a minimum of one character in the Organization Name field to initiate
the search. |
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If
the Account Number cannot be found, return to the Cost Share screen
by selecting the Cancel button, then specify only the Organization
on this section. |
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Information for the Agency Lookup is pulled from the Financial Information
System (FIS) Agency Table. |
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To
search, at least one field on the Agency Lookup form must contain
search criteria. Enter at least one character in one of the form fields or choose an Agency Type
to initiate the search. However, in this case the results returned will be very broad.
For best results, enter more specific criteria. |
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To
do a quick search, enter the Agency Number (i.e., 12610). |
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If the results do not yield a satisfactory match it may be that the Agency does not exist in the reference
table. Please feel free to e-mail the system administrator
to add a new one. |
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If
a specific Agency will be named at a later time, select the Agency
To Be Named option. |
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NOTE:
It is very likely that the Agency Name will already exist in the system
(especially federal Agencies). Please ensure that the correct name
or partial name was used in the search prior to contacting the System
Administrator. |
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One
of the following fields must contain some text to initialize the search (these mandatory fields are denoted
with an * on the form):
- Tracking Number
- Agency Full Name
- Project Director's Last Name
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To do a quick search, enter the correct Tracking Number to find an
existing Budget. |
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NOTE:
When completing a Budget Form, the Tracking Number appears at the top right
of each data entry screen. It is good practice to
note this number early in the entry process. |
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Select
a Status designation from the drop down list for a comprehensive listing
of all Budget forms with the specified Status. |
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Enter at least a portion of the Project Director's last name to narrow the
search. |
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Enter
the start or end date of the Budget to narrow the search. |
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NOTE:
The more search criteria you use, the faster your search will execute
with narrower results. |
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Information
for the Project and Co-Project Director Lookup is pulled from the Financial
Information System (FIS) Project Director Table. |
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To do a quick
search, enter the Project or Co-Project Director's User ID. |
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If you do not
know the User ID, enter at least one character from the Director's last name to initiate the search. |
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If the results do not yield a satisfactory match it may be
that the name does not exist in the reference table. Please feel free to
e-mail the system administrator
to add a new one. |
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If the Project
Director will be named at a later time, select the Personnel To Be
Named option. |
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Keyword information
is updated periodically based on the Community of Science (COS) listing.
Users can access the COS Keyword database at:
http://www.cos.com/reference/keywords.html.
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Keyword categories include the following: |
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Agriculture, Food Sciences, Foods
- Arts, Humanities, Cultural Activities
- Behavioral or Social Sciences
- Education
- Energy
- Engineering
- Geographical Terms
- Health and Safety, Medical Sciences, Biomedical
- Law
- Management or Commerce
- Other (Any or All Disciplines)
- Science and Technology, Mathematics, Computer Science |
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To
search for Keywords in the ERA system, enter a minimum of one character
to initiate a search, though, more specific criteria will generate narrower results. |
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Information
for the Organization Lookup is pulled from the Financial Information System
(FIS) Organization Table. Generally, Organizations specified as FIS
type "H" (HRIS Organization) or "N" (Not Official)
should not be used in the ERA system. |
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The Chart of
Accounts must be specified. |
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To do a quick
search, select the appropriate Chart of Accounts and type in the Organization
Code. |
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If you do not
know the Organization Code, enter at least one character in the
Organization Name field to initiate the search. |
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It is unlikely
that the Organization you are searching for will not be in the table.
An exception may exist in the case of a new organization/department.
If you are unable to locate the Organization, e-mail
the system administrator to add a new one. |
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Information
for the Personnel Lookup pulls from the Indiana University Human
Resources Information System (HRIS) Person Table. |
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To do a quick
search, enter the person's User ID. |
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If you do not
know the User ID, enter a minimum of one character from the person's
last name to initiate the search. |
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If you are unable to locate
an individual, e-mail the system
administrator to add a new name. |
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If an individual will be named at a later time,
select the Personnel To Be Named option. |
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Information
for the Project Director Lookup pulls from the Financial
Information System (FIS) Project Director Table. |
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To do a quick
search, enter the Project Director's User ID. |
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If you do not
know the User ID, enter a minimum of one character from the Project
Director's last name to initiate the search. |
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If you are unable to locate
the Project Director, e-mail
the system administrator to add a new name. |
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If the Project
Director will be named at a later time, select the Personnel To Be
Named option. |
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To
do a quick search, enter the correct Tracking Number to find a Routing
Form. |
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NOTE: When
completing a Routing Form, the Tracking Number appears at the top right
of each data entry screen. It is good practice to note this number
early in the entry process. |
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Select a Status designation
from the drop down list for a comprehensive listing of all
Routing Forms with the specified Status. |
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Enter at least a portion
of the Project Director's last name to narrow the search. |
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In the ERA system,
you will only be allowed clearance to view Routing Forms if you qualify
as one or more of the following:
- Initiator of the form
- Included in the permissions
- Specified in the routing process
- Project Director, Co-Project Director, Contact Person, or Global Group User
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Information
for the Subcontractor Lookup pulls from the Financial Information
System (FIS) Subcontractor Table. |
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To do a quick
search, enter the Subcontractor Name. |
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If you do not
know the Subcontractor's name, enter a minimum of one character
to initiate the search. |
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If the results do not yield a satisfactory match it
may be that the Subcontractor does not exist in the reference table. Please feel free to
e-mail the system administrator to add a new one.
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^
Top of page |
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To
do a quick search, enter the correct Tracking Number. |
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NOTE: Please be aware that Tracking Numbers
will be different between different modules. In other words, the Tracking Number assigned to a Routing
Form will not match the associated Budget Form's Tracking Number. Tracking Numbers are assigned
sequentially each time a new form is created. |
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