Request access to chartstring

In order to book and access research infrastructure using RIMS, users from within UQ will need to create a project and nominate a chartstring (aka an account) from which any charges associated with the use of the facility will be debited.

NOTE: External users will be automatically assigned a placeholder chartstring to utilise when creating a project.

The Budget Holder or their delegate provides users with a valid chartstring to perform research infrastructure activities corresponding to the research project. The chartstring to be used will likely be a project-based chartstring (i.e. it contains a 5 fields, for example:1022201-01-101-31-123456) or in certain circumstances, an operational chartstring (containing 4 fields only; referred to here as an ‘Opal’ chartstring).

Use one of the following methods to add a chartstring to your user profile for use with a project.

PRECONDITIONS/ ASSUMPTIONS:

A RIMS user (e.g. researcher) should communicate with their Budget Holder (e.g. supervisor) to acquire an account number (chartstring) to be used for their project. Note: this step occurs outside of RIMS.

Chartstring already exists

User navigates to the Homepage of the facility in which they wish to book a system (instrument).

Click the Profile tab in the menu to view user profile page.

Scroll down to the ‘Financial Account Information’ section (see below).

If the chartstring (financial account) is listed as authorised to use (i.e. in the list of chartstrings within ‘Financial Accounts available for use' – see above), Budget Holder approval is not required to be able to associate the chartstring with a project request. Note: Users will however still require Budget Holder approval to use for all new projects that are created.

Requesting a new chartstring authorization

If the user does not have the chartstring listed in the ‘Financial Accounts available for use’ table, the below steps are followed to acquire chartstring approval so that a user can select it in a project request.

Click “New account authorisation request” (see below), and the Account authorization request window opens.

In the ‘Account authorisation request’ window (see below), under ‘Select an account type’;

Select ‘Project Chart String’ from the dropdown list to input a chartstring into the system;

Note: In some instances, the user will select ‘Operational Chart String’, in which case the same steps are followed from here.

User enters a fragment of the chartstring in the ‘Select or create an account’ search bar (see below) to narrow down chartstring results. A drop down of chartstrings matching the entered fragment will appear and propogate as further text is entered. Once the required chartstring appears, select it by clicking on it.

Note: If it does not appear in the list, see instructions further below in 'Chartstring does not exist'.

The user should verify account details as they pre-populate in the description and account fields (see below).

Then click on “Save”;

Once the user clicks ‘Save’, the request is automatically approved and the chartstring is added to the list of chartstrings available for the user to assign to a project.

Note: If an invalid chartstring is entered, an ‘Account update error’ will appear as follows;

Chartstring does not exist

User navigates to the Homepage of the facility in which they wish to book a system (instrument).

Click the Profile tab in the top ribbon menu to view User profile page.

Scroll down the User Profile page to the ‘Financial Account Information’ section (see below).
Click 'New account authorisation request';

The Account authorization request window opens (see below);

Click the 'Create a new account' link (see below) – located beside the ‘Select or create an account’ text box;

The ‘Create a new pending account’ window opens (see below),

Enter the separate fields of the chartstring [1], i.e. “Opal Unit”, “Site Code”, “Fund Code”, “Function Code”, and “Project Code”. (These fields contain the set of five numbers that make up a project chartstring). See below for example;

Chartstring example:

1234567 – 01 – 101 – 41 – 123456;

Opal Unit Site Code Fund Code Function Code Project Code

1234567 – 01 – 101 – 41 – 123456

Click ‘Save’ bottom right;

Upon clicking ‘Save’, the user receives a ‘The request is complete’ message.

Note: If an incorrect or incomplete chartstring is entered, the message “This chart formatted account is not valid” will appear at the bottom of the request - The user cannot proceed. (In this case, the user should follow up initially with their supervisor or local finance team to ensure that the nominated chartstring is correct and valid. If it is valid then the user should contact the facility admin for further assistance.)

When a valid chartstring is entered completely, the first message in red vanishes, and the ‘Save’ button is available.

The user can now view these newly requested chartstrings under 'Pending authorisations' list (see below) on their ‘User Profile’ page (under the Profile menu tab on the Homepage);

Once the chartstring has been approved, it will be moved to the 'Financial Accounts available for use' table (under 'Financial Account Information'). Note, the 'Financial Account Information' section is found under the Profile menu tab in the user Homepage.

The user can then proceed to use the chartstring to create a project request.

The account/ chartstring will now be available to use from the dropdown menu in the ‘Project Creation Form’ (see below);

Note: A Budget Holder can still manage access to chartstrings through the ‘Group/ Account Management’ tab in their RIMS dashboard.