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Kuali@USC
Division of Financial and Business Services

GLOSSARY of Terms for Kuali@USC

See acronym lists for additional information: New Systems Acronyms | USC Acronyms

A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z

Acknowledgment Routing
a workflow action request in which 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.

Abbreviations & Acronyms (USC)
The abbreviations and acronyms listed on this page may be useful to any member of the USC community, whether 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.

Advance Deposit
a direct bank deposit recorded with no verification through the normal cash receipt process. Used by departments that transact their own bank deposits, without processing through the Cashier’s Office, the Advance Deposit eDoc distributes the deposit to the appropriate accounts. The originator of an Advance Deposit eDoc is responsible for ensuring that the actual bank deposit is made.

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 his/her action list and continues routing.

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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 do 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.

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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.

Disencumbrance
the removal, relief or reversal of an existing encumbrance or pre-encumbrance. A disencumbrance indicates that all or part of the original encumbrance has become an actual expense or is no longer expected. In the Kuali Financial System (KFS), authorized users can utilize the Pre-Encumbrance eDoc to request the reversal of an existing pre-encumbrance created in KFS.

Doc Search (Document Search)
an option in Kuali that enables you to search the system for eDocs in one of two ways: Basic Search or Detailed Search. 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.

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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 an abbreviation for "Existing Financial System," a term used to refer to the university's legacy system, as compared to KFS, which is the Kuali Financial System.

encumbrance
a specific amount of funds reserved in a given account to cover anticipated future expenditures (e.g., purchase orders, salary commitments, etc.) that are chargeable to that account, but do not yet need to be paid. (See also Pre-Encumbrance.)

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

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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. The document can no longer be modified or edited.

FIS
the legacy Indiana University Fiscal Information System application that determines the baseline KFS 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.

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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 account balance information from the General Ledger. Some examples are the Available Balances inquiry, the General Ledger Entry inquiry and the Funds Availability inquiry.

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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. KEW is primarily used for a group of eDocs that are not processed in the Kuali Financial System (KFS), but are routed for review and approval using the same workflow technology.

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 Endowment Module (KEM)
  • Kuali Research Administration (KRA)
  • Kuali Enterprise Workflow (KEW)
  • Kuali Nervous System (KNS)

Kualifier
Kualifier is a hands-on introduction to the Kuali Financial System provided by the Kuali Foundation. Click 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.

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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.

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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).

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Poster and Scrubber
the poster and scrubber are two batch processes in the General Ledger module which run nightly to post and validate new data for the General Ledger tables.

Pre-Encumbrance
a special type of encumbrance (defined earlier in this glossary) that sets aside funds in a given account for which unofficial commitments have already been made. In the Kuali Financial System (KFS), authorized users can utilize the Pre-Encumbrance eDoc to request a pre-encumbrance, or to request the reversal of an existing pre-encumbrance created in KFS.

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.

Program code
a chart field that satisfies community college reporting requirements. If entered, it is displayed on all eDocs.

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.

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Region Code
alternate term for the Home Department Code

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.

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Scrubber
one of the two batch processes in the General Ledger module, which are run nightly to post and validate new data for the General Ledger tables. (See Poster and Scrubber.)

Shibboleth
the technology which powers the USCnet login.

Status
see Document Status or Route Status.

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USC Acronyms
USC Acronyms are listed on this page. Useful for the USC community whether someone is 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 "@usc.edu." 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 213-740-5857.

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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.

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