Long Distance Services Admin Help

The ADMIN features of the Long Distance Services (LDServices) application allows you to assist with managing long distance accounts on behalf of the campus department.

There are no budget limitations on the ADMIN pages therefore this role is usually assigned to UW Information Technology Business & Finance or Help@u staff or to UW Central Administration staff.

You need to know a budget or a specific account number for DirectDial or UWATS.

Using LDServices ADMIN pages you can:

  • Manage budget information (including PCA codes) for existing accounts.
  • Associate meta-data such as end-user UW NetID and comments with an account.
  • Create new Direct Dial and UWATS/UWDirect accounts.
  • Deactivate accounts which are no longer needed.
  • Mass Budget update or view lists of accounts per budget.
  • Update the Billing Schedule message to be shown on the Home page (to be read by campus department Account Managers).

The LDServices ADMIN application is divided into five main functions: Home, Direct Dial(Admin), UWATS(Admin), Mass Budget Update, Billing Schedule.

There are slightly different features offered to the campus department Account Managers because their list of budgets is determined in Astra while you have no budget limits as an Administrator. The LDServices documentation for campus department "Account Managers" is in the Long Distance Services Help page.

Home

The Home page provides some general information about the application as well as Billing Schedule information.

The Billing Schedule component located on the Home page lets the campus departments know the date the Long Distance bill is scheduled to be processed and when the cut-off is for changes to long distance accounts to be reflected on the bill. As an Admin, see how you can modify the Billing Schedule message.

Direct Dial (Admin)

A Direct Dial account represents a telephone that has been configured to allow long distance calling by simply picking up the phone and dialing 1 plus the number you would like to call. This service is also sometimes referred to as "toll calling" or "unrestricted calling." For more information about the Direct Dial service see UW Information Technology Web Site.

On the LDServices DirectDial(Admin) pages you can:

  • Add or Update a single Direct Dial Account
  • Change budget number and other information for a single account
  • Activate or Deactivate a single account
  • View account history for a single account

Add or Update a single Direct Dial Account

The page has three parts:

  • Add or Update an Account form in the top of the page
  • Updating Account form in the lower part of the page
  • The History Table at the very bottom of the page

Add or Update an Account form

This form is located at the top of the "Direct Dial Authorization (Admin)" page and is used to either add or update a Direct Dial account. You simply enter a telephone number in the "Number" box and press the [Go] button which takes you to the Direct Dial Authorizations (Admin) page where you can update the information for a single account.

To view or update, you must know a telephone number to get the details of that account. You can enter the short 5 or 7 digit extension and it will be expanded to the 10 digit telephone number, then click [Go].

If you don't know the specific telephone number, you should use the Budget selection filters on the Mass Budget Update page.

  • UW NetID and Comment are not required fields, however without one or both of these fields research of the account becomes difficult. Please provide a UW NetID if known, and a descriptive helpful comment if the UW NetID is not known. Accounts without a UW NetID or comment, should be researched to find their owner.

To Add an account you type in the telephone number and click [G0]. NOTE: The telephone number should already be installed in the UW phone network; you are simply activating the "unrestricted calling" capability by giving it a budget.

Updating Account form

These fields are present on the form in the lower part of the Direct Dial(Admin) page...

Field Label Description
Number Read-only. The telephone number for the account.
Budget Number The budget number which will be billed for long distance calls made from this number
Task PCA code task
Option PCA code option
Project PCA code project
End-user UW NetID The UW NetID of the primary end-user of this telephone and will be used as the Billing Name
Comment Storage for any comment
Active Click the Active Box to update the turn on or off the checkmark.  "Checked" if this account is Active. "Unchecked" if the account has been deactivated

Add a new account

To add a Direct Dial account enter in the 5 or 7 digit extension or 10 digit number of the telephone you would like to enable Direct Dial Long Distance service into the Add or Update an Account form and press the [Go] button. If the number isn't currently set up for the Direct Dial service you will see a message that says ...

Account [nnn-nnn-nnnn] is not currently configured for the direct dial long distance service. Use the form below to activate it.

... and the Direct Dial account update page will be displayed with the telephone number filled in. Once you have the form filled out, press the [Add] button to create the account.

If you don't want to create the account you can press the [Cancel] button or simply type a different telephone number at the top in the Add or Update an Account form at the top of the page and press the [Go] button.

Change budget number and other information for a single account

To update an existing Direct Dial account you can either ...

  • Enter the 5 or 7 digit extension or 10 digit number of the account into the Add or Update an Account form at the top of the Direct Dial(Admin) page and press the [Go] button, and the Direct Dial(Admin) account update page will be displayed. Once you have the form filled out, press the [Update] button to save your changes to the account.
  • Or you may arrive at the same place starting from the Mass Budget Update table in the lower part of the mass budget update page.  Clicking on the telephone number in that table will take you to the "Updating account" form within either the UWATS (Admin) or Direct Dial (Admin).

If you don't want to change the account, you can press the [Cancel] button or simply type a different telephone number in the Add or Update an Account form at the top of the page and press the [Go] button.

View account history for a single account

To view a history of changes made to an account you can lookup the account in either of two ways...

If you already know the number you want to view...

  • In either the DirectDial(Admin) page or the Uwats(Admin) page, look the number up using the Add or Update an Account form at the top of the page.
  • View the history table which will be shown at the bottom of the individual account page.

If you don't know the specific number, you can start with a Budget number on the Mass Budget Update page...

  • Fill in the selectors and enter a Budget and press [Go]. Then at the bottom of the page you should see a list of accounts that match that criteria.
  • In the account table at the bottom, locate and click on an account number. This will take you to either the update account page for either Direct Dial (Admin) or the Uwats (Admin) depending on the type of account that you clicked on.
  • You can view the history table which will be shown at the bottom of the individual account page.

Activate or Deactivate a single account

You can Activate/Deactivate an account by updating the "Active" flag in the Updating Account form.

Direct Dial Account Deactivation

When a Direct Dial account is deactivated the telephone configuration will be updated so that it no longer has the Direct Dial service. The LDServices account for the number will remain available in a deactivated state until all outstanding calls have been billed (60 days). This is necessary so that budget information is available when the long distance bill is processed. After this period the account will be removed from LDServices.

Mass Budget Update form

The Mass Budget Update form is a "viewer" with "update" capability.

You will enter the selection criteria in the Select Accounts section at the top, then you have the option of using the Account Actions section in the middle of the page to assign a new Budget (and PCA Task/Option/Project) or you could click on a specific account number in the table and it will jump directly to the update page for that account.

Select Accounts section

Selection options Description
Active/Inactive selector Choose 'All' if you want to view both Active and Inactive, otherwise you will not see the full list.
Budget Status selector Choose 'All' or see the info about budget problems Budget Not Okay
Account Type selector Choose 'All' to view a mix of Direct Dial and Uwats accounts, otherwise choose one type of account
Budget A Budget Number is required
Task Optionally you may enter a Task within a budget, to narrow the accounts shown in the account table below
Option Optionally you may enter a Option within a budget, to narrow the accounts shown in the account table below
Project Optionally you may enter a Project within a budget, to narrow the accounts shown in the account table below

After entering selection criteria you press [Go] to get the list of accounts in the table near the bottom of the page.

The [Clear] button resets to the default settings of the selector criteria.

Account Actions section

Change budget information for multiple accounts

To change the budget number or PCA codes associated with multiple accounts first select the accounts you would like to change by checking the boxes located along the left side of the accounts table.

  • Then in the middle of the page, in the "Account Actions" section labeled "Change Budget info of Selected Accounts", you enter the new Budget (and/or PCA Task-Option-Project) info and press the [Change] button.
  • It will show you the results at the bottom.

Using the Select Accounts toolbar to change account filtering is helpful when doing bulk changes to accounts. For instance if you wanted to change all accounts from budget "A" to budget "B" you could change account filtering to only show accounts associated with budget "A". Then you could use the "select all" check box to select all accounts.

Budget Not Okay

In the context of the LDServices application a budget problem (status "Not Okay") refers to Budgets which are either no longer active, are about to expire, or have already expired.

Budget Problem Description
Budget No longer Active The budget status is not equal to "1". It is not open for posting and cannot be used for billing a long distance call. Change your accounts to a different Budget which is within your Astra authority.
Budget is about to Expire This is a warning that the budget has a 'current period end date' which is less than 60 days from now. Please get the budget's end date updated in the FIN system or change your accounts to a different budget.
Budget has Expired The budget has a 'current period end date' which is in the past. We might not be able to use this budget to bill your long distance calls. Change your accounts to a different budget or get the budget's end date updated in the FIN system (the central Financial system).
Budget is not in the file index The budget number is not present in the central Financial system's Budget Index table and cannot be used in this application

UWATS(Admin)

A UWATS account represents a unique 7-digit code assigned to individuals for the purpose of billing calls to their budget regardless of which telephone they use to place the call. Each UWATS code has been configured to allow long distance calling by dialing "77" then entering your UWATS code then the number you would like to call. UWDirect is used when calling in from outside of the University. For more information about the UWATS and UWDirect services see UW Information Technology Web Site.

On the LDServices UWATS(Admin) pages you can:

  • Add or Update a single UWATS Account
  • Change budget number and other information for a single UWATS account
  • Activate or Deactivate a single UWATS account
  • View account history for a single UWATS account

Add or Update a single UWATS Account

The page has three parts:

  • Add or Update an Account form in the top of the page
  • Updating Account form in the lower part of the page
  • The History Table at the very bottom of the page

Add or Update an Account form

This is the query form located at the top of the "UWATS/UWDirect Authorization (Admin)" page and is used to either add or update a UWATS account.

To view or update, you must know a UWATS number to get the details of that account. You can enter the exiting UWATS number, then press [Go].

If you don't know the specific UWATS number, you should use the Budget selection filters on the Mass Budget Update page to find numbers for a given Budget.

  • UW NetID and Comment are not required fields, however without one or both of these fields filled in, finding a UWATS code for a particular person when the UWATS code is not known becomes very difficult. Please provide a UW NetID if known, and a descriptive helpful comment if the UW NetID is not known. Codes without a UW NetID or comment, may not have an owner, and if the owner of the code can not be found, the code should be deactivated, and a new code issued when needed.

To Add an account you simply press the [Add] button at the top. When you have finished filling in the budget information in the form and press the [Add] button at the bottom of the form, a new UWATS code will be created and show to you.

These fields are present on the UWATS form

Field Label Description
Number Read-only. The UWATS number for the account.
Budget Number The budget number which will be billed for long distance calls made from this number
Task PCA code task
Option PCA code option
Project PCA code project
Service Level Choose one. The UWATS service level is used to grant approximate distance allowed for calls placed using this UWATS number.  A longer distance may possibly cost more. See rates at UW Information Technology Web Site
End-user UW NetID The UW NetID of the primary end-user of this UWATS number and will be used as the Billing Name
Comment Storage for any comment
Account ID A unique number associated with this UWATS account. The Account ID can be used when emailing to allow you to refer to the specific UWATS account without actually exposing the UWATS number
UWDirect Code The UWDirect code is a 2-digit suffix to be appended to your 7-digit UWATS number. The UWDirect service requires you to enter the full 9-digit number shown as your UWDirect number, see more information about UWDirect at UW Information Technology Web Site
UWDirect Active This checkmark is Checked if this UWDirect option is active for this UWDirect number. Unchecked if the UWDirect option has been deactivated
UWATS Active Checked if this UWATS account is active. Unchecked if the UWATS account has been deactivated

UWATS Add a new account

To add a UWATS/UWDirect account click the ADD button. The UWATS will be shown to you after you enter the billing information into the UWATS/UWDirect account update page will be displayed. Once you have the form filled out, press the [Add] button to create the account.

... and the UWATS account update page will be displayed with the UWATS number filled in.

Once you have the rest of the form filled out, press the [Add] button to create the account.

If you don't want to create the account you can press the [Cancel] button or simply type a different existing UWATS number at the top in the Add or Update an Account form and press the [Go] button.

Change budget number and other information for a single UWATS account

To update an existing Direct Dial account you can either ...

  • Enter the 5 or 7 digit extension or 10 digit number of the account into the Add or Update an Account form at the top of the Direct Dial(Admin) page and press the [Go] button, and the Direct Dial(Admin) account update page will be displayed. Once you have the form filled out, press the [Update] button to save your changes to the account.
  • Or you may arrive at the same place starting from the Mass Budget Update tablein the lower part of the mass budget update page.  Clicking on the telephone number in that table will take you to the "Updating account" form within either the UWATS (Admin) or Direct Dial (Admin).

If you don't want to change the account, you can press the [Cancel] button or simply type a different telephone number in the Add or Update an Account form at the top of the page and press the [Go] button.

View account history for a single UWATS account

To view a history of changes made to an account you can lookup the account in either of two ways...

If you already know the number you want to view...

  • In either the DirectDial(Admin) page or the Uwats(Admin) page, look the number up using the Add or Update an Account form at the top of the page.
  • View the history table which will be shown at the bottom of the individual account page.

If you don't know the specific number, you can start with a Budget number on the Mass Budget Update page...

  • Fill in the selectors and enter a Budget and press [Go]. Then at the bottom of the page you should see a list of accounts that match that criteria.
  • In the account table at the bottom, locate and click on an account number. This will take you to either the update account page for either Direct Dial (Admin) or the Uwats (Admin) depending on the type of account that you clicked on.
  • You can view the history table which will be shown at the bottom of the individual account page.

Activate or Deactivate a single UWATS account

You can Activate/Deactivate an account by updating the "Active" flag in the Add or Update an Account form.
The UWDirect feature may be Activated/Deactivated separately within an Active UWATS account.

UWATS/UWDirect Account Deactivation

When a UWATS account is deactivated it will immediately be made unavailable for UWATS calls. The LDServices account will remain available in a deactivated state until all outstanding calls have been billed (60 days). This is necessary so that budget information is available when the long distance bill is processed around the middle of the following month. After this period the account will be removed from the LDServices. Deactivating a UWATS account will also cause UWDirect service for the account to be deactivated assuming UWDirect was active on the account.

When UWDirect service for a UWATS account is deactivated it will immediately be made unavailable for UWDirect calls. This will not affect regular UWATS service for the account.

Billing Schedule

ADMIN users are allowed to update the Billing Schedule message, which will be shown to all the campus departmental people who are authorized in Astra as "LDServices Account Managers".

The Billing Schedule message should indicate when you expect to create the next LDBill and what Date and Time you expect to cutoff the last updates of LD Accounts: that would be the approximate time that you expect to be finished Editing the budgets on the mainframe (your last transfer of accounts from Fortune to the mainframe).

  • The Long Distance bill for a given month of calls is usually processed around the middle of the following month. Each bill usually contains one calendar month of calls.
  • Changes to Long Distance accounts will affect all unbilled calls. If the billing of last month's calls has not yet been processed, the account changes in LDServices will be applied to those unbilled calls.

Authorization

Authorization for the LDServices application is managed in ASTRA.

  • Get authorized as "Long Distance Services Administrator". If desired, you may also get authorized as a "Long Distance Services Account Manager" for specific budgets or organization codes.
  • Put how to get authorized info here
  • In the far upper right corner, the "green curved arrow" ICON next to your UW NetID is used for triggering a refresh of your Astra authorizations for this application... to be used if your list of budgets or organizations has just been changed in Astra.

Last modified: May 1, 2014