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Creating Submissions

A submission represents a department's request for AI tool licenses. Each submission contains department information and one or more license requests.

Submission Structure​

Each submission includes:

Department Information​

  • Unit/Department/Lab Group: The organizational unit requesting licenses
  • Primary Contact Name: Person responsible for this submission
  • Primary Contact Email: Contact email for follow-up
  • Chart String: UGA billing code for pass-through charges

License Requests​

Each submission contains one or more license requests, where each request has:

  • MyID: The UGA MyID of the person receiving licenses
  • License Types: One or more of:
    • GitHub Copilot
    • Google Gemini
    • OpenAI ChatGPT
    • Anthropic Claude

Creating a New Submission​

Step 1: Navigate to New Submission​

Click New Submission from the Dashboard or navigation menu.

Step 2: Enter Department Information​

Fill in the required fields:

Unit/Department/Lab Group: College of Engineering - Computer Science
Primary Contact Name: John Smith
Primary Contact Email: [email protected]
Chart String: 1234-5678-9012

Optional fields:

UGA Term: Fall 2024
note

The UGA Term field may be required or optional depending on your system configuration.

Step 3: Add License Requests​

Click Add License Request to add a row for each user.

For each user:

  1. Enter their MyID (must be unique across all submissions)
  2. Check the boxes for licenses they need

Example:

MyIDCopilotGeminiChatGPTClaude
user1[x][x][ ][ ]
user2[ ][ ][x][x]
user3[x][x][x][x]

Step 4: Review and Submit​

  1. Review all entered information
  2. Check for validation errors (highlighted in red)
  3. Click Submit

Validation Rules​

The form validates:

  • Required Fields: Department, contact name, email, chart string
  • Email Format: Must be valid email address
  • MyID Uniqueness: Each MyID can only appear once in the system
  • License Selection: Each request must have at least one license selected

Editing Submissions​

  1. Navigate to the Dashboard
  2. Click on the submission row
  3. Click Edit button
  4. Modify fields as needed
  5. Click Save Changes

Deleting Submissions​

warning

Deleting a submission removes all associated license requests. This action cannot be undone.

  1. Navigate to the submission detail page
  2. Click Delete Submission
  3. Confirm the deletion

Duplicate MyID Handling​

The system prevents duplicate MyIDs at two levels:

  1. Pre-check validation: Before saving, the system checks if the MyID exists
  2. Database constraint: The database enforces uniqueness as a fallback

If you receive a duplicate error:

  • Search for the existing MyID using the Dashboard search
  • Contact the department that has the existing request
  • Coordinate to either update or remove the duplicate

Best Practices​

  1. Verify MyIDs: Confirm each MyID is correct before submitting
  2. Use Chart Strings: Ensure billing codes are accurate for proper pass-through
  3. Complete Contact Info: Include business manager for faster processing
  4. Review Before Submit: Check all licenses are correctly assigned

Multiple Chart Strings for the Same Department​

Since each MyID can only have one license request in the system (to prevent accidental duplicate license assignments and ensure accurate billing per person), but departments often have multiple chart strings for different projects or teams, you'll need to create separate submissions for each chart string.

How It Works​

  • Each submission has ONE chart string
  • Each MyID can only appear ONCE across the entire system
  • To use different chart strings for the same department, create multiple submissions

Example Scenario​

Your department (OMC) has two different chart strings for different teams:

  • Pubs Team uses chart string: 12-34-56-78-90
  • Web Team uses chart string: 99-88-77-66-55

Solution: Create two separate submissions

Submission 1:

Unit/Department/Lab Group: OMC-Pubs Team
Chart String: 12-34-56-78-90
License Requests:
  - sa12345 (Copilot, Claude)
  - sa67890 (ChatGPT, Gemini)

Submission 2:

Unit/Department/Lab Group: OMC-Web Team
Chart String: 99-88-77-66-55
License Requests:
  - sa11111 (Copilot, ChatGPT)
  - sa22222 (Claude)
Pro Tip

When creating multiple submissions for the same department, append an identifier to the department name to make tracking easier. For example:

  • OMC-Pubs Team
  • OMC-Web Team
  • Engineering-Lab A
  • Engineering-Lab B

This makes it clear which submission is for which group and helps with reporting and tracking.

Key Points​

  • MyID Uniqueness: Each person (MyID) can only receive licenses through ONE submission
  • Chart String Flexibility: You can have as many submissions as you need for different billing codes
  • Department Naming: Use descriptive names with identifiers to distinguish between submissions
  • No Limitations: There's no limit to how many submissions you can create for different chart strings