FAQ

How can I start using GUS?

Before you decide if GUS is the best tool for your needs, you should first see how it is being used by other departments and compare GUS’ functionality to your own departmental business processes.

The GUS Executive Committee and the GUS Development Team can help you find other users. They can also help answer your questions.

You may find that in adopting GUS you will need or want to change some of your existing business processes. This should be carefully thought out. The experiences of other GUS users can be extremely helpful with this. Time spent carefully planning the transition will be time very well spent.

If you conclude that you want to move onto GUS the next step is to contact the GUS Executive Committee with your request.

The committee will evaluate your needs and our ability to provide support. They will also ask that you find one or more “mentor” departments to help support you during the transition and training process.

If the committee determines that we are able to support you at this time, you’ll need to purchase appropriate 4D software licenses. We will also need to identify a computer to act as a server. GUS can then be installed and the transition and training can begin.

How much does GUS cost

Costs vary depending upon how your particular GUS installation is configured.

Assuming you already have a suitable computer for a server, you will need to purchase a license for 4D Server and an appropriate number of client licenses. Prices may vary depending upon how this is purchased. Contact the GUS support team before you make a purchase.

Here are some general estimates: (August, 2009)

  • 4D Server + 2 client licenses ~$1,000.
  • Additional client licenses $340. each, 5 for $1,500.
  • Web Apllication Expansion $600. (for GUS reports on the web)
  • GUS no charge.

If you choose to use the Contracts & Grants module of GUS you will also need 4D Write Pro licenses.

  • 4D Write $125 (1 needed for each person who uses C&G)
  • 4D Client free (you pay for the licenses)

The prices above are one-time, not annual, expenses. 4D supports the current version plus one version back. The GUS team tries to keep the campus on a 4D version cycles have historically occurred about every three years.

If you do not have a computer to function as a server, you will need to obtain one as well. Costs for a server computer can vary widely. In general you will not need the latest and greatest hardware. The most important factors are: sufficient ram, network connection speed and hard disk speed. We have many departments using a Mac Mini as their server. ($600 - $800)

Please contact the development team support@gus.ucsb.edu for more detailed information.

How do I install the 4D Client?

We will make the currently supported 4D versions available on the downloads page, under a section for 4D client.

What should I do if GUS is acting strangely?

Make sure it’s only acting strangely on your computer. Try logging in from another computer, or ask another user if they’re experiencing similar problems also. If it’s working from other workstations, then the problem may be with the copy of GUS that the 4D system copies to your local machine.

The second thing to try is to force the reload of your local cache. The reason is that 4D tries to minimize network traffic by storing some server code on your local computer. Sometimes this local store gets out of sync and needs to be refreshed.

  1. Log out of gus

  2. When you log back in, you should see this window:

    reload-cache1

  3. Single-click on your department entry to select it. Most users will only see one entry)

  4. Click on the ‘Custom’ tab at the top of that window

  5. Check the little checkbox:

    reload-cache2

  6. When you click ‘OK’ there may be a slight delay during the login process. This is normal.

If neither of the two approaches mentioned fixes the ‘weirdness’, feel free to contact us so that we can help you investigate.

Is this the new GUS website?

Yes, it is. The value of the previous website was in the documentation. We have just completed collaboration period for the community edits to the documentation content. This is a product of a collaborative effort between technical and business stakeholders. It is a work in progress. Let us know if you would like to contribute.

Where is the old documentation?

The GUS team has an archive of the old documentation, videos and PDFS. If you would like to see a bit of history, take a look at the Legacy PDFs

Why did you remove the videos and PDFs?

While the old documentation represents a significant on the part of many individuals to present something valuable to the GUS community, it has not been updated to keep in step with the changes in the software product. We would rather have some accurate information than a lot of information that is mostly accurate.

What’s the difference between GUS and 4D?

GUS is a program that was written to run in 4D. You need 4D to run GUS. If GUS were a spreadsheet, 4D would be Excel.

Since the programmers are constantly working to improve GUS, there are versions of GUS. 4D occasionally comes out with new versions as well. For example, you may be running GUS 6.62 with 4D v13.5. Unfortunately, this causes a good deal of confusion about the difference between GUS versions and 4D versions. In order to minimize the confusion, we have begun to name the GUS releases to match the 4D version that it was tested against. In addition, we try to keep the whole campus running the latest stable release.

Call us at 893-5219 if you still have questions.

How can we manage GUS users for our department?

The GUS system was designed to work in departments with minimal IT staff. An MSO or other financial manager will have a copy of the Administrator password which is used to log into GUS as the Administrator.

admin_login

Select edit access from the utilities menu:

edit_access

If you will be replacing a user, we recommend changing the password of the user who has left. Then to create a new user with the same permissions, select the user who left and from the bottom of the window, click ‘duplicate user’.

duplicate_user

If you would like to distinguish users who no longer work in your dept, you can rename them. If you prepend an ‘x’ on their name then all past employees will show up at the bottom of the list.