MEMORANDUM


Table of Contents

MEMORANDUM
  • BASIS I
  • BASIS II
  • Common

  • MEMORANDUM

    To:

    BASIS Steering committee
    Gerry Bomotti, Gene Buckley, Dick Cottrill, Tom Dorre, Allen Lacey, David Martinson, Susan Unger, and Bob Zimmerman

    From:

    W. David Wimberly

    Copy:

    Bill Moody, Colleen Briney, Bill Overby and William Rains
    BASISONE and BASISII discussion lists

    Subject:

    BASIS December/January status

    The lack of a December status report, which was due to the short month, may mean that this one stretches out a bit. It is very hard to be brief but informative, and there has been a great deal of activity. Before getting into project specific topics, I would like to provide the following general input:

    BASIS I

    Progress

    1. Significant progress has been made on the Leave Accounting module. A system overview describing this module has been prepared and reviewed, screen layouts have been prepared and reviewed, and detail data definitions have been prepared and are in review. The overview document and screen layouts were used for a presentation to selected departmental leave representatives so that we could gain feedback regarding the useability of the system as conceived. The presentation went very well with good input provided and no "show stoppers" (our worst fear). The overview has already been posted to the BASISONE list and can be provided to anyone desiring more information about this module.

      Since the basic concepts associated with the new leave accounting system have been accepted by the Human Resource Office and by the departmental leave representatives, a summary of changes represented by this system (and which may be considered significant) will be prepared for presentation to management.

    2. Significant progress has also been made in the development of facilities to replace the existing Title-Occupation table. Conversion programs have been written and tested and three maintenance programs and 6 listing programs have been generated. Although further clean-up work is needed and additional functionality remains to be added (help routines and de-codes), this process has gone very smooth and provided positive feedback regarding the program generator and the new NSM features. When completed, this sub-system will be used for demonstration and to train the core project team in the use of the NSM architecture.

    Major issues

    Item 1 identifies specific issues to be addressed for the leave accounting module and replaces the point previously included regarding hiring a new employee. All other items relate to subsequent modules of BASIS I, not currently being addressed.

    1. Primary outstanding issues for Leave Accounting include:

    2. Determine the requirements and methods to be used for defining, storing, and applying the Company/Cost Center distributions for use in charging out salary expenses.

    3. The means of performing available funds checking for salary/budget activity and for projecting future salary expenses requires further analysis.

    4. Specifics need to be defined regarding summer school budgeting and summer teaching appointments.

    5. Accommodation within the system needs to be planned for extra compensation and overloads.

    6. Security by value requirements, if they exist, must be defined.

    Plans

    See Figure 1 and Figure 2 for schedule information.

    BASIS II

    Progress

    1. Representatives from the core project team meet with Vice Chancellor Bomotti December 10th to discuss the Management Issues that had been presented November 4th. This list included items that represented some form of change over current policy, procedure, or practice. Sixteen of 21 points were discussed. The only area that could not be resolved dealt with tolerances that should be applied to the available funds check process and the impact on funds checking that a per order tolerance would have. The core team has spent considerable effort since defining the problem, refining recommendations, and in general beating the issue into the ground. An analysis and recommendation was delivered to Vice Chancellor Bomotti on January 29th. Another meeting will be needed to discuss that document, the remaining five items from the original list, and library purchase orders (see 5).

    2. A system overview and supporting data definitions were developed for the General Journal Interface Module (formerly the Transfer Module). These were reviewed by the core project team and are currently being revised based upon the input received. The next step will be to develop screen layouts for the functions that have been defined.

    3. An overview for requisition processing was prepared and distributed for comment to the core team. This was accompanied by revised data definitions for the 2 requisition files, the 3 bid solicitation files, and the 2 contract files. These have not yet been reviewed by the core team.

    4. A decision was made to build a new General Ledger test system by copying data from production, but only for selected cost centers. Financial Affairs will identify the cost centers to be used. All companies and all accounts within companies will be copied to the new test system.

    5. Item 1 from the Major Issues list of my November status report has been resolved (subject to upper management approval). The core team will be recommending that the Library's purchase orders for books and periodicals not be duplicated within BASIS. An electronic interface is envisioned that would pass invoices from the Library's Infolinks system to BASIS for direct payment. Part of this interface will require identifying vendors within BASIS by their Infolinks' ID.

    6. Significant discussion was held regarding the addition of a "complimentary copy" feature to TARGET. The idea was to send a transaction to an individual for information purposes only, no action on the transaction was going to be required or allowed. At this point, this feature appears to provide limited value and, therefore, is not being actively pursued.

    7. Limited development activity was conducted for vendor related data components of the purchasing system. One new function module was generated, a "next number" routine written, and a help function coded. Significant activity is planned for this area in February.

    Major issues

    The issue related to library purchase orders was removed, as noted above. All other items remain from my November report.

    1. All pursuit of a consensus regarding inter-departmental order processing has been placed on hold due to other activity. The latest document summarizing these ideas is dated December 3 and the next step is to review these ideas with the major service departments.

    2. A method of identifying and reporting federal expenditures by the period of the obligation needs to be identified.

    3. We plan to develop a general purpose facility to provide word processing-like capabilities for requisition and purchase order descriptions, but need some time to do the work.

    4. The requirements of the system remain chock full of exceptions and special handling requirements. We hope we can document all of them and develop a system that takes them into consideration.

    5. There is a need to replace or interface with various inventory systems. The areas that have a possible interest in such a facility include: Scientific Supplies, Dining Services, Physical Plant and Cooperative Extension Service.

    Plans

    See Figure 3 and Figure 4 for schedule information.

    Common

    Progress

    1. Development of a new program model is near completion. It provides maintenance facilities for a file that has a group of recurring elements (e.g., multiple lines of a general journal entry). An edit option provides insert, copy, delete, and move features within or among the recurring entries. Cursor sensitive forward and backward scrolling are also provided. Testing of the model is complete and only development of the macro to generate programs of this type remains.

    2. The TARGET functional specifications have been resurrected (they were last modified in November, 1991) and updated primarily to reflect the concept of transaction routing to desks versus individuals or positions. These were used as the basis for internal Computing Services review and discussion. The next steps are to define the data files necessary to support TARGET, develop the basic TARGET function module, and develop the TARGET administration system.

    3. I upgraded our facilities for loading documentation to Predict (our data dictionary) where it is used for on-line help. Previously the documentation files had to be in Waterloo Script/GML format. Since we have been using IBM's DCF/Script/GML for the past several years, modifications were required to compensate for different control commands and formating options.

    4. Kathryn and I have provided training and support to staff, both internal and external to BASIS, for the use of the program generator and the new NSM facilities. The level of support and oversight will diminish as these individuals gain experience with these tools and develop the necessary expertise.

    Plans

    See Figure 5 for schedule information.

    Please feel free to raise any questions or concerns prompted by this report.

    Figure 1. BASIS I - Title Table Activities


    Figure 2. BASIS I - Leave Module Activities


    Figure 3. BASIS II - Purchasing Activities


    Figure 4. BASIS II - General Journal Activities


    Figure 5. BASIS I & II Support Activities