MEMORANDUM


Table of Contents

MEMORANDUM
  • Leave Accounting
  • General Journal Interface Module (GJIM)
  • Personal Services Budget (PSB)
  • University Procurement System (UPS)
  • Hourly Time Sheets
  • Travel Authorization
  • NSM/Program Generator
  • TARGET

  • MEMORANDUM

    To:

    BASIS Steering committee
    Gene Buckley, Dick Cottrill, Tom Dorre, David Whitmire, David Martinson, and Bob Zimmerman

    From:

    W. David Wimberly

    Copy:

    Bill Moody, Colleen Briney, Bill Overby and William Rains
    BASIS-L discussion lists

    Subject:

    Computing Services BASIS January Status

    Development of new BASIS modules has slowed considerably due to the user's focus on acceptance testing and preparations for implementation of LEAVE and GJIM, and due to Computing Services preparation for our upcoming CAUCUS Conference. The relationship of CAUCUS to BASIS is that both are being brought to you by the same personnel. Be advised that the BASIS development team will be focusing on something in addition to BASIS through April 27th. We only hope to survive until then.

    Leave Accounting

    The implementation of LEAVE has been postponed, primarily to allow more time for testing and the preparation of documentation. The current plan is for limited inquiry access to be permitted February 28th and complete update access provided March 15th. February leave will be reported using the old paper system and March leave and extra time reported online using the new system. The new schedule will allow for a much more orderly transition.

    Development activities since my last report have included:

    There are two major issues for the Leave Accounting system.

    1. I understand that the Cooperative Extention Service will be officially "participating" in BASIS. I am not exactly sure what that means regarding Leave Accounting. To meet the current implementation date, the system must be brought up sans-CES and system changes to accomplish that have already been initiated. At this point I feel we need to evaluate CES's leave accounting in conjunction with our new hourly time reporting system, and our new objectives for the hourly time reporting system (see that section of this report). A major problem presented by CES is the delay in the availability of data, both leave and hourly time sheet data. Another problem is the geographic distance and the difficulty in getting the appropriate level of CES involvement during the analysis phase of the BASIS modules.

    2. We still lack information regarding how our system needs to address mandates of the federal Family Leave Bill.

    The development tasks remaining for Leave Accounting include providing support for the acceptance testing, making system modifications in response to errors reported during the acceptance testing, providing production implementation support, and potentially enhancing the system to work appropriately for the Cooperative Extension Service.

    General Journal Interface Module (GJIM)

    GJIM activity has almost exclusively consisted of the implementation of corrections, changes and enhancements based upon feedback provided during user testing. This is the result of some very thorough testing by Financial Affairs (and Susan Stephenson) and will lead to a very solid product. One of the most difficult areas to nail down has continued to be the rules and processing requirements associated with Funds Transfers, which are undergoing further refinement.

    The GJIM application code has been moved to the production environment, although it is not being used in production at this time. This did reveal a problem where the system could not be accessed due to missing critical control information. Enhancements similar to what was required for LEAVE were made to accomodate this situation.

    There are currently no major issues related to the development of the GJIM system.

    The development tasks remaining for GJIM include the continuation of support for user testing and the preparation of production JCL and documentation for batch functions. Modifications may also be requested to support an early implementation of the system exclusively for Financial Affairs' use.

    Personal Services Budget (PSB)

    A small subset of this system was moved to production and data converted for the grade table and the occupation table. Bill Overby has reviewed this data and made updates for new fields that were created. One bug has been identified and a solution is currently being investigated.

    University Procurement System (UPS)

    The following enhancements were made to the vendor maintenance sub-system: the command sequencing feature was added to allow the convenient execution of a series of commands all operating on the same vendor ID, new prototypes for vendor setup and name maintenance were developed to accommodate up to 7 vendor names, and the commodity class item keyword identification routine was enhanced. These modifications and the possibility of making vendor name changes a TARGET transaction need to be reviewed with the Purchasing and Accounts Payable staff.

    Hourly Time Sheets

    Little progress has occurred in this area due to the commitment of resources to Leave Accounting and CAUCUS. There were also major stumbling blocks that we ran into which forced us to re-think our objectives and basic design. It now appears that:

    Any unique needs of the Cooperative Extension Service also need to be considered at this point.

    Travel Authorization

    Progress in this area has been limited to some conceptual considerations and screen prototypes. GJIM activity and CAUCUS have distracted from this effort.

    NSM/Program Generator

    Activity in this area has been limited to desk-based security issues: the documentation was updated to reflect desk-based security changes, a report was developed to identify the budgetary units for which there exists a desk administrator (so Tech Services will know not to perform desk administration within those budgetary units), and two classes were held to train desk administrators in the use of the NSM Maintenance System where that task is performed.

    TARGET

    Further enhancements were made in the area of TARGET functionality and support facilities:

    Michael Lingoes is currently working on a list function that will identify transactions that have been pending longer than considered normal. Other miscellaneous "To Dos" for TARGET include long term transaction management (archiving, purging, and printing), investigation of an e-mail facility, and an update to the documentation.

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