BASIS Steering committee
Gerry Bomotti, Gene Buckley, Dick Cottrill, Tom Dorre, Allen Lacey,
David Martinson, and Bob Zimmerman
W. David Wimberly
Bill Moody, Colleen Briney, Bill Overby and William Rains
BASISONE and BASISII discussion lists
BASIS February status
General items of note for February include the
departure of Leslie Coston,
a continued drive by management to impose completion dates on the
two phases of BASIS, and the systems analyst pursuit of experience
in Natural coding, program generation, and NSM.
- Leslie Coston's employment lasted exactly 5 weeks.
That was the culmination of the following sequence of events:
she applied for an SA I in August,
we filled that position through an internal promotion and
opened the AP II that was vacated,
we interviewed Leslie in October,
we decided she was qualified for an SA II and opened an SA II,
we interviewed other qualified applicants through November and
we made two offers in December with Leslie being the only
acceptance, she started in January, and she quit in February.
Now we can start the process again in March.
The really sad thing is that Leslie
had already started being productive, which is amazing considering
the new systems, languages, and standards she had to learn.
- There is now a requirement to establish a completion date for
the BASIS I and II systems.
Although a date will no doubt be provided, and even though
I may be a party to the manufacture of that date, I do not
believe it will have any basis in reality due to our limited
experience from which to extrapolate the completion of a project
of this magnitude.
I would rather propose that an aggressive schedule be established
for the phase 1 Leave Accounting module and General Journal
I believe that it is through the implementation of these modules that
we will begin to gain the experience necessary to project
completion of the remaining sub-systems.
Allowing nine months to do Leave Accounting and then to think that
6 additional BASIS I modules all larger than Leave Accounting can
be completed in 6 months or even a year, which has been discussed,
If we need to be challenged, to be pushed to be more productive,
to show progress and tangible results, let's be challenged to
solve that part of the problem we understand, the phase 1 modules.
If, on the other hand, the problem is that BASIS I is supposed
to be the priority, let's start treating it as such and admit that
we do not have the resources to pursue both projects simultaneously
and demonstrate progress consistent with
- The development team is continuing to gain experience
with the tool-set: Natural, Adabas, NSM, UAF's standard help
facilities, and UAF's program generator.
In spite of the lack of any experience in these areas on the
Joy, Sandra, and Paul, they have developed
many screens and programs
(145 compiled Natural objects have been developed for titles,
vendors, and leave).
I believe that once we get over the learning curve,
we will really be able to take off and the development times
will be significantly reduced.
Delays are also imposed because of the newness of what we are
doing, necessitating discussion of issues and development of
standards. These demands will also taper off as we get further into
our projects, leaving more time to "get the job done".
Leave Accounting module is now in development
and coding has begun.
We have reached some resolution of all outstanding issues,
even though in areas they have caused us to rethink and redesign
portions of the system.
Most of the issues have revolved around the reporting of overtime:
allowing multiple rates and multiple cost center distributions
during an overtime period, allowing manual distribution of
straight time and time and half hours between comp time and either
of the two overtime rates, and making the approval of
overtime a TARGET transaction.
Other issues reported last month, and their resolution, include:
Other tasks to be addressed (outside of system development)
include: identifying to management the areas of change mandated by
the new system, reviewing the data definitions of the system with the
core team, and specification of report output desired from the
- How should we handle individuals that work a University
holiday and are granted another day off in lieu of it?
They will be given comp time.
- How to identify who leave has been reported
for and who it has not, possibly by week?
The system will provide a date through which leave has been
On the weekly entry screen where multiple individuals are listed,
an option to update this date will be provided.
If a time sheet is missing for an employee for a week, the
leave representative will be responsible for noting that in
a manual format.
- How to identify specific individuals that work in agriculture
and are paid straight time for all overtime worked?
A flag will be added that will identify the occupation codes
It will carry over to those employees assigned that occupation code,
but may then be overridden manually by Human Resources.
- How to accommodate the different overtime pay periods used by
the Cooperative Extension Service?
They will adapt to our pay periods.
- How to obtain and store information on hourly non-appointed
employees when they work overtime, since they would not
otherwise be on the Leave Accounting system?
The leave representative will access a special screen that will
"pull" selected hourly employees into the Leave system
- What specific MSA data elements are needed?
Human Resources will identify these
as we go and will be responsible
for testing the system to ensure that the proper elements
- The portion of the Personal Services Budget system dealing with
legislative titles, occupation codes, and job grades has been
completed and the core team has been trained in its use.
This portion of the system includes three maintenance facilities for
these three tables and numerous "list" programs for browsing the
It is as complete as possible and includes active field help, field
validations, de-codes, and maintenance of titles in mixed case while
allowing searches in upper case.
All data involved is effective dated so that there will
be a record of what existed at any point in time.
Developing help facilities for this data proved to be as challenging
as the basic maintenance and list programs.
We hope the core team will experiment with this system,
gain valuable experience with our NSM
architecture, and provide us with feedback on the application.
The previous issues related to the
leave accounting module have been addressed as noted above.
All remaining items relate to subsequent modules of BASIS I,
not currently being addressed.
- Determine the requirements and methods to be used
for defining, storing, and applying the
Company/Cost Center distributions for use in charging out salary
- The means of performing available funds checking for
salary/budget activity and for
projecting future salary expenses
requires further analysis.
- Specifics need to be defined regarding
summer school budgeting and summer teaching appointments.
- Accommodation within the system needs to be planned for
extra compensation and overloads.
- Security by value requirements, if they exist,
must be defined.
See the schedule provided at the end of this report.
- A meeting was held with
Vice Chancellor Bomotti and agreement was reached on
available funds checking concepts,
Management Issues from the November 4th memo,
and plans to not retain Library's books and periodicals purchase orders
In summary, available funds checking will include the following
- Funds checking may be turned off selectively for cost centers.
- A cost center or group of cost centers may have
an available funds tolerance established, which can be in terms
of an absolute dollar value or a percentage of the center or groups
Whichever of the two tolerances is greater will be employed.
- Funds checking will be performed when requisitions are entered
or supplemented and when direct invoices are entered.
- An order tolerance may be specified by the requestor when the
requisition is entered.
The requisition amount plus the order tolerance will be committed, and
therefore must be available.
Purchasing may carry over the order tolerance to the PO, or may
reduce or eliminate it.
The amount encumbered will be only the PO amount, it will not include
any order tolerance.
- Policy issues, such as what centers will be excluded from funds
and how tolerances will be established, will be developed by
- The system overviews for Requisition processing and
the General Journal Interface Module were discussed and modifications
have been made based upon the input received.
Similarly, the data requirements for requisitions, contracts,
bid solicitations, and the general journal were reviewed and updated.
- Development is proceeding with system components to manage
vendor related data.
There are seven files involved and when complete this portion of
the system will include at least
11 maintenance functions,
10 list functions, and
8 special help routines.
Work is approximately one third complete, see the schedule
at the end of this report for details.
All items listed here remain unchanged from last month's report.
- 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
next step is to review these ideas with the major service departments.
- A method of identifying and reporting federal expenditures by the
period of the obligation needs to be identified.
The need to do this was supported by Vice Chancellor Bomotti.
- 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.
- 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.
- 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.
See the schedule provided at the end of this report.
- The edit macro to generate programs to maintain files
which have a group of
recurring elements (e.g., multiple lines of a general journal entry)
has been completed and documented.
A macro was also developed to generate the error processing
program required by each application.
Numerous miscellaneous updates and corrections
have been made to the other macros.
To assist programmers in knowing when they need to regenerate
programs due to these updates, Kathryn summarized all changes and
is considering the development of a facility to allow online retrieval
of this information.
- Limited progress has made on the development of TARGET:
the physical and logical files have been defined,
a utility has been developed to assist in determining which fields
are being changed within a TARGET transaction, and
some work has been performed on the development of a model TARGET
This model program needs to be completed
(initially without some of the special features planned),
special support routines need to be written,
the TARGET administration system must be developed,
and an edit macro written to
generate TARGET function modules.
- A proposal for shifting from user based security within NSM
applications to desks based security was floated out
to Natural developers and BASIS core team members.
There seems to be a great deal of support for the concept,
but not for the maintenance of data that might be required to
support its use.
Alterations of selected aspects of the proposal are being planned
and another attempt will be made to gain complete support.
If this is accepted, it will require some changes within NSM.
TARGET is already being designed as if it will be accepted.
If we were to do otherwise, TARGET would have to be redone if we
decided to go to the desks concept later.
- The new and upgraded (now NSM version 2) NSM Maintenance System
has finally been moved to production.
Limited initial feedback indicates some slight confusion involving
However, once the basics are understood this knowledge of the
architecture will apply to all of BASIS, making it easy for someone
familiar with one NSM application to move over and use another one.
See the attached
schedule for detail information.
Please feel free to raise any questions or concerns prompted by this