MEMORANDUM


Table of Contents

MEMORANDUM
  • University Procurement System (UPS)
  • Hourly Time Sheets (HRLY-TS)
  • Leave Accounting (LEAVE)
  • Labor Distribution (LABOR)
  • General Journal Interface Module (GJIM)
  • Personal Services Budget (PSB)
  • TARGET
  • NSM/Program Generator

  • MEMORANDUM

    To:

    BASIS Steering committee
    Tom Dorre, Nick Larchey, David Martinson, Bill Moody, Barbara Taylor, David Whitmire, and Bob Zimmerman

    From:

    W. David Wimberly

    Copy:

    Jim Isch
    BASIS-L discussion list

    Subject:

    Computing Services BASIS March Status

    University Procurement System (UPS)

    Travel subsystem

    The following new functions were developed during March:

    TACPTravel Authorization Claim Processing
    ITRPInvoice processing for Travel Related Purchases
    CICancel an Invoice
    TRSLTravel Receivable Status and Line update/add
    LTRVList Travel Receivables for a Vendor
    LRDLList Receivable Detail Lines
    TRPOTravel Related Purchase Order (supplements)
    TOORTreasurer Office OverRide (for travel advances)
    POHIPO Header Information (data display)
    POLIPO Line Information (data display)
    INHIINvoice Header Information (data display)
    INLIINvoice Line Information (data display)

    The travel advance receivable components have been integrated into these and other existing facilities. The TA creates an invoice for the generation of an advance check at final approval. The generate travel advance check (GTAC) batch process reads these invoices and for those 'due' generates a check and voucher number, creates a payment record, creates a receivable for the advance, and produces checks and supporting reports. The claim process recognizes outstanding travel advance receivables, reduces the traveler's reimbursement by that amount, creates a credit to the receivable for the appropriate amount, and closes the receivable if fully paid. The invoice cancellation routine recognizes travel claims that offset a travel advance receivable and reestablishes the receivable along with recording the invoice cancellation and reopening the PO. The TRSL function allows a receivable to be frozen, indicating that a Payroll Deduction is in process. It also allows recording a receipt of funds paying back the receivable, in which case a receipt number is generated. The two lists provide ways of viewing receivable information.

    A second problem (in addition to the one reported last month) emerged involving the system design to support fixed dollar distributions to cost centers: there was no way to properly identify encumbrances and apply future expenditures if reversals (invoice cancellations) were performed in other than the reverse sequence originally applied. To address this, a data base change was made to track the expensed amount by cost center on the PO line. In conjunction with this, a central support routine was developed to 'manage' the complex expense and encumbrance data on POs and invoices. Transactions such as invoicing, canceling invoices, and supplementing POs will invoke this routine, which is already being used by TACP, ITRP, and CI.

    Other development activities for the month included:

    Remaining development tasks include completing the function to manipulate in process POs, developing a function or functions to close, cancel, and reopen POs, writing some invoice lists, writing a list of open POs for a Cost Center, developing the necessary receivable reports, coding and testing all interfaces with MSA, and fixing all the bugs and problems that are certainly present in all the code that is in place.

    Vendor subsystem

    The data output for electronic filing of 1994 1099s was modified and the version of TRI compatible with the latest TARGET standards was placed into production.

    Hourly Time Sheets (HRLY-TS)

    Most of the BASIS I development during March involved changes to the Leave system, although the following were accomplishments were made in Hourly Time Sheet system.

    Our remaining activities include completion of the Time Entry for Hourly Appointed (TEHA) function (which must include a determination of how rate changes are to be handled), enhancement of the overtime routine to make special provisions for appointed employees, the addition of an edit to all time entry functions to verify that the BU's time for that pay date has not already been submitted for approval or approved, the development of a SAFARI interface for determining student status and an MSA interface for checking for other FICA exemptions, the generation of a matching MSA Payroll system, and lots of testing. Time permitting, we also plan to develop an employee hourly time consolidation function to aggregate and display all time reported for a period, but this function is not critical.

    Leave Accounting (LEAVE)

    A fix was developed and moved to production to address the problem reported last month involving non-exempt employees and the '240 hour' rule. The TARGET changes to MB and OTA that had been pending were also moved to production.

    We are currently in the midst of converting COEX to the BASIS Leave system. Special versions of the MSA Sync program were created and executed to get the COEX people added, special load programs were written and executed to load their February leave balances and base leave accrual dates, and a second March regular Sync is being run to create their March balances. After this is completed they should be online and ready to enter March balances, although special manual efforts will be required for their Program Aids and management of their catastrophic leave pool. COEX employees have been excluded from the interface that puts leave balances on the MSA check stubs.

    A great deal of progress was made during in March to get Leave version 2 going.

    Remaining activities for Leave version 2 include completing EXTM, converting and developing a special function to view old EXTM data since its format will be incompatible with the new EXTM function, writing a batch function to record comp time earnings based upon approval of the Extra Time, forcing MNLV to protect from entry the dates for which extra time has been reported, writing a function to force absence hours onto the system after the leave cutoff date so that overtime can be calculated properly, and developing reports or making other necessary changes for COEX.

    Computing Services continues to feel that WKLV can be dropped from the system without significant inconvenience to anyone. A visit was made to Physical Plant (the largest user of WKLV) where it was learned that it is primarily used for its ability to locate a person by name. The new system will have a name search facility on the Employee ID field, so they should be able to do everything from MNLV. It was observed that their biggest problem is an inadequate keyboard definition for 3270 use, and secondarily their user profile setup was less than ideal (no use of reverse video).

    Labor Distribution (LABOR)

    Kathryn will be returning from maternity leave and part time employment to full time status during April, which will allow us to finish development of this application in a timely fashion. Her part time efforts during March primarily addressed various fixes and code enhancement in the Payroll Distribution function: a decode window was added, Cost Center validation was added to the distribution window, a force balancing error was corrected, and other errors corrected. Also during March a standardized method for decoding compensation type was implemented and alternatives for providing the text justifying a retroactive adjustment were investigated.

    Remaining development includes:

    General Journal Interface Module (GJIM)

    The pending TARGET function changes were moved to production during March along with the modifications to JEM/JETP that permit those documents to be saved without document totals.

    Personal Services Budget (PSB)

    There has been no activity involving this application.

    TARGET

    There has been no activity in this area.

    NSM/Program Generator

    Computing Services has continued to provide support to desk administrators on an as requested basis.

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