BASIS Steering committee
and Bob Zimmerman
W. David Wimberly
BASIS-L discussion list
Computing Services BASIS March Status
The following new functions were developed during March:
|TACP||Travel Authorization Claim Processing
|ITRP||Invoice processing for Travel Related Purchases
|CI||Cancel an Invoice
|TRSL||Travel Receivable Status and Line update/add
|LTRV||List Travel Receivables for a Vendor
|LRDL||List Receivable Detail Lines
|TRPO||Travel Related Purchase Order (supplements)
|TOOR||Treasurer Office OverRide (for travel advances)
|POHI||PO Header Information (data display)
|POLI||PO Line Information (data display)
|INHI||INvoice Header Information (data display)
|INLI||INvoice Line Information (data display)
The travel advance receivable components
have been integrated into these and other
The TA creates an invoice for the generation of an advance check at
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:
- Continual changes, fixes, and refinements are being made to the
- A data base change was made to support listing open purchase orders
for a Cost Center.
- The time out error (3009) previously reported has been tracked back
to our use of the In Core Data Base and
the fact that we are not committing our
updates to that data base (even though this isn't required).
This makes Natural think that it can't commit its updates to an
ADABAS file (done to save the current screen whenever a
window is presented), causing a timer to start ticking and eventually
leading to the 3009 (time out error).
We have added the code to commit our updates to the In Core DB and
anxiously wait to see if we experience further problems.
- We think we have identified the cause of the 3082 error as well,
with little if any help from Software AG.
It is also related to the In Core DB, where apparently any Update or
Delete causes the error if an ADABAS password has been previously
We do not use ADABAS passwords, but had them coded in lots of
places because we thought we were going to use them at one time.
These have been removed from every program we can find, and yet the
problem still persists on DEMO, although it does not occur on TEST.
We suspect that some Natural code may specify a password.
The current fix is to reset the password before we do deletes or updates
to the In Core DB.
We still expect a long term fix from Software AG.
We must also do further testing to be sure that
this is the whole problem.
- Technical documentation was prepared for the CI function.
- Draft documentation was prepared regarding encumbrance accounting
in BASIS. This needs more review and more examples.
- Discussion is in process to determine how we should date all
the Travel transactions that can occur.
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.
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.
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.
- TEHA, time entry for hourly appointed, was slightly redesigned to
borrow some things learned in doing EXTM in Leave. We also
nailed down other design issues regarding how and where the absence
data will be stored and used, including yet one more special rule
- An Other Hours (OH) function was written to maintain
the hours that an employee may be working for another state agency or
to manipulate the default hours assumed for appointed employees who
are also working hourly.
This is necessary in order to properly calculate overtime.
- A different and sporadic indicator was added to the
Wage Rate function.
If all hourly time for an an appointed individual is for work that is
different and sporadic, the appointed hours are not used in the
- List hourly Time for a Budgetary Unit and pay date, LTBU,
- The academic term to be checked to determine the student status of an
employee for a pay date was added to the calendar information.
- A special Cost Center distribution window was written for
Unit based time reporting (since hours are not involved).
- The batch function to generate MSA pay transactions for approved
time and to roll forward unapproved time to the next pay date was
- The application menus were restructured to include a menu of
list commands (MLST) as is used in some other applications.
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
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.
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
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
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.
- Essentially all online programs have been switched over to use the
Employee file and the Employee ID is the key in the banner.
- The primary fields which determine how an employee's leave is
calculated, specifically related to holiday accruals and usage,
have been added to the Monthly Leave file so that leave
calculations will always be performed consistently.
include the non-exempt indicator, the new leave eligibility code,
employment type (type of appointment), and leave appointment percent.
- CATL and CATM
have been modified to maintain two catastrophic leave pools,
one for COEX employees and one for everyone else.
- A new Leave calendar has been
developed along with a calendar maintenance program.
This data is being used by the leave reporting functions.
- MNLV has been updated to work with the new files and now looks
like hourly time reporting in that the day of the month is displayed
above each day in a calendar format.
The Multi-Leave PF6 has been retained, but now only two absences may
be specified for a day.
- The MB function has been updated to work with the Employee ID and
the new holiday category.
It now deals with three different format TARGET transactions: SSNs
without 'old' values, SSNs with old values, and the new Emp IDs and
holiday category with old values.
All pending transactions must be approved or rejected before conversion.
- The List Transactions for MB function, LTMB, has been modified to
find transactions keyed by either
SSN or Emp ID, but only by knowing
which to expect. This is done based upon the month of the adjustment,
so the conversion must occur where MB adjustments for one month are
either all new format or all old format.
- The new EXTM function has basically undergone a re-write and is
It most resembles the new Time Entry for Hourly Appointed since both
must deal with hours worked and absence data, but it is its own
breed of animal.
- A new function, Distribute Hours for Multiple Rates (DRMR), has
been developed to allow overtime hours to be paid at two separate rates
for appointed employees.
When this is desired, the overtime must first be reported via EXTM and
then DRMR used to divide those hours and specify the separate rates.
- The application menus were restructured to include a menu of
list commands (MLST) as is used in some other applications.
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).
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:
- the addition of
A21 certification and a
description facility to PD;
- the completion of
online functions to allow changing FTE
percentages, changing title codes,
predefining special compensation periods,
spliting an earnings record into two parts
to permit the definition of
separate compensation periods, and listing predefined
compensation periods for which there is no pay record;
- the update of the batch load process to incorporate system changes
since its original development;
- the generation of
accounting entries for GL; and
- the development of required reports and data extracts.
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.
There has been no activity involving this application.
There has been no activity in this area.
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