BASIS Steering committee
Gene Buckley, Dick Cottrill, Tom Dorre,
David Martinson, and Bob Zimmerman
W. David Wimberly
Bill Moody, Colleen Briney, David Keith, and Bill Overby
BASIS-L discussion lists
Computing Services BASIS April Status
The CAUCUS '94 Conference was a great success and we
appreciate all the assistance we received and the allowance to spend
our time on this important event.
I only regret that more UA personnel were not able to participate.
With a great deal of stress off our minds and our load lightened,
my staff and I will now be
able to return our full attention to BASIS.
Usage of the Leave Accounting System seems to be going smoothly
although problems and proposals for
enhancement continue to emerge.
The following should be a complete list of these items.
- The problem in using WKLV and skipping a week with a holiday
remains, although we feel we have a solution identified.
- Monthly Balance screen 2 was showing leave without pay
under the catastrophic leave category.
This error was corrected.
- Some employees who were not eligible for extra time were sometimes
being considered as eligible in MNLV.
This resulted in their 'accrual' of comp time for holidays and
'charging' of comp time for holidays.
If they were
then updated on MB, the result was they were charged for comp time
but lost the corresponding accrual.
This error was corrected and
special programs were written to identify employees adversely
affected by this
Human Resources performed a manual update on this group to correct their
- There has been a request from the field to retain all company
cost centers specified during EXTM's over time processing, and
carry these values over to the next employee's over time record.
Human Resources is evaluating the need and value of this feature
versus the potential problem that someone may unknowingly
carryover the wrong distribution.
- The monthly batch reports job failed because a total field was not
This error was corrected.
- An old and incorrect version of the program that generates the
overtime transactions for MSA was in production and was executed.
Human Resources immediately discovered this
error after the load/validate. The version problem was diagnosed,
new correct overtime transactions were generated, and an extra
load/validate was run at noon.
This problem aside, the overtime processing through BASIS went
which is a real credit considering this overtime period included a
record number of transactions due to the March snow days.
- The leave balances appearing on employees' check stubs for
approximately half the university population were not updated with
March balances (they still had February balances) because a test
version of that program was left in production.
The test version had a 2000 record limit in place and merely quit
generating MSA update transactions after the first 2000 SSNs.
This error has also been corrected.
- The special exception of charging
an employee's vacation balance
instead of comp time when the vacation balance exceeds 240
hours is not working.
The intent is to ensure that an employee is not penalized by losing
vacation at the end of the year because accrued comp time was
charged and not the over 240 hour vacation balance.
The problem has technically been fixed in our test environment, but
now there are some related questions that have arisen and we are
awaiting feedback from Human Resources before proceeding.
- The monthly synchronization program that pulls new employees from
MSA into the Leave system has been missing some employees.
We have diagnosed the problem as faulty logic in an algorithm I had
provided to Katrina.
In the process of making this fix, we discovered a problem where some
employees' eligibilities for leave were not being removed.
We have made code corrections for both problems and executed a test
SYNC run with April production data.
Output from this test has been provided to Human Resources
for their review and verification.
- The Average Monthly Leave report
has been requested to be changed so
that 'Comp Time Used' excludes any holiday charges.
Techniques for accomplishing this are being investigated.
- A change has been requested for the Budgetary Units Without Leave
It is desired that this report only include budgetary units that have
absolutely no leave reported during the month as opposed to those that
have no leave reported through the end of the month.
- We continue to work on a routine to force holidays into a closed
month in which the current extra time period starts.
- There remains a need to list OTA and MB Target transactions by
their data base keys (BU/Month and SSN/Month respectively)
so that these can be located by a means other than
- The Family Leave Bill will apparently necessitate some changes
within the BASIS Leave Accounting system, although it is still uncertain
exactly what those changes will be.
This is not considered a priority item at this time.
In addition to the above development activities,
Coop is continuing to enter December balances in preparation for
entering the January leave data for their central office.
This will allow them to better understand and evaluate the BASIS
There were no changes requested to GJIM during April!
from what I have heard, the production use of this system within
Financial Affairs has gone great and it is already
allowing the lookup of
information online versus digging through file cabinets.
I also understand that default inquiry
only access to GJIM has been provided to anyone with a CICS ID.
Computing Services activities during April included:
- The GJIM extract of documents for MSA was modified for technical
efficiencies and the 'mini-chart indicator' on these transactions
was changed from 'Z' to '*'.
(For some unknown reason, the program that loads GL transactions to
BIS replaces the transaction description with 'FREIGHT' whenever the
mini-chart indicator is 'Z'.)
- Paul and Sandra reviewed the GJIM training manual and sat in on
some of Joe's GJIM training classes. They provided feedback to Joe
on both, and Paul has been added to the GJIM training team
so that he can continue to provide input on this important aspect
of the project.
The only outstanding item relates to some discussion regarding
a list facility to allow the Treasurer to identify specific GJIM
There was no activity during April on this application.
There was no activity during April on UPS.
During May, we plan
to review with Purchasing and Accounts Payable staff the
modifications made in January and the concept of
processing vendor name changes as
We also hope to do some one-on-one orientation and training with
David Keith, the new BASIS liaison from Business Affairs.
No progress was made in the development of the
Hourly Time Sheet entry sub-system
There is an important issue that does need to be decided, however.
Human Resources would like to require that the W4 and I9 be received
before a Wage Rate or Hourly Time be permitted to be entered.
This is a significant change from current practice and thus would
require top level management support.
Becky Shoemaker will discuss this further with Dick Cottrill.
If they still wish to pursue it, Dick will need to
take the issue to the BASIS Steering Committee for discussion and
If this approach is not acceptable, there are significant system
design implications as reported last month.
We are also still waiting for Financial Aid to test a prototype
hourly time entry screen for work study employees.
We need feedback so that we don't pour resources into a design and
approach that will not be acceptable.
No progress was made in this area during April.
Sandra plans to present an overview of this system including
data definitions and screen layouts.
She will also be developing data flows and defining the necessary
Solutions to the problem reported last month where some
"banner key fields" are
not properly restored after suspending
to another function are currently being investigated.
Appropriate fixes should be in place by the end of May.
"desk management" training class has been scheduled for
We would like to have a full class to reduce the number of these
sessions we are required to conduct. So, if anyone is
interested in assuming the role of desk administrator for his/her
department, please contact me.
For desk-based security
and TARGET routing to be successful we need to have most departments
performing the desk management function.
Our data base administrator has requested an additional list
function that would identify who the desk administrators are for a
selected budgetary unit.
This will require accessing all NSM-MS value security definitions and
thus will be an inefficient use of ADABAS.
However, due to the critical need to look this information up online,
we will proceed with the development of this function.
An error was discovered in one model of our program generator that
caused an error when a copy action was requested that would result
in an add.
This has been corrected.
Some of the enhancements made to this application in March have not
yet been placed into production pending some minor clean-up.
These should be implemented in early May.
We will also be working to develop a new list function that will permit
reviewing all Company Cost Centers and the reviewers established for
those centers via the CBCC criteria type.
"To Dos" for TARGET include long term transaction
management (archiving, purging, and printing), investigation of an
e-mail facility, and an update to Computing Services' documentation.
Please feel free to raise any questions or concerns prompted by this