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 April Status

    University Procurement System (UPS)

    Travel subsystem

    The effective dates to be used for various update activity within the system were a major focus of attention during April. The rules were defined and then redefined for dating Travel Authorizations, Travel Related Purchase Orders, supplements to each, Travel Claims, invoices for Travel Related Purchase Orders, cancelations of Claims and Travel Related invoices, cancellations of Orders, closing of Orders, and re-opening of Orders. The GJIM calendar is now used to determine what periods are open, and thus what effective dates are permitted. We have had numerous problems in implementing the latest rules and are still in the process of debugging these changes. The resulting data is used to define encumbrances at a point in time. To support this need in light of some of the less straight-forward activity mentioned above, data base changes were also made during April.

    A related area of activity has been the development of a report of encumbrances as of month end, and the generation of transactions to post these amounts to MSA's GL by Company Cost Center. This latest effort replaces a preliminary version of this report developed in January. That version was made obsolete by the various data base changes that have taken place since then. Although not yet finished, the report and GL transactions are pretty close. This data will also have to be merged with the existing Purchase Order Summary Report provided to departments at month end.

    Other development activity that occurred during the month included the following:

    Significant progress has also been made on the generation of transactions to load three types of invoices (travel advance manual checks, travel claims, and travel related invoices) plus adjustments (when an advance exceeds the claim) to MSA, and Sandra has participated in the review of the user documentation.

    Remaining development tasks include completing two functions to manipulate in process POs (travel authorizations and travel related POs), writing some invoice lists, developing the necessary receivable reports, developing an online update function to record when a travel advance check is picked up, finish coding and testing all interfaces with MSA, generation of a 'dun' notice when an advance exceeds a claim, developing an online job submission function, and continuing to fix problems as they are reported.

    Vendor subsystem

    All the vendor maintenance programs were regenerated to incorporate the latest standards, and some efficiency changes were made in the handling of name number and address number when these were not required. These changes caused a foul-up with the Proposed Vendor function, but this was quickly corrected.

    Hourly Time Sheets (HRLY-TS)

    There has been significant activity toward finalizing many of the functions and features of this application.

    There were numerous other fixes and enhancements made, and development has been initiated on a revamped Sync process (takes updated information from MSA and applies it to BASIS). Some time was also spent reviewing the Quick Reference Card being developed and providing input on developing a test plan. Our remaining activities include completion of the new Sync, continued testing, and responding to identified problems. Longer term, we also plan to develop an employee hourly time consolidation function to aggregate and display all time reported for a period, and to generate transactions to load work study payments to SAFARI.

    Leave Accounting (LEAVE)

    The following progress was made on Leave version 2 during April.

    Time has also been spent reviewing the new system with Michelle, assisting with the development of a test plan, and providing input on the new Quick Reference Card. Remaining activities include developing a special function to view old EXTM data, writing a batch function to record comp time earnings based upon approval of the Extra Time, modifying existing reports to use the new data source, and developing reports or making other necessary changes for COEX.

    Labor Distribution (LABOR)

    Most of Kathryn's time during April was spent updating the batch program that loads data from MSA. Many changes have been adopted since the original routine was written in late '94, and these had to be incorporated. For example, a portion of fringe benefits not being allowed for select cost centers, charging those fringe benefits not allowed to other cost centers, special processes for select titles (grad assistants and visiting and research academic titles), action taken and defaults assumed on invalid data (cost centers, title codes, or SSNs), and use of predefined compensation periods. The process has also been modified to write the data to be loaded to a sequential file. Subsequent job steps can then be used to easily load the data to the data base and generate the GL accounting transactions, which will also allow for better restart and recovery. The data in DEMO was scratched and new data loaded using the updated program.

    Other developments included:

    Kathryn also provided Pete Campbell, the new functional area team leader for this application, copies of her project file and an individualized demonstration of the system. Remaining development includes:

    General Journal Interface Module (GJIM)

    The display of the current document status was incorrect in IITP due to the TARGET changes recently implemented. This has been corrected. The batch JE load facility was not updated to save the document total as was recently done for the online facilities. This has been fixed. The five document maintenance routines were modified to use a new standard interface for the Extended Description facility. This change is currently in DEMO.

    Personal Services Budget (PSB)

    There has been no activity involving this application.

    TARGET

    The TARGET program models were enhanced to permit PF11 to be used during the transaction creation process to create a comment (CComm). Previously, a comment could only be added after the transaction was created. The model was also modified to prevent a transaction from being modified during its final review via an obscure technique. A report was written for the TARGET administrator and application owners and trainers showing the reviewers for the CBCC criteria (cost center based) sorted by Budgetary Unit.

    NSM/Program Generator

    Standard facilities were developed for the Extended Description facility to make it easy to incorporate into new functions. Kathryn and I continue to provide support to desk administrators as requested.

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