BASIS Steering committee
and Bob Zimmerman
W. David Wimberly
BASIS-L discussion list
Computing Services BASIS April Status
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
To support this need in light of some of the less straight-forward
activity mentioned above, data base changes were also made during
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
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
- Creation of a Daily Receivable Activity List (DRAL),
- Creation of a list for receivable lines with a specified
Reference ID (LREF),
- Creation of a new function specifically for recording cash receipts
used to pay back travel advances (TAR),
- Creation of a list for displaying the open orders for a cost center,
- Development of a routine to view the control data (the last 10 times)
used to generate travel advance checks,
- Development of a meals and miles table,
and associated maintenance function,
for destinations from Fayetteville.
- Development of system help facilities to browse the meals and miles
table for the daily meal allowance and mileage from Fayetteville,
- Development of a function to cancel, close, or reopen a
purchase order (XCRP),
- Creation of a list of transactions for Travel Related Purchase
Order activity (LTTR),
- Inclusion of numerous new edits, fixes, and enhancements.
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.
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.
There has been significant activity toward finalizing many of the
functions and features of this application.
- TEHA, time entry for hourly appointed, was completed and made
available for testing in DEMO.
- A check was added to all time entry functions to not allow an
update if Hourly Time Approval has already been submitted.
- A check was added to all time entry functions to ensure that
a record with overlapping dates was not created while the operator
was entering data but prior to PF10.
- The overtime compute routine was modified to use
Other Hours entered on the
OH function and to default these hours for appointed employees.
It was also modified to use the
different and sporadic indicator from the wage rate.
- Calendar control data was modified to include a cutoff time
for Leave Extra Time reporting.
- With Don McFatrich's assistance, a new test MSA Payroll system was
developed with the employee population and translated SSNs being
used in BASIS.
- LHEB was renamed LEBU, List Employees for a BU, and was
modified to use an additional employment type (A or H) key so that
it would list hourly appointed or straight hourly employees.
The decode window for this function was also enhanced.
- Most of the coding for
the batch BASIS to MSA time transaction interface was completed.
This includes a
check for an existing FICA exemption on MSA,
a check for student status,
generation of a transaction to change the FICA exemption on MSA if
the generation of the MSA pay transactions for approved
Time that is not approved is
rolled forward to the next pay date.
Testing of this function including
processing the generated transactions
into MSA is under way.
- The DEMO system was refreshed with newly converted data and old
test data was discarded.
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.
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.
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.
a portion of fringe benefits not being allowed for select
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
- EXTM, extra time maintenance, was completed and made
available for testing in DEMO.
- MNLV, monthly leave, was modified to protect from entry the dates
thru which extra time has been reported.
- The old FHAC was retitled
from Force Holidays After Cutoff
to Force absence Hours After Cutoff and modified to permit
the entry of any absence hours into a closed leave period.
The absence code for these hours is retained in lower case to identify
when this has been done.
- The List Overtime for a BU, LOBU, was renamed to LEBU and
modified to list data from the hourly time file including comp time
to be earned. Subsequently, it has been decided to rename this
function back to LOBU.
- Overtime Approval, OTA, was modified to check for the existence
of overtime (or comp time)
on the hourly time file keyed by the date the overtime is
to be paid.
- LEBU was modified to include as much data as possible from the
Monthly-Leave file for the month specified.
- ESG, Employee Sub-Group maintenance, was copied over from HRLY-TS
and will be maintained in duplicate in LEAVE until a single, more
appropriate home arrives (like a Personnel application).
- LLSB, List Leave Summary for a Bu, was modified to use sub-group
as a starting key.
- Data conversion routines were developed to move the extra time
data from the old system to the new.
- The DEMO Leave system was refreshed and now has newly converted
Employee and Leave data.
Other developments included:
- Enhancement of the PD function to
restrict updates when the fiscal year of the labor record
is closed (based upon the GJIM calendar),
incorporate the new Create Comment feature of TARGET,
calculate the percent fringe benefit rate to be used from the existing
properly calculate values when changes and PF10 are pressed at the same
display the previous fringe benefits not allowed in the
- Permit the display of negative values throughout the system;
- A routine to allow changes to the FTE percent;
- A routine to split a compensation period, and associated earnings
data, into two parts based upon a date and the number of week days
in each period.
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:
- the addition of an
A21 certification facility to PD;
- the completion of
online functions to allow
changing title codes and compensation period dates,
predefining special compensation periods,
and listing predefined
compensation periods for which there is no pay record;
- the generation of accounting entries for GL; and
- the development of required reports and data extracts.
The display of the current document status was incorrect in IITP
due to the TARGET changes recently implemented. This has been
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.
There has been no activity involving this application.
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
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.
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