Table of Contents

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



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


    W. David Wimberly


    Jim Isch
    BASIS-L discussion list


    Computing Services BASIS May Status

    University Procurement System (UPS)

    Travel subsystem

    Tweaking and tuning of most functions continued through May. TAs are created as closed POs when there are no reimbursables, a Company Center is required even though there are no reimbursables, approval of a TA with an advance is permitted even though it is after the departure date, obsolete vendor names or addresses are no longer accepted, and the list goes on. Bugs were fixed, field edits added, screens re-laid out, audit information changed, and decode windows created. New functions for the month included:

    The following activities occurred in the batch arena:

    1. The format and content of the Travel Advance checks were modified, and a file and record layout of this data was prepared for Bottomline Technologies.

    2. The encumbrance accounting and reporting routines have undergone a second major rewrite to accommodate the decision to report current and end of period data. The new Purchase Order Summary report includes the same MSA data previously reported (current as of the time of the run) and Travel PO data -- current data equivalent to that coming from MSA plus end of period encumbrance balances, a blanket indicator, and status. This report has been completed along with the generation of transactions to create Travel encumbrances in MSA at the end of a period and to reverse those the following period.

    3. Work continues on the other interface to MSA, the generation of transactions to load three types of invoices (travel advance manual checks, travel claims, and travel related invoices) plus adjustment documents (required when an advance exceeds the claim). Most of the details have been worked out, and we are about ready to test these transactions.

    4. Reports for the Checks on Hand and the Outstanding Travel Receivables (sorted three ways) are near completion.

    Remaining development tasks include completion of the batch processes identified above, finishing the MPTR (Modify in-Process Travel Related purchase orders) function, writing invoice lists as they are identified, generation of a 'dun' notice when an advance exceeds a claim, developing an online job submission function, and getting all the batch job changes documented for Production Control. In our spare time we will continue to fix problems as they are reported and begin putting our System Manual documentation together for the system.

    Vendor subsystem

    There has been no activity to report in this area.

    Hourly Time Sheets (HRLY-TS)

    Various fixes and enhancements are continually being made to this application. The most significant developments follow.

    Our primary remaining activities include continued testing and responding to identified problems. We also plan to develop an employee hourly time consolidation function to aggregate and display all time reported for a period, generate transactions to load work study payments to SAFARI, and update our System Manual documentation.

    Leave Accounting (LEAVE)

    The following activities occurred for Leave during May.

    Time was also spent reviewing Michelle's test plan and new Quick Reference Card. Remaining activities include developing a special function to view old EXTM data and modifying existing reports to use the new data source.

    Labor Distribution (LABOR)

    The following development activities were completed during May.

    Computing Services has now completed the critical programming functions identified as being required by June 1 and is available to support HR's testing. Other development still outstanding includes the development of reports and data extracts, and the setup and documentation of batch production changes.

    General Journal Interface Module (GJIM)

    The modifications completed and reported in my April status report have now been moved to production.

    Personal Services Budget (PSB)

    There has been no activity involving this application.


    The new TARGET commands and Criteria Types for TRAVEL, HRLY-TS, and LABOR were defined on production.

    NSM/Program Generator

    We are approaching 100 commands within the UPS system. This will undoubtedly present a problem involving NSM security since it only permits 100 commands to be allowed or disallowed per command security group. The primary method of defining access is in terms of listing the commands allowed since it also permits a more restrictive security level to be specified (read only). I am planning to investigate the possibility of providing a third method in which a combination of these two methods can be employed: commands to be disallowed would be identified along with commands that are allowed with a more restrictive security level. Given this method, commands available with the desk's normal security level would not have to be identified and the life of the 100 command limit extended. I believe this would also simplify the security administration task for the application owners.

    Kathryn continues to provide support to desk administrators as requested.

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