MEMORANDUM


Table of Contents

MEMORANDUM
  • Desk-Based Security
  • Meeting Maker XP
  • University Procurement System (UPS)
  • Invoice Log
  • Hourly Time Sheets (HRLY-TS)
  • Leave Accounting (LEAVE)
  • Labor Distribution (LABOR)
  • General Journal Interface Module (GJIM)

  • MEMORANDUM

    To:

    Dr. Robert Zimmerman

    From:

    W. David Wimberly

    Copy:

    Craig Brown, Susan Cromwell, Rogers Davis, Jo Diercouff, Don McFatrich, David Merrifield, Ron Neyman, and Dale Stingley

    Subject:

    June Status

    Desk-Based Security

    Kathryn has been spending more and more time providing support for departmental desk administrators. This is probably due to the implementation of three new BASIS systems and the setup necessary to get departmental users online. Kathryn can continue to provide this support, however it would be ideal if this function could be turned over to someone more directly responsible for end user support. Further, there is a need for more campus education and a need for improvement of Computing Services procedures in this area. For example:

    There are also problems with the timing of Human Resource's changes to employee's employment location which determines what desks can be assigned. The desk concept is good, but we have some kinks to work out before this is an ideal system.

    Meeting Maker XP

    I like the facilities provided by this product and see many benefits to its use. However, the DOS version which OS/2 users are being forced to use lacks basic functions present in the other versions, causes performance problems on my system, and I suspect has caused my system to crash. I would look forward to working with someone to figure out what we need to do to run the Windows version under OS/2.

    University Procurement System (UPS)

    Travel subsystem

    On top of last minute fixes and changes, we've scrambled around to provide facilities we had been putting off -- mostly related to batch. In developing these, we've found things that either don't work the way we thought they would or that we just want to work differently. This has caused us redesign and re-work time, but I believe we've now got all the pieces in place. The Treasurer's Office successfully printed travel advance checks Friday on the MICR/laser printer, Purchasing is printing POs on their laser, and batch jobs are running nightly to check for and generate BASIS to MSA transactions. Production was very responsive in getting all these changes in place.

    One problem appears to be MSA's refusal to accept a batch invoice of 32 or 33 lines, which may be generated by a BASIS Travel Claim. Extra lines are produced on the error report and the transaction suspends but can't be corrected. No one knows why.

    Vendor subsystem

    Two problems were identified in this area, a vendor name number was assigned out of sequence and no TARGET transaction can be found for a data base value change that should only have occurred via a TARGET transaction. The first problem has been isolated and fixed.

    Invoice Log

    Financial Affairs is planning to image all invoices received in FY 96 and will log these invoices into a BASIS Invoice Log. The basic maintenance function for this log have been developed along with one list facility. Added features are planned for the log function and many more lists are identified. There are 3 or 4 more phases to this project that Financial Affairs has identified: integration with Travel, faxing invoices to departments for confirmation of payment, departments performing positive confirmation via the logged invoices, and the final BASIS AP system where receiving is performed.

    Hourly Time Sheets (HRLY-TS)

    This one has been a real scramble with everything seeming to go down to the wire. It is in production with over 34,000 employees converted to BASIS. It was opened for new employee set-ups and wage rates 6/27, hourly time reporting Friday, and hourly appointed time reporting should be opened Monday. The job that feeds BASIS data to MSA has been in production for about a week and the first new SYNC should have run Friday night. We identified a conversion error Friday and are praying there aren't further problems with these interfaces. We'll be holding our breath when we send in the first pay transactions to MSA.

    There have been lots of problems and lots of last minute fixes. This is primarily because much of the system was not looked at until the last minute. We are still not comfortable that the appropriate procedures for running the system have been developed in HR, or that our programs are as bug free as they should be. I can't go through another one like this.

    Leave Accounting (LEAVE)

    LEAVE version 2 received better testing than Hrly-TS and so it is expected to be more stable out of the gate. However, after converting all the data on 7/4 (350,000 records), the user's did not have time to check out any of the system until the morning of 7/7 when it was to be opened for campus use. Upon looking, they immediately identified a conversion error involving the old extra time data plus an error caused by the presence of an old program that needed to be deleted. The conversion error is not serious and should not affect any immediate use of the system, but it will require the execution of several fix-up jobs.

    Labor Distribution (LABOR)

    As we have finalized batch processes and report requirements for this application, changes emerged and have been addressed. Few problems have been identified primarily because little attention is being paid to Labor due to the Hourly Time Sheet application. This may change as we approach the first production payroll load in a couple of weeks. We have moved on to addressing reporting requirements of this system.

    General Journal Interface Module (GJIM)

    Some fairly serious efficiency problems have been identified in this application, thanks to Don Barnett's help and the monitoring tools at his disposal. I believe we will be able to address these quickly and in so doing reduce the number of Adabas calls by several orders of magnitude.