MEMORANDUM


Table of Contents

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

  • MEMORANDUM

    To:

    BASIS Steering committee
    Gene Buckley, Dick Cottrill, Tom Dorre, David Whitmire, David Martinson, and Bob Zimmerman

    From:

    W. David Wimberly

    Copy:

    Bill Moody, Colleen Briney, David Keith, and Bill Overby
    BASIS-L discussion lists

    Subject:

    Computing Services BASIS July Status

    Activity involving specific applications is reported under the appropriate headings below. Items of a general nature include:

    Leave Accounting (LEAVE)

    We are still experiencing minor problems, making fixes, and incorporating new features in the LEAVE system. The following system changes were placed into production during July, although the first two were coded during June.

    In addition to these items, Katrina and Ava continued work on the LEAVE System Manual and we provided Michelle some advanced instruction regarding TARGET processing.

    Future activities for LEAVE include extending the online job submission to execute additional report programs and editing and refining the LEAVE System Manual. These are currently being defered due to more pressing needs in other areas. Significant changes to LEAVE programs are going to be required in order to use the same 'personnel' file for Hourly Time Sheet processing. This should not result in any major changes in the functional aspects of the application, although hourly appointed employees will be excluded from leave reporting (their leave will come in on their time sheets) and EXTM will only be used for other appointed employees (overtime for hourlies will be calculated from their time sheets).

    General Journal Interface Module (GJIM)

    GJIM activity during July included the following.

    Plans for August include providing production support, removing the interim routing for ETTP, FTTP, and IITP, implementing the modifications supporting the creation of an extended description for new documents, permitting the extended description to be copied, and possibly making an extended description a requirement for document creation.

    Personal Services Budget (PSB)

    The specialized lists for "effective dated records" were regenerated due to a correction which was made to this particular program model.

    University Procurement System (UPS)

    Vendor subsystem

    Three meetings were held during July to further define and refine our vendor data requirements, to determine how we wish to control the update of vendor data, and to determine what audit information we wish to maintain regarding those updates. In support of this effort, the core team was encouraged to access, use, and experiment with the UPS vendor maintenance facilities that were previously developed and that are available on our TEST system. A new vendor setup screen was also developed and testing was performed regarding how to provide vendor name and address help facilities. We hope to settle the data requirements and security issues during August and rewrite (or at least get a good start on rewriting) our vendor maintenance subsystem to support that design.

    Travel subsystem

    Our basic concepts and supporting documentation for a Travel system were presented on July 13 to the primary offices involved: Business Affairs, Financial Affairs, and Treasurer's Office. During that meeting and in two meetings since, we have been hung up on issues involving travel advances. The main issue outstanding is whether we should write travel advances from the separate travel advance fund and bank account or whether they should be written through Accounts Payable. Bill Moody and several others are currently assisting us in investigating and understanding the implications of both options. A separate issue regarding encumbrances for travel reimbursements and travel related POs has been resolved. Once a recommendation can be formed regarding travel advances, these and other significant changes will be presented to the BASIS Steering Committee for consideration and support.

    In addition to the above activities, Computing Services will be working to define our BASIS Purchase Order file since this is where the Travel Authorizations and travel related POs will reside.

    Requisitioning subsystem

    No analysis has yet been performed regarding the possibility of implementing a "small orders" subsystem prior to the development of an Accounts Payable module.

    Hourly Time Sheets (HRLY-TS)

    Prototypes for most components of the hourly time entry system have been developed and are available for user testing. These include:

    WRThe wage rate creation process, which is a TARGET function.
    LWREA facility to list wage rates for an employee.
    LWRBA facility to list wage rates for a budgetary unit.
    LTRSThe standard facility for listing TARGET transactions for a requestor and transaction status.
    RHTEThe facility for regular hourly time entry which permits the user to define the hourly time reporting period.
    WSTEA special work study time entry program where time in and time out is recorded.
    UNITA facility for entering units worked for wage rates that are established as unit based (no by day reporting is used since there is never overtime).
    MWSSA routine to define the work study cost center and its percentage distribution on an annual basis.
    SUNEThe departmental command to be used to setup a new hourly employee on BASIS so that a wage rate can be immediately created and hours reported.
    BLOCA facility to permit the Human Resource office to block the departmental setup of a new employee in BASIS.
    W4A facility for entering W4 information to BASIS to be sent to MSA.
    I9A facility for recording the receipt of an I9 for a new employee.
    Further refinement and the addition of more system edits will be required for all of these functions. The last four, all related to new employees, currently do not perform any actual update since the underlying data base file has not yet been built. The current stumbling block is the issue of maintaining confidentiality of SSN and the apparent need to create a Personnel ID to be used in place of the SSN to accomplish this. Since SAFARI has assigned a PID-NO for faculty and some staff, it seems logical to use that number as recommended by several individuals on BASIS-L. However, there are many problems associated with synchronizing the assignment of such a unique identifier between the two systems. Rather than get bogged down in the mechanisms of doing that, and after learning that the University of Tennessee does not use a separate personnel number, we are re-evaluating the need for a separate ID. We also need to address the identification of student employees and the means for determining MSA reporting levels for new employees.

    Labor Distribution

    Progress in the analysis of requirements and the examination of possible solutions has been hampered by the availability of personnel to work with us. This is an example of how BASIS remains a lower priority than day-to-day operations and one reason I am reluctant to project completion dates. We cannot expect to develop major administrative systems using free time of the existing staff, since it does not exist.

    Regarding labor distribution, we think we have identified a means to capture all the necessary data through MSA, pending a few answers from the accounting folks. We now need to bounce these ideas off our users, make a few decisions, and get down to coding.

    TARGET

    A problem was reported and corrected regarding the review level at which a reviewer was placed on a transaction when the reviewer was established via two separate criteria. In this circumstance the system now retains the reviewer at the higher review level, which was the original intent.

    To increase the knowledge and understanding of TARGET by the core team, a new TARGET Concepts document has been developed. This will be shared with interested core team members and discussed in small classroom settings where these concepts can be demonstrated. These sessions will be scheduled in early August.

    A new report has been developed to list all TARGET reviewers. Once internal testing is complete, it will be made available to the TARGET Administrators.

    NSM/Program Generator

    There were a variety of activities in this area during July.

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