BASIS Steering committee
Gene Buckley, Dick Cottrill, Tom Dorre,
David Martinson, and Bob Zimmerman
W. David Wimberly
Bill Moody, Colleen Briney, David Keith, and Bill Overby
BASIS-L discussion lists
Computing Services BASIS July Status
specific applications is reported under the appropriate
Items of a general nature include:
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.
- Several meetings were held with the Financial Systems Training
Coordinator and representatives from Financial Affairs, Business Affairs,
Human Resources, and Computing Services to discuss standards for our
documentation and the roles and responsibilities for the production of
These discussions are continuing into August.
- Several sessions were held with the new BASIS
personnel from Business Affairs to provide them with the necessary
understanding of mainframe 3270 terminal operation, the NSM
user profile, the NSM architecture, and TARGET.
An in-depth understanding and background in the environment in which
we are developing our BASIS applications is necessary for core
team members to effectively participate and contribute in the
design, development, and testing of these systems.
- Computing Services defined the security constraints for the
programmer/analysts within our
DEMO environment. As defined,
these will permit us to manipulate the data in that environment as
needed for testing/training but not develop programs there.
We will also be able to permit access to DEMO to anyone with
a production ID. Computing Services personnel will act as the
desk administrators and application owners for DEMO.
We hope to get DEMO set up for use in training soon, since the
LEAVE application in TEST is about to undergo major changes to support
Hourly Time Sheet processing.
- The message window was modified
to display the correct information
regarding the system availability for extra time reporting.
- The new LTMB and LTOT lists were implemented.
These display TARGET transactions
processed for an employee and month for leave adjustments (MB) and for
a budgetary unit and month for overtime approval (OTA).
- A correction was made to the MSA Synchronization process
so that it would not
carry forward usage and accrual information for employees who were
no longer eligible for leave but not terminated (only balances are
- Changes were made to the
weekly leave reporting process (WKLV) so that it would properly record
holidays for skipped weeks when it is the first activity for the
employee during a month and so that it would
establish the correct "Leave
Reported Thru" date when a future date is being used.
- An enhancement was made to
monthly leave reporting (MNLV) in order to distinguish,
via a lower case 'h', holidays
which have been defaulted by the system.
- A correction was made to all functions which use the date as a
key field to properly restore
the date following a suspend operation.
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).
GJIM activity during July included the following.
- The batch Journal Entry load process was documented and placed
in production, and
the Treasurer's Office has successfully used this facility.
- A problem with the assignment of duplicate document numbers
occurred on the TEST system when all members of a training class
attempted to create the first new documents for a fiscal year at the
Outside of this one incident, no problems have been experienced on test
or production regarding the system assignment of the next document
number to be used.
Given this rare circumstance, no attempt is being made to address this
- A problem was discovered and corrected whereby TARGET transactions
were being created for the approval of documents even though the
necessary routing criteria had not been fully established.
This was occuring even after the user received the appropriate
- Several problems were corrected within the FTM function in relation
to the EdOpt feature and other operations involving document line
- Changes were made and are currently being tested to permit the
creation of the extended description (PF9/EDesc) for new documents.
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
The specialized lists for "effective dated records" were
regenerated due to a correction which was made to this particular
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
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.
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
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.
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.
No analysis has yet been performed regarding
the possibility of implementing a
"small orders" subsystem prior to the development of an
Accounts Payable module.
Prototypes for most components of the hourly time entry system
have been developed and are available for user testing.
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
We also need to address the identification of student employees
and the means for determining MSA reporting levels for new employees.
|WR||The wage rate creation process, which is a TARGET function.
|LWRE||A facility to list wage rates for an employee.
|LWRB||A facility to list wage rates for a budgetary unit.
|LTRS||The standard facility for listing TARGET transactions
for a requestor and transaction status.
|RHTE||The facility for regular hourly time entry which permits
the user to define the hourly time reporting period.
|WSTE||A special work study time entry program where time in and
time out is recorded.
|UNIT||A 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).
|MWSS||A routine to define the work study cost center and its
percentage distribution on an annual basis.
|SUNE||The departmental command to be used to setup a new hourly
employee on BASIS so that a wage rate can be immediately created and
|BLOC||A facility to permit the Human Resource office to block
the departmental setup of a new employee in BASIS.
|W4||A facility for entering W4 information to BASIS to be sent
|I9||A facility for recording the receipt of an I9 for a new
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.
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
There were a variety of activities in this area during July.
- Four Desk Administration classes were conducted with approximately
38 total participants.
- A problem in the manner in which security by value was
implemented in NSM-MS for desk administrators was discovered
during one of the classes.
This problem has been corrected.
- The new Desk Administration guide was completed and
distributed to the participants of the July classes.
We plan to distribute copies to those desk administrators who had
previously attended training.
- A technique was developed that allows us to conditionally include
or exclude segments of text in our documentation based upon whether
the documentation is being printed or being made available as online
This will improve both formats of documentation, and was added to
the Desk Administration and NSM-MS documentation.
- The online HELP command for NSM-MS was expanded to include topics
from the new Desk Administration guide.
- A new function was added to the NSM Maintenance System to permit
desk administrators to update a user's budgetary unit when it differs
from the Payroll system or update a user's name.
This will allow the desk administrator to more quickly effect the
transfer of an employee so that an appropriate desk can be assigned and
to correct name misspellings or make name changes due to marriages or
The new command is UBUN: Update Budgetary Unit or Name.
- The command sequence feature, whereby a set of commands can be
defined and placed on a list for sequential execution, was expanded
to include a predefined Action for each command.
Using this feature, one command can be used to add an entity and
subsequent commands used to update different data for that entity.
Or in the case of GJIM, the xxM maintenance function can be invoked
with the Add action and the subsequent xxTP function invoked with
the Submit action.
A problem in Natural version 2.2.6, which is currently on test but
not production, delayed testing and implementation of this feature,
which should occur shortly.
- The command LVDB, List Value security groups for the Desk
administrator's of a Budgetary unit, has been written for the NSM
Its implementation in production was pending the development of
documentation, but since it is primarily for use by the Computing
Services system administrator we will go ahead and implement it
without online help documentation.
We plan to make it available to desk administrators, as are other
non-desk administration functions of NSM-MS.
- Two problems were fixed within our Program Generator:
there was a bug in the macro that generates the HELP program and
a problem that involved list commands that included the command in
the list was corrected.
Please feel free to raise any questions or concerns prompted by this