MEMORANDUM


Table of Contents

MEMORANDUM
  • Progress
  • Major issues
  • Plans

  • MEMORANDUM

    To:

    BASIS Steering committee
    Gerry Bomotti, Gene Buckley, Dick Cottrill, Tom Dorre, Allen Lacey, David Martinson, Susan Unger, and Bob Zimmerman

    From:

    W. David Wimberly

    Copy:

    Colleen Briney and William Rains
    BASIS II project file and discussion list

    Subject:

    BASIS II August status

    Progress

    Significant progress was made during August primarily due to our ability to finally pull together the data requirements for our requisition files. This forced, and had to be preceded by, several key decisions which resolved two Major Issues from last month's report (how to accurately calculate sales tax and how to commit and encumber tax and freight across multiple lines that are subject to change). The decisions made were:

    The following decisions were also made during August:

    Meetings held during August included:

    8/05

    This meeting of the central project team addressed bid solicitation data requirements, sales tax exemption regulations and purchasing regulations that exempt items from competitive bidding.

    8/12

    This meeting of the central project team discussed:

    • Committing and encumbering tax and freight at the line item level.
    • Maintaining company/cost center distributions by line item.
    • Committing funds at the time of requisition entry versus at the time of requisition approval.
    • Pros and cons of restricting what company/cost centers can be designated on a requisition based upon the individual entering the requisition (security by value).
    • Reporting expenditures by the federal year of the obligation.
    • Methods of accounting and techniques for establishing an end of year accounts payable liability.
    • Necessary levels for funds checking in research and property accounting.
    • The need for life-to-date balances for research incentive funds (RIFs).

    8/12-13

    Xerox and Bottom Line Technology were on site presenting a desk-top laser printer that can print MICR encoded checks with digitized signatures stored on a removable hardware device. Part of this solution included PC software to drive the printer and enhance the security, controls and audit trail available within the hardware. The availability of this technology would significantly alter the design of the system related to voucher and check processing. Computing Services is preparing justification material for the acquisition of this type of technology.

    8/17

    This was a meeting of the Financial Affairs Advisory Group. The main topics discussed were:

    • The option for departments to approve invoices as well as, or in place of, receiving.
    • The idea of testing the feasibility of departments providing explicit approval of invoices (positive confirmation) prior to payment was discussed and volunteers were solicited.
    • The possibility that an operator authorized to enter requisitions might inappropriately commit the wrong company/cost centers funds temporarily.
    • The format of the DBR in relation to the levels at which funds are checked.
    • Requirements for life-to-date balances in research incentive funds.

    8/18

    This was a walk-through conducted with UA Press. They were very interested in the features of BASIS II and hope to be able to eliminate some of the tracking and reporting systems they have had to implement internally.

    8/26

    The first cut at the data requirements for the REQUISITION and REQUISITION-LINE file were passed out at this meeting of the central project team. A detailed review of this data was scheduled for September 2. The August 13 proposal for handling inter-departmental orders was also discussed as well as ideas for a phased implementation.

    8/28

    Initial questions regarding the requisition file were fielded at this meeting of the central project team.

    The following documentation was released for review and comment during the month of August:

    We also hammered out what we think is a good understanding of the issues related to tax exemption, developed a better understanding of our element naming standards, and made significant progress defining the data needed for bid solicitations and contracts. Paul Bixby also started participating in the meetings of the BASIS public relations group headed up by David Hyatt.

    On the technical side, the following progress was made in August:

    Major issues

    The two items added last month have now been removed due to the decisions documented at the beginning of this report. There is little change in the other items.

    1. There is a need to replace or interface with various inventory systems. The areas that have a possible interest in such a facility include: Scientific Supplies, Dining Services, Physical Plant and Cooperative Extension Service.

    2. No decision has yet been reached regarding inter-departmental orders, although there seems to be a great deal of acceptance of the last proposal.

    3. A method of identifying and reporting federal expenditures by the period of the obligation needs to be identified.

    4. We plan to develop a general purpose facility to provide word processing-like capabilities for requisition and purchase order descriptions, but need some time to do some prototype work in this area.

    5. The requirements of the system remain chock full of exceptions and special handling requirements. We hope we can document all of them and develop a system that takes them into consideration.

    Plans

    The following are our plans for September:

    1. Document and distribute the data requirements for bid solicitations, contracts, and purchase orders.

    2. Define an Available Funds File, tolerances to be employed during funds checking, and the company/cost center attributes that will govern how funds are checked. We hope to do this in a manner that will be somewhat flexible regarding the methods employed for funds checking.

    3. Design the system components for maintaining encumbrance balances and performing funds checking.

    4. Develop an overview for requisition processing.

    5. Reach a firm decision regarding the processing of internal orders. This will need to take into consideration responses to the last proposal which are to be obtained by David Hyatt from the service departments.

    6. Document from a BASIS II perspective the advantages and reasons for acquiring a printer capable of printing MICR encoded checks with a digitized signature.

    7. Investigate further the concept of a phased implementation.

    8. Initiate development of programs to process vendor related data components.

    9. Complete the NSM Architecture, NSM Maintenance System, and Program Generator functional specifications.

    10. Develop a basic TARGET function module model program and update the TARGET functional specifications.

    11. Meet with more departmental "bookkeepers" regarding some of the basic concepts we plan to incorporate into our system and solicit their opinions and feedback.

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