BASIS Steering committee
W. David Wimberly
Bill Moody, Colleen Briney, Bill Overby and William Rains
BASIS August status
The conversion to desk-based security for NSM applications has been completed; implementation occurred over the Labor Day week-end. Preparation for this consumed a great deal of time within August. Implementation within our test environment occurred August 16th, after which we made some minor adjustments and began preparing documentation and user notification material. I am certain that this will prove to be a wise investment resulting in improved security, a reduction in the time that would have been spent performing security administration for BASIS and TARGET, and the empowerment of departments allowing them to better manage personnel work assignments.
Development work continued on the Leave Accounting and GJIM systems during August. This included the completion of reports, new list functions, the transaction extract for GJIM, and the last major function of GJIM, Funds Transfer. We also have the first GJIM TARGET function working and all the basic TARGET support facilities have been developed. Progress was hampered by the seven days CICSTEST was not available due to Registration and Drop/Add. We plan to wrap up all development for Leave Accounting and GJIM during September.
The Computing Services team also spent a great deal of time demonstrating systems to, consulting with, and answering questions from Joe Fournier, the Financial Systems Training Coordinator. This is another wise investment of our time since Joe's knowledge and understanding of the system will be critical to a successful implementation. We look forward to continuing to work with Joe to help bring him up to speed and to receive his feedback on how the systems can be improved.
Joe has assumed the leadership role in the coordination and preparation of plans and schedules for the implementation of the systems including acceptance testing, user documentation, user training, data gathering, and implementation and post implementation support. Joe has done an excellent job in this endeavor and his enthusiasm is refreshing. It is obvious that Joe is planning to assume a great deal more responsibility than that of "coordinator" as his title indicates. Even with Joe's assumption of responsibilities, I remain concerned that the central user offices do not have adequate resources to dedicate to BASIS. This project continues to be a last priority, receiving attention after all other problems have been addressed. This may be unavoidable, but the impact to the project must be recognized.
Tom Dorre reported that legal counsel has indicated that employee Social Security Numbers must be considered confidential information. While it is appropriate for a Leave Representative to have access to SSNs within his approved unit(s), it would not be appropriate for him to have access to the SSNs of other University employees. Therefore, the Leave Accounting system has been modified so that the name search facility is only available to individuals that have been granted unrestricted access (planned for the Human Resource Leave Administrator and possibly the auditors). Screens have also been modified so that when an SSN is entered outside an operator's authorized budgetary unit, the employee's name is not displayed. This issue will have more impact on subsequent BASIS modules, and may even affect our Purchasing/Payables system since some vendor Tax Identification Numbers are SSNs.
Two additional reports were defined during August. One is to identify departments that have failed to enter leave for a month so that Human Resources can remind them to do so prior to the cutoff date (after which leave cannot be entered and an adjustment would be required the following month). The second is to identify individuals that have been granted job injury leave so that their balance can be closely monitored to ensure that they are not over-paid due to University and PECD (Public Employees Claim Division) payments.
A question has arisen as to whether the Cooperative Extension Service will use the new Leave Accounting system. If they will not be using the system, modifications will be required to at least two programs to exclude those personnel. The omission of CES may also present other unanticipated questions or problems.
The SSN confidentiality issue reported last month has now been addressed as indicated above. The planning for implementation issue has been addressed by Joe Fournier as indicated in my opening remarks. The item remaining regarding Family Leave is new to this list.
See the schedule provided at the end of this report.
The primary development tasks remaining for GJIM include clean-up of the AC TARGET function, creation of the other four TARGET functions, cloning of at least three TARGET list functions, writing and integrating a text management facility for attaching notes to GJIM transactions, and writing a program to accept Journal Entries in batch.
The first item from last month's report will be addressed as indicated below. The planning for implementation issue reported last month has been addressed by Joe Fournier as indicated in my opening remarks.
See the schedule provided at the end of this report.
Desk-based security is here! The test environment was converted to desk-based security on August 16th and the production environment on September 6th. This required changes to several NSM utilities, the development of new support routines, practically a re-write of the NSM Maintenance System, modification to the LOGON screen, modification of several field help routines, the development of a system wide command to change or display a user's current desk (CDCD), major file changes, and the execution of half a dozen conversion programs. In preparation for the implementation in production, the documentation for the NSM Maintenance System was updated, a memo was written to all application owners advising them of the changes they will see in the administration of security for their applications, and a memo was written to all directors and department heads who have employees with Natural IDs advising them of the changes and inviting them to perform their own desk management. Feedback provided to date has been very favorable toward these changes.
Other changes were also made in conjunction with the desk-based security.
All basic TARGET functions have now been developed, although some integration of the components is still required. Functions and features completed in August include:
Changes were made within our program generator to prevent a user from suspending to system wide commands. These are commands such as LOG and FIN which are independent of any specific application. Although it does not make sense to suspend to LOG or FIN, there are going to be many new system wide commands with the introduction of desk-based security and TARGET, and many of these functions cannot permit the user to return to an active function. The practical solution was to disable the suspend feature for these commands. This change affected all models.
See the attached schedule for detail information.
Please feel free to raise any questions or concerns prompted by this report.