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:

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

    Subject:

    Computing Services BASIS August Status

    August development activity is reported under the specific application headings that follow.

    Leave Accounting (LEAVE)

    The LEAVE application has stabilized with only a few problems reported in August and limited enhancements being performed. Activity included the following:

    Plans were also made for changing the LEAVE application to work with a new EMPLOYEE file being built to support Hourly Time Sheet processing. As each new BASIS I module is developed, some modification of past modules will likely be required. This is the case with LEAVE, which will have to undergo some fairly major changes. The EMPLOYEE file will replace the current LEAVE-INTERFACE file, and will eventually become the master employee/personnel file for the University. At this time, data necessary to support LEAVE and Hourly Time Sheet processing is being defined plus some elements which can be used to support small future modules such as the faculty/staff directory. To accommodate this transition, some data must be converted or transferred from the LEAVE-INTERFACE file to the EMPLOYEE file, while most data will be initialized from the MSA Payroll. Programs to perform this conversion are under development.

    Future activities for LEAVE include extending the online job submission to execute additional report programs and refining the LEAVE System Manual. The priority at this time is to make the necessary system changes in LEAVE to work with the new Hourly Time Sheet system and to get the Hourly Time Sheet system developed and into production.

    General Journal Interface Module (GJIM)

    GJIM activity during August included the following.

    Other than considering the above suggestions and implementing changes currently being tested, the only other outstanding item for GJIM is the removal of the interim routing for ETTP, FTTP, and IITP that has been in place since the beginning of July for transactions submitted by certain user IDs

    Personal Services Budget (PSB)

    Two minor problems were discovered and corrected with the list programs LTOD and LOTD, and a problem was corrected where key date values were not properly restored after suspending to a new function, altering the date there, and returning to the original function.

    University Procurement System (UPS)

    Vendor subsystem

    During August a consensus was reached regarding vendor data requirements and application security issues. Subsequently, the old vendor maintenance system was moved to DEMO so that it could continue to be available while the rewrite of this application is underway in TEST. A few components of the new system are currently operational and we plan for a fully functional system by the end of September. The core team will be given access to commands and features as they are completed.

    Travel subsystem

    Travel advances continue to be the hold-up for this project. After another month of debate and investigation, we are still uncertain of the requirements to be met if we choose to eliminate the travel advance fund and write travel advances through the Accounts Payable bank account. We hope that this can be settled soon so we can present a recommendation to the Steering Committee. A separate issue, which we believe we have identified a means to address, relates to travel purchase orders and associated encumbrances. This will also be included in a recommendation to the Steering Committee along with other changes.

    Hourly Time Sheets (HRLY-TS)

    On rather short notice, it was decided to demonstrate the existing prototype system to departmental representatives in order to obtain feedback. Approximately a dozen departments were invited and, with less than a week's notice, we were expecting half that many to actually attend. We were pleasantly surprised when almost 40 people showed up. Fortunately, we were able to hastily relocate the demonstration to a room of adequate size. In general, the design and operational aspects of the system were acceptable to the group and several excellent suggestions were obtained that have or will be incorporated into the system. Some unique problems were identified in relation with the way Residence Life and Dining Services operates, and a special meeting has been scheduled with them to better understand their operation so that an appropriate solution can be developed.

    Other developments included:

    Outstanding issues and development tasks include identification of student employees, determination of what data is entered in BASIS and sent to MSA versus data that is entered in MSA and sent to BASIS, calculation of overtime and determination of who pays it, development of a pop-up window to redistribute wages among the defined cost centers via either percentages or hours worked, integration of Employee ID into current prototypes, time entry for appointed hourly employees, identification and development of appropriate list functions, approval processes for hourly time, batch facilities for generating hourly pay transactions, and establishment of an appropriate test system employee population.

    Labor Distribution

    All major issues have been addressed and an overall approach and design for this system has been formulated. The aspects of the new system that are substantially different from past practices are in the process of being defined for presentation to the Steering Committee. The definition of files and data elements to be retained within the system as well as mock-ups of online screens are also being developed. These will be reviewed by the core team and then shared with departmental personnel for discussion and feedback. Prototyping of the application will also be initiated at this time.

    TARGET

    The following activities occurred during August related to TARGET

    NSM/Program Generator

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

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