MEMORANDUM


Table of Contents

MEMORANDUM
  • BASIS I
  • BASIS II
  • Common

  • 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, Bill Overby and William Rains
    BASIS-L discussion lists

    Subject:

    BASIS September Status

    September was spent adding TARGET features, testing, and fine tuning the Leave Accounting and General Journal Interface systems. The electronic transaction processing capabilities were demonstrated to core project personnel and these components were made available for their testing. We also enhanced the TARGET administration system, added needed features to our "List" program generation facility, and worked toward the completion of the suite of utility functions needed to support TARGET (proxy authorization being the last major piece). We have continueed to work with Joe Fournier to help him learn and understand the BASIS systems, which must be working since he has already produced documentation for two classes for our review. Computing Services is also currently in the process of recruiting an additional analyst to be assigned to the BASIS project.

    BASIS I

    Progress

    1. The Monthly Balance function (MB), which is used to make adjustments to an employee's leave balance, was modified so that it is now a TARGET function. All adjustments will be routed to the Leave Administrator for review.

    2. A new TARGET function was created for handling the submission and approval of overtime for a budgetary unit. The routing of overtime approval transactions is based upon the budgetary unit of the employees being paid overtime. In conjunction with this new function, extra time processing (EXTM) now checks to see if overtime has already been approved or has been submitted for approval prior to allowing further changes; and the program that generates the overtime pay transactions now checks to see that overtime has been approved for a budgetary unit before generating those transactions.

    3. Two functions were developed to list the Leave Accounting TARGET transactions: List Transactions Pending Review by a specific desk (LTPR) and List Transactions for a Requestor, transaction Status, command, and date range (LTRS).

    4. A demonstration of the TARGET processing features of Leave Accounting was conducted for the BASIS I core team.

    5. A year end vacation, sick leave, and comp time liability report was developed and the other reports were updated based upon user feedback.

    6. Extra time maintenance processing was tightened up so that it now restricts what "scheduled work codes" are permissible for employees who are appointed for less than half time and for other employees ineligible for leave.

    7. Ava spent time providing one-on-one training for the new Leave Administrator, Michelle Pilarz.

    8. Extensive time has been spent testing both online and batch, including processing transactions into the MSA test system for printing leave balances on the check stubs and paying overtime.

    9. Work continued on the program to synchronize the data in the Leave Accounting system with the MSA Payroll. Although this has taken far longer than we anticipated, we do feel we are close to mastering this complex beast. To assist in this process, Katrina has developed some detail documentation which has been very helpful in analyzing and understanding the requirements. We are considering testing this routine by playing catch-up with the production system, running it with production data for May through September.

    Major issues

    There are no changes in this list since last month's report.

    1. The new federal Family Leave Bill has now gone into effect. We are currently unsure of the impact of this law on our Leave Accounting system since we are waiting on interpretations and rulings from the State of Arkansas.

    Plans

    The primary development tasks remaining for Leave Accounting include completion and testing of the MSA Synchronization process, a thorough review of our existing documentation, and a review of Joe's documentation as it becomes available. We also plan to start analysis and development of an Hourly Time Sheet sub-system during October. See the schedule provided at the end of this report for detail information.

    BASIS II

    Progress

    1. Five new TARGET functions were developed for submitting and approving the five different types of GJIM transactions: TAII, TAET, TAFT, TAAC, and TAJE. The structure and function of these programs required us to develop a new program model to address their unique needs. In addition, the TARGET processing for Inter-departmental Invoices varied from the standard since the account numbers had to be modifiable by the reviewer of the transaction. All of this led to a lengthier development cycle than we had anticipated.

    2. Three functions were developed to list the GJIM TARGET transactions: List Transactions Pending Review by a specific desk (LTPR); List Transactions for a Requestor, transaction Status, command, and date range (LTRS); and List transactions for a Type, fiscal Year, and entry Number (LTYN).

    3. A demonstration of the TARGET processing features of GJIM was conducted for members of the BASIS II core team.

    4. Changes and corrections were made to GJIM programs based upon user feedback, and explanations of system operational features were provided in response to user questions.

    5. The major portion of a batch facility to create Journal Entries was developed during September and is near completion. This will allow large journal entries created using spreadsheets (or other automated facilities) to be easily loaded. A manual online submission of these transactions for TARGET approval will still be required.

    6. More UPS functions were regenerated to incorporate the latest NSM features and the VCIM function was updated to allow PF6 to fill in as defaults all commodity item codes for the specified commodity class.

    Major issues

    There are currently no major issues related to the development of the GJIM system.

    Plans

    The primary development tasks remaining for GJIM include testing of the batch functions, writing and integrating a text management facility for attaching notes to GJIM transactions, a thorough review of our existing documentation, and a review of Joe's documentation as it becomes available. We also plan to complete outstanding UPS enhancements and start analysis and development of a Travel Authorization sub-system and a new GL Test system during October. See the schedule provided at the end of this report for detail information.

    Common

    NSM

    The User maintenance function of NSM-MS was modified so that it would add a new user to Natural Security automatically. This will be a great time saver for the Tech Services folks that set up new IDs.

    Desk-Based Security

    The conversion to "desk-based" security has gone very smoothly. The only problem might have been our neglect to go ahead and assign desks to users who did not previously have access to NSM applications. It turns out that these users may need that access in the future, and it could not be provided directly by the application owners until a user had a desk. An additional program was written and new desk IDs created for this last batch assignment (plant names were used this time).

    Application owners/administrators were trained in the use of the modified NSM Maintenance System, as it affects them. We still plan to offer a class for departmental representatives that wish to administer the desks for their units; there were 10 volunteers for assuming this responsibility. This class may not be held until November.

    Also related to the desk implementation was the development of a program to inactivate IDs for terminated employees and remove the desk assignment for employees that change budgetary units. This program uses payroll data for this purpose and will be executed for the first time in late October. A letter was written to notify departments that will have IDs inactivated that are currently being used. This was done to allow the departments time to request IDs for the active employees rather than using old IDs. Interestingly, we also discovered that there are several IDs issued to people who are not university employees, and thus we will have no way to know when their need for those IDs no longer exists.

    TARGET

    The LOGON screen was modified so that it notifies a user when the desk assigned the user has TARGET transactions that are pending his/her review and when the user has any personal notices. Currently the only notices that exist are automatically generated for the originator of a transaction whenever a transaction is rejected during the review process.

    Other TARGET work included some enhancement of the TARGET administration application, fixing the "help" for some fields, and a great deal of work on the proxy authorization facility (extreme effort is being taken to make this as easy to use as possible, which is not a simple task since these entries are time oriented).

    There are still several remaining task in this area: the TARGET program models need a close review and cleanup, a facility for handling transactions which are no longer valid at the time of review needs to be developed, macros for generating TARGET programs need to be developed, further enhancements are undoubtedly needed within the TARGET administration application, and the TARGET administrator needs to be trained.

    Program Generator

    All three list facilities were enhanced to work with a special type of ADABAS data: indexes constructed from multiple occurring fields or fields defined within periodic repeating groups. This will allow us to generate many list programs without requiring special modifications.

    Plans

    See the attached schedule for detail information.

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