BASIS Steering committee
Gerry Bomotti, Gene Buckley, Dick Cottrill, Tom Dorre, Allen Lacey,
David Martinson, Susan Unger, and Bob Zimmerman
W. David Wimberly
Bill Moody, Colleen Briney, Bill Overby and William Rains
BASISONE and BASISII discussion lists
BASIS November status
Since I am again officially on the BASIS Steering Committee,
I will redirect my report to that body while
continuing to share it with other interested persons.
Progress during November was limited, primarily by
the number of balls we are trying to keep in the air at one time:
we are pursuing our phase 1 modules for BASIS I and II
while continuing our on-going long term work with those systems,
partially due to existing momentum.
In addition, we are developing standards, program models and
program generation capabilities and need to get on with TARGET
I know I am having difficulty focusing attention and prioritizing
time between all these efforts.
On the brighter side, we are on the brink of cranking out some
We will then need to train our core project teams in the
features and use of these screens, and then collect feedback
which will really determine where we are.
- The Steering Committee has approved the
Leave Accounting module as the first phase of BASIS I.
The efforts of the central project team have been focused on
defining the scope and requirements of this subsystem.
This group met four times during November.
The current plan
is to include short term leave
accounting, over-time reporting, and comp-time accounting.
It is less certain if and to what extent
this module should initially deal with
catastrophic leave and
long term leave (where an individual's pay is adjusted
via a PAF).
A summary of the requirements defined to date include:
- Leave will be reported by the date of the absence and will include a
code defining the reason for the absence.
In some cases an option will also be required (i.e., an individual
on parental leave may elect to charge time to his/her sick or vacation
balance or take leave without pay).
- Input screens are needed for the entry of data one week at
a time or an entire month at a time.
Pop up windows will be required for entry in special situations
such as multiple leave reasons in the same day.
- Reporting of over-time or comp-time will include any leave for
the same period, and once reported cannot be changed.
(It is not permitted to
report through the leave system a day of absence if it
has already been reported through the over-time system as a day worked.)
- Sylvia, as the University leave administrator, will be responsible
for recording any necessary adjustments which will be accompanied
by an appropriate comment.
- The population of employees included in the leave system will
be determined initially from MSA Payroll and later from BASIS.
The grouping of employees for leave reporting will be based
upon the Budgetary Unit.
Katrina, Joy and I have been working on the file design
and interface requirements to support this system.
We have also prepared numerous screen layout examples for
The layout of screens is a problem since we need something
that will be easy to use, simple to understand, but capable of collecting
a great deal of detail data on a large number of people.
- Analysis of the requirements to convert data from the
existing Title-Occupation table to the new title tables
This conversion and the screens to access this data will be used
for training and evaluation, both within Computing Services and
- Katrina, Joy and I attended two of the Human Resource
training sessions recently conducted.
These were very helpful in understanding the current systems
- We have two, and possibly three, good
applicants for a Systems Analyst II position that will
be assigned to BASIS I.
I hope we can make a hiring decision soon.
I removed the item from this list lamenting my lack of time to
adequately direct this project and BASIS II.
This does not mean this is no longer a problem or major concern,
it is just acceptance of the situation.
- Hire and train a new person to assist in this project.
- Determine the requirements, and methods to be used,
for defining, storing and applying the
Company/Cost Center distributions for use in charging out salary
- The means of performing available funds checking for
salary/budget activity and for
projecting future salary expenses
requires further analysis.
- Specifics need to be defined regarding
summer school budgeting and summer teaching appointments.
- Accommodation within the system needs to be planned for
extra compensation and overloads.
- Security by value requirements, if they exist,
must be defined.
Due to our focus on the leave module, I have removed many of the
other BASIS I needs that still require investigation.
The following represent our immediate plans.
- Define the requirements
for the leave accounting module.
- Obtain consensus for some initial leave entry screens
and develop prototypes for evaluation.
- Involve departmental leave representatives in the project
to obtain feedback on the initial concepts.
- Update file and data element definitions as needed for
functional changes and standardization.
- Develop programs to maintain the tables related to
and possibly billets.
- There was a meeting on the 16th to discuss project
issues that had been documented for
Gerry Bomotti and to review his written response.
In attendance were Tom Dorre, David Martinson
and the lead office representatives from the core project team
(Colleen Briney, Bill Moody, William Rains and David Wimberly).
The intent is to identify all policy and procedure changes that
will be required by the system to ensure that they have the
necessary management support.
A meeting with Vice Chancellor Bomotti is now scheduled for
- There were five meetings of the central project team held
These meetings addressed the following topics:
issues related to the new library computer system, InfoLinks.
This resulted in the definition of new elements on our vendor
file that will allow the BASIS vendor, vendor name and vendor address to
be determined from the InfoLinks' data.
- Rethinking and modifying the concepts regarding internal
The latest concensus on how these should be handled is
represented in the December 3rd version of
this Internal Orders write up.
- Rethinking and redefining the use of tolerances on orders.
We started the month with an overall order maximum and a line
item maximum, then eliminated tolerances, and ended the month
reinstating the overall order maximum (which may be reduced by
Purchasing from the value specified by the department).
- The need for a new or upgraded General
Ledger test system and approaches for developing it.
- A demonstration of MSA Budgetary Control Journal Voucher
- Further discussion of the Transfer Module
including relationships with the fund explosion process,
batch interfaces, and requirements for transaction descriptions.
- Methods for handling recurring, installment and maintenance
agreement payments where one PO spans fiscal years.
- Restricting receiving for specific orders to specific
operators - NOT!.
- The Financial Affairs Advisory group met in November and
discussed the transfer module, internal orders,
tolerances on internal and vendor orders,
tolerances at the level where funds are checked, and
the paperless system concept.
- Paul and Sandra continued work on our Requisition, Bid,
Contract, PO and transfer (adjustment documents?)
files during the month, although no new documents
defining these files were released.
A summary description for requisition processing is also close
to being published.
- We did initiate some programming efforts by defining an
application and building a start-up, a menu, and an attribute
All programs were generated using the ISPF macros Kathryn
Work in this area was postponed until after the MVS/ESA
installation, when Data Base Administrator resources would
Everyone is getting anxious to crank some code and see how all
this hocus pocus is going to work.
The only change to this list is the
first item, which is an addition.
- The library currently issues its own purchase orders for
books and periodicals, and there are no plans to change this procedure.
It is in the process of implementing its new Infolinks
system, which tracks these orders and encumbers funds (separate from
the university central system) and at a departmental allocation level.
To complete this process, orders are received into this system
and invoices are recorded.
It appears that an automated invoice interface from Infolinks to
BASIS will be very doable, and with appropriate
controls, is acceptable to Campus Audit.
The issue is, do the library's POs have to be recorded
Due to the types of activity that occur with purchase orders,
keeping the two systems in sync would be a nightmare.
- The core project team feels that it has worked out a compromise
solution for inter-departmental order processing.
The latest document summarizing these ideas is dated December 3.
The next step is to sit down with the major service departments
and review these ideas face to face.
Recommendations to management will be based on the input
received from the service departments.
- A method of identifying and reporting federal expenditures by the
period of the obligation needs to be identified.
- 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 the work.
- 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.
- 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.
The following represent our near term plans:
- Reach a firm decision regarding the processing of internal orders.
- Finalize and release the overview document
for requisition processing.
- For the
- Complete the definition of the data requirements and release
these for comment.
- Prepare an overview document describing the system.
- Prepare screen layouts for the functions that will be
- Obtain from Financial Affairs and document
the input and validation requirements for journal
- Initiate development of the programs to process vendor related data.
- Review internally within Computing Services
the data requirements for purchase orders
so that this documentation can be shared with the project
- 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.
- Design the system components for maintaining encumbrance balances
and performing funds checking.
- Meet with more departmental "bookkeepers" regarding some of
the basic concepts we plan to incorporate into our system and solicit
their opinions and feedback.
- The BASIS Sneak Preview provided at the Finance and Administration
training sessions served very well as a means of
getting the word out and asking for input.
If we can get good campus wide input and involvement
we will have the most critical part of the project in hand.
Many thanks to David Hyatt for organizing and conducting these
- We have developed a standard input routine to be used for all
dates that allows entry in any one of six formats:
MMDDYY, MMDDYYYY, MM/DD/YY, MM/DD/YYYY, MM-DD-YY or MM-DD-YYYY.
Dates will be displayed as MM/DD/YYYY, but any format of entry
will be permitted.
- I met with Financial Affairs to discuss the TARGET routing
definitions and the options for establishing these.
A new concept that emerged from this discussion, one that was not
part of the original TARGET proposal, is an ability to provide
a "complimentary copy" of a transaction to someone.
This request presents
some unique problems which will require further analysis.
We will also need to
consider alternative solutions that may address the basic need.
- The functional specifications for the updated NSM Maintenance
System have now been completed and released.
- The two
"effective dated data" program models were further
refined, and the macros to generate programs using these models
- Further refinements were made to our element naming standards,
causing us to go back and update the names within files
Though this is causing more work now, I believe the investment in
developing and implementing these standards now
will pay dividends throughout the life of BASIS.
The following items can be generally considered as "to dos" for
Kathryn and myself.
- Implement the modifications to the
NSM Maintenance System in production.
- Develop a TARGET administration system to be used to maintain
the routing tables and other definitions required for the operation
- Develop a basic TARGET function module model program and update the
TARGET functional specifications.
- Develop a function module model program to perform maintenance
on data that occurs multiple times within an ADABAS data record
(either within MUs or PEs).
Please feel free to raise any questions or concerns prompted by this