Status Report Excerpts initial BASIS April 1991 - December 1991

The following have been excerpted from status reports from April 1991, the official beginning of BASIS (then referred to as the Payroll Project), through December 1991, when BASIS II was started. David Holmes' comments regarding General Financial Systems have also been included since that area is what BASIS II eventually addresses.

Excerpt from David Holmes' April 1, 1991 Memo to Bob Zimmerman

General Financial Systems

MSA accounting has been effectively unsupported by S&P over the recent past. S&P staff reassignments have recently been made in order to support this application. Preparations for the fiscal year roll will be major and vital. A key objective is to prepare a transition so that S&P is not as vulnerable to personnel changes as we have been.

Payroll Project

The Payroll development project will be commencing in the month of April. Various activities will include travel to review other sites (UT-Austin) and initial organizational actions.

The project team will undergo several weeks of in-project training in order to become familiar with the local environment.

Augmentation of staff to support the project is still in the exploratory phase.

Excerpt from David Holmes' May 5, 1991 Memo to Bob Zimmerman

General Financial Systems

Preparations for the fiscal year roll and other year end activities are in progress. Coordination with other functions and processes Will be a critical action. Computer Accounting information will be required in order to complete the financial statements.

Cindy Taylor and David Savage have recently been assigned to provide support to the various accounting system modules, Talbert Malone conducted a training session in order to familiarize them with the system. Melinda Bowman has also developed training modules to familiarize Cindy and David with aspects of the system.

David Savage has been reassigned to assist in the above noted Institutional Research Office project. Upon completion of that project, he will resume responsibility for MSA accounting.

Payroll Project

The Payroll development project team participated in an extended training session covering ADABAS and Natural. The session was in excess of two weeks long and its objective was to familiarize the team with the technological environment in which the systems will be developed.

The training was developed and conducted by David Wimberly who did an excellent job.

All of the Payroll project team has been reassigned to deal with the Institutional Research project, They will resume Payroll project assignments in 4-6 weeks. The project will shift into a neutral state until the project team returns.

Excerpt from David Holmes' July 8, 1991 Memo to Bob Zimmerman

General Financial Systems

Preparations for the fiscal year roll and other year end activities are in progress. Coordination with other functions and processes will be a critical action. Computer Accounting information will be required in order to complete the financial statements.

David Savage has been reassigned to assist in the above noted Institutional Research Office project. Upon completion of that project, he will resume responsibility for MSA accounting.

Payroll Project

The Payroll development project team was reassigned at the initiative of the director in order to support Institutional Research Office requirements. The reassignments resulted in a cascading effect. No progress has been made as the project team has not been recovered from the other projects.

Various elements of the project have continued as Bill Overby and myself are addressing a variety of project-related issues.

Excerpt from David Holmes' August 7, 1991 Memo to Bob Zimmerman

General Financial Systems

The fiscal year roll is in progress. Support for these processes is ongoing.

The MSA test system has been reestablished after several months of being down and unavailable.

Various projects have been accomplished including the addition of pay entities to AP.

Year end Research Accounting processes are being modified including the generation of year end accounting entries.

Efforts are underway to more completely automate the generation of financial statements.

Training efforts are in progress in order to familiarize and train staff assigned to MSA support.

BASIS Project

The BASIS development project team has been reassembled after completing a special project mandated by the director. The project is in the formative stages and involved basic information gathering and high-level conceptual design. Good progress is occurring after only three weeks of effort.

Various elements of the project have continued as Bill Overby and myself are addressing a variety of project-related issues.

Excerpt from David Wimberly's August 5, 1991 Memo to Bob Zimmerman

BASIS

I have only had superficial involvement with this project to date. I have been trying to understand the data requirements and the relationships that exist. I have also spent considerable time contemplating the distributed entry and electronic approval concept. I documented for the steering committee some issues and considerations in this area I have also developed a prototype screen/function to demonstrate how this functionality can be integrated within an application with very little effort.

Excerpt from David Holmes' September 5, 1991 Memo to Bob Zimmerman

General Financial Systems

The fiscal year roll progresses fitfully. Several MAJOR problems have been encountered.

Year end Research Accounting processes are being modified including the generation of year end accounting entries.

Efforts, continue to more completely automate the generation of financial statements.

Training efforts are in progress in order to familiarize and train staff assigned to MSA support.

BASIS Project

The BASIS development project team is heavily involved in the information gathering phase of the project. Some preliminary conceptual design is beginning to develop.

Staff have followed up on a number of possibilities relating to electronic transaction processing. (Some call this electronic forms.) Several other institutions seem to have developed systems which merit further investigation including on-site visits.

Information gathering and conceptual design activities have encompassed most major administrative units of UA located in Fayetteville. Additional contacts will be made with outlying affiliated entities such as AGRI CES.

Current activity is focusing on the functional areas of personnel, personal services budgeting, payroll, electronic transaction processing, and position management.

While progress seems generally good this early in the project, significant concerns about staffing and commitment as well as future resource availability exist.

Excerpt from David Wimberly's September 4, 1991 Memo to Bob Zimmerman

BASIS

I have attended some meetings discussing the data entities involved in this system. also demonstrated to the steering committee a prototype distributed electronic transaction entry and review process encompassing:

Hopefully this will help in understanding how this process can be integrated within our application and what considerations need to be made, It can also serve as a model for development of the actual programs, which I believe can be generated using the Natural ISPF macro facility. In conjunction with this work, I have developed conceptual file definitions for tables that could be used to control the establishment of the review list associated with a transaction and allowance for proxies.

I have also spent time contemplating and planning how the distributed entry of hourly time sheets could be handled. My initial ideas were to fit them into the distributed transaction model described above. However after a fresh look I don't believe this problem has the same requirements. Hourly time sheets merely need a time sheet file to be updated, value based security so a department can enter only their own time, and a separate department user to review and approve the time. The payroll office would then review all time and follow up with any questions or changes. I hope to be able to work on an immediate implementation of such a system.

Excerpt from David Holmes' October 6, 1991 Memo to Bob Zimmerman

General Financial Systems

The fiscal year roll and close progresses fitfully. Major problems have continued to occur through this past month as they carried over from the prior month.

We continue to identify and attempt to resolve problems which have arisen due to a variety of causes. An old MSA test system, slow system performance, and a long string of required batch job executions inhibit our ability to make rapid progress.

Year end' Research Accounting processes are being modified including the generation of year end accounting entries.

Efforts continue to more completely automate the generation of financial statements.

Training efforts are in progress in order to familiarize and train staff assigned to MSA support.

Various MSA accounting support needs continue to be addressed.

BASIS Project

The BASIS development project team is heavily involved in the information gathering phase of the project. Preliminary conceptual design is beginning to develop.

Current activity is focusing on the functional areas of personnel, personal services budgeting, payroll, electronic transaction processing, and position management.

Earlier concerns about staffing have become more significant. The loss of one of the project team members due to transfer out of Computing Services has impacted the project.

Excerpt from David Holmes' November 7, 1991 Memo to Bob Zimmerman

General Financial Systems

It appears we have surmounted most of the year-end problems.

We continue to identify and attempt to resolve problems which have arisen due to a variety of causes. An old MSA test system, slow system performance, and a long string of required batch job executions inhibit our ability to make rapid progress.

Year end Research Accounting processes are being modified including the generation of year end accounting entries.

Efforts-continue to more completely automate the generation of financial statements.

Training efforts are in progress in order to familiarize and train staff assigned to MSA support.

A variety of maintenance needs continue to be addressed. New Company Cost Centers have been added, fringe benefit data needs are being analyzed, etc.

BASIS Project

The BASIS development project team is heavily involved in the information gathering phase of the project. Preliminary conceptual design is beginning to develop.

Current activity is focusing on the functional areas of personnel, personal services budgeting, payroll, electronic transaction processing, and position management.

We are currently working with preliminary specifications for the electronic transaction processing system.

The project is being modified to accelerate Phase II which involves accounting, accounts payable, purchasing, requisitions, etc. We have determined that political and practical considerations make it necessary to move this phase forward.

Excerpt from David Holmes' December 5, 1991 Memo to Bob Zimmerman

BASIS Project

The BASIS development project team is heavily involved in the information gathering phase of the project. Preliminary conceptual design is beginning to develop.

Current activity is focusing on the functional areas of personnel, personal services budgeting, payroll, electronic transaction processing, and position management.

Preliminary specifications for the electronic transaction processing system--DETER--have been developed and are being assessed by team members.

The project is being modified to accelerate Phase II which involves accounting, accounts payable, purchasing, requisitions, etc. We have determined that political and practical considerations make it necessary to move this phase forward.

Excerpt from David Wimberly's December 2, 1991 Memo to Bob Zimmerman

BASIS

I will be acting as the project leader for the development of replacement systems for MSA AP, BC and GL. This project is being referred to as BASIS 2 to differentiate it from the Budgeting and Human Resource System effort. I have been assigned Mary Neligh to work with me and have hired Paul Bixby as an analyst. I am in the process of recruiting one other analyst. The staff for this project will be housed in the old Remote 15 office space. The future of Information Systems Management is unknown at this time.

In the BASIS 1 arena, I have participated in discussions regarding several of our current organizational and "title" tables. It appears that the organizational tables will structurally stay as is. There was some discussion regarding if and how they would relate to the SAFARI organizational table, OFFICE.