UDFS – Communication/Training Team Minutes

 

February 10, 2003

 

In attendance:  Paul Anderson, Anna Bloch, Peggy Bottorff, Chris Cook,  Steve Grasson, Lisa Huber, Linda Somers, Dee Smith, Dave McCarren, Tim Miller, Chris Murphy, Al Fanjoy, Ellen Lepine, Ginger Knutsen, Carol Rylee (guest), Al Roberson (guest)

 

Minutes this time: Chris Cook

Minutes next time: Ellen Lepine

 

 

GENERAL MEETING MINUTES:

REMINDER: Peggy needs to have our training database feedback for inclusion in the training demo version by Tuesday February 11, 2003.

 

Labor Allocation Module (LAM)

Carol Rylee was present to lead discussion surrounding the Labor Allocation Module. The budget office is moving data from HR to the LAM now based on percentage only. Users will be cleared for security to the screens. GNCP’s and S –contracts will NOT be included in the LAM. This is for only JED (Perm Budget) people. However, if a unit would like grad students entered into the LAM, simply provide the EMP_IDs to the budget office for inclusion.

Effort Reporting (SAR’s) will be derived from actual transactions NOT the LAM, so grad student inclusion will be up to the unit.

 

The new hire process will be modified slightly to allow for the proper input into the LAM screens.

The user defined field is included, so you can ‘tag’ a transaction for unit’s use.

The LAM will allow for future dated rows, but will NOT allow for history editing.

 

Anna raised the issue of missed pays and pay-offs (vacation and/or faculty). Ellen noted it as an issue.

Lisa Huber raised the issue of administrative supplements and ninths paid to an employee. Ellen noted it as an issue; Carol thinks this is handled and someone will clarify for the group in a future meeting.

Peggy provided an example(s) in a spread sheet (below). The example shows how the HR system expresses pay distribution now and also how the Budget office moved it to show in the LAM, as well as how we PREFER it to show in the LAM by FY04 end (for FY05).

 

OLD

 

 

 

 

 

 

 

Dr. Smith

1-1-01-2712-00-211-123

100%

 

 

 

 

 

Dr. Jones

3-X-XX-21XX-XX

60%

 

 

 

 

 

Dr. Jones

1-3-XX-21XX-XX-211-101

40%

 

 

 

 

 

Dr. Evans

1-1-01-2712-00-210-144

100%

 

 

 

 

 

Dr. Evans

1-1-01-2712-00-210-844

ninth

 

 

 

 

 

Dr. Evans

1-1-01-2712-00-210-944

$5K

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

NEW initial

 

 

 

 

 

 

 

 

Speedtype

allocation

Purpose

Program

Acct

Class

etc.

Dr. Smith

ECON11

100%

ECON11

INST1

1FF000

A2A

 

Dr. Jones

NSFwhatever

60%

fed grant

RES

 

B23

 

Dr. Jones

FREC11

40%

FREC11

 

 

B23

 

Dr. Evans

CHEG11

100%

CHEG11

INST1

 

 

 

Dr. Evans

CHEG11

ninth

CHEG11

ACADAD

 

 

 

Dr. Evans

CHEG11

$5K

CHEG11

ACADAD

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

NEW goal

 

 

 

 

 

 

 

Dr. Smith

ECON11

50%

ECON11

INST1

1FF000

A2A

 

Dr. Smith

ECON11DRES

50%

ECON11

DRES

1FF000

A2A

 

Dr. Jones

NSFwhatever

60%

fed grant

RES

 

B23

 

Dr. Jones

FREC11

40%

FREC11

 

 

B23

 

Dr. Evans

CHEG11

100%

CHEG11

INST1

1FF000

 

 

Dr. Evans

CHEG11

ninth

CHEG11

ACADAD

neednew

 

 

Dr. Evans

CHEG11

$5K

CHEG11

ACADAD

neednew

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

NEW - Dr. Smith gets a grant for 30% of time

 

 

 

 

 

 

LAM will look like this; perm budget will stay as above under "NEW goal"

 

 

 

 

Dr. Smith

ECON11

50%

ECON11

INST1

1FF000

A2A

 

Dr. Smith

ECON11DRES

20%

ECON11

DRES

1FF000

A2A

 

Dr. Smith

NSFwhatever

30%

fed grant

RES

1FF000

A2A

 

 

 

 

 

 

 

 

 

NOTES

 

 

 

 

 

 

 

perm-budgeted people will all be in the LAM

 

 

 

 

 

 

s-contracts will not be in there

 

 

 

 

 

 

if you want your grad student people in there, you can request this of Budget Office and they will add the grad students to the LAM

JED will have the real distribution for all new-hires as well as the default (dummy) account used by HR

 

 

Security

Roby joined the meeting to discuss security with the training database and other demonstration instances we may be privy to in our training or working meetings.

 

He stressed that all data at the University is confidential and proprietary. We are to treat this data with that level of respect. “See it and forget it” is a good model to follow, he suggested. Key points:

 

*Do NOT leave this data on screens and walk away from our desks

*DO NOT print out reports or queries and leave in the printer

*DO NOT discuss this data with anyone –even your supervisor

*ONLY discuss this data in relationship to the context of training or in the confines of meeting rooms for relevant purposes.

*NOT all departments are equal and therefore you may be surprised by what you see. See it and forget it.