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 |
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Dr.
Smith |
1-1-01-2712-00-211-123 |
100% |
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Dr.
Jones |
3-X-XX-21XX-XX |
60% |
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Dr.
Jones |
1-3-XX-21XX-XX-211-101 |
40% |
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Dr.
Evans |
1-1-01-2712-00-210-144 |
100% |
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Dr.
Evans |
1-1-01-2712-00-210-844 |
ninth |
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Dr.
Evans |
1-1-01-2712-00-210-944 |
$5K |
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NEW
initial |
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Speedtype |
allocation |
Purpose |
Program |
Acct |
Class |
etc. |
Dr.
Smith |
ECON11 |
100% |
ECON11 |
INST1 |
1FF000 |
A2A |
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Dr.
Jones |
NSFwhatever |
60% |
fed
grant |
RES |
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B23 |
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Dr.
Jones |
FREC11 |
40% |
FREC11 |
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B23 |
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Dr.
Evans |
CHEG11 |
100% |
CHEG11 |
INST1 |
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Dr.
Evans |
CHEG11 |
ninth |
CHEG11 |
ACADAD |
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Dr.
Evans |
CHEG11 |
$5K |
CHEG11 |
ACADAD |
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NEW
goal |
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Dr.
Smith |
ECON11 |
50% |
ECON11 |
INST1 |
1FF000 |
A2A |
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Dr.
Smith |
ECON11DRES |
50% |
ECON11 |
DRES |
1FF000 |
A2A |
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Dr.
Jones |
NSFwhatever |
60% |
fed
grant |
RES |
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B23 |
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Dr. Jones |
FREC11 |
40% |
FREC11 |
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B23 |
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Dr.
Evans |
CHEG11 |
100% |
CHEG11 |
INST1 |
1FF000 |
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Dr.
Evans |
CHEG11 |
ninth |
CHEG11 |
ACADAD |
neednew |
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Dr.
Evans |
CHEG11 |
$5K |
CHEG11 |
ACADAD |
neednew |
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NEW -
Dr. Smith gets a grant for 30% of time |
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LAM will
look like this; perm budget will stay as above under "NEW goal" |
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Dr.
Smith |
ECON11 |
50% |
ECON11 |
INST1 |
1FF000 |
A2A |
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Dr.
Smith |
ECON11DRES |
20% |
ECON11 |
DRES |
1FF000 |
A2A |
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Dr.
Smith |
NSFwhatever |
30% |
fed
grant |
RES |
1FF000 |
A2A |
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NOTES |
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perm-budgeted
people will all be in the LAM |
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s-contracts
will not be in there |
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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 |
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JED will
have the real distribution for all new-hires as well as the default (dummy)
account used by HR |
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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.