Summary of 10/12/00 G/L Team Meeting

Attendees: Ben Martin

Tim Miller

Cathy Zinszer

Dave Adkins

Karen D’Amato

Jeff Quirico

Excused: Linda Somers

Decisions: None

Task: The G/L Team members will complete all outstanding visitations and narratives on

peripheral databases and submit them to Ben as soon as possible.

Task: The G/L Team will identify required reports and submit to Ben a “report

summary” along with samples of reports as soon as possible.

Task: Use setup instructions from Scott Smith and experiment with the PS University

single user version (SUV).

Task: In SUV, look at panels (setup panels, processing panels, and query tables) and

look at the data in relationship to current data dictionaries and query screens.

Keep track of what you’ve found (noting data we have and data we don’t)

Task: Start thinking about the Chart Fields and the user defined fields.

Task: Look at calendars and time spans in PS single user version.

We began the meeting with a 40 minute discussion on periods. PS General Ledger includes Period 0 (zero) that stores balances for balance forward account types, Period 998 is used to hold adjusting entries (reserved for year end adjustments), and Period 999 to capture closing amounts. Period 900 is a special fiscal year view row that shows budget, per-encumbrances, encumbrances, and expenditures inception to date and is created and updated only by the PS General Ledger year end closing process. One question for research is “Can period 0 (zero) be used for each month end process or only for the year end process?” The GL team will continue to explore periods and include calendars and time spans for our meeting of October 26.

Jeff shared information about how the processing will work in PS. When a JV is entered it is processed immediately, which is considered real time on line processing. The Calendar and time spans are the control factors. The Actual Ledgers and the Budget Ledgers are different and are linked through chart fields. A process scheduler is included in the program. There will be central control where you will be able to set up the processing options to run the way you want them to.

Ben told the GL team that room 003 at Hullihen Hall is open for business. This room contains 2 PC’s. The Titanic that is set up with the PS single user version and is allowed to crash. The Gibraltar the main PC set up with new UD chart field values. There is an LCD Projector and a smart team board. We also have access to People Books software documentation. On October 18 the GL Team will meet in room 003 at 10:00 to explore the PS UD single user version. There is also a new server to be set up for all team members to be able to load UD data on their PS single user version.

Ben asked Jeff to explain the task assigned to the all teams per the e-mail from Kate Webster. “Look at the panels (set up panels, processing panels, and query tables) and look at the data in relationship to current data dictionaries and query screens. Keep track of what you’ve found (noting data we have and data we don’t).” Jeff told us to print out our current data dictionaries, gabalfile, gadescfile, srtmat, gatranfile, and mins. Compare this information to the information available in PS. Look at as many areas as we can and take notes on the information that we find. Investigate PS “Setting up tables” and compare it to GA.

Ben discussed the next assignment from the Project Plan, “Identify (develop) significant tables” to be completed by November 30. This area will be incorporated in the task looking at PS panels and query tables and comparing the GA data dictionaries and investigating PS “Setting up tables”.

All remaining Peripheral database visitations and narratives should be completed and sent to Ben as soon as possible.

The report templates and example reports were turned over to Marsha Lockard at the Executive committee meeting held on 10/10. No decisions were made in regards to these reports at that time. All remaining report templates and example reports should be completed and sent to Ben as soon as possible.

The meeting ended at 3:30 and the next scheduled meeting is in room 003 Hullihen Hall at 10:00 on October 18.