University
of Delaware Grants/Projects
Module, Grants Subgroup Team Meeting Minutes 01/08/02
Grants
Subgroup Team Members:
Becky
Boutz: OVPR (Team Leader) Van
Adams: IT/MIS (Non-working member)
Chris
Cook: Engineering Carol Rylee : Budget Office
(Non-working member)
Gerri
Hobbs: OVPR
Barb
MacKenzie: OVPR
Dave
McCarren: Marine Studies
Rachel
Strickland: OVPR
Udfs-proj@udel.edu udfs-grants@udel.edu www.udel.edu/UDFS
Status
of Tasks Assigned:
Pending
Tasks Assigned |
Status |
Panel
Assignments (Grants) |
100%
Complete |
Document
UD/GMS Table and Field Names |
85%
Complete |
Document
Panels & Fields for Review |
100%
Complete |
Grants
Module Set up |
99%
Complete |
Mapping
UD data into P.S. Grants Module |
1%
Complete |
Interfaces(from/to/internal/external)
(Grants) |
Not
assigned yet |
Table
Prioritization: Significant Tables to PeopleSoft App. And Significant Tables
to UOD business processes |
Not
assigned yet |
Update
from Exec. Team + Team Leaders Meeting11/29/01:
PS
Conference:
March 4-7 (Las Vegas), limiting attendees due to budget issues, Rachel
Strickland attending for both Billing and Grants
Chart
of Accounts:
12/12/01 meeting, want feedback by end of January.
Project
Plan: Ellen
Lepine will be taking over from Lynda. The plan is being split into parts which
will be maintained and posted on each Team’s individual website area. Occasionally the pieces will be
consolidated.
Version
8.4 : Carol
and Roby participated in a recent PS Town Meeting Conference Call and the PS
Fin 8.4 product is still on target
for
the March 31 delivery date. It will
probably be the end of April or mid-May when we start using the product on
equipment designated for the Financials project. The goal is to have as much data to convert into the module as we
can and to have the modules set-up as completely as possible.
PS
Consultants: Regarding current
consulting help needs we plan to bring a consultant in for 1 day to answer a
focused set of questions (these are being compiled for General Accounting and
the Chart of Accounts). All the teams are welcome to develop their own list of
specific questions. (Van clarified-
that the consultants will be called in as needed- but in a
concentrated/organized manner)
Status
of Facilities Sub-Team by Carol Rylee: team is disbanded. Facilities will not be
using PS Project to manage their financials.
This decision will be re-evaluated in the future.
Status
of Billing Team- Rachel Strickland: Team
is meeting regularly (bi-weekly) and has already completed their event list and
is moving on to the panel assignment.
On-Demand
Training Module: It was agreed that Becky will intersperse
these among our weekly working meetings.
This needs to wait until after the Chart of Accounts issues are
resolved.
Meeting
schedule: Meeting are now every
Tuesday, 1:30p.m.- 3:00p.m. Only one
meeting a month will be an Official Team Meeting- with minutes. The other 3 will be working meetings. The Team meeting dates are now posted on the
UDFS page under Grants Subcommittee. The meeting is listed, as is the minute
taker for the official meetings.
Discussion
of Chart of Accounts Meeting: Feedback and issues that need further research.
PS Chart Field review was
begun one chart field at a time.
FUND
Need
for clarification on whether a grant/contract will be AGNCY or OPBAL. How to ID
federal funds? May use a tree? This field will be speed typed.
PS ACCOUNT
Similar
to our object code. Basically good overall. Only concern is that of the ‘line
number’ value. The team would like to have the ‘line number’ be unique to each
faculty and graduate student. The Exec. Team seemed amenable to that change at
the overview session, so this is possible. Chris Cook is going to write to the
Chart of Accounts Team to voice this concern officially.
PS DEPT
ISSUE—The
team is struggling with the mechanics of this chart field in grants as it
relates to the proposal/award process. The concern is that the proposal may
need to have this chart field completed before it is awarded, thus there would
exist a tremendous amount of ‘unused’ PS DEPT values in the list, as not all of
our proposals become awards.
The
team is going to evaluate this in the next meeting.
PS PROGRAM
This
is a transaction level (like trans code?) value that may have some user defined
values.
PS CLASS
5
character field which is user defined. Could assist in IDing match?
Assignments
for next meeting:
1.
HOEMWORK for 1/15
is to review chapter 11 in our training manual to understand the process for
awarding a proposal. We will test this next week.