University
of Delaware Grants/Projects
Module, Grants Subgroup Team Meeting Minutes 05/14/02
+ =
present
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 |
100%
Complete |
Interfaces(from/to/internal/external)
(Grants) |
Not
assigned yet |
Table
Prioritization: Significant Tables to PeopleSoft App. And Significant Tables
to UOD business processes |
100%
Complete |
Update
from Exec. Team + Team Leaders Meeting: 5/2/02
Ø
8.4
and Server: expect around June 1, install of 8.4 two weeks after. Somewhere around June 15, we should be able
to start setup.
Ø
Susan
Foster has spoken with Hollowell, and there is to be a reorganization of the
PeopleSoft 8.4 effort. There will be an
Executive Committee formed, with Teams reporting to it. Approximately 15 IT people will be assigned
to this effort. Robbie did not have any
idea how the new configuration would look.
He expects to still have the Functional folks (us) meet on a fairly
regular basis, to work out issues. He
expects that the Executive Team will still meet.
NOTE: According to Van, the above bullet is no
longer going to happen.
Ø
There
is a new additional calendar, which will track 003 room reservations for other
than teams. If there is a conflict,
group meetings will always take precedence over an individual. Becky showed everyone the new calendar.
Ø
For
the next year, Team leaders are to put on the calendar if they are going to be
out of the office for more than 1 day.
Ø
For
the next year, Team leaders are to keep track of vacation of all team members-
in case a special meeting is called. Team members should email their
vacation time to Becky.
Ø
Checklist
assignment: Ben gave a sample. Write checklist as if for a Team member to
follow. Becky suggested that perhaps PeopleBooks 8.4 would have a checklist
of sorts. We will investigate.
Ø
Crosswalk
program- spreadsheet needs to be filled in by June 1 (as per Carol Rylee)
Ø
Grants
needs to negotiate with AP for which baseline Vendor (sub recipient) data will
be loaded. AP intends to build the
Vendor table dynamically- and only start with some constant vendor accounts.
Ø
The
Communications and Training Team: soliciting “Neat and Different” capabilities
that each module will be giving to users. Some suggestions given to Chris to
take back were: easier navigation, all systems would be tied together better
Ø
https://www.mis4.udel.edu/chartaccts/
Crosswalk program URL.
Status
of Facilities Sub-Team by Carol Rylee:
Status
of Billing Team- Rachel Strickland:
The
team has not progressed.
Status
of Communications and Training Team- Chris Cook and Dave McCarren:
On-Demand
Training Module:
Ongoing
Assignments to keep notebook of Special Concerns/Issues:
Billing: Rachel Strickland
Accounting
Issues:
Departmental
Issues: Chris Cook and Dave McCarren (individually)
OVPR/Proposals
Issues: Gerri Hobbs
OVPR/Award
Issues: Barb MacKenzie
Grants/Projects
Interfaces: Becky Boutz
Presentation
of Mapping UD/GMS data into PS Task assignments: (GERRI AND BARB): Will be presented at the next meeting.
Exercise
to determine schema for naming Project/Grant Chart Field.:
A lot of ideas were
discussed. Decision almost made. Will need to test to determine feasibility.
We can start the chartfield with
any character from A-W. Construction
will use 1-5, Endowments will use X,Y,Z and the
numbers 6-9 will be reserved for future use.
Assignments
for next meeting:
1.
Rachel to continue investigating auto numbering
2.
Provide a list of subrecipients to Burt Wilson. Not decided who will provide this or when.
3.
Presentation of mapping assignment by Gerri and Barb.
Decisions
made (or almost made):
1.
The generic department ID will be the 4 digit UD department code plus
“PROP” (indicating proposal). For
example “CHEMPROP”
2.
We are close to a decision on the project/grant chartfield. The idea with the most support is:
Including the fiscal year in the chartfield. For example: CHEM0131XXXX. This would require us to use 12 digits of
the chartfield. The XXXX would be
sequenced numbers. If we can get
autonumbering to work, it will autonumber the XXXX. Van cautioned us to consider reporting requirements before
making a decision on the chartfield.