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Weekly Status Report Update, Week of 2/05/2007 – 2/11/2007

Finance

No report.

 

Materials Management and Procurement

No report.

 

Business Planning and Simulation

  • Completed the benefits budget report. 
  • Started working on the salary adjustment code report.
  • Prepared and distributed an Excel spreadsheet for each budgeting area that will be used as the initial budget preparation tool for general income, restricted and auxiliary funds income, and expense. 

 

Campus Management

 

Financial Aid

  • Continued functional and security testing of the CM/ProSAM integration module against R3D 100 and ProSAM-Dev.
  • Began to review and test changes associated with the 2007-08 new release. The release has been installed in ProSAM-Dev and will be migrated to Production the week of February 15, 2007. This software contains configurations for the new term-based module.
  • Continued testing of the BAPI interface between CM and ProSAM.
  • Tested newly added diagnostics functionality in ProSAM.
  • Installed the Diagnostics Module in ProSAM-Production. When fully functional, this module will provide the user with detailed information on the reason why a student fails to make it through the financial aid processes such as packaging, disbursement etc. This will be a useful tool for the staff fielding questions from students. This diagnostics information will also appear on the student web portal.
  • All estimated aid for the 2007 spring term was reversed out of the students’ accounts.
  • Continued to process financial aid applications for students enrolled in the 2006-07 and 2007 spring term.
  • To date over 185+ million in federal, state, private, and institutional grants, scholarships and loans have been disbursed to students for the 2006-07 academic year.
  • Submitted 2006-2007 Federal Direct Loan Origination records to the U.S. Department of Education’s Common Origination and Disbursement System.
  • Continued to monitor issues related to myUK financial aid web services that went live on January 5, 2007.
  • Continue to load daily incremental Student Information System data into ProSAM for both the fall and spring terms. The last Student Information System incremental load into ProSAM will be on February 22, 2007.
  • Loaded Institutional Student Information Records (ISIRs), assigned student tracks, budgets, packaged financial aid awards, and generated award letters for students whose financial aid application results were received from the U.S. Department of Education Central Processing System.
  • Produced Perkins Promissory notes and disclosure statements for students who recently accepted their loans.
  • Continued to provide the staff with regular ProSAM updates, address operational issues, and assist the staff on ProSAM-related issues.
  • Loaded direct loan acknowledgment files received from Common Origination and Disbursement into ProSAM.
  • With direction from Sigma, fixed duplicate ID students in ProSAM.
  • Assigned new aid IDs as necessary and submitted to Student Accounting.

 

Student Accounting

  • Met with Provost Budget Office about creating new accounts to off set the adjustments to tuition and fees.
  • Met with Financial Aid Team to discuss how financial aid for previous terms will be posted in ProSAM once FAM is gone.  This needs further research and a plan created to handle this process.
  • Worked on tuition calc testing, verifying amounts between Student Information System and IRIS.
  • Created sub-transactions for the Office of International Affairs, created sub-transactions for manual tuition and mandatory fee corrections, updated general ledger account for season football tickets, and changed description for the "late payment penalty" to "late payment fee" per Student Billing Services request.
  • Tested new sub-transactions for Office of International Affairs and manual tuition corrections in DEVELOPMENT.  Found minor adjustments that needed to be made to the code.
  • Calculated fees in QAS220 as part of test population.
  • Configured in DEVELOPMENT changes to the module group table, special module group fees and condition tables. Moved these to QUALITY ASSURANCE and PRODUCTION.
  • Loaded conditions tables into QAS220.
  • Updated fee calculation configuration in DEV 100.
  • Entered Condition Records in QAS 220.
  • Tested fee calculation in QAS 220.
  • Provided support to Student Billing Services.
  • Continued to monitor duplicate student accounts. 
  • Continued clean-up process for the duplicates created during the historical loading from Student Information System.
  • Researched and manually cleared the Alternative Loan Sponsor Account.
  • Processed daily incremental file from Student Information System to IRIS.
  • Loaded Housing and Dining files.
  • Created rent checks for Athletic Department and adjusted future payment request.
  • Created Business Partners, Contract Accounts, and Grant Master for aid IDs.
  • Created Business Partners for alternate payees.
  • Researched posting for Grants Managements.
  • Modified module group for special fee categories.
  • Created in PP01 fee calculation and distribution data for module groups that will have program fees.
  • Worked with developer to get the student ID number to appear on the web payment services tab on the portal.
  • Worked with Student Billing Services on verifying postings in Cash Desk.
  • Reconciled FI-CA and Financial Aid incremental amounts.
  • Created report of students with duplicate CM ID numbers.
  • Downloaded Kentucky Community and Technical College System payment files and loaded payments.
  • Created report of paid Fall and Spring 2006-07 International Student Health Insurance charges per Office of International Affairs request.
  • Continued to work with Communications on the campaign efforts for students to activate AD accounts.
  • Provided Account Balance Display training to two employees from the Office of International Affairs.
  • Worked with Portal Team on changing the verbiage for changing addresses on the administrative tab of web payment services.

 

Student Administration

  • Conducted conference call with Graduate Medical Education to discuss how residents will be processed in CM.  Test file will be obtained to confirm the interface.
  • Worked on Program Registration and Extended Maintenance to correct registration problems.
  • Tested graduate online application and workflow in QA 220.
  • Researched Registration Default Values BAdI to determine year and session based on today’s date.
  • Configured new Hold 9209 for Residence Life (issue with Attribute Assignment).
  • Performed Role Testing for T-CM0020.
  • Worked to troubleshoot event planning (cross listing courses, adding instructors).
  • Completed preparation for second day of Registrar Processes (back office class) and delivered training on Tuesday and Thursday.
  • Worked with Business Warehouse to further define and explain the requirements for the Schedule Book Report.
  • Taught graduate admissions class and prepared for professional admissions class.
  • Prepared outstanding program of study/majors for graduate applications for admission.

 

HR/Payroll

  • Tax Reporting W-2 - Provided list to payroll of Non-Resident Aliens who need to be checked and corrected for both W-2 and 1042-S processing.  Manipulated and loaded file of adjustments (provided by payroll).  Provided Mag Media files for Federal and State. Reviewed process for creating duplicate W-2s. 
  • Tax Reporting 1042-S - Ran reports to identify all 1042-S wages and taxes for 2006.  Provided data from conversion and these 2006 payroll reports in Excel format to Payroll.  This is to be used to check and verify totals for 1042-S processing.  Some problems were identified with the 1042-S cumulative data for wages and taxes and are under review.
  • Created new wage types for 401a tax sheltered plans which included Non-Resident Alien wage types and added the necessary table entries to switch to these wage types for Non-Resident Alien processing.
  • Created weekly Healthtrac file.
  • Completed Biweekly #03 2007 Payroll and began Monthly #2 2007 Payroll.
  • Completed 1099-R End-of-Year Tax Forms File Copies.
  • Continued HR Payroll Manager Role Testing in QUALITY ASSURANCE. Temporary sequential file issue fixed.
  • Printed Direct Bills.
  • The PES extract does not work on the weekends, due to the reporting database update time changing.  Changes need to be made to the schedule.  Added requisition number to the extract.
  • Downloaded and decrypted a file manually from ASIFlex to BFA.
  • Ran BMS extract to identify retirees and their addresses.  Encrypted and sent to Healthscape.
  • Ran TSI interface.
  • Continued coding on the OES/SAP integration program.  80% complete.
  • Created a file combination and encryption for the new ESI PDP file.
  • Talked with MPM and ABLAC about 170 refunds that need to be granted.  They will send a file.
  • Created new provider code for the OES/SAP integration. 
  • Reviewed use of two standard Time Evaluation reports for possible use by departments. Presented the reports to the Super Users Group and asked for input. The consensus was that both would be useful. The reports are PTBAL00 and RPTABS. These produce a listing of all paid attendances and absences for a person or group of people and an analysis of absences and attendances by absence/attendance codes.  Transactions and documentation will be created for users.
  • Developed an ad hoc report to look for absences/attendances that began and ended on two different dates (symptom of "stretching" the dates when an entry/leaving date is changed). No instances found.
  • Met with Human Resources and Payroll staff members, including Hospital Payroll representative, to discuss holiday pay and quota processing. The process used by the Hospital was presented. The group reached general agreement on using the same process for Campus. Decision is under review by management in Human Resources and Payroll.
  • Continued work with Business Warehouse consultant on Leave Report. The test data created last week has been used by the extractors and the results reviewed. There were only minor adjustments to make, including one to the extractor for the B2 Payroll Cluster. Discussions of the next testing step will be held February 14.
  • Continued to work with Payroll to complete adjustments, data clean-up, duplicate and correction printing, and finalize Mag Media files.
  • Continued to work on resolution for 1042-S wage and tax cumulation problems.
  • Worked on resolution for Fellowship Non-Resident Alien taxing problem when multiple assignments exist.
  • Worked on cross training team members and training plan for additional backfill resources in Human Resources.
  • Continued to work on OES/SAP interface.  Began training parallel testers to find any issues with the process.  Plan to parallel test and then roll out functionality to the campus over the summer.
  • Continued to meet with the Position Budget Control group to gather blueprinting requirements.  Making excellent progress on collecting the requirements and creating a design for the custom solution for encumbrances.  Plan to meet with the larger Position Budget Control group to present design the week of February 19.
  • Reminded users to be aware of the Student pop-up box that appears during the hiring process to avoid creating duplicate student IDs.
  • Worked with Benefits Office to obtain final plan designs for open enrollment. 
  • Made changes to the 401a plan to make the deductions pre-tax.  Plan is now mandatory.  Changes have been made, tested, and sent to PRODUCTION.

 

Plant Maintenance

  • Continued to conduct open labs with various Facilities divisions.
  • Completed transports to PRODUCTION
  • Resolved the issue of work order numbers for standing work orders with Physical Plant Department.
  • Tested the program to send e-mails to person requesting work from Plant Maintenance.
  • Continued to work with the Training Team to develop schedules for PM 100-300. Continued to work on identification of the required attendees with Facilities.
  • Reviewed and updated integrated testing plan.

 

 Policy

  • Met with IRIS Director and Business Warehouse Lead to discuss business officer workgroup report on information needs. Will reformat report based on type of issue and meet for a follow-up discussion.
  • Continued researching best method for users to get various kinds of information through R/3 vs. Business Warehouse reports 
  • Taught BEX Web 300 class.
  • Received some feedback from BW-FMBCS document and forwarded to IRIS Director and Business Warehouse Lead.

 

Communication

No report.

 

Training

No report.

 

Business Warehouse

  • Updated security, added roles, and checked SORs, based on requests received.
  • Requested that UK-defined records for Student Information System be extracted to Oracle.
  • Defined/named six new views for Oracle.
  • Updated Active/Closed Issues on the web site and generated reports.
  • Continue documenting FI query changes
  • Identified problem with key figures in FMBCS.
  • Defined/created CM roles and submitted to BASIS.
  • Submitted BWX roles for users in upcoming BEx 300 class and updated training spreadsheet.
  • Logged or updated Business Warehouse Issues.
  • Assisted with BEx 300 training
  • Oversaw creation, testing, and resolution of data quality problems related to the creation of the HR Stat File. Finalized two CM requirements documents, including those requirements associated with the production of the various Course Demand Reports.
  • Tested and populated data for CM infrastructure.
  • Tested Time Management infrastructure.
  • Worked on schedule book output.
  • Extracted prospect records from Student Information System.
  • Began work on CM Business Warehouse reports.
  • Gathered requirements for CM Business Warehouse interfaces.
  • Created Grants Management extract for Research.

 

Development

  • All requests to retain Beta93 have been honored either by saving the files to the legacy retention folder on Nemo or bringing the reports back from archive and notifying the user to print the reports. Everyone did not respond to the request to identify Beta93 reports which need to be retained. A spreadsheet indicating whether a request was received and how the request was honored is also in the legacy retention folder.
  • Continued to receive requests to retain certain mainframe flat files and IDMS data beyond the life of mainframe. Waiting on decision about where to store check history file – options include storing the historical data in either the SAP Business Warehouse or the Oracle Data Warehouse. Prepared a file definition as the extract comes out of an unpacking program.
  • Continued to add enhancement and interface items to the Reports, Interfaces, Conversions and Enhancements database, per requests from functional teams. Continued to identify and research existing items and mark assignments and completions when notified.
  • Continued to grant access to users who need to deposit or retrieve files via provider folders created on the shared drive (NEMO).
  • Helped determine retention and deletion rules for Student Information System production flat files on mainframe. Continued massive clean-up and back-up of personal CMS account and personal TSO files. Also assisted in the assessment of files which are still catalogued, but are unavailable.

 

Development – FI

  • Reports, Interfaces, Conversions and Enhancements #E-023 - GM Encumber IDC - Continued researching.  Users are changing the requirements document.  10% complete.
  • Reports, Interfaces, Conversions and Enhancements #E-393 - Repost GMRR CFDA - Continued researching. 20% complete.
  • Coded and tested changes to JV edits for the Grants requirement to lock down grants in closing status.
  • Worked on a few issues related to JVs and end-of-month processing. 
  • Provided analysis and report about Cash Transmittal options.
  • Worked on RFC Procard problem - warnings vs. errors.
  • Made a fix to RFC for Procard where WBS wasn't being returned to the grid.

 

Development – Business Planning and Simulation

No report.

 

Development – HR/Payroll

No report.

 

Development – MM

  • Reports, Interfaces, Conversions and Enhancements #E-210 – SAPScript - Developed new Campus and Hospital Purchase Order forms. These new forms format the Purchase Orders as text files that are sent to the fax server (Transerver) located in the Peterson Service Building. This task is now in the testing phase in QUALITY ASSURANCE. 95% complete.
  • Reports, Interfaces, Conversions and Enhancements #332 - WF: Send e-mail when material is created. Add test message to e-mail generated in DEVELOPMENT, QUALITY ASSURANCE and SANDBOX. Complete.
  • Reports, Interfaces, Conversions and Enhancements #439 - WF: Send e-mail to Purchase Order approvers when Purchase Order release strategy is executed. Researched how to add this feature.

 

Development – PM

No report.

 

Development – CM

  • Reports, Interfaces, Conversions and Enhancements# I-842 - Judicial Database/Incident Report for Office of Residence Life – Discussions for development assignment are on hold.
  • Reports, Interfaces, Conversions and Enhancements# R-3640 – CSGold Student Admit and Enroll Status – Researched previous work done on the interfaces/reports for the CSGold system in Food Services.
  • Reports, Interfaces, Conversions and Enhancements #R-3642 (formerly I-732) – CM Student Extract for Library Voyager System – The requirements for this item have been completed, approved and re-categorized as an interface. Discussions for development assignment are on hold.

 

Development - Faculty Effort System and Faculty Database

Reports, Interfaces, Conversions and Enhancements #252 Faculty Effort System Replacement

  • Final review of IRIS-FES with developer. Focused on the functionality using HR standard Infotype functions and payroll results tables and on areas with outstanding issues. Reviewed Staff Certification report and determined that selection algorithm may not be appropriate for report requirements. Will review with FES team on Tuesday for next steps. Change in algorithm may solve response time problem and some other issues with the certification report.
  • The Enterprise Portal Team presented solution for launching the FESClient under I.E. 7.0. The new UKSSO gateway application will require minimal adjustments to the FESClient application set-up. Next step is to find three or four gateway testers using I.E. 7.0 and 6.0.
  • University Space client application adjustments for IRIS and Facilities and Administrative rate calculations are 80% complete. Completed changes to replace SSN with IRIS PersonID, display HR organizational structure data, and add fields to room screens. Made changes to maintain Occupant Cost Object data to support Facilities and Administrative rate calculations. Demonstration of functionality scheduled for February 16. 20% complete.

 

Enterprise Portal

  • Integrated Admissions Application into the portal for use by administrators for quick-entry forms.

 

BASIS

  • Identified possible problem with AdAstra processing via the datamover process.  It periodically dumps hundreds of files to the datamover drop box.  These take a couple of hours to move and spawn many background jobs which process individual transactions.
  • Completed the second week of work with the DB2 consultant. Came to an understanding of why there is a performance difference between the FastT and the Shark.  Found a tactic that would allow for better performance from the Shark.
  • Database copy R3P (R/3 Production) to partition R3SBX2.
  • Worked on Campus Management, Plant Maintenance, Business Planning and Simulation, and HR/Payroll ESS roles.
  • Implemented Plant Maintenance roles into PRODUCTION.
  • Worked with Student Financial Aid on integration issues.
  • Added systems/clients/roles for PRODUCTION users, modified PRODUCTION roles and transported them for testing, as authorized.
  • Added new users to Enterprise Portal via Active Directory groups as needed for training, testers, Business Warehouse, and P300.
  • Continued to Document security "How-Tos".


Summary

The Business Planning and Simulation Team completed the benefits budget report and started working on the salary adjustment code report. The Financial Aid Team continued functional and security testing of the CM/ProSAM integration module, and the Student Accounting Team continued the clean-up process from loading Student Information System data in preparation for the February 26 go-live of CM. The Plant Maintenance Team is reviewing and updating the integrated testing plan and is still on schedule for April Go Live.