Monday, April
12, 2004
10:00 a.m.
12:00 noon
130 Hullihen
Hall (Board Room)
Attendees: Ellen Lepine, Shirley Becker, Jackie Caleb, Linda Chriscoe, Sandra Dean, Betty Dehel, Al Fanjoy, Joan Higgins, Ginger Knutsen, Nancy Pollock, Betsy Reigle, Bob Reiman, Trudy Riley, Missy Sarver, Dee Smith, Bill Spear, Rachel Strickland.
Absent: Scott Eatough, Dave McCarren, Linda Somers, Lisa Huber, Cyndi Jumper, and Lisa Porrini.
1. Logistics:
▪ Next Meeting April 19, 2004
▪ Minutes for April 12, 2004 meeting Joan Higgins
▪ Minutes for next meeting (4/19/04) Betty Dehel
▪ The April 26th meeting will discuss the AR billing security template for FIPRD (production) and review of the AR-Billing webforms (including Cash Transmittal) only the miscellaneous billing members and those interested in Cash Transmittal need to attend.
▪ The May 3rd meeting will be for the Grants members only. Chris Cook will also be attending to discuss the grants webforms.
2. AR Billing
▪ Customer Template
▫ Ellen reminded everyone that the Customer Contact is not the university employee, but the customers employee. Deadline is 4/26/04.
▪ AR-Billing PeopleSoft Security Template
▫ Did not discuss this template to allow more time to review the Grants Security Template. Will discuss at the April 26th meeting.
▫ Ellen requested that we submit the names of employees in our departments that will require AR billing access once the template is discussed and distributed.
3. Readiness 2 Training
▪ Will have a demonstration of the Readiness 2 Training Presentation at the 4/19/04 meeting. Ellen asked that everyone let her know whom we are inviting from our departments.
▪ Invitations will be sent to all members of the campus community by email list and a notice on UDaily. We will strongly encourage those who work with miscellaneous billing, cash transmittals, and grants to attend.
▪ Presentations will be held on April 23, 2004 at 9:30 11:00 am and again on April 27, 2004 at 1:30-3:00 pm. All Training Comm II Team members are asked to attend at least one presentation.
▪ Ellen will send new instructions for mapping shared drive (O: drive).
4. Grants Security Template (FIPRD)
▪ Team members remaining for the Grants discussion: Sandy Dean, Al Fanjoy, Joan Higgins, Lisa Huber, Ginger Knutsen, Betsy Reigle, Trudy Riley, Dee Smith, Rachel Strickland.
▪ Discussed access to PeopleSoft (production) proposal pages for entry and inquiry for both pre-award and post-award
▫ The Grants Security Template will distinguish the level of security access for employees working with grant proposals. Three role descriptions to choose from: Data Entry; Inquiry Only, and Research Administrators. Explanations are located on bottom tab of template labeled Role Descriptions.
▫ List all department names and IDs associated with each individual.
▫ Empl ID is very important. Access to a proposal will be made on Empl ID number and not college because of the collaboration between colleges on grant proposals. Some individuals (PIs principle investigators) will only be able to view their proposals and/or projects within the grant. Others will have access to all proposals associated with certain Dept IDs.
▫ Additional column added to template for new PeopleSoft FIRPT users requiring access.
▫ New Department ID List added to bottom tabs.
▫ More reporting tables will be added to reporting database (FIRPT) from grants.
▫ Template information to be collected by team members by 5/3/04.
4.
PeopleSoft Grants module
▪ Reviewed the PeopleSoft Grants proposal entry pages. There are ten entry tabs to be completed. Ellen will distribute instructions at a later date. The Grants Processing sub-team is currently reviewing these training documents and giving Ellen feedback.
▪ Ellen will send access (including URL) to FIDEV for the Grants members.
▪ AR-Billing access will be given to misc. billing team members later.