Minutes Training Communications II Team
130 Hullihen Hall
(Board Room)
Attendees: Ellen Lepine, Shirley Becker, Jackie Caleb, Sandy Dean, Scott Eatough, Al Fanjoy, Joan
Higgins, Lisa Huber, Joan Higgins, Ginger Knutsen, Dave McCarren, Betsy Reigle, Bob Rieman, Trudy Riley, Dee
Smith, Linda Somers, Bill Spear, Rachel Strickland, Betty Dehel
Logistics:
More enhancements to UDFS/info
website changes for phase 2 Al Fanjoy
-Viewed updated Help Tabs on website
-Local assistance will identify phase II team
members and information on
What
the committee is working on
First look at four
Grants webforms
Employee Demographic Data (EDD) Supplement for Grants
-
viewed web mock-up of this form
-This is a Financials and HR form (PSoft HR will be updated first)
-HR to approve on daily basis (1 or 2 day turn
around time) and update to PS will be overnight
-13 step form will be changing to no-step form,
probably will have additional parts could go from 13 to 20,
-Ellen will find out who can originate form
& approvals needed
-Dave McCarren collecting suggestions for
changes to this form
-there will be training on how to use key
words
-Advisors/Advisees -employee ID will be used
for UD people & will have option to add non-UD people
-web view of form changes is possibility
Proposal Approval
-
viewed web mock-up of this form (summary of approval)
-possible there will be x spaces for approver
to mark to indicate what
areas
need to be reviewed when returning to sender
-will be able to add attachments
- routing will be very complex based on
multiple depts. and whether there is cost sharing, waived F & A.
Effort Journal (NOT a new form - web Journal Voucher will be enhanced
to include Empl ID for salary transactions)
-will allow one empl ID for one
Effort Period (unknown if this means 1 month or 6 months)
Budget Revision for Grants (modified web Budget Revision)
-similar to budget revision currently used
-suggest
adding description for debit & credit for end users
-will
allow only one purpose/project combination so that funds can only be moved
between budget categories on a given budget, not between budgets.
Update on progress,
issues and decisions made by other teams
Grants Dave
McCarren/Ellen Lepine
Delegated Authority - Delegated Authority is defined by a memo issued to specific colleges several years ago allowing them to handle within their colleges certain types of external contracts. In general some of the restrictions are: Set limit to contract size: going to $50,000 was $30,000 No federal or federal flow through funds involved. Audit by the sponsoring agency of the project is not to be permitted or called or in the contract. In practice, the most common ones in CHEP are fixed price contracts with state agencies or municipalities that require a specific report or outcome.
- No match requirements (additional info from
Betty Dehel in OVPR).
AR-Billing Jackie Caleb/Ellen Lepine
-Mock-up done, AR-Billing team working on fine tuning
-possible
review of mock-up at next meeting
Reporting Linda Somers
-currently outlining specs
-putting
together data dictionary
-EZQ
queries or nVision two types of reporting solutions being reviewed
Asset Management Bill Spear
-will be able to have own book for tracking departmental equipment
(non-capitalized). Bill told us that
this will be especially helpful in Dining Services and Conferences.
Training Plan
-went
over Ellens training plan for phase II
-April
key month to begin readiness training
-Content
Development Group will be Rachel,
Trudy and Ellen
-Good
handouts and being able to obtain & print
instructions from web...a must
Other issues or
concerns