MINUTES

UDFS Training & Communications II Team

12/22/03, 9:00 to 10:00

105 Hullihen Hall

Taken by: Ellen Lepine

 

 

Attendees:

Ellen Lepine, Sandy Dean, Trudy Riley, Bill Spear, Al Fanjoy, Jackie Caleb, Linda Somers, Dave McCarren, Lisa Huber

 

Absent: Lisa Porrini, Betty Dehel, Ginger Knutsen, Dee Smith, Amy Taylor, Bob Rieman, Shirley Becker, Joan Higgins, Linda Chriscoe, Cyndi Jumper, Scott Eatough

 

1.      Introductions were done so that everyone met the rest of the team members.

2.      We discussed in general terms the purpose of the team and the membership of it.  Ellen reported that the people asked to join were those units that are involved in Grants, those units involved with miscellaneous billing/cash transmittals and Al Fanjoy for his web authoring skills. 

3.      Ellen talked about her view that the training would be three separate initiatives: Grants, Misc. Billing and Cash Transmittal/FFAR replacement form.  This training team will probably have three sub-groups to address each area.    The Grants Processing Sub-Team will collaborate with us on Grants (sub-team leader Dave McCarren is also on Training Team).  The AR-Billing Team will work with us on the misc. billing with Ellen Lepine and Lisa Porrini on both teams.  And Cash Transmittal form training will also be done in conjunction with AR-Billing team with Jackie Caleb and Ellen on both.   Ellen expects the grants and misc. billing training to be done with small groups within the units as hands-on training, while the cash transmittal/FFAR training will be more like how Procurement did their training as lecture-style in a larger venue. 

4.      We looked at the handout called “Depts. Involved in Phase II” to see where there is missing information about depts. Using the various modules or where there is no coverage by members on the Training Team.  Some departments need follow-up about misc. billing - Ellen will check with Jeff Rivell with Admissions, Bill will check with Theresa Maney about Facilities, and Jackie will contact Paul Anderson in the Library.  Physical Therapy’s billing system is still an unknown, we’ll ask Dee Smith next meeting.  We added Chemistry to departments that do misc. billing because it also has a store room that sells items.  And we think Student Life must have Grants due to the Robert Woods Johnson grant to reduce binge drinking among UD students –Ellen will investigate.

5.      Ellen passed out list of possible webforms identified for the Phase II modules, saying there may be some duplication especially in the AR-Billing area.   This team will be responsible to train users on the final list of webforms as part of each area. Here is the list:

A/R-Billing

  • Cash Transmittal
  • Customer Entry Form
  • Cash Receiving Form
  • Bill Items Form
  • Setting up charge codes in PS
  • Miscellaneous Charge Form
  • Miscellaneous Billing Form
  • FFAR

 

 

Asset Management

  • Equipment Relocation Form
  • Space Reassignment Form
  • Asset Entry Form

 

Grants

  • Bio Data for PI’s and Grants Form
  • Budget Revision Form
  • Budget Entry Form
  • Effort Entry Form
  • Grants Security Form
  • Proposal Approval Form

 

Other – Webform Updates, etc. (not part of Phase II – included as additional info.)

  • Monthly Statement View
  • Modify Existing Forms for New Chart Fields
  • FAI (Request for Service)

 

 

6.      Logistics

·        We decided to meet every other Monday at 10:00 to 11:00 starting on January 12, 2004.  Though the time on Jan. 26th will be 9:30 to 10:00 due to another meeting (Comm. Team I) on that same day that a few of our team members also will be attending.  At some point later in 2004 the Training Team meetings will be weekly.

  • Ellen will ask for meeting minutes to be taken by one of us and we’ll rotate. 
  • Ellen let the team know of the group mail list called udfs-train@udel.edu that anyone can use.

 

 

7.      Other Concerns

  • Al Fanjoy expressed concern about the new reporting tables that will be part of the phase II modules, particularly the Grants module.  Ellen stated that there is a table called “PROJ_RESOURCE” that contains all the grants data that is like a mini data warehouse according to Rick McCaulley (Crestone consultant). There are similar needs to have AR-Billing tables/data available to campus users. There have already been discussions about how to make it available in the reporting database (firpt).  Ellen expressed concern about the fact that there was no overlap of members between the Training Team and the Reporting Team and would investigate getting someone from the Reporting Team to be on our team.
  • Members expressed concern about Amy Taylor’s leaving her key position in Health & Nursing Sciences.  We wondered if that meant her replacement Rachel Strickland would be on our team.  Ellen mentioned that she would be quite busy for the next few months and she would check into this and maybe another person from that collage could be recruited.