Meeting Note - Phase 6 Design stage - 18-Oct-2013

Agenda:

1.  HSS requirement change for Batch 4's requirement 2.1 - Override Costing:

Original requirement:  "Override Costing currently has to be repeated against each task.  Add an Override Costing at Pay Claim level, which will apply to all tasks."

Change requested:  Extended requirement to also support Cost Centre override at Pay Claim level. 

Isabel confirmed that HSS are prepared to fund the additional work required to expand this requirement.  The work will therefore progress in a separate, HSS-specific batch.

Jill and Mairi to estimate for all stages of the process.  Jill will then confirm the estimate with Isabel. 

2.  Batch 6 - Batch Entry:

Currently:

• Approvers can see only those tasks and timesheets they're authorised to access.
• Approvers can see, but not access, Pay Claims they're not authorised to access.

Decision:

• Batch will restrict tasks and timesheets in the same way as the current task and timesheet lists.
• Batch will restrict Pay Claims in the same way as current Pay Claims.
• Where appropriate, a message will warn either "N tasks are hidden from view" or "some tasks are hidden from view" at the top of batches. 

Batches will display at the top of the Approvers' dashboard (for authorised approvers only).

Authorised users will be able to edit batched tasks before the batch has been submitted.  However, submission of batched tasks can only be done at the batch level.

Full detals of the Batch Entry Design can be found in Mairi's System Design Specification (last update: morning of 18th Oct).

 3.  eTime's use of IDM data:

Issue raised by Alex Carter:  "IDM feed set up wrong".  Jill has scheduled a meeting with Service Management for this afternoon, to clarify what needs to change. 

(May have to decide whether this should be addressed by a project (FIN085 or FIN089) or by Finance's support budget.)

Update from IDM meeting:

Some technical setup is required in IDM.  Jill has raised a UniDesk call to have this work done.  Once completed, the following conditions will apply in IDM:

• All Staff members and Postgraduate students (both taught and research) will be automatically set in IDM as eligible for eTime access.
• It will be possible for the appropriate departmental Computer Reps to manually set individual Visitors and/or Undergraduate students in IDM as eligible for eTime access.
• It will never be possible for any Alumni, eVisitor, or Functional users to be set in IDM as eligible for eTime access.  (If eTime access is required for any of these people, then a Visitor account would have to be raised for them.)

4.  Resourcing and project planning:

Stella's start date has been delayed to 28th October.  In addition, the project plan has been revised to account for Stella's planned leave days over the next few months.  This has resulted in delayed milestones for the end of the project:

UAT sign-off (for final release) : 07/02/14 

Deployment sign-off : 28/02/14

Closure : 07/03/14

5.  AOCB:

Isabel:  When Common Codes come in from eAuthorisations (e.g. G790CH - Challenge Fund), they allow approvers to see users from outwith their own cost centres.  

Action:  Isabel to send sample uuns to Mairi.

Jill noted that Common Codes are covered by FIN089's Requirement 4.1.7, which is currently planned for the Phase 2-Batch 2 delivery of the eAuthorisations project.

Mairi offered to check whether the User Search looks just at cost centre, or if job code is included in the search.  This may require a change to the search, to restrict the eTime search to cost centre.   However, this is lower priority than the Batch Entry work.