FAMIS Services Policy for FAMIS Interfaces

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1 FAMIS Services Plicy fr FAMIS Interfaces FAMIS is the accunting system f recrd fr the Members f The A&M System that use FAMIS as their primary accunting system. FAMIS was designed primarily fr the Fiscal/Business Office, which is accuntable and respnsible fr the accunting recrds fr the Member. With many Members and thusands f jbs t run, planning and crdinating the Member interfaces is extremely imprtant. The fcus and missin f FAMIS has always been t prvide supprt t the Fiscal/Business Office in their fiscal respnsibilities. Over the years, functinality has been added t accmmdate departmental needs, but departmental ffices and central ffices are increasingly develping r purchasing side systems t better meet their departmental r specialized accunting needs. Many f these systems may be prgrammed t feed data t FAMIS. Since the Business Office must be ultimately respnsible fr the data that enters int FAMIS, FAMIS Services needs a Fiscal/ Business Office crdinatr fr these interfaces. Crdinatr f Interfaces Each interface has tasks that must be addressed befre it can be put int Prductin. The Crdinatr f Interfaces wuld be the pint f cntact fr bth the Fiscal/Business Office (and Member departments) and FAMIS Services. This persn assumes the respnsibility fr the implementatin and n-ging supprt f these interfaces. Tasks fr this persn include: Be the Pint f Cntact fr each interface prject. Understand the requirements and mnitr the prcess as the representative f the Fiscal/Business Office f the Member. Build knwledge f hw interfaces wrk with FAMIS: t include keeping infrmatin n the varius interfaces that the Member has with FAMIS, keeping layuts f the varius transactins that are used fr each interface and understanding the schedule that each interface fllws. Crdinate and attend the initial meeting between Fiscal/Business Office (any Members departments) and FAMIS Services t cnvey the requirements fr the interface. Crdinate subsequent meetings, crrespndence and phne calls with the Fiscal/Business Office, the department, vendr, and FAMIS Services. K:\FA\DOC\INTERFAC\Plicy & Cntacts\InterfacePlicy.dcx (Rev. 06/02/ :14am) Page 1 f 6

2 FAMIS Services Plicy fr FAMIS Interfaces (cnt d) Assume respnsibility fr the daily reprts and investigate and recncile any errrs that may ccur. Assume respnsibility fr the integrity f the data and give final apprval fr the data t enter the recrds f the Member. All submitted batch interfaces that pass the FAMIS prgram edits are psted int the system. These batch feeds are NOT reviewed by the FAMIS Services staff prir t their psting. It is the respnsibility f the Business Office t ensure that the data passed t FAMIS has been reviewed and validated as legitimate accunting transactins prir t being sent by FTP t FAMIS. K:\FA\DOC\INTERFAC\Plicy & Cntacts\InterfacePlicy.dcx (Rev. 06/02/ :14am) Page 2 f 6

3 FAMIS Services Plicy fr FAMIS Interfaces (cnt d) Interface Prcesses New interface prjects require cmmunicatin between the Member s Fiscal/Business Office and FAMIS. The scpe, requirements and ptential issues are identified and addressed. When bth parties have a clear understanding f the needs, slutins are better frmulated. Belw are steps necessary fr a smth, successful prcess in creating yur interface with FAMIS, and are divided int three sectins: Preparatin, Testing, and Prductin. Preparatin: 1. Submit a Change/Enhancement frm with the basic infrmatin defining the new interface. The frm is available n the FAMIS website: 2. Schedule and hld a Requirements Meeting with FAMISHELP (can be via phne cnference) t discuss the details and prcess f establishing this new Interface. Tpics will include: the purpse, the type f transactins, the frequency f feeds, the principal persns invlved, etc. 3. We (FAMIS) define and send yu the fllwing infrmatin: Layut fr the apprpriate transactins Name f the file(s) We name the file(s) accrding t the type f data. Test files are always psted t yur Training Campus. The file fr testing must have the extensin f.test t help prevent accidental psting int Prductin. Sample file names are: K7nnXX.deptname.JE.Dyymmdd K7nnXX.deptname.JE.Dyymmdd.TEST Batch Reference in the frm f AAANNN r AAAANN (example: BUD001) Name f the prgram that will be used t pst the transactins (example: XFJE1) 4. Send an t famishelp@tamus.edu detailing wh is t be a recipient fr the utput frm the testing. These peple will be respnsible fr reviewing the utput t ensure the success f the testing. K:\FA\DOC\INTERFAC\Plicy & Cntacts\InterfacePlicy.dcx (Rev. 06/02/ :14am) Page 3 f 6

4 FAMIS Services Plicy fr FAMIS Interfaces (cnt d) 5. Request RACF security. This security is required fr any individual wh will FTP the file t the mainframe. Testing: T request RACF security, the Interface Crdinatr r Authrized Requestr fr Change/Enhancements (r equivalent Manager) sends an t famishelp@tamus.edu. Please include the name, the UIN and UserID fr thse individuals wh perfrm the FTP prcess. 1. We (FAMIS) prepare Training JCL, INFOPAC & DDRINT fr the file testing. 2. Prepare the Test Files and submit them by FTP t K7nnXX directry n the mainframe server -- (TAMMVS1.TAMU.EDU). Send an t famishelp@tamus.edu t pst the test file and include the name f the file t pst. Sample K702XX.CORETECH.JE.FMSFEED.P02.TEST K720XX.CORETECH.CR.FMSFEED.P20.TEST Abve files upladed t yur server. 3. We (FAMIS) pst the test files int the Training Campus and ntify the TAMUS Member f the results. 4. Review the TEST psting fr accuracy f psting and accunting transactins, as well as any errrs that are generated by the psting prgram. Please send a cnfirming t famishelp@tamus.edu. 5. Repeat submitting test files times until bth FAMIS Services and yu are satisfied that the interface is ready t pst in the Prductin Envirnment K:\FA\DOC\INTERFAC\Plicy & Cntacts\InterfacePlicy.dcx (Rev. 06/02/ :14am) Page 4 f 6

5 FAMIS Services Plicy fr FAMIS Interfaces (cnt d) Transitin t Prductin: 1. Send an t bth famisprd@tamus.edu and famishelp@tamus.edu stating yu are ready t send Prductin files. This shuld include: Hw ften yu plan t send a file Wh will submit the t Prductin stating that a file has been sent by FTP t pst Wh needs t be a recipient fr the Prductin utput (smene needs t check the utput fr errr messages each time) Whether yu want just DDRINT r a print cpy als Prductin: 1. We (FAMIS) prepare Prductin JCL, INFOPAC, and DDRINT recipients using the infrmatin yu have sent. FAMIS cmpletes the scheduling f the Prductin jb(s). 2. Prepare the Prductin files and submit them by FTP t the K7nnXX directry n the mainframe server - (TAMMVS1.TAMU.EDU). Send an t famisprd@tamus.edu t pst the prductin file. The shuld: a. Be sent by the persn wh sent riginal b. MUST state prper name f the file c. MUST be sent t Prductin BEFORE 3:00pm fr psting that evening 3. We (FAMIS) pst the Prductin file(s) and release the utput t DDRINT. 4. Review all utput errrs (smething that didn t pst r has gne t suspense) and reprt any prblems r discrepancies immediately t FAMIS Prductin. 5. Make any manual crrectins fr all rejectins r suspense items. K:\FA\DOC\INTERFAC\Plicy & Cntacts\InterfacePlicy.dcx (Rev. 06/02/ :14am) Page 5 f 6

6 FAMIS Services Plicy fr FAMIS Interfaces (cnt d) Changes t Prductin Files: ANY changes t an established Prductin Interface must be retested in the Training Envirnment befre prceeding t Prductin. Cntact famisprd@tamus.edu and famishelp@tamus.edu whenever any change t the prcess that generates the file(s) is anticipated r planned. K:\FA\DOC\INTERFAC\Plicy & Cntacts\InterfacePlicy.dcx (Rev. 06/02/ :14am) Page 6 f 6

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