Functional and Technical Specification for Customization
Customer Requirement Document
Mod. Tracking #: 7
Design # – Encumbrance processing
Initial Specification Approval
Customer Requirement Document
Prepared:
Amie Salamido
Prepared By:
Peralta Technical Lead Approval:
Initial:
Date Prepared:
Initial:
Date Reviewed:
Initial:
Date Reviewed:
Initial:
Date Reviewed:
Initial:
Date Approved:
Initial:
Date Approved:
Minh Lam
Reviewed By:
Peralta Functional Lead
2008-07-10
David Betts
Approval:
Michelle Lenh
Reviewed By:
Peralta User Approval:
Wyman Fong
Reviewed By:
Peralta Sponsor Approval:
Thomas Smith
Approved By:
CIBER Project Manager Approval:
Kim Groshek
Approved By:
Completed Modification Acceptance
Customer Requirement Document
Prepared:
Amie Salamido
Prepared By:
Peralta Technical Lead Approval:
Approval:
Date Prepared:
Initial:
Date Reviewed:
Initial:
Date Reviewed:
Initial:
Date Reviewed:
Initial:
Date Approved:
Initial:
Date Approved:
Minh Lam
Reviewed By:
Peralta Functional Lead
Initial:
David Betts
Michelle Lenh
Reviewed By:
Peralta User Approval:
Wyman Fong
Reviewed By:
Peralta Sponsor Approval:
Thomas Smith
Approved By:
CIBER Project Manager Approval:
Kim Groshek
Approved By:
Document Control
Change Record
Date
Author
Version
Change Reference
2008-07-10
Amie Salamido
1.0
n/a
Reviewers
Sign-Off
Date
Reviewer Name
Copy No.
Name
Position
Sign-Off
Distribution
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Functional Specifications
Detailed Business Requirements
At Peralta, only salaries for regular budgeted employees are encumbered. A flag at the employee
level (JOB. ENCUMB_OVERRIDE) would allow an employee to be excluded from encumbrance
processing, but the flag is only available for entry when entering a hire or a add empl instance / add
assignment transaction. Peralta would like to see the flag linked to the Paygroup field so that
whenever the paygroup field is changed, the encumbrance override flag is set to the appropriate
value.
In order to keep the list of paygroups flexible, a setup page should allow the user to specify if for a
give paygroup the encumbrance override flag should be ‘Y’ or ‘N’
Business Justification
Only regular ee’s should be encumbered.
Risks
Exceptions exist to the paygroup/encumber rule.
Alternative Work Around (Not requiring customization)
Change business process so that a new employment instance is added when an employee changes from a
paygroup that is encumbered to one that is not or vice-versa and the flag on the new instance set to the
appropriate value.
Disadvantages of the Alternative Work Around
Changing process rather than automating the rule leaves the update subject to user error. Additional data
entry required. This will cause multiplication of empl_rcd’s where really one 1 is required.
Stakeholders
Stakeholders are individuals or groups with an interest in the project that are not users of the project
deliverables. List and describe the stakeholders along with their responsibilities as they relate to this
project.
Name
Description
Responsibilities



Users
Briefly describe the users, including their responsibilities to the project, their affiliation, and how they will
use the software. When possible, refer to roles rather than individual names. If necessary, use real names.
Name
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Description
Responsibilities/Interests

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Name
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Description
Responsibilities/Interests

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Assumptions
No exceptions exist to the encumber/paygroup rule
Who will be using this modification
HR/Finance users
Process Flows/Frequencies
Encumbrance processing occurs once at the beginning of the year and periodically as necessary
when changes occur throughout the year
What are the inputs and outputs of the modification in terms of
business processing
N/A
Capabilities
Capabilities statements describe functionality of the software including reports and interfaces with
other systems. They are extracted from users stories. If a capability describes a report or interface,
place an X in the appropriate box. The modification will be tested against these capabilities during
acceptance testing.
No.
Capability
Report Interface
Security
Grant access to new setup page for paygroup encumber flag definition.
Dependencies
n/a
Acceptance Criteria
Encumbrance entries are created as desired with all appropriate amounts
Glossary
Include any terms or acronyms unique to this project, the district, or the department.
Term
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Definition
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Technical Estimates
Approach
Recommended approach is to change the encumbrance override switch as needed with a process
rather than tinkering with Job data pages. This process would run before every encumbrance run to
set the switches based on paygroup. Because Peralta is using the Fiscal Year encumbrance process
rather than the nightly encumbrance process, the encumbrance process will back out all existing
encumbrances whenever it runs and will then re encumber anyone for whom the encumb override
switch is set to 'N'; this will automatically take care of any changed jobs.
This bolt on will require the following:
 Custom record to store paygroups designated for encumbrance.
 Custom page and component for the custom paygroup record
 Custom process to check Job data and change the ENCUMB_OVERRIDE field as necessary.
 Custom run control record, page and component for this process.
This approach, because it is a bolt on rather than a modification to PeopleSoft objects, is better than
modifying Job data pages and records to effect a real time change because (1) it will not be as
vulnerable to changes encountered in patches and updates, and (2) it will not require as much
development and testing.
Additionally, this is a proven approach that has been done by CIBER at other clients, and it has been
shown to work well.
Estimates
Estimate the technical effort required implementing this approach. Include the following where
appropriate:
 Custom process
 Two custom records, plus any needed for process
 Two custom pages
 Two custom components
Hours Estimate
8 hours
24 hours
40 hours
80 hours
est’d hours = 120
Risks
This process needs to run before the encumbrance Cobol runs.
Risk Mitigation
Risk of not running this process before encumbrance process runs is minimal because the
encumbrance process is, by its nature, self correcting. If the process is skipped for one month, it will
fix itself the following month.
Assumptions
Assumes that Peralta will be using Fiscal year encumbrance process rather than Nightly
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encumbrance process.
Assumes that the criterion for whether to encumber will be paygroup.
Constraints
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Impacted Objects
Impact Type (New,
Modify, or Delete)
Object Type
(Record, View, Page,
PeopleCode, etc)
Obect Name
Comment
DATE
SUBMITTED:
Date Required
By:
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Technical Specifications (Not determined yet)
Modified Online Objects:
Project Name
Project Information
Comment:
Name:
Portal Registry Structure
Name:
Portal Registry Structure Definition
Type (Folder or Content):
Label:
Sequence:
Parent Folder:
Object Owner ID:
Product:
Long Description:
*Menu:
*Component:
Permission Lists:
* For Content Reference portal registry structures only
Menu
Menu Group
Modify
New
Menu
Bar
Component
Component
Component
New Modify
Search Record
Add Search Record
Actions Allowed (Add,
Update/Display, etc.)
Pages
Page:
Record
New
Modify
Field Name
Component:
Type
Display
Only
Invisi
ble
Disp
Cntrl
Rel
Disp
Lvl
Component/Page Security
Component
New Modify
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Page
Permission List
Display
Only (Y/N)
Actions (Add, Upd,
Upd/Disp, Corr)
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Records
Record:
New
Field Name
Modify
Key
Dir
Req
Src
Key
Alt
Src
List
Box
Default Value
Table Edits
Indexes
Record:
Field Name
Index:
Column Position
Unique (Y or N):
A/D
Fields
Field Name
New Modify
Type
Len
Value
Active
Long Name
Short Name
Translate Values
Translate Values
Field Name
New Modify
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Eff Date
Long Name
Short Name
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Queries
Query Name:
Query Type:
Records
Record Name
New
Description:
Owner:
Modify
Alias
Fields
Col Record.Fieldname
Criteria
Logical
Format
Expression 1
Order
By Num
Condition
Type
Agg
Heading Text
Expression 2
SQL
*Paste Screenshot of Query Preview below
HTML
HTML:
Record
New
Modify
Field Name
Message Catalog
Message Set
Number
New
Modify
Message
Number
Severity
Message Text
*Paste Screenshot of new or modified message below.
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PeopleCode
Type (Record, Page,
etc)
New Modify
Object Name
(Record.Field, Page,
etc)
Event
Processing Description
Application Engine
Program
New
Modify
Section
Step
Action (Do When, Do While, Do
Select, Do Until, PeopleCode,
SQL, Call Section, or Log
Message)
Definition
Qualifier
Definition Delimiter
File Layout Definition
File Layout
File Layout
Format
Default File Name:
File Record/Segment ID
Name
Seq No
Max
Rec
Length
File
Record
ID
ID
Length
Field
Lengt
h
Start
Positio
n
Field
Qualifier
Field
Inheritance
(REC.FIEL
D)
File Record/Segment ID
Name
Seq No
Max
Rec
Length
File
Record
ID
ID
Length
Field Name
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Default
Qualifie
r
Field
Delimiter
Default Value
Default
Qualifie
r
Field
Delimiter
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Field Name
Field
Len
Start
Positio
n
Field
Qualifier
Field
Inheritance
(REC.FIEL
D)
Default Value
Process Definition
Process Name:
New
Modify
Process Definition
Process Type:
Description:
Priority:
API Aware:
Long Description:
Process Definition Options
Recurrence Name:
Server Name:
Component
Process Groups
Job Definition
Job Name:
New
Modify
Job Definition
Run Mode:
Description:
Seq
Priority:
Process Type
Server Name:
Component
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Process List
Process Name
Run Always
Job Definition Options
Recurrence Name:
Process Groups
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Images (Paste New or Modified Images Below)
Page (Before Modification)
Page Print 1
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Page (After Modification)
Page Print 2
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Batch Objects
Programs
Program Name:
New
Modified
Subprograms:
New
Modified
Records include:
Usage Type: (Read/Write/Delete)
Suggested Unit Testing Approach
Can test by querying Job data after process is run.
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