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Governance Minutes ArchiveMarch 9, 1988
Minutes COMMISSION ON RESEARCH March 9, 1988 President's Board Room 3:30 p.m. MEMBERS PRESENT: L. J. Arnold, F. M. Asche, J. Cairns, Jr., R. A. Comparin, J. Randolph (for P. K. Edwards), P. P. Feret, W. L. Flowers (for M. R. Geasler), D. B. Hodge, G. R. Hooper, D.G.I. Kingston, D. F. McTaggart, G. G. Schurig, R. A. Teekell MEMBERS ABSENT: V. R. Fu, W. G. Huber, M. D. Pierson, M. Potts, A. W. Steiss, F. W. Stephenson, J. F. Wolfe INVITED GUESTS: M. D. Shelton, C. D. Waring, K. A. Wilkins The meeting was chaired by Gary R. Hooper in the absence of Dr. Steiss. 1. ANNOUNCEMENTS a. The report from the Committee on Goals and Objectives was intro- duced to the Faculty Senate at its March 8 meeting. Dr. Arnold plans to move for endorsement at the next Faculty Senate meeting. b. A memorandum from Research Universities Network concerning Presi- dent Reagan's FY 1989 budget request was distributed. c. Dr. Hooper announced that Alan Steiss will be leaving Virginia Tech in mid-May to become Director of Research Development and Adminis- tration at the University of Michigan in Ann Arbor. Dr. Hooper is very interested in having the members' thoughts on a possible re- placement candidate, and invited members to pass their suggestions on to him. 2. FRS: NEW UNIVERSITY ACCOUNTING SYSTEM - Dwight Shelton The new accounting system is one of the most complex systems that the University has undertaken. The current system was built in the early 70's, and the end of its life cycle is rapidly approaching. The Finan- cial Records System (FRS) has some significant advantages that are not present in the current system. A receivables system was also acquired. A new purchasing system is be- ing examined and will be acquired once the problems of initiating the other systems are resolved. The conversion to FRS will occur on July 1st. Researchers will be temporarily disadvantaged in that some of the adap- tations made in the existing system will not be available initially in the new system. Individual faculty members will be able to access their Foundation accounts in the same fashion as they can their project accounts, however. The security system will be similar to the IMS security system. Once an individual is assigned a USERID and password and enters this into the system, an access menu will appear. The system will know what ac- tivities the user is able to access and will prevent access to unau- thorized areas. The Chairman thanked Mr. Shelton for his presentation. 3. FUNDING ENDING DATES (FIRST READING) The policy and procedures on funding ending dates were issued by Provost Wilson in 1981 in an effort to minimize cost overruns arising from salary charges exceeding funds available in project budgets. A mechanism to permit appropriate charges to be made to sponsored projects, regardless of the timeliness of the personnel action was adopted last year. These procedures were not updated in Appendix G of the MANUAL OF PROCEDURES. The Chairman invited the Commission to bring their suggestions to the next meeting when Appendix G will come up for second reading. 4. PROPOSED APPENDIX N: VARIOUS ACCOUNTS This proposed appendix provides guidelines for establishing and main- taining "Various Accounts." Funds placed in various accounts are gen- erally quite small, are for roughly the same general purpose, and are without expectation of stated deliverables. The Commission was asked to study this Proposed Appendix N and bring their comments and suggestions back to the table for the second read- ing. The meeting adjourned at 4:50 p.m. The next meeting will be March 23, 1988 at 3:30 p.m. in the President's Board Room. GRH:mar
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