Executive Overview
SBCTC-ITD ADMINISTRATIVE
APPLICATIONS
FMS
Financial
Management
System
PPMS
Payroll/Personnel
Management
System
FAS
Financial Aid
System
SMS
Student
Management
System
This presentation provides an overview of the SBCTC-ITD
Administrative Applications. Available are links to associated web
home pages, module details, database pivot tables, and Visio
diagrams of specific databases. A link to a step-by-step tutorial of
creating a basic DataExpress procedure is also included.
FMS
PPMS
FAS
SMS
Financial
Management
System
Payroll/Personnel
Management
System
Financial
Aid
System
Student
Management
System
Modules
Modules
Modules
Modules
•Control Tables
•Control Tables
•NEED
•Accounts Payable
•Applicant Tracking
•Tracking
•AFRS
•Employee
Contracts
•Award
•Student Biographic
and Admissions
•Disbursement &
Reconciliation
•Registration
•Budget
Management
•Cashiering
•Customer Accounts
& Accounts
Receivable
•Employee
Maintenance
•Program Enrollment
•Government
Reporting
•Work Study
•Grades and
Records
•Leave Accounting
•Loan
(Stafford/FFELP)
•Student Progress
•Fee Calculation
•Payroll Processing
•Fixed Assets
•Position Control
•General Ledger
Accounting
•Salary Forecasting
•Third Party Facilities
Maintenance
•External Reporting
•Course
Management
•Student/Faculty
Self-Service
Functions
•State and Federal
Reporting
•Schedule 25/25E
FMS
Financial Management System
•
Control Tables
Used in every area of FMS to define the
college account structure, provide
options within each of the functional
areas of FMS, and to control all
processing and reporting external to the
applications programs.
Associated Databases: TBL1, TBL2
• Set parameters
• Edit transactions
• Generate off-line functions
FMS
Financial Management System
•
Control Tables
•
Accounts Payable
Responsible for all vendor liabilities,
refunds and financial aid
disbursements.
Associated Database: AP
• Creates encumbrances
• Provides invoice processing
• Writes checks
• Provides interdepartmental cost
transfers
• Creates credit and debit memos
FMS
Financial Management System
•
Control Tables
•
Accounts Payable
•
AFRS
AFRS (Agency Financial Reporting System)
functions as the state-wide financial
accounting system. Used to prepare a variety
of interim reports for state-level executive
management. Responds to inquiries from
parties outside OFM.
Associated Database: AFRS
• Consolidates and transmits financial data
from colleges to AFRS
• Reduces data transmission costs via
single agency reporting (consolidation)
• SBCTC reconciles FMS and AFRS on a
monthly basis
FMS
Financial Management System
•
Control Tables
•
Accounts Payable
•
AFRS
•
Budget Management
Provides an internal spending plan for
operating accounts as well as grants,
contracts, and capital projects.
Associated Database: BDGT
• Provides fiscal vs. project budgeting
• Creates a budget status file
• Gives permanent vs. temporary
budget structures
• Has a budget development process
FMS
Financial Management System
•
Control Tables
•
Accounts Payable
•
AFRS
•
Budget Management
•
Cashiering
Replaced the cash register. Interfaced
with modules in the FMS, SMS, and
Financial Aid systems.
Associated Databases: POS, CA
• Performs cash register functions
• Allows multiple payment methods
• Performs fee calculation
• Allows full, partial, or deferred payments
• Generates refunds and posts to AP
• Edits the financial aid award file
FMS
Financial Management System
•
Control Tables
•
Accounts Payable
•
AFRS
•
Budget Management
•
Cashiering
• Creates, changes, displays charges
•
Customer Accounts &
Accounts Receivable
• Allows partial or full payments
Supports the recording, monitoring,
aging and billing of all receivables.
Associated Database: CA
• Provides payment and billing
schedules
• Produces billing documents
• Provides an aging report
FMS
Financial Management System
•
Control Tables
•
Accounts Payable
•
AFRS
•
Budget Management
•
Cashiering
•
Customer Accounts &
Accounts Receivable
•
Fee Calculation
Calculates a student’s fees based on
current enrollment while considering the
student and class fee pay status. Posts
the fee calculation to customer accounts.
Associated Database: TBL1
• Identifies the type of tuition charged to a
student (Student Fee-Pay-Status)
• Identifies the category of tuition charged
to a student (Class Fee-Pay-Status)
• Maintains the tuition calculation table
• Maintains the fee code table
FMS
Financial Management System
•
Control Tables
•
Accounts Payable
•
AFRS
•
Budget Management
•
Cashiering
•
Customer Accounts &
Accounts Receivable
•
Fee Calculation
•
Fixed Assets
Provides the control mechanism for all
physical assets and attributes of a
college.
Associated Database: INVEN
• Tracks land, buildings, rooms,
equipment
• Calculates depreciation
• Provides replacement cost data
• Assesses planned land and building
functionality
FMS
Financial Management System
•
Control Tables
•
Accounts Payable
•
AFRS
•
Budget Management
•
Cashiering
•
Customer Accounts &
Accounts Receivable
•
Fee Calculation
•
Fixed Assets
•
General Ledger
Accounting
Provides the control mechanism for
processing and updating all detail
accounting transactions except the physical
writing of checks.
Associated Databases: GL, SLEDG,
ARCHV
• Creates an account summary file
• Creates an account detail file
• Provides batch maintenance
functionality – copy, reverse, delete
• Performs subsidiary postings
FMS
Financial Management System
•
Control Tables
•
Accounts Payable
•
AFRS
•
Budget Management
•
Cashiering
•
Customer Accounts &
Accounts Receivable
•
Fee Calculation
•
Fixed Assets
•
General Ledger
Accounting
•
Third Party - Facilities
Maintenance
Provides facility managers with a quick
but detailed view of their facility and
pertinent maintenance activity. FM1 is
an optional application that is used by
about 1/3 of the colleges.
Associated SQL Database: INNOVUS
Accessed for reporting using Crystal Reports
• Produces work orders
• Tracks the cost of labor and materials
• Schedules preventive maintenance
• Provides inventory management
FMS Application
Data Facts
Components associated with FMS:
•Databases
12
259
•Datasets
•Data Fields (Duplicated) 1787
•Data Fields (Unduplicated) 880
NOTE: Turbo Image Databases defined by Dictionary 3000
PPMS
Payroll/Personnel
Management System
•
Control Tables
Used to edit transactions, control
processes, store descriptive information
and determine criteria for processing
payroll and personnel reporting.
Associated Databases: TBL1, TBL2,
TBL3 ,TBL5, EMP
• Sets parameters
• Edits employee databases
• Performs statistical reporting
• Processes time, attendance, and
payroll
PPMS
Payroll/Personnel
Management System
•
Control Tables
•
Applicant Tracking
Maintain current and historical data
used for tracking applicants, affirmative
action reports, and cost factors for
recruitment.
Associated Database: APP
• Tracks pre-applicants
• Tracks applicants
• Performs statistical reporting
PPMS
Payroll/Personnel
Management System
•
Control Tables
•
Applicant Tracking
•
Employee Contracts
Produces and maintains part-time
faculty contracts.
Associated Databases: EC, EMP, SM
• Produces contracts based on class
information
• Calculates course salary costs
• Tracks contract status
PPMS
Payroll/Personnel
Management System
•
Control Tables
•
Applicant Tracking
•
Employee Contracts
•
Employee
Maintenance
Establishes and maintains employee records
from employment to separation or retirement.
Includes payroll processing and federal, state
and internal reporting.
Associated Database: EMP
• Maintains job appointments, account
distributions, job histories
• Processes salary increases
• Provides rosters, directories, and labels
• Provides enrollment to benefits
• Maintains education and professional
development histories
PPMS
Payroll/Personnel
Management System
•
Control Tables
•
Applicant Tracking
•
Employee Contracts
•
Employee
Maintenance
•
Government
Reporting
Designed to fulfill the needs for mandatory
federal reporting.
Associated Databases: EMP, PAYRH,
TBL5, PMIS
• Performs W-2 processing
• Provides data for the Integrated Postsecondary Education Data Systems
(IPEDS)
• Provides data for EEO Compliance
reporting
• Compiles the PMIS database for SBCTC
PPMS
Payroll/Personnel
Management System
•
Control Tables
•
Applicant Tracking
•
Employee Contracts
•
Employee
Maintenance
•
Government
Reporting
•
Provides comprehensive leave accrual
and usage processing.
Associated Databases: EMP, PAYR
• Calculates leave accruals
• Monitors leave accrual eligibility
Leave Accounting
• Posts leave usage transactions
• Posts transactions that affect gross
pay
PPMS
Payroll/Personnel
Management System
Processes all aspects of payroll. Produces
your paychecks!
•
Control Tables
•
Applicant Tracking
•
Employee Contracts
Associated Databases: EMP, PAYR, PAYRH,
PAUDIT, GL, DRS
•
Employee
Maintenance
• Provides multiple pay cycles and schedules
•
Government
Reporting
• Posts salary, benefit costs, and vendor
payments to FMS
•
Leave Accounting
•
Payroll Processing
• Produces automatic payments, time
transactions, retroactive pay, hand drawn
checks, automatic check cancellations and
various balance adjustments.
• Calculates leave pay-offs
• Processes automatic expense transfers
PPMS
Payroll/Personnel
Management System
•
Control Tables
•
Applicant Tracking
•
Employee Contracts
•
Employee
Maintenance
•
Government
Reporting
•
Leave Accounting
•
Payroll Processing
•
Position Control
Assigns employees to authorized and
budgeted positions while comparing
position, employee job record, and the
budget record.
Associated Databases: TBL5, EMP, BDGT
• Defines authorized positions
• Allows multiple employees per position
• Allows multiple positions per employee
• Provides a link from budget to employee
records
• Allows entry of vacant positions
PPMS
Payroll/Personnel
Management System
•
Control Tables
•
Applicant Tracking
•
Employee Contracts
•
Employee
Maintenance
•
Government
Reporting
•
Leave Accounting
•
Payroll Processing
•
Position Control
•
Salary Forecasting
Forecasts salary and benefit costs for a
fiscal year with multiple base cost
increase projections and multiple fiscal
years for future planning.
Associated Databases: TBL5, EMP,
BDGT, SF
• Creates base salary records
• Provides salary and benefit cost
distribution by month
• Applies salary and benefit increases
• Provides budget planning scenarios
PPMS Application
Data Facts
Components associated with PPMS:
•Databases
13
344
•Datasets
•Data Fields (Duplicated) 2474
•Data Fields (Unduplicated) 1311
NOTE: Turbo Image Databases defined by Dictionary 3000
FAS
Financial Aid System
A third party application from COCO
•
NEED
Stores incoming applicant data, referred
to as Institutional Student Information
Reports (ISIR), and calculates this data
using federal methodology.
Associated Database: NEEDnn
where nn = the award year
• Gives view access to ISIR data
• Calculates ISIR data
• Generates records in the SAFER
database
• Provides Updated Tracking Detail with
comment code data from ISIR records
FAS
Financial Aid System
A third party application from COCO
•
NEED
•
Tracking
Provides document tracking, issue
tracking, and student notices.
Associated Database: SAFER
• Maintains a record of all required and
received documents
• Stores edits for resolution by aid
counselors
• Serves as the driver for the student
notification process
FAS
Financial Aid System
A third party application from COCO
•
NEED
•
Tracking
•
Award
Posts student aid awards and
determines whether awards meet or
exceed a student’s need. Manages
allocations and budgets by program.
Associated Database: SAFER
• Stores awards and shows award
budget balance
• Controls disbursement by status codes
• Has automated packaging function
• Has an award audit trail for adjustment
FAS
Financial Aid System
A third party application from COCO
•
NEED
•
Tracking
•
Award
•
Disbursement &
Reconciliation
Ability to disburse loan, grant and
waiver aid. Also tracks all expenditures
(positive and negative) in FAEXP data
base for reconciliation.
Associated Databases: SAFER, FAEXP
• Pays open charges immediately
through cashiering or in batch overnight
• Generates checks to distribute to
students
• Tracks all expenditures and transfers
for reconciliation
FAS
Financial Aid System
A third party application from COCO
•
NEED
•
Tracking
•
Award
•
Disbursement &
Reconciliation
•
External Reporting
Meets all state and federal reporting
requirements.
Associated Database: SAFER
•Higher Education Coordinating Board
 Unit Record Report
 State Need Grant Interim Reports
 State Need Grant Reconciliation Report
•State Board for Community and
Technical Colleges
 Quarter Financial Aid Extract
•Department of Education (Feds)
 Pell Payment Reporting
 Fiscal Operations Report (FISAP)
 Return of Title IV funds reporting
FAS
Financial Aid System
A third party application from COCO
•
NEED
•
Tracking
•
Award
•
Disbursement &
Reconciliation
•
External Reporting
•
Work Study
Provides the ability to manage hours
worked for federal and state work study
programs.
Associated Database: SAFER
• Posts department and job data
• Allows for award modification for
reconciliation
FAS
Financial Aid System
A third party application from COCO
•
NEED
•
Tracking
•
Award
•
Disbursement &
Reconciliation
•
External Reporting
•
Work Study
•
Loan
(Stafford/FFELP)
Generates electronic Master Promissory
Note flat files for processing. Allows for
automated award generation from
Electronic Funds Transfer flat files
received from the loan guarantor or
lending agent.
Associated Database: SAFER
• Creates loan certification extract files
• Stores record of loan certification
• Allows for award generation for net loan
amounts
FAS Application
Data Facts
Components associated with FAS:
•Databases
3
71
•Datasets
•Data Fields (Duplicated)
926
•Data Fields (Unduplicated) 574
NOTE: Turbo Image Databases defined by Dictionary 3000
SMS
Student Management System
•
Course Management
Enables colleges to manage all aspects
related to creating and maintaining their
college courses.
Associated Databases: SM, TBL3, TBL4
• Establishes course catalog information
• Builds college class schedule
• Identifies course characteristics
• Controls class enrollment
• Assigns instructors to classes
• Defines prerequisites
SMS
Student Management System
•
Course Management
•
Student Biographic
and Admissions
Contains all biographic data necessary to fulfill
admissions requirements, and support the
registration process as well as grades and
records. Can optionally track the progress of
students from their first point of contact to
beyond graduation for alumni follow-up.
Associated Databases: SM, ADM
• Creates and maintains student SMS records
• Changes student identification numbers
• Assigns punitive and non-punitive codes
• Optional Admissions Module tracks students
and generate documents
SMS
Student Management System
•
Course Management
•
Student Biographic
and Admissions
•
Registration
Provides all the functions associated with a
student’s enrollment in classes.
Associated Databases: SM, MAGWL
• Registers in-person, in batch processing, via
web or touch-tone
• Uses Requisite Checking for test and course
requirements
• Blocks registration for financial and academic
holds
• Provides optional waitlist function for full
capacity classes
• Uses attendance process for clock hour vocprep students
SMS
Student Management System
•
Course Management
•
Student Biographic
and Admissions
Provides all the functions associated with a
student’s enrollment in a program. Typically used
by clock hour colleges.
•
Registration
Associated Database: SM
•
Program Enrollment
• Provides access to program information
(capacity, hours, instructor)
• Batch registers students into associated quarterly
classes
• Creates program waiting list
• Uses seat management for space availability
information
• Uses instructional calendar to calculate
enrollment into open-entry, open-exit programs
SMS
Student Management System
•
Course Management
•
Student Biographic
and Admissions
•
Registration
•
Program Enrollment
•
Grades and Records
Provides all functions for end-of-quarter grading
and transcript maintenance. Interfaces to
Financial Aid for tracking academic progress.
Associated Databases: TRAN, TBL4
• Grades at class level and requirement level
(clock hours)
• Provides a variety of grade roster formats
• Accepts manual, web, or scanned grading
• Sends and receives transcripts electronically
• Provides web and touch-tone access to
quarter grades and mailers.
• Records degree, certificate, cumulative
information
SMS
Student Management System
•
Course Management
•
Student Biographic
and Admissions
•
Registration
•
Program Enrollment
•
Grades and Records
•
Student Progress
Provides functions colleges can use to assist
students in achieving success.
Associated Databases: TRNSFR, SM, TBL4
(and REGDB – COCO third party product)
• Provides online evaluation of transcripts from
other colleges
• Provides online degree audit to see if a student
met degree requirements
• Affords early intervention process to monitor
student success
• Provides honor roll process to identify students
who excel
• Provides a probation process to identify students
who fail to meet basic academic standards
SMS
Student Management System
•
Course Management
•
Student Biographic
and Admissions
•
Registration
•
Program Enrollment
•
Grades and Records
•
Student Progress
•
Student/Faculty SelfService Functions
Touch-tone: Allows students to perform
registration and inquiry functions by using
touch-tone telephones
Student Information Kiosk: Allows students
to access and input information about
schedules, registration, transcripts, financial
aid and more, from multiple locations on a
campus.
Web Transaction Server: Provides webenabled student functions such as
schedules, transcripts, and financial aid.
Faculty access for grading, class rosters,
and PIN changes.
SMS
Student Management System
•
Course Management
•
Student Biographic
and Admissions
•
Registration
Assists colleges with required reporting of
student, enrollment, class, and staff
information. Planning and forecasting of
enrollment trends.
•
Program Enrollment
Associated Databases: SMIS and others
•
Grades and Records
•
Student Progress
•
Student/Faculty SelfService Functions
• Provides process to distribute FTEF
amounts
•
State and Federal
Reporting
• Gives vocational follow-up information
• Processes quarterly MIS finals
• Establishes retention statistics
• Provides IPEDS, Perkins Act, Student Right
to Know, OFM reporting and others
SMS
Student Management System
•
Course Management
•
Student Biographic
and Admissions
•
Registration
•
Program Enrollment
•
Grades and Records
•
Student Progress
•
Student/Faculty SelfService Functions
• S25: Considers room characteristics (seat
capacity and room features)
•
State and Federal
Reporting
• S25: Looks at department location preferences
•
Schedule 25/25E
• S25: Maximizes number of classes placed
Schedule 25 is an optional automated
classroom scheduling system. 25E is a
supplemental software for special one-at-atime bookings. Resource 25 is also available
and replaces 25E.
Associated Database: Relies on Job Group
SG170R to provide extract from SM
• 25E: Interfaces with Schedule 25 to determine
suitable space for single event scheduling.
SMS Application
Data Facts
Components associated with SMS:
•Databases
11
306
•Datasets
•Data Fields (Duplicated) 1888
•Data Fields (Unduplicated) 798
NOTE: Turbo Image Databases defined by Dictionary 3000
SMS Application
Connectivity
SMS
STUDENT
MANAGEMENT
SYSTEM
FMS
Financial
Management
System
PPMS
Payroll/Personnel
Management
System
FAID
Financial
Aid
System
SBCTC
State Board
for Community and
Technical Colleges
Fee Calculation
Employee Contracts
Student Data
MIS Reporting
Customer Accounts
MIS 6/2 Match
Federal and Other
Agency Reporting
FMS
PPMS
FAS
SMS
Financial
Management
System
Payroll/Personnel
Financial
Aid
System
Student
Management
System
Management
System
Click on the links here
to go to the application
home page
FMS
PPMS
FAS
SMS
Financial
Management
System
Payroll/Personnel
Management
System
Financial
Aid
System
Student
Management
System
Modules
Modules
Modules
Modules
Click on the links here
to look at a module
overview
FMS
PPMS
FAS
SMS
Financial
Management
System
Payroll/Personnel
Management
System
Financial
Aid
System
Student
Management
System
Modules
Modules
Modules
Modules
•Control Tables
•Control Tables
•NEED
•Accounts Payable
•Applicant Tracking
•Tracking
•AFRS
•Employee
Contracts
•Award
•Student Biographic
and Admissions
•Disbursement &
Reconciliation
•Registration
•Budget
Management
•Cashiering
•Customer Accounts
& Accounts
Receivable
•Employee
Maintenance
•Government
Reporting
•Leave Accounting
•Fee Calculation
•Payroll Processing
•Fixed Assets
•Position Control
•General Ledger
Accounting
•Salary Forecasting
•3rd Party - Facilities
Maintenance
•External Reporting
•Course
Management
•Program Enrollment
•Work Study
•Grades and
Records
•Loan
(Stafford/FFELP)
•Student Progress
•Student/Faculty
Self-Service
Functions
•State and Federal
Reporting
• Schedule 25/25E
FMS
PPMS
FAS
SMS
Financial
Management
System
Payroll/Personnel
Management
System
Financial
Aid
System
Student
Management
System
Databases
Databases
Databases
Databases
Click on the links here
to view a pivot table of
the application
databases, datasets,
data elements
FMS
PPMS
FAS
SMS
Financial
Management
System
Payroll/Personnel
Management
System
Financial
Aid
System
Student
Management
System
Databases
Databases
Databases
Databases
•AFRS
•APP
•FAEXP
•ADM
•AP
•DRS
•NEED01
•SM
•ARCHV
•EC
•NEED02
•SMIS
•BDGT
•EMP
•SAFER
•TBL3
•CA
•PAUDIT
•TBL4
•GL
•PAYR
•TRAN
•INVEN
•PAYRH
•TRNSFR
•POS
•PMIS
•SLEDG
•SF
other associated
databases
•TBL1
•TBL1
•TBL2
•TBL2
•TRNS
•TBL3
•TBL5
•HIST
•INTRV
•MAGWL
•WAOL
Combined
Data Facts
While accessing DataExpress, a user will see:
•Databases
61
•Datasets
1060
•Data Fields (Duplicated) 7132
•Data Fields (Unduplicated) 3156
NOTE: Turbo Image Databases defined by Dictionary 3000
Use
DataExpress
To Access All Of
This Data
So…What’s the big
mystery behind
DataExpress?
10 FMS
Modules
Click here for a tutorial
on creating basic
DataExpress
1787 FMS Duplicated
Data Elements
procedures
12 FMS Databases
344 PPMS Data
SetsThe tutorial may take a
NOTE:
13 PPMS
few minutes to load
Databases