Finance User Group
Enhancement Requests Reviewed
February 7, 2013
Veterans and Registration Cancellation for Non-payment (3632) ............................................................... 1
Problem ..................................................................................................................................................... 1
Proposed Solution ..................................................................................................................................... 1
Impact ....................................................................................................................................................... 2
Stakeholders ............................................................................................................................................. 2
Other Information ..................................................................................................................................... 2
User Group Discussion and Vote .............................................................................................................. 2
Cost Allocation user ids captured on transactions (3627) ............................................................................ 2
Problem Definition .................................................................................................................................... 2
Proposed Solution ..................................................................................................................................... 3
Impact ....................................................................................................................................................... 3
Stakeholders ............................................................................................................................................. 3
Other Information ..................................................................................................................................... 3
ITS Level of Difficulty = Medium. FUG Benefit = High.
Tuition and Fee Deferral: (VA) and military benefits constitute financial aid as applicable in
Policy 5.12 Subpart A. Colleges and universities are required to defer tuition and fees until after the third party payments have begun (Policy 5.12 Part 2 Subpart A Tuition and Fee Due Date).
By extending the due date, all late payment consequences are avoided and should not be implemented.
Currently the RCFN Candidate List is set up to exclude PSEO, and students with an ISIR. I propose that all Veteran students also be excluded from the candidate list. By excluding
Veterans from the candidate list we will ensure that all MnSCU colleges are adhering to federal and state regulations as stated above in response #1.
FUG Enhancement Requests 2/7/2013 Page 1

Finance User Group
Enhancement Requests Reviewed
February 7, 2013
The impact to Veteran students is detrimental academically. If a Veteran student is dropped due to data entry error that student may not be able to re-register for his/her course because the course is no longer available possibly causing a delay in completing his/her degree. Also, the institution would be in violation of policy 5.12. The Veteran award process is already very technical and cumbersome this would alleviate some of the time constraints on Veteran benefit processing.
The following will be affected by this project; Veteran’s, Staff and support staff at MnSCU colleges. Veterans are the most affected and have been impacted in the past by processing issues on campus. Staff is aware of the issue and extra steps are taken each semester to ensure veterans are not dropped for nonpayment. I do not anticipate any adverse reaction from veterans or staff if this is implemented.
The goal is to ensure that all Veteran students’ course registration is deferred in an efficient and error proof process, thus reducing the chance of data entry errors and the potential of causing an academic and/or financial hardship to Veteran students.
FUG approved the enhancement and prioritized it for 2014 workplan consideration.
ITS Level of Difficulty = Extra Small. FUG Benefit = High.
A change was recently made to the cost allocation module so that the user ID of the person who initiates cost allocation on the CA0115UG screen shows up on the individual transaction detail posted through cost allocation. Previously "AC0309UB" showed up in the User ID field.
We have maybe 10 users who can make cost allocation entries, and then 1 person initiates the cost allocation load using the CA0115UG. The name of the 1 person shows up on all transactions, in our recent load it was TJKNUDSON. Now that the entire campus can access transactions through web accounting, the campus community will see the name of Knudson and possibly attempt to contact him for answers. In reality, it would be excellent if the User ID
FUG Enhancement Requests 2/7/2013 Page 2

Finance User Group
Enhancement Requests Reviewed
February 7, 2013 field were filled in with the name of the user who actually entered the detail, not the user who initiated the cost allocation load using the CA0115UG screen
The solution is to have the User ID field completed with the name of the user who actually entered the detail charges, not the user who initiated the cost allocation load using the
CA0115UG screen.
BA Note: I looked at this with a developer, and it appears to a fairly small programming change to populate the USER ID field on the accounting transaction with the Update User ID from the
CA External Charge transaction. This leads to the question though, whether or not there are any schools depending on the value showing the person who initiated the posting process? If there are multiple users allowed to set the program to post, this might be valuable. If worthwhile, it would be possible modify the CA0115UG screen with a choice: Record the User ID on the
Charge as the User on the Transaction, (I expect this would be the default?) or Record the current user's ID on all transactions posted in this batch. This is a slightly larger change, but still a fairly small project.
Currently we are having issues with web accounting users and report users across campus attempting to contact Tyler Knudson and ask "what is this charge." We want the users to contact the person who entered the charge with any questions. This would be the most efficient and customer service friendly process for both the department user and the administrative office staff.
This issue should affect all MnSCU schools who utilize the cost allocation module, the department users across each campus, both those who use web accounting and those who are reading hard-copy printouts, and the office staff who answer questions or are forced to transfer the phone calls to a second department.
This enhancement would help with efficiency and customer service system-wide.
FUG approved the enhancement and prioritized it for 2014 workplan consideration. May be worked on during FY 2013 if time allows.
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