Finance User Group
Enhancements Pending
December 20, 2012
Contents
External Collection Agency Remove Pop Up When Paid (3617) ................................................................... 1
Storing non-SWIFT contract number on a PO (3619) ................................................................................... 2
Problem ..................................................................................................................................................... 2
Proposed Solution ..................................................................................................................................... 2
Impact ....................................................................................................................................................... 2
Stakeholders ............................................................................................................................................. 2
Other Information ..................................................................................................................................... 2
User Group Vote ....................................................................................................................................... 2
Create Proxy Bill Payer Report (3618)........................................................................................................... 3
Problem ..................................................................................................................................................... 3
Proposed Solution ..................................................................................................................................... 3
Impact ....................................................................................................................................................... 3
Stakeholders ............................................................................................................................................. 3
User Group Discussion and Vote .............................................................................................................. 3
RCFN Message timing for International Students: ....................................................................................... 4
Problem ..................................................................................................................................................... 4
Proposed Solution ..................................................................................................................................... 4
Impact ....................................................................................................................................................... 4
Stakeholders ............................................................................................................................................. 4
User Group Discussion and Vote .............................................................................................................. 4
External Collection Agency Remove Pop Up When Paid (3617)
Note: An alternative was found for this proposed enhancement. A summary is being written up
for inclusion in The SCOOP ITS Newsletter.
FUG Enhancement Requests 12/20/2012
Page 1
Finance User Group
Enhancements Pending
December 20, 2012
Storing non-SWIFT contract number on a PO (3619)
Problem
The Facilities department has put in a lot of effort to create Master Contracts for use in
construction. We have been asked to report on how much these contracts are being used by the
campuses, but there is no mechanism in place to allow us to capture such data. Creating new
object codes was discussed, but it would be cumbersome as the contracts include services
covered by multiple object codes.
Proposed Solution
Modify the PC0031UG, PO Header Information Page 1 to allow entry of non-SWIFT contract
numbers including letters to the Contract ID field. Facilities Master Contracts could then be
stored with a specific prefix (such as 'FM'), which would allow queries to be developed to
identify these purchase orders and their related payments. Campuses would also be able to record
where purchases were made utilizing other non-SWIFT contracts from sources such as the U of
M and consortiums.
Impact
The Associate Vice Chancellor of Facilities and the Vice Chancellor of Finance have requested
this data and we have been unable to comply. It would be especially helpful to have the reporting
capability in place before we implement the new Job Order contracting Master Contracts. Our
current goal for implementing these is February 1, 2013.
Stakeholders
Campus and System Office Staff. Note: I have contacted campus users and gotten their input.
They agree that is the simplest and most efficient solution.
Other Information
Since a field already exists in ISRS to track specific contract usage, it only makes sense to make
that field available for internal use as well as State M Contracts. Of course, it is important that a
contract naming convention be established that will not conflict with nor duplicate the contracts
already in SWIFT.
User Group Vote
The FUG core members agreed with this enhancement request by a unanimous vote.
FUG Enhancement Requests 12/20/2012
Page 2
Finance User Group
Enhancements Pending
December 20, 2012
Create Proxy Bill Payer Report (3618)
Problem
Currently there is no way to get a complete list of those who have been given proxy bill
pay access. The contact information is available through the view of the AR2615UG
screen, but with access to the list we could send them additional e-mails with
information unique to their status.
Proposed Solution
Can a view or report (both would be best) be created that will allow those who have
access to AR2615UG "Proxy Bill Payer Query" to get the list of all alternate payers for a
College or University.
Impact
This would be a significant time saver.
Stakeholders
Staff time would be saved in trying to collect these contacts. Students and their
designated proxies would be able to receive additional communications unique to those
with this relationship identified.
User Group Discussion and Vote
Unsure what the report would be used for. Can see where it might be useful to some. No
consistent communication across campuses. Could be confusing to students? Why wouldn’t we
communicate if possible? What does Security have to say? What is the proxy’s perception of
what they are signing up for? Dave Lund will bring this back to the people who were in charge
of this project in the first place and see what they have to say.
The FUG core members voted by a 5 to 3 margin that the request should be looked into further,
with intent to provide access to active proxy e-mail addresses either through a report or access
to the table, barring privacy or security issues. Dave Lund will report back to the FUG.
FUG Enhancement Requests 12/20/2012
Page 3
Finance User Group
Enhancements Pending
December 20, 2012
RCFN Message timing for International Students:
Problem
International Students are receiving a misleading/incorrect RCFN status message on e-services between
the early and final drop dates. The drop status of N (do not drop) was intended to exempt them from
registration cancellation until we updated the final drop occurring just after the 5th day of the semester.
Since these students’ drop status does not change back to Y (drop) until after the 5th day, all of the eservices messaging just prior to the final drop still gives International Students the green ‘GO’ messaging
due to their status as an international student (Active I-20 or DS2019). This conflicts with the campus
messages via e-mail and verbal interactions warning the International Student who has not met one of
the minimum payment requirements that his/her registration is at risk of cancellation. Further it is
incorrect because the RCFN program will cancel their registration when it is updated that final time.
Proposed Solution
There are probably different options we could try. Now that we have common Early and Final
Registration Guarantee Dates across the system, maybe we could pick an earlier date to have the N
change back to a Y (maybe ten business days before the semester start date?), or we could let it stay as
N just as long but change the messaging earlier (again maybe ten business days before the semester
start date) so the student would see the red ‘STOP’ if they haven’t met any of the other requirements.
We need to give the student a consistent and accurate status message early enough so they can resolve
it as needed and not be confused as to whether his/her classes will be dropped.
Impact
We have had, and will continue to have, international students who trust the e-services message and
then surprised to have their registrations cancelled. They will have a legitimate claim that the
cancellation was a school error because we “told them” they were okay. It will require registration staff
efforts to get their class schedules restored. And this will be for students who had not met one of the
minimum payment requirements. If they haven’t met the requirements, we need to tell them this no
matter where they are looking.
Stakeholders
If we can get this fixed the process will work as it should and there will no longer be the confusion of
whether a student is being properly notified of his/her RCFN status. Registrations that are cancelled will
affect students who have had complete and correct warnings and messaging.
User Group Discussion and Vote
The FUG core members voted to change the message for International Students by a 5 to 3 margin.
Student is indicated as International student on the RCFN Candidate List. If they have not met any RCFN
payment requirements by the first day of the term, change the eServices RCFN message to ‘STOP’. All
FUG Enhancement Requests 12/20/2012
Page 4
Finance User Group
Enhancements Pending
December 20, 2012
other rules remain the same. This enhancement is only to give the International Student ample warning
that they need to make a payment or they will be dropped after the obligation date. It does not change
any drop rules.
FUG Enhancement Requests 12/20/2012
Page 5