Finance User Group Meeting
Minutes & Tasks
Meeting:
Date:
Start Time:
Location:
Participants:
Finance User Group Meeting
Wednesday, February 8, 2006
9:30 a.m.
St Cloud State University, Atwood Memorial Center Mississippi Room
Ronald Blakesley, Kathy Froysland, Karen Kedrowski, Lisa Liljedahl,
Dave Lund, Jan Marble, Bill O'Brien, Marie Peterson, Tim Stoddard,
Jeff Wagner, Teri Welter, Jerry Winans, Mike Kroening, Pat Nordick,
Margaret Jenniges, Dawn Belko, Chris Vopatek, Ron Scherman, Dave
Thorn,
Wednesday
9:30
TOPIC
9:45
Welcome New Members: Dawn Belko,
Chris Vopatek, Ron Scherman, Dave Thorn
Review Evaluation Form due at end of meeting.
Oracle / Replicated Update
10:15
Review Prepayments
10:30
Break
HR / Student Security Change
10:45
ITS Fill-In List
5/22/2007 1:57 PM
DISCUSSION
LEADER
Marie Peterson
Gerry Rushenberg
Teri Welter
Kathy/ Dave
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Chair: Marie Peterson
Recorder: Kathy Froysland, Dave Lund, & Teri Welter
PARKING –
Not in attendance: Dee Bernard, Beth Buse, Wendy Meyer
DESIRED OUTCOME/DISCUSSION
¾ Introductions
¾ Emergency Contact Information
¾ Is this valuable? Additions? Deletions? Different format?
Informational:
¾ Project Plan is to be off RDB a year from now
¾ Security Issues has set the project behind by one month. Encrypt
connections to the server.
¾ Access queries and data retrieved would be stored on a campus
server (Consolidated Access Point – CAP). Tables will need to
be re-linked.
¾ CAP sever will be secure. Ideally that data should stay on that
server and applications using the data should be on that server.
PowerPoint describing process to display on web will be posted on
http://www.finance.mnscu.edu/fug/index.html
¾
¾ PR staff needs to see birth date on employees to process
severance.
¾ AR users need to put charges on employees accounts that are not
students
¾ Add to next meetings agenda. Three weeks prior to meeting,
send out an updated list for members to review.
Finance User Group Website
Bill O’Brien
11:45
12:45
Lunch
DFNP Training Update
1:00
AR Workshop / Symposium Update
1:15
Electronic 1098 Ts
Tim Stoddard
1:45
Campus Issues:
Review Enhancement Requests
Kathy / Dave
One point payment, One invoice
Bill O’Brien
Jan Marble
Jan Marble
2:30
2:45
Batch loading of AR Charges
Third Party info on the AR0119UG
Break for 15 minutes ..
CIP 2000
3:00
3:15
Updates on Web re-design.
Regional CFO Group Updates
5/22/2007 1:57 PM
All of Us
Kathy
Kathy
Ron Scherman / Karen
Kedrowski
Ron Blakesley, Mike
Kroening, Wendy
Meyer, Pat Nordick,
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Add Links to:
Self Help
Current Projects
BPAC
¾
Mankato Training Registration is available. Remaining sessions will be
available shortly.
¾ Include Prepayments
¾ Add “Common Market Agreement” definition (SU’s only?)
¾ Update Intl student info to new rules
¾ Possibility of May
¾ Ask AR audience what are their AR training needs (subject
areas), what time of year, willing to be on planning team, willing
to be part of a presentation team?, willing to be part of a group
presentation (your expertise?).
¾ This would shift security to web
¾ Campuses will be charged for printing costs
¾ Issue with addresses – use the address from the institution that
has latest enrollment. Add to tax changes for next year
¾ Can additional resources that would be
2379 – Allow reversal of Inter Agency payments to MAPS. Attach to
PCS Project.
2406 – Separate Collection Activities – Approve and include in
Collections Phase II – BPAC
¾
¾
¾
¾
¾
¾
The financial application of aid across institutions is on the ITS
Project List.
Invite Al to next meeting to discuss Seamless issues.
1716 – leave in cashier redesign
Being redesigned
Junk All Code was removed – Should we add 999998
‘Unallocated Instruction‘
¾ Additional cost centers would be needed to give expenditures at
the course level.
¾ Question on whether students will be able to give proxy rights.
No updates
3:45
Next Meetings
Jerry Winans
4:00
4:15
Meeting Evaluation
Adjourn
All Members
¾
Dates and locations for following year
o February 7-8 St Cloud
o May 16-17 Brainerd
o September 19-20 Mankato – change to St Cloud, August 16,
8:30 am
o December 5-6 St Cloud
¾ Agenda items for next meeting
o Priority list
o Update on IT Enterprise
o Al to next meeting to discuss Seamless
o Survey results from AR workshop
o Plan for CFO Conference call in June
¾ Is this valuable? Additions? Deletions?
Tasks Assigned as Action Items
#
Origination
Date
Description
Assigned to
Status
1.
01/27/03
Marie Peterson
Policy has been changed to include only Credit Courses. ISRS has not been
changed to implement this policy. This needs to get into the workplan.
2.
05/06/03
Withdrawal of all credit classes and only
keeping non-credit classes. Refund Process
requires all classes to be dropped including
non-credit. The policy and/or procedure
needs to be looked at before system changes
to determine if the refund policy meant to
include both credit and non-credit classes.
If it is only credit, there would need to be
policy for refunding non-credit classes.
Modify web display of bills to come into a
total due by institution screen, as is
currently displayed as the first page of the
online payment option. Balance by term,
full detail, and online payment would
proceed from this screen for the selected
institution. Request as design correction.
Dave Lund
3.
07/20/04
Prepayments to be added as a note to the
student account display “Payments received
but not applied”
Dave Lund
Web screens will be modified to move Account information onto a separate
tab. Selection of the tab will bring the user into a ‘welcome’ screen, and
from there they will be able to select from any of the options. Part of a web
project.
Update – anticipated to be accomplished with release of new ISRS web
design – Testing is currently underway
** Note – changes have been made that will allow payments to be accepted
even if a negative balance prevents their balance by term from being
displayed.
This is now in production along with offer students to ability to make a
prepayment via the web.
5/22/2007 1:57 PM
Page 3 of 5
4.
11/03/04
Purchasing Temp and Receiving Clerk
cannot see memo field on PC0040UG
Lisa Liljedahl
5.
11/03/04
Why are CD’s processed in batch.
Lisa Liljedahl
6.
Spring 05
Teri Welter
7.
Spring 05
8.
Spring 05
9.
09/28/05
Open encumbrances in closed FY’s. Can
we post a transaction at the end of the next
FY that is closed
BPAC Refund Process – Address issue of
withdrawals for non-refundable fees
(student association fee, ski passes, etc)
Ask Deb to describe the Employee Waiver
Tracking Project
Is there a way to view comments recorded
on the AR1000UG.
Need invoice report added to drop down of
AR2610UG.
10. 09/28/05
Teri Welter
Teri Welter
Teri Welter
Teri Welter
11. 09/28/05
Is there a process to include incompatible
rights into ISRS?
Al Finlayson
12. 12/01/05
Move FUG website to the finance area.
Update it with new charter and ground rules
Modify the AR2504CB to add a parameter
to WO by Object Code so only app fees
can be written off.
Bill O’Brien
13. 12/01/05
5/22/2007 1:57 PM
I looked & I think they should be able to see memos. I need an example. I
need a User ID.
Protection on Table PO_MEMO
(IDENTIFIER=REPL_USER,ACCESS=SELECT)
(IDENTIFIER=HEB_00,ACCESS=SELECT)
(IDENTIFIER=BUSMGR,ACCESS=SELECT+INSERT+UPDATE)
(IDENTIFIER=DEPTHEAD,ACCESS=SELECT+INSERT+UPDATE)
(IDENTIFIER=INVMATCH,ACCESS=SELECT+INSERT+UPDATE)
(IDENTIFIER=PURCLERK,ACCESS=SELECT+INSERT+UPDATE)
(IDENTIFIER=PURHEAD,ACCESS=SELECT+INSERT+UPDATE)
(IDENTIFIER=PURSHELP,ACCESS=SELECT+INSERT+UPDATE)
(IDENTIFIER=PURSUPVR,ACCESS=SELECT+INSERT+UPDATE)
(IDENTIFIER=PURTEMP,ACCESS=SELECT+INSERT+UPDATE)
(IDENTIFIER=RCVCLERK,ACCESS=SELECT+INSERT+UPDATE)
(IDENTIFIER=REQNORGN,ACCESS=SELECT+INSERT+UPDATE)
(IDENTIFIER=SUPERUSR,ACCESS=SELECT+INSERT+UPDATE)
(IDENTIFIER=[*,*],ACCESS=SELECT)
We are looking into processing these as soon as the check/DD batch is
confirmed so that it makes completing bank recs. easier.
MSP to add object code to FY05 only to be used to reverse prior year
encumbrances. This will be done before the hard close of FY05. This
proposal will need to be ok’d by financial reporting.
Teri Welter
AR1000UG includes comments. A new security group was established
AR_32H for staff to update and view comments only.
Submitted as a MSP – fill in project. Change has been made but is not
working properly. It appears that this report is not working from the
AR0119UG either.
The structure of auto-security supports this but IT doesn’t have any data to
use with it. Discussions have been taking place to not release auto-security
until it is converted to web based.
This is currently in Quality Control and will go to production with the July
releases.
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14. 12/01/05
15. 12/01/05
16. 12/01/05
Update RNT and send out current report or
information on how they can access the
date in RNT.
• Hold 0031 label change request
• auto populate in AR
• AC0514CB – Budget comparison
report
Follow up on making progress on getting
security in ISRS to identify incompatible
security on staff as rights are requested
Kathy and
Dave
Send out call for A/R Workshop presenters
over accounting listserv
Kathy
Froysland
Campus Members:
Dee Bernard
Ronald Blakesley
Pat Nordick
Dawn Belko
Mike Kroening
Jan Marble
Wendy Meyer
Dave Thorn
Chris Vopatek
Ron Scherman
Jeff Wagner
Jerry Winans
Margaret Jenniges checked with Beth Buse from Internal Audit who said the
following:
I think this is possible, but only for AR right now since that is the only
subgroup that has finalized incompatible security. The big question is who
completes the report and keeps it up to date …
DFNP has taken priority and we need to re-think these dates.
Campus:
Minneapolis Community & Technical College
Hibbing Community & Technical College
Minnesota State Community & Technical College
North Hennepin Community College
Minnesota State College - Southeast Technical
Minnesota State University, Mankato
Anoka Technical College
Winona State University
Central Lakes College
Pine Technical College
St. Cloud State University
Bemidji State University
Office of the Chancellor Representative:
Tim Stoddard
Margaret Jenniges
Karen Kedrowski
Kathy Froysland
Lisa Liljedahl
Dave Lund
Marie Peterson
Bill O'Brien
Teri Welter
Beth Buse
5/22/2007 1:57 PM
Financial
Reporting Unit
Title:
Assoc. Vice-Chancellor-Financial Reporting
Director, Financial Reporting
Program Dir. – Budget
Finance Business Support Analyst
Finance Business Analyst – Development
Finance Business Analyst
Campus Assistance Representative - Chair
Finance Division
Finance Business Analyst - Development
Internal Audit
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