Finance User Group Meeting
Minutes and Tasks
Finance User Group Meeting
Thursday, December 1, 2005
Thursday 9:30 a.m.
St Cloud Sate University, Atwood Ctr., So. Glacier Room
Scott Erickson, Dennis Paesler, Mark Rice, Ronald Blakesley, Kathy
Froysland, Rose Fritz, Dave Lund, Jan Marble, Wendy Meyer, Bill
O'Brien, Marie Peterson, Margaret Jenniges, Gwen Carlson, Teri
Welter, Pat Nordick
Meeting:
Date:
Start Time:
Location:
Participants:
Wednesday
9:30
TOPIC
Charter and Ground Rules Evaluation form
o
10:00
10:30
10:45
DISCUSSION
LEADER
Marie Peterson
PARKING –
Not in attendance: Marilyn Smith, Jerry Winans, Mike Kroening
DESIRED OUTCOME/DISCUSSION
Modifications were made to the charter and ground rules and will be
posted on Finance OOC website.
Review draft documents
BPAC Procedures and Project Communication
Update
•
Campus feedback on
website/communications
http://www.finance.mnscu.edu/bpacprojects/index.html
o How are campus discussions going?
Finance User Group Website
•
Review website location / information posted
Tim Stoddard/ Bill
O’Brien
¾
¾
Associate Vice Chancellors for Student Services needs to get the
word out to the campuses that Drop for Non Payment will be
effective Fall ’06.
Ownership for communication needs to be at the campuses
Bill O’Brien
Group agreed that FUG information should be moved to Finance Website
Bill O’Brien offered to maintain this portion of the site.
¾ Current object code is 2199 – in state travel FICA meals. This should
be reviewed to see how it goes and determine if one is needed and for
now change the description.
¾ New code has been requested for Demolition Costs - approved
Object Code Changes
¾ New code requested for FICA Tax on
Business Expense reimbursement over 60
days old
¾ Other?
5/22/20071:53 PM
Chair: Marie Peterson
Recorder: Teri Welter
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11:00
ISRS/Development Project Status
12:00
1:00
Lunch
Online Application
2:15
Break
5/22/20071:53 PM
Lisa Liljedahl/Dave
Lund/Teri
Welter/Kathy Froysland
Michelle Pichaske
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Reviewed project status and Fill in items
Budget information can be found at:
http://www.budget.mnscu.edu/StudyGroups/BudgetPlanningModule
Development/index.html Communication needs to get out to
campuses on project progress and how to give input into the
program. Staffing is what is needed most.
Powerpoint on Budget Modeling
Student Housing – Campuses are being moved over on an individual
basis. Web piece will be available in the next few days. Next phase is
room assignments and calculation.
Payment Plan Provider (PPP) Interface Update – 12 of 17 campuses
are using the interface
Drop For Non-Payment (DFNP) Update –– project is in QC (Phase I)
AR1000UG – project is in QC and is scheduled to be released mid
December.
CIP Code – project is in QC and is scheduled to be released mid
December
1098C – Will be handling in Equip. module – details of necessary
changes have not been defined.
Online App Overview – demonstration – plan is to pilot in summer.
How to handle payment of App Fee – Consensus was to use the
current process creating a charge and requiring payment before the
application is accepted. Additional changes to complete this process:
1. Modify the AR2504CB to add a parameter to WO by Object
Code so only app fees can be written off.
2. Modify the auto app charge. If student was previously
charged the application fee but the charge was written off
because they never paid, then they should be charged the
fee.
2:30
Campus Issues
Jan Marble
Kathy Froysland/Dave
Lund
3:45
Regional CFO Group Updates
Ron Blakesley, Lori
Kloos, Mike Kroening,
Wendy Meyer, Pat
Nordick, Dennis
Paesler, Mark Rice
4:00
4:10
Thanks and Farewell to departing members
Next meeting
5/22/20071:53 PM
Hold 0031 label change request –Unpaid Balance Hold – Send
notification on the change and when it will occur.
2.
Field orders are entered as PO numbers – solution was to put a letter
in the front of the PO to distinguish it. 2 people at campuses that
have the issue do not like the solution, however it was acceptable to
the Business Managers at these campuses. Currently purchasing
cards are also a recommended solution. Group agreed that
additional enhancements at this time will not be implemented.
3.
Should we be auto populating? Continue to auto-populate unless
additional complaints are received.
4.
PCS screens are being enhanced to give vendor view.
5.
Need to continue to move on security in ISRS to identify
incompatible security on staff as rights are requested.
6.
AC0514CB – Budget comparison report – be adjusted to use the
cross walk - Look at the usefulness of the report because it compares
last year budget for the entire year to the current budget to date. It
isn’t a true comparison. Also, this should only be pursued if it is an
MSP.
NOTE – send out the current MSP’s and their status
7.
A/R Workshop - MCTC will host and Jason will help. Anytime in
March . Pat will solicit someone from MSCTC. Presenter call will
be sent out over listserv.
NE – Jerry Winans presented BPAC – NE will be on FACTS next fall
semester.
Central/Northern–
Metro Alliance – banking RFP – 5 banks submitted a proposal.
Southern – have not met
1.
Marilyn Smith, Dennis Paesler, Mark Rice, Lori Kloos
Dates and locations for following year
o February 7-8 St Cloud
o May 16-17 Brainerd
o September 19-20 Mankato
o December 5-6 St Cloud
•
Agenda items for next meeting
o Welcome new members
o Send out prior and review MSP enhancement status (are
there items that could be funded as initiative that could be a
big help to campuses).
o AR Workshop update (bring planning committee members)
o Review draft of policy and procedures for local investments.
•
Agenda for May meeting
o Project priorities
•
Page 3 of 6
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
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 – Winter ‘06
3.
07/20/04
Dave Lund
Functionality to be reviewed, and change defined as project or fill-in.
4.
11/03/04
Withdrawal of all credit classes and only
keeping non-credit classes. Refund Process
requires all classes to be dropped including noncredit. 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.
Prepayments to be added as a note to the student
account display “Payments received but not
applied”
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
Open encumbrances in closed FY’s. Can we
post a transaction at the end of the next FY that
is closed
Teri Welter
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.
5/22/20071:53 PM
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7.
Spring 05
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.
Teri Welter
8.
Spring 05
9.
09/28/05
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.
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
Send out call for A/R Workshop presenters over
accounting listserv
Bill O’Brien
10. 09/28/05
13. 12/01/05
14. 12/01/05
15. 12/01/05
16. 12/01/05
Campus Members:
Dee Bernard
Ronald Blakesley
Pat Nordick
Lori Kloos
Mike Kroening
Jan Marble
Wendy Meyer
Dennis Paesler
Mark Rice
Marilyn Smith
5/22/20071:53 PM
Teri Welter
Teri Welter
Teri Welter
Teri Welter
Kathy and
Dave
Financial
Reporting
Unit
Kathy
Froysland
Campus:
Minneapolis Community & Technical College
Hibbing Community & Technical College
Minnesota State Community & Technical
College
St. Cloud Technical College
Minnesota State College - Southeast Technical
Minnesota State University, Mankato
Anoka Technical College
Northland Community and Technical College
Minnesota State University Moorhead
Anoka Ramsey Community College
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AR1000UG will include comments. Also a new security group is being
established 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 autosecurity until it is converted to web based.
Jeff Wagner
Jerry Winans
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
5/22/20071:53 PM
Title:
Assoc. Vice-Chancellor-Financial
Reporting
Director, Financial Reporting
Program Dir. – Budget
Finance Business Analyst
Finance Business Analyst – Development
Finance Business Analyst
Campus Assistance Representative - Chair
Finance Division
Finance Business Analyst - Development
Internal Audit
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