Finance User Group Meeting
Minutes
Finance User Group Meeting
Thursday, September 28th, 2005
Thursday 9:30 a.m.
St Cloud State University, Mississippi Room (Atwood Center)
Ronald Blakesley, Kathy Froysland, Karen Kedrowski, Lori Kloos, Lisa
Liljedahl, Dave Lund, Jan Marble, Wendy Meyer, Bill O'Brien, Tim
Stoddard, Jeff Wagner, Marilyn Smith,Teri Welter, Jerry Winans, Mike
Kroening, Pat Nordick, Margaret Jenniges
Meeting:
Date:
Start Time:
Location:
Participants:
Wednesday
TOPIC
2006 Work Plan
DISCUSSION
LEADER
Tim Stoddard /
Margaret Jenniges
Chair: Jim Schneider
Recorder: Kathy Froysland, Lisa Liljedahl, Dave Lund, & Teri Welter
PARKING –
Not in attendance: Dee Bernard, Dennis Paesler, Mark Rice, Beth Buse,
DESIRED OUTCOME/DISCUSSION
¾
¾
¾
¾
Review Financial reporting items--some will be covered under other topics
such as BPAC
FACTS development regarding need for merchant agreement with First
National Bank of Omaha (similar issues and problems as with US Bank)
Visioning process to define AR/Billing processes of the future (Pat
Nordick's idea from BPAC task force meetings)
Representation letter to be signed by the schools as part of the financial
statement process. Members stated the need to get information on
financial statement adjustments in order to respond to requests for
describing reason for variances.
¾
Interim checklists
2006 Finance work plan
Credit card strategy – Plan for RFP (didn’t get to)
Update on the Jim Schneider (FUG Chair) position – Marie Peterson to act
¾
¾
A menu item was added to the Finance OOC website.
http://www.finance.mnscu.edu/bpac-projects/index.html
¾
¾
¾
BPAC Procedures and Project Communication
Update
5/22/20071:52 PM
Tim / Bill
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as Chair
Tax Issues / 1098C
Steve Gednalske / Lisa
Liljedahl
Data Warehouse / Oracle Update
Gerry Rushenberg
ISRS/Development Project Status
Lisa Liljedahl/Dave
Lund/Teri Welter
Campus Issues
Regional CFO Group Updates
Kathy Froysland/Dave
Lund
Ron Blakesley, Lori
Kloos, Mike Kroening,
Wendy Meyer, Pat
Nordick, Dennis
Paesler, Mark Rice
Next meeting
5/22/20071:52 PM
New ISRS Filing – Individuals that donate vehicles and institutions
receiving vehicles will need to report this to IRS.
Process for CY2005 reporting – track donations on a spreadsheet sent
to OOC at the end of the year to be used to send information to the
IRS - manual process
Plan for future years – suggested using the Equipment module, to
gather information and have ability to print out a 1098-C to send with
the acknowledgement letter.
Include Karen Onken from St Cloud TC and someone from MSCTC
to help with defining rules for ISRS. (headed by Dave Lund)
¾
¾
Informational update on moving replicated data to Oracle
Connection to Oracle is a security concern. Consolidated Access Point
(CAP) is being considered. This would be similar to Citrix process.
Reviewed project status and Fill in items
Budget information can be found at:
http://www.budget.mnscu.edu/StudyGroups/BudgetPlanningModule
Development/index.html
Phase I – Projections upgrade
Projections changes
Vacancy Process
Phase II – Run budget scenarios – this phase will be started at the
next meeting.
Student Housing – Housing reservations will soon be taken over the
web for Fall -06 (FY 07) – New Uniface screens are in production.
Payment Plan Provider (PPP) Interface Update – 4 campuses are
using the interface. Training materials will be available for other
campuses to get up and running.
Drop For Non-Payment (DFNP) Update – overview of process (see
powerpoint)
AR1000UG – viewed video of changes to person demographic screen
Web Bill Display / Payments - Discussed problem with slow
payments this Fall. A program to route payment information has
been changed and has significantly improved process.
AR Security – Changes are being implemented. These were
recommendations from the AR Security Task Force.
CIP Code – project is in QC
AP0010CB – approved recommended changes
RNT Review (tabled until next meeting)
Metro region - has put together a report of ABC’s (i.e., cost of PO,
cashiering, etc). They are working with Dept of Finance to get an RFP
for a single bank.
No other updates
December 1, St Cloud
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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 – Fall ‘05
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
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.
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
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.
5/22/20071:52 PM
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6.
Spring 05
Open encumbrances in closed FY’s. Can
we post a transaction at the end of the next
FY that is closed
MSP – Modify Budget form to allow CB
transactions to CC’s that do not allow
expenses (Jeff Wagner) – Make RNT ticket
for this.
Can the general fund subsidize the cost of
uncollected student association fees?
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
Send out setup rules for Housing module to
Business office staff
Teri Welter
7.
Spring 05
8.
Spring 05
9.
Spring 05
12. 09/28/05
Is there a way to view comments recorded
on the AR1000UG.
Teri Welter
13. 09/28/05
Need invoice report added to drop down of
AR2610UG.
Is there a process to include incompatible
rights into ISRS?
Teri Welter
10. Spring 05
11. 09/28/05
14. 09/28/05
Campus Members:
Dee Bernard
Ronald Blakesley
Pat Nordick
Lori Kloos
Mike Kroening
Jan Marble
Wendy Meyer
Dennis Paesler
Mark Rice
Marilyn Smith
Jeff Wagner
5/22/20071:52 PM
Kathy Froysland /
Dave Lund
Financial
Reporting
Teri Welter
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.
Incident # 051007-000015
YES
Teri Welter
Dave Lund
Al Finlayson
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
St. Cloud State University
Page 4 of 5
Prepayment setup information has been sent to Business Managers.
Other items will be communicated when the charge calculation changes
are defined.
Currently only staff that have AR1000UG rights would be able to see the
comments. We would need an enhancement to allow additional users to
read and/or post comments.
Submitted as a MSP – fill in project.
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.
Jerry Winans
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
5/22/20071:52 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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