Finance User Group Meeting
Summary
Finance User Group Meeting
Wednesday, November 3rd
Wednesday 10:00 a.m.
Anoka Ramsey Community College – Coon Rapids campus – Room
D100 Training and Development Center
Jeff Wagner, Jan Marble, Ruth Siefert, Craig Erickson, Marilyn Smith,
Tracey Gran, Dennis Pasler, Pat Nordick, Dee Bernard, Dave Lund,
Teri Welter, Kathy Froysland, Jim Schneider, Tim Stoddard, Sabrina
Clark, Karen Kedrowski
Meeting:
Date:
Start Time:
Location:
Participants:
TIME (min.)
Wednesday
10:00
TOPIC
Introduce Sabrina Clark
Business Process Alignment - Update
DISCUSSION
LEADER
Tim Stoddard
10:30
On Line Payment – E-payment
Dave Lund
11:00
Current Status
Dave Lund
Teri Welter
5/22/20072:12 PM
Page 1 of 7
Chair: Jim Schneider
Recorder: Kathy Froysland, Dave Lund, & Teri Welter
PARKING – No parking permit will be needed
Not in attendance: Connie Garrahy, Deb Kerkeart, Mark Rice and
Lori Kloos
DESIRED OUTCOME/DISCUSSION
- Sabrina Clark is a new OOC staff person that will be managing the
electronic treasury for the e-payment process.
- Business Process Alignment Update – Draft policies and procedures
addressing 29 Finance/Billing issues has been approved by BPAC and will
be sent out for comment over the next few months. BPAC will need to
review comments to recommend final changes to the Chancellor. It has
been recognized that many of the procedures will require system changes to
ISRS before they can be implemented. FUG members expressed concern
about needing sufficient lead time to implement changes.
- Customer Service- a central number will be shown on credit card
statement. Call takers will be ISRS Helpdesk and Operations. They will be
giving students a contact name, number, hours for them to contact.
- Pilot – North Hennepin will pilot beginning Friday, November 5.
- Additional campuses will be brought on in about a week if all goes well.
- Documentation needs to be complete for changes to AR screens, reports
- Cost information from US Bank needs to be finalized to bill back
campuses.
- Bank Rec Replicated Queries need to be modified to support EFT
- St Cloud and Mankato will be implemented as soon as US bank gets
additional billers tested.
The current status of ISRS projects were reviewed (see document)
1:00
1:30
Lunch
Metro Alliance Update
1. FACTS Interface
2. Other
Internal Audit
Dee Bernard
Craig Erickson
Marilyn Smith
-
Tracey Gran
-
-
-
-
1:45
Budget Update
Karen Kedrowski
-
-
2:00
2:15
Break
YRTR Calendar Date Type Security
5/22/20072:12 PM
Teri Welter
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-
FACTS Interface – is being proposed as part of Business Process
Alliance
- CFO Groups have been setup for out state regions similar to Metro
Alliance. These groups can report back to FUG on items of concern
and bring forward project requests.
Financial statement audit process is winding down – 3 inst audits and
system wide exit is left. Single audit will be complete by the end of
November.
Gearing up for Capital Construction Project requested by the Board of
Trustees. Looking at the management of contracts. Planning for the
specifics will begin shortly.
Stand alone audits – a survey will be conducted on the Financial
Statement audit process. Recommendations will go to the board in Dec.
RFP for stand alone audits will be done in January.
Karen discussed work groups that are working on setting up tuition
setting polices and when we set tuition, etc. Tuition rates will not be set
up for 2 subsequent years but each individual year. 1st year will be set
after end of legislative session and 2nd year by January. There was
discussion of 2 year budgets being difficult to set up without contracts
in place, etc. Groups are also working on getting rid of 'nuisance' fees.
May need to connect with AR groups on this. Also working on CIP
Conversion. Big Job .. hopefully out by December??? Tuition rates
structure will continue
Nuisance fees
Student Association fee agreements are being reviewed. Can process be
standardized.
CIP Conversion Project – Moving from 1990 to 2000 Codes. Set to
impact 2006 data. Looks like a customized crosswalk will be needed by
institution. No plan to change history.
Date Type 0030, 0033, 0035 and 0048 are Finance AR_01 security.
Date types that are not being used should be eliminated or deactivated.
2:30
Campus Issues - RightNow Review
1.
Closed Year Encumbrance
2.
Hold Security by hold code
3.
Multi Year on Payments
4.
Balance Check and Short Term Loans to
Direct Deposit Recipients
5.
AP0010CB (Outstanding Check Report)
6.
Routing ID on student payroll checks
7.
Answer 2070
8.
Answer 2072
9.
Answer 2073
1.
2.
3.
5. Kathy Froysland
4.
5.
6.
7.
8.
9.
4:15
Goodbye to Connie Garrahy, Craig Erickson,
Ruth Siefert, Deb Kerkaert
5/22/20072:12 PM
Jim Schneider
Page 3 of 7
Closed Year Encumbrance – task to investigate JV entry.
Hold Security by hold code – This is being pursued
Multi Year on Payments – state treasury payments with multiple
FY’s, all gets posted to one of the FYs. Pursue using two different
transactions in ISRS if multiple FY’s or different FY9999 MAPS
Accounts.
Balance Check and Short Term Loans to Direct Deposit Recipients
Cancelled/Reissued – If student is setup for DD of AR Short Term
Loan and Balance Checks being processed will ask user to process
as Check or DD. Default on message will be to print check if user
were to automatically hit enter.
Checks don’t show on the report as outstanding when the reissue
wasn’t completed until the next month. Example- Check #1 issued
and outstanding on 9/30/04, but cancel/reissue occurs on 10/08/04.
If the AP0010CB is run after 10/08/04 with the check process date of
09/30/04 check #1 will not appear on the AP0010CB report. This
“fix” can be done as fill in work. Option/question – 1. Modify the
existing “Include Cancelled Checks” parameter to include the
Cancelled/Reissued checks also. Or 2. Is there a reason you
wouldn’t want to include the cancelled/reissued checks and would
only want to receive the cancelled checks? If so, add a parameter for
cancel/reissue checks. – Option 1. also need to move forward with
041011-000007. OTHER NOTES FROM KATHY: Q. What if the
check is written and cancelled on the same day as the ‘Check
Process Date’ parameter for the report? A. The check will not
show up on the report because it is not in an ‘N’ status. The only
way a ‘C’ status check will show up is if it were cancelled the day
after it was written and
Routing ID on student payroll checks – support if it is quick and
easy
Add term to the Funds Applied Message
Add option to add Comment when backing out a withdrawal.
AR0302CP – It’s a good idea to suppress printing of bad addresses
but there is differing thoughts as to how to implement – either hold
code 0010 or students without a valid address. Hold 0010 is
automatically removed it address is updated on web. The student
might not know which address is marked as bad.
4:30
Next meeting and adjourn
Jim Schneider
January Meeting – Jan 25-26 (include with CFFO)
New Members:
Wendy Meyer – Anoka Tech College
Mike Kroening – Minn State College - SE Tech
Jerry Winans – Bemidji SU
Ron Blaksley – Hibbing College
Tasks Assigned as Action Items
#
Origination
Date
Description
Assigned to
Status
1.
10/18/02
If the student is coded as to not release her/his information then is there a way
to display this on all or some of the screens? That way the user doesn’t have
to go back to the PS0001UG to see if you can release information on this
student to the parent. Maybe a standard?
Dave Lund
2.
10/18/02
Research which items that can be taxable or nontaxable. For example, some
candy can be taxable and some nontaxable. Need to create separate object
codes for these – one for taxable and one for nontaxable. Can the guidelines
for taxable and non taxable items be put on their website.
Ann Page and Steve
Gednalske
Being done regularly on Student
screens – Roger is looking at it.
Perhaps a short term solution to
use Student system process, with a
long term standard process to be
developed.
Dave to follow up.
This will be taken care of when the
object code groups finish the
object code definition documents.
Lots of information on this on the
Tax web page at
http://www.financialreporting.mns
cu.edu/Tax_Services/index.html
3.
10/18/02
Dave Lund
Will research
4.
01/27/03
Cost Allocation, CI, and PR goes even if they don’t have any budget for it.
Wants an e-mail sent to the Business Office. A report showing any budgets
negative. Maybe a replicated query.
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.
Jim Schneider
6/30/04 – Judy Borgen and Tim
Stoddard have suggested that this
will, or at least, should be
addressed within the Business
Practice Alignment Project. It
should get addressed during the
rewrite of procedures due to
BPAC. We will have to see what
comes of that.
5/22/20072:12 PM
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5.
05/06/03
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.
6.
11/13/03
7.
11/13/03
Is the cost allocation program recording revenue and expense appropriate?
Concern came from Mark Rice regarding phone systems
How can some campuses give overage to students and others pay off all
balances before giving overage? What is the rule?
Jim Schneider /
Dave Lund
Teri Welter
8.
11/13/03
Notify HR office – campuses would like a standardized employee/dependant
tuition waiver form
Jim Schneider
9.
11/13/03
Bug - AC0229UG – Reference ID cannot be updated
Dave Lund/ Al
Finlayson
Dave Lund
Dave Lund
10. 11/13/03
FR0005UG – Security is with journal vouchers – should be ?
11. 07/20/04
13. 11/03/04
14. 11/03/04
15. 11/03/04
Prepayments to be added as a note to the student account display “Payments
received but not applied”
Update Answer ID for Campus issue #2 in summary – propose to create a
transaction in current fiscal year to back out enc from old fiscal year.
Publicize the rates for on-line payment
Purchasing Temp and Receiving Clerk cannot see memo field on PC0040UG
Include Regional CFO Updates as a standing agenda item
Dave Lund
Lisa Liljedahl
Jim Schneider
16. 11/03/04
Check to see if we record a JG to Reserve for Encumbrance
Jim Schneider
12. 07/20/04
17. 11/03/04
5/22/20072:12 PM
-
Multi Year on Payments – state treasury payments with multiple
FY’s, all gets posted to one of the FYs. Pursue using two different
transactions in ISRS if multiple FY’s or different FY9999 MAPS
Accounts.
Page 5 of 7
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.
1/27/04 - Will be discussed with
Financial Reporting.
This is a Financial Aid issue and
will be addressed as part of the
Seamless Project.
6/30/04 – Per Stephanie Miller
(OOC HR) a new guideline and
form are close to being finalized.
HR asked again on 10/15/04.
Investigating functionality.
This screen is now in security
AC_10L and AC_10H.
Dave Lund
Dave lund
RNT 2014
I could email someone in each
region to try to get an update, or
list of concerns that relate to FUG.
For State Treasury accounts, the
message is “8903” invalid for the
state treasury account and “8903”
not valid for JG. For local
accounts, the message is “8903”
not valid for JG. I have a query in
Dakota replicated to find prior year
encumbrance balances.
18. 11/03/04
Is there an financial reporting issue because CD’s are processed (reducing AP
and Cash) prior to the check being printed.
Jim Schneider
19. 11/03/04
20. 11/03/04
21. 11/03/04
Why are CD’s processed in batch.
Study Abroad – new object code that should be added to 1098T program
Determine how address update on web and hold code 0010 works. This is for
an enhancement request to suppress bills.
Lisa Liljedahl
Teri Welter
Kathy Froysland
Campus Members:
Dee Bernard
Craig Erickson
Connie Garrahy
Pat Nordick
Deb Kerkaert
Lori Kloos
Jan Marble
Dennis Paesler
Mark Rice
Ruth Siefert
Marilyn Smith
Jeff Wagner
Campus:
Minneapolis Community & Technical College
Normandale Community College
Dakota County Technical College
Minnesota State Community & Technical
College
Southwest State University
St. Cloud Technical College
Minnesota State University, Mankato
Northland Community and Technical College
Minnesota State University Moorhead
Rochester Community and Technical College
Anoka Ramsey Community College
St. Cloud State University
Office of the Chancellor Representative:
Tim Stoddard
Margaret Jenniges
Karen Kedrowski
Kathy Froysland
Lisa Liljedahl
Dave Lund
Jim Schneider
Teri Welter
5/22/20072:12 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
Finance Business Analyst - Development
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Upon further discussion with Lisa,
this was determined to not be a
problem. The CD is processed
when the checkwriter batch is
confirmed and checks are printed.
The check date could possibly
have a future date on it, but it
would be printed when the CD
happens.
Internal Audit Representative
5/22/20072:12 PM
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