Finance User Group Meeting
Summary
Meeting:
Date:
Finance User Group Meeting
July 21 – 22, 2004
Start Time:
Location:
Wednesday 10:00 a.m.
Minnesota State Community and Tech Colleges, Detroit Lakes Room
C101 – Large conference room at front of building
Dee Bernard, Craig Erickson, Casey Fawbush (22nd only), Kathy
Froysland, Connie Garrahy, Karen Kedrowski, Deb Kerkaert, Lori
Kloos, Lisa Liljedahl (21st only), Dave Lund, Jan Marble (21st only), Pat
Nordick, Dennis Paesler, Mark Rice (21st only), Jim Schneider, Ruth
Siefert, Marilyn Smith, Jeff Wagner, Teri Welter
Participants:
TIME (min.)
Wednesday
TOPIC
Current Status
Metro Alliance Update
1.
2.
FACTS Interface
Other
LMS priority list
Chair: Jim Schneider
Recorder: Kathy Froysland, Lisa Liljedahl, Dave Lund, Jim Schneider,
& Teri Welter
DISCUSSION
LEADER
Lisa Liljedahl/Dave
Lund/Teri Welter
Connie Garrahy
Dee Bernard
Craig Erickson
Marilyn Smith
Jim/All
PARKING – No parking permit will be needed
Not in attendance: Tim Stoddard, Margaret Jenniges, Internal Audit
Representative
DESIRED OUTCOME/DISCUSSION
The current status of ISRS projects were reviewed (see document)
Interface request with FACTS payment plan provider was discussed (see
business case document). A specific interface to FACTS was not approved.
There was a good deal of discussion between the schools comparing their
experiences, plans, approaches, etc. Ultimately it was determined that
everyone would benefit from the generic batch upload of charges and
receipts, which we determined is part of the Cashier Redesign project. Dee
Bernard offered to work on defining the scope to make sure the fields
needed for the schools using FACTS are included, and will be bringing that
back to the group.
Review LMS User group request and prioritize
Determined that the LMS priorities stay on the long term list and they could
get operational relief if transactions could be batch loaded as discussed in
FACTS Interface discussion.
5/22/20072:12 PM
Page 1 of 8
E-Timesheets Project
5/22/20072:12 PM
Lisa Liljedahl
Page 2 of 8
Summary/Overview of project –
• Classified comp. time and leave balances are in SEMA4. Dee
Bernard will share a query she uses to share this information
with supervisors.
• Concern if the supervisor knows the time sheet is not accurate
how can they modify or notify payroll as to the correct hours.
• Concern on how to transition to this process and accommodate
staff that do not have or use computers.
This project will be piloted at Metro State & Office of the Chancellor and
will eventually be interfaced. See document showing the prototype screens.
Campus Issues – RightNow Review
1. Positive pay (Jeff Wagner)
2. RNT 2014: Removing old
encumbrances from old (hard closed)
years. (Connie Garrahy)
3. RNT 1463: Overage rules by student
rather than award. (Jan Marble)
4. FA request to put PR0114UI, Employee
Paychecks Browse, screen on the web.
(Lisa)
5. What is the process for giving
information to Financial Aid office for
employee waivers? Some campuses are
recording this as awards. (Teri)
6. Many colleges use code 0100
(Unclassified Substitute Salary). Should
we set up object codes for summer
session payroll or should colleges
account for these in separate cost
centers? (Jim)
7. Student Payroll Report of New Hires
(PR0202CP) – send electronically (Lisa)
8. Student Payroll Checks – the capability
to choose which Routing ID the check is
routed to. (Jeff Wagner)
9. Audit process or query screen to
compare Student Employee Work
Authorization Entry (PR0024UG)
screen to Student Employee Contract
Details (PR0025UG) screen. (Jan
Marble)
10. In addition the following list of Answers
out of the web based Self Help software
were discussed and acted upon:
5/22/20072:12 PM
Kathy
Froysland/Dave Lund
Review new enhancement requests
1. Positive pay update – if anyone is using Bremer Bank – SCSU is
using a process that is working for them. If anyone is interested,
Jeff Wagner will share this process. There is no charge for this
service.
2. Discuss Request. – Looking for a solution that will remove the
encumbrances without using substantial resources
3. Discuss request to determine student by student whether award
overages should pay off other charges or not before creating
overage check. – FA Rules need to be defined as part of the
Business Process Alignment and Seamless Projects.
4. Discuss Request – when completing development for advices
displayed on the web then look at this request at that time.
5. Task #7. Determine what process should be used to record
employee waivers and what information does financial aid office
need if any. Discussion: Financial aid needs to monitor employee
waivers and whether student has aid.
6. Determine if object code should be set up. The object code 0100 is
being used so that is not an option. There are two codes in ISRS to
identify summer session. Assignment Type 2117 Summer Session
and Category Code 30 are stored on HR0013UG. Object code not
needed.
7. Discuss Request. – approved – will be done as “fill-in” work.
8. Discuss Request - approved if “fill in” project – if not do not
approve.
9. Discuss Request – It was intended to work this way. There are
some issues that were brought up by Mankato Student payroll that
will be tabled for next meeting.
10. Self Help web answers that were discussed. See website for
details:
http://itsmnscu.custhelp.com/cgi-bin/itsmnscu.cfg/php/enduser/entry.php
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1700
1701
1716
1719
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1728
1737
1748
1749
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1968
1975
2012
2013
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2015
2016
2019
2020
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2021
Bankruptcy/Write Off Holds
Marie Peterson
Teri Welter
Object Code change requests
Jim Schneider
CIP Conversion Project
AR Reports and Queries Project
- Third Party Billing Statement - New
- Non Student Billing Statement - New
- Changes needed to Third Party and Non
Student Invoices
- Any other items for this project?
5/22/20072:12 PM
Karen Kedrowski
Teri Welter
Page 4 of 8
Modifications were approved as follows due to the business rule change:
customers that have filed for bankruptcy or had debt discharged in
bankruptcy can not be discriminated against.
•
Modify AR2204UG so when collection activity “Bankruptcy debt
discharged not including educational expense” will set the Bill Flag = N
so the customer will not be billed.
•
Modify the Write Off Hold program so that a hold is NOT placed
on a customers account if the reason for the Write Off is “06, Debt
Discharged in Bankruptcy”
Object code requests specifically for facilities and other user code requests
were discussed. See related documents. Any code changes will be
announced as implemented.
MnSCU information systems and data will be converted from CIP-1990 to
CIP-2000 standard. The Classification of Instructional Program (CIP) is a
national taxonomy used to classify instructional programs. It includes sixdigit codes, program titles, and program definitions. The proposed timeline
for conversion would be fall of 2005. The CIP appears in major systems
such as finance, human resources, and student. It affects significant
business practices such as the allocation formula, faculty credentialing,
marketing and career information web sites, federal reporting, etc. Issues
such as historical data, side systems, etc. need to be addressed as part of the
conversion process. In the Finance system, the "Subprogram" field contains
CIPs at either at a 2-, 4-, or 6-digit detail. This field has been controlled by
the Office of the Chancellor as it is the key field to gather summary level
instructional expenditure information for the instructional cost study and
allocation framework. It will be necessary to re-look at the CIPs available in
the "Subprogram" field and realign with CIP-2000.
Third Party Changes Discussed
1) Allow to print invoice by individual TP award
2) When printing multi-page invoices - take off sub-total off each page
3) Allow reprinting of invoices even if it is paid off
4) Allow to include either SSN or Tech ID on the printout
5) Choose to include non-student third party activity
6) Include Due dates for individual due dates
7) Activity Dates - include all activity between a certain set of dates
8) Include all open activity only
9) Include option to show student and balance by student
10) Print all associated fee statements for individual students
11) Include all activity for a Term
12) Change AR0119UG adding tech ID and sort buttons
Hold Security by hold code.
Dave Lund / Teri
Welter
Portal Project Demonstration
Kathy Froysland
On Line Payment – E-payment
Dave Lund
Next meeting
Make sure that all security groups can see all holds but can only update the
ones you have security to. New Security Group should be used for Finance
related holds, under AC group.
See Valid PS Hold doc
A sneak preview of the Portal project. Some colleges have already crated
portals – Question – is there a disconnect?
Update on Project as it relates to Customer Service.
- Institution Phone # will be displayed on the screen with payment
information
- A print screen button is added to screen
- Once they get to US Bank site there a generic phone # is identified and
will appear on the students statement. This will connect them with a
customer support center, which will be available to identify for the student
what was processed. If student wants more detail they will be directed to
the campus.
Anoka Ramsey – November 3-4
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
Ann Page and Steve
Gednalske
3.
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.
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.
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.
5/22/20072:12 PM
Page 5 of 8
Dave Lund
Will research
4.
01/27/03
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.
5.
05/06/03
6.
05/06/03
This is on the enhancement list. Check to see if can be done as a service pack
item. Modify the Budget Roll Process to be implemented from the Main
Report Menu in ISRS.
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.
7.
11/13/03
8.
11/13/03
9.
11/13/03
What is the process for giving information to Financial Aid office for
employee waivers? Some campuses are recording this as awards.
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
Dave Lund
Jim Schneider /
Dave Lund
Teri Welter
10. 11/13/03
Notify HR office – campuses would like a standardized employee/dependant
tuition waiver form
Jim Schneider
11. 11/13/03
Bug - AC0229UG – Reference ID cannot be updated
12. 11/13/03
FR0005UG – Security is with journal vouchers – should be ?
Dave Lund/ Al
Finlayson
Dave Lund
13. 11/13/03
MSP - Business Office Hold List – Generic report – Hold code, what it is
holding, tech id, ssn, name, bal due, comments.
Include in with Cashier Redesign Project - Hold Message – include hold
description. – Query/AR0119UG
MSP - It’s too late to turn back – AR0119UG add cancel button
MSP – Add new collection activity.
Test how the Sales Tax Code field works.
14. 11/13/03
15. 11/13/03
16. 11/13/03
17. 01/28/04
5/22/20072:12 PM
Page 6 of 8
Kathy Froysland
Teri Welter
Teri Welter
Teri Welter
Teri Welter
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.
Added as a MSP
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.
Being discussed at 7/21 FUG
meeting.
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.
Investigating functionality.
This screen is now in security
AC_10L and AC_10H.
Ticket # 040719-000007
Answer ID# 2018
In Production
In Production
In Production
Reviewed at April meeting and
recommendations are going to be
addressed in Required
Maintenance.
18. 04/01/04
Jim will query object code 0100 to change object code description to track
summer session to be sure it is paying for itself.
19. 07/20/04
22. 07/20/04
Prepayments to be added as a note to the student account display “Payments
received but not applied”
Add individual LMS requests into the Long Term List into the database.
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.
Prepare standard text to send back to customers requesting Enhancements
23. 07/20/04
24. 07/20/04
25. 07/20/04
Add RM Project for Collections/Bankruptcy
Add approved object codes
Query HOLDS to see which ones are being used
20. 07/20/04
21. 07/20/04
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
5/22/20072:12 PM
Title:
Assoc. Vice-Chancellor-Financial
Reporting
Page 7 of 8
Jim Schneider
Many colleges use that code.
Question back to the user group –
should we set up object codes for
summer session payroll or should
colleges account for these in
separate cost centers? Discussed,
object codes no needed.
Dave Lund
Lisa Liljedahl
Dave lund
Kathy Froysland
Teri Welter
Jim Schneder
Teri Welter
In progress, waiting for BA
approval.
Submitted to development on 8/27
Done
Recommended to Cynthia that this
be done as part of her project
where holds will be controlled by
Finance, Student, etc.
Margaret Jenniges
Karen Kedrowski
Kathy Froysland
Lisa Liljedahl
Dave Lund
Jim Schneider
Teri Welter
Internal Audit Representative
5/22/20072:12 PM
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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