Finance User Group Meeting
Summary
Meeting:
Date:
Finance User Group Meeting
April 1 – 2, 2004
Start Time:
Location:
Participants:
Thursday - 10:00
St. Cloud Community & Technical College – Room 240
Dee Bernard (Thursday only), Tim Fischer, Kathy Froysland, Deb
Kerkaert, Lori Kloos, Lisa Liljedahl, Dave Lund, Jan Marble, Pat
Nordick, Dennis Paesler, Melissa Primus, Mark Rice, Jim Schneider,
Tim Stoddard (Friday), Jeff Wagner, Teri Welter.
Friday Guests: Glen Guida, Laura King
TIME (min.)
Thursday
10:00
TOPIC
Object Code Taskforce
10:15
Finance Exception Reporting Procedure 7.3.16
10:30
Housing Module
10:45
Current Status
11:30
Lunch
5/22/20072:11 PM
Chair: Jim Schneider
Recorder: Kathy Froysland, Lisa Liljedahl, Dave Lund, Jim Schneider,
& Teri Welter
DISCUSSION
LEADER
Jim Schneider
Jim Schneider
Karen Kedrowski
Dave Lund
Lisa Liljedahl/Dave
Lund/Teri Welter
Page 1 of 9
PARKING – Get a permit from the front desk.
Not in attendance: Craig Erickson, Connie Garrahy, Ruth Siefert
DESIRED OUTCOME/DISCUSSION
Status update – Rev and Expenditure Code task forces met and have a draft
of object code definitions. Goal is to have ready for FY05.
Information update– Reviewed Procedure – there is going to be a website
that will indicate the status for each college for each measurement. Website
to view is www.budget.mnscu.edu/exceptionreporting/index.htm
The Student Housing module has a number of problems, making it very
difficult to use in assigning rooms and correcting charges. The revenue fund
has funding to review the Housing module making use of a private
consultant to use new technology. Many of the two year colleges have
housing but do not using the module. This review will include addressing
their needs.
The current status of ISRS projects were reviewed (see document)
12:30
AP0010CB - Outstanding check report
Business Expenses
PR0202CP
Lisa Liljedahl
AP0010CB - Clarification of new parameter – need checks equal to run date
or earlier and cancelled after the month end date. The reason is that it was
still outstanding as of the end of the month.
Business Expenses – Remove AR1000UG, HR0500UG, HR0502UG, &
HR0505UG from AC_06 and create a new AC security group to put these
in. The group doesn’t want payments and business expense posting in the
same security rights identifier.
PR0202CP – New Hire Report – Missing addresses for International
Students and this is because now there is I (International Permanent) address
instead of just P (Permanent). This is a SEVIS requirement. The report will
be changed to look for P and if no P, then look for I.
it was decided to remove
AC0229UG (Update Transaction Header) from the AC_06 security rights
identifier since it is available under it's own security rights
identifier; which is AC_09.
12:45
Campus Issues/FY2005 Priorities
• RightNow Software
Kathy
Froysland/Dave Lund
The new help desk software being used was introduced to the group. It
includes a number of features enabling “self help” for quicker answers and
better access to a knowledge base. It will be used to collect enhancement
requests for future meetings, and will allow users to see specifically what
decisions were made on each request.
Kathy
Froysland/Dave Lund
New enhancement requests were reviewed, along with the existing priority
lists. Revised lists of approved projects and their priority are attached.
Small “Fill In” projects that were approved can be found in RightNow
Software Knowledge. Contact the ITS Helpdesk if you want information on
how to review these items.
Information update – MAPS will be closing on 08/27/04. The last two
payrolls will be processed and charged to FY2004 by having encumbrances
established in MAPS. Connie Edwards will input the encumbrances in
MAPS. Other dates are moved up since the State is closing earlier this year.
Refer to the MnSCU Fiscal Calendar for other important closing dates.
There will be a new group - IT management council. ASSC will report up
to the council. ASSC decided to wait until some guidelines from the
management council as to what there role is in the IT process.
2:00
2:15 – 4:30
Break
Cont. Campus Issues/FY2005 Priorities
Friday 8:30
MAPS Early Close
Jim Schneider
IT Governance Process
Tim Stoddard
8:45
5/22/20072:11 PM
Page 2 of 9
9:00
On Line Payment – E-payment
Tim Stoddard
Glen Guida
Dave Lund
Discussion on the options for replacing Atomic in the on-line credit card
process. Single processor comparison to current process. (Discussion
document attached)
US Bank offers its own user presentation – this would make e-check
available immediately, and minimize the risk that comes from adding a third
party processing gateway.
Volume discount to fees is maximized.
Fixed and site costs minimized.
Potential to add ability to use for processing non ISRS credit card/e-check
payments.
Concern about what will show on the student’s credit card bill – it needs to
be a generic name (MN State Colleges and Universities, or something
similar). This could cause confusion. Providing a central phone number
might help.
This could be used with LMS - savings potential exists in the decrease of
check handling.
Could charge a convenience fee to cover cost of central staff cost. Could
add process fee from cost savings, fee on optional pooled cash investment
earnings.
There is a VISA/ MC merchant requirement that all processing fees be
charged the same for each option per delivery method (web e-check and
web credit card fees must be the same), so split fees are not viable.
Campuses could use the same US Bank process at their window to get the
reduced rate.
Recommended to keep the convenience fee to the student to $1. This could
be single or multiple processor options.
Believe that fees charged back to campuses are based on each campuses
product number – may have to pay centrally and bill campuses.
Would need to be able to breakdown by different areas on the campuses –
this should work with multiple “products”.
Suggested having a discussion with US bank regarding the issue of one
name on the credit card statement “Branding Issue”.
Campuses would like to receive all of the convenience fee and be billed
back for the office of the chancellor receipt distribution and support.
Need to be sure to show that this is seen by campus management as being a
cost savings to the campuses $.
US Bank has at least as good reporting as Atomic – probably better.
This process needs to be moved along quickly in order to get it in place for
Fall. Campuses should send comments to Tim, Dave or Glen.
10:30
Break
5/22/20072:11 PM
Page 3 of 9
10:45
Internal Audit/AR security discussion
12:15
Proposed next meeting July 21–22, 2004
Melissa Primus
Marie Peterson
Presented AR Security Subgroups draft recommendations for identifying
conflicting security groups. Revisions were discussed and the document
will be finalized and distributed in the near future. Proposed IT changes
will be prioritized based on risk and bring back to next meeting.
At Detroit Lakes
Tasks Assigned as Action Items
#
Origination
Date
1.
Critical
Due Date
Description
Assigned to
Status
10/17/02
Define residency edits. Discuss PSEO. Note: Southwest has an exception.
2.
10/18/02
3.
10/18/02
Changes to the Campus Assistance/Financial Reporting Website
• Add bank reconciliation/cashiering tips.
• Have a link for data mgmt.
• Fund Matrix
• Link GASB and NACUBO
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?
Karen Kedrowski and
Teri Welter
Jim Schneider
Margaret Jenniges
4.
10/18/02
Submitted to Development
12/15/03
12/24/03 - A request has been sent
to the appropriate people to get the
links mentioned put on the website
and to get the documents listed on
the website
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.
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.
Dave Lund
Ann Page and Steve
Gednalske
What guidelines are we talking
about for the web? There are a
lot out there with links to state
sites.
5.
10/18/02
5/22/20072:11 PM
Cost Allocation, CI, and PR it 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.
Page 4 of 9
Dave Lund
Will research.
6.
01/27/03
Concern: Degree seeking Senior Citizens are getting financial aid and could
be making money out of the deal. St. Cloud State and Southwest State
reduced the Award so the Senior Citizens wouldn’t get the money. Possibly
the policy should be looked at.
Jim Schneider
Chris Halling and Steve Frantz
have been given this issue.
1/20/04 - Chris says the student
should not receive financial aid for
costs they haven’t incurred, so
their aid should be reduced.
1/15/04 – Steve says he and Judy
Borgen have been discussing this.
He says he has been trying to
understand this for 5 years. Judy
has been in touch with some
legislative people to help interpret.
Steve Frantz feels that it is unlikely
that we could reinterpret the statute
to not include degree seeking
seniors, but that we should reduce
financial aid.
Jim Schneider
1/13/04 - Judy Borgen and Tim
Stoddard have this issue. Maybe it
will be addressed in the business
practice variance project
Issue: how you find out if seniors registered via the web?
7.
01/27/03
8.
01/28/03
9.
05/06/03
5/22/20072:11 PM
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.
Allowing students to drop classes when a business office 0031 hold is in place.
Allow the institutions the option.
Try to move PCS Review under Space Utilization on the Adm. Steering
Committee’s priorities. The goal is to get PCS Review moved up higher in the
priorities.
Page 5 of 9
Teri Welter
Margaret Jenniges
This has been developed and final
testing is taking place.
This was brought to their attention.
When last discussed, ASSC would
leave priority of projects in the
order suggested by the
subcommittee. They might bring
questions of priority back to the
subcommittee for review and
clairification.
10. 05/06/03
Need to look into record retention. Questions were raised on several items,
such as Bonds – Capitol projects supporting documentation needs to be kept
the life of the bond. There are discrepancies between OLA and Dept. of
Admin. rules, among others. Users would like MnSCU rules defined.
11. 05/06/03
Create a student payroll report that contains students who are in object code
0910. Similar to the PR1002CP & PR1003CP reports. Check to see if this
can be done as a service pack? If not, add to enhancements.
This is on the enhancement list. Check to see if can be done as a service pack
item. PR0024UG – warn the user if PR0021UG screen is in inactive or audit
status.
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.
What is the process for giving information to Financial Aid office for
employee waivers? Some campuses are recording this as awards.
Jim will resurrect the DIG to review object code definitions
12. 05/06/03
13. 05/06/03
14. 05/06/03
15. 11/13/03
16. 11/13/03
17. 11/13/03
18. 11/13/03
19. 11/13/03
5/22/20072:11 PM
Is the cost allocation program recording revenue and expense appropriate?
Concern came from Mark Rice regarding phone systems
NTC – AR009UG – takes a long time to store when doing expenditure
reductions.
How can some campuses give overage to students and others pay off all
balances before giving overage? What is the rule?
Page 6 of 9
Margaret Jenniges
Lisa Liljedahl
Lisa Liljedahl
Record retention for GO bonds
sales is 7 years. (used to be 27
years, but with electronic copies
available, save hard copies for only
7 years) Discrepancies between
OLA & Dept of Admin on
retention schedules is acceptable.
Until 2000-2001, Dept of Admin
oversaw all state agency retention
schedules and kept them uniform.
With budget cuts, each agency
now is in charge of keeping their
own schedules, which could differ.
They select their retentions
schedules based on their need and
availability to maintain the
records/storage, et.
No, can’t be done as “fill-in” work
would need to be prioritized.
Rolled to production on 03/15/04.
Dave Lund
Add as a MSP
Dave Lund
Sent to Development for review.
Jim Schneider
Jim Schneider /
Dave Lund
First meetings of the expense and
revenue code groups met late
Feb/Early March. Lots of research
to do.
1/27/04 - Will be discussed with
Financial Reporting.
This screen is being redone in new
AR design and should improve
performance.
20. 11/13/03
21. 11/13/03
22. 11/13/03
23. 11/13/03
24. 11/13/03
CC Crosswalk - Warning should be at Appropriation Level – Discretionary
Project
MSP - Remove 6189 from AR0120UG. Require comment on waiver screen
for waivers to 6189.
Add to approved project list to be prioritized - ACH Payments to Vendors –
Will need to be prioritized next time priorities are reviewed
AC0019UG –Modify form to not allow batch processing to be turned off
Teri Welter
Teri Welter
Dave Lund
Lisa Liljedahl
AP0010CB - Outstanding check report - Add check date and CD proc
timestamp. Remove check status. Add parameter to include cancelled checks
that was processed prior “check processed date” and occurred after this date.
Need to check if this last sentence can be done as “fill-in” work.
MSP - Warning message on AR0302CP – Change to not give a warning if it is
based on future term charges.
Cancel/Reissue Check Date – If a check is reissued it should be written as the
current date rather than maintaining the original check date.
Add Write Off Hold Warning message to AR0107UG
Lisa Liljedahl
28. 11/13/03
Notify HR office – campuses would like a standardized employee/dependant
tuition waiver form
Jim Schneider
29. 11/13/03
Record Bug - AC0513CP/AC0512CP – can’t read all of the description
30. 11/13/03
Bug - AC0229UG – Reference ID cannot be updated
31. 11/13/03
32. 11/13/03
33. 11/13/03
FR0005UG – Security is with journal vouchers – should be ?
Posting business expense is where payments can be made – should be it’s own
security.
AR0302CP – Give a list of tech id’s – access or excel – MSP
34. 11/13/03
Use standard description on AR0009UG General Receipt screen – approved
Teri Welter
35. 11/13/03
MSP - Business Office Hold List – Generic report – Hold code, what it is
holding, tech id, ssn, name, bal due, comments.
Teri Welter
25. 11/13/03
26. 11/13/03
27. 11/13/03
5/22/20072:11 PM
Page 7 of 9
Submitted as a MSP to DVLP on
1/5/04
Submitted to DVLP as MSP on
1/5/04
Teri Welter
Lisa Liljedahl
Teri Welter
Kathy Froysland
Dave Lund/ Al
Finlayson
Dave Lund
Lisa Liljedahl
Teri Welter
Submitted to DVLP as “fillin”work on 03/17/04.
Submitted to DVLP as MSP on
1/6/04
It does do this. I tested this on
03/17/04.
This form is being modified to 3tier and this change will be
included.
03/17/04 – OOC HR is finishing
some changes to the form and
getting feedback for colleagues in
HR division. Input from FUG was
taken into consideration.
Done: Incident #’s 040122000005 & 040122-000006
Submitted to development as “fillin” work on 03/17/04.
Submitted to DVLP as a MSP on
2/17/04
Submitted to DVLP as a MSP on
2/17/04
36. 11/13/03
Function Key – is there one to copy record
37. 11/13/03
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.
Jim will start to get the taskforces together to look at object codes.
Test how the Sales Tax Code field works.
Jim will query object code 0100 to change object code description to track
summer session to be sure it is paying for itself.
38.
39.
40.
41.
42.
11/13/03
11/13/03
01/28/04
01/28/04
04/01/04
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
5/22/20072:11 PM
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
Page 8 of 9
Kathy Froysland
Insert a record is a Uniface Function
so mapping the function key to that
was easy. Uniface doesn't have a
'copy record' function so it isn't so
easy. We would have to map a key
to a procedure that stored the record
in memory then did an insert than
put the record back into the new
row. Every form would have to be
touched to allow this new function
(not easy to do). I also believe (but
would have to check with Al/Dave)
that it wouldn't work because when
you tried to put the new row in, it
would give you a keyviolation since
the keys of the row would be exactly
the same as the previous row.
Teri Welter
Teri Welter
Teri Welter
Jim Schneider
Dave Lund
Jim Schneider
First meetings have been held
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?
Office of the Chancellor Representative:
Tim Stoddard
Margaret Jenniges
Karen Kedrowski
Kathy Froysland
Lisa Liljedahl
Dave Lund
Jim Schneider
Teri Welter
Internal Audit Representative
5/22/20072:11 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
Page 9 of 9