Finance User Group Meeting
Summary
Finance User Group Meeting
January 28, 2004
Wednesday - 8:30
Minneapolis Community & Technical College – Room L317
Dee Bernard, Al Finlayson, Kathy Froysland, Steve Gednalske, Tracey
Grans, Deb Kerkaert , Lori Kloos , Lisa Liljedahl, Dave Lund, Jan
Marble, Pat Nordick, Dennis Paesler, Ann Page, Mark Rice, Jim
Schneider, Ruth Siefert, Marilyn Smith, Tim Stoddard, Jeff Wagner
Meeting:
Date:
Start Time:
Location:
Participants:
TIME (min.)
Wednesday
8:30
8:35
TOPIC
Introduction
Seamless Update
DISCUSSION
LEADER
Jim Schneider
Al Finlayson
8:45
NTC project update
Al Finlayson
8:55
Internal Auditing Update
Tracey Grans
5/22/20072:13 PM
Page 1 of 7
Chair: Jim Schneider
Recorder: Kathy Froysland, Lisa Liljedahl, Dave Lund, Jim Schneider
Not in attendance: Craig Erickson, Connie Garrahy, Margaret Jenniges,
Karen Kedrowski, Teri Welter
DESIRED OUTCOME/DISCUSSION
- Business Process Variation – try to get down to less variations. The group
(presidents and vice chancellors) will determine what will be worked on.
The group will take in consideration the recommendation. Determining the
details of the variations have been done on some of the Student and next is
AR, Next week they will look at AR billing. For example, does it make
sense to not have as many billing options?
- ISRS – if a process needs info. from another institution, that the system
could do it without paper. Don’t have to record in both institutions or
manually get information.
- It is too vague to establish a timeframe yet.
- We are at converting data – moving data from old NTC and move to
MSCTC and Northland.
- There will be a new security screen to get away from the paper Security
forms. Based on the pilot results (NTC), then it will get rolled to the other
production sites. You would still need to fill out the paper Security form for
a User ID (new user) and to be authorized to approve a Security form.
SAP – taskforce started in Nov. for a system level policy & procedure.
Looking for constancy between institutions.
9:00
Tax issues revolving around nonresident alien
requirements.
9:45
10:00
Break
Online Payment Update
10:15
Object codes
10:35
10:50
Vendor Purge
Campus Issues
10:55
11:00
Next Meeting – To Include Priority Setting
Adjourn
5/22/20072:13 PM
Steve Gednalske
(response to Mark
Rice inquiry)
- Implementation of the Substantial Presence Test
ISRS needs to be modified so that if a nonresident alien becomes a resident
alien for tax purposes (met Substantial Presence Date) then if necessary will
have FICA/Medicare deducted from their earnings. Currently, ISRS is
programmed so that all nonresident aliens are exempt from FICA/Medicare.
The issue here is that ITS was told from the Office of the Chancellor Staff
that the Budget Module is a higher priority than this. ITS needs to know
which one to work on first.
Dave Lund
- Provider (Atomic) lost their certification. The manual process that was set
up seems to be working pretty well. Looking at the various options to get us
up and running again. Maybe go with something like we had for the short
term and then go towards something different in the long term. Hopefully
by summer payments then we will be back up and running.
- E-check – when we are looking for a provider then we will keep this in
mind. The first focus is to get us back up on credit cards and then pursue echecks.
- Discover – 3 days, Visa/Mastercard – 2 days
- SCSU took the initative to look at the expense object codes.
- Jeff Wagner, Lisa Sparks, Wayne Wolden, Alex. TC, Dave Lund, Ruth
Seifert would be on the task force to look at the expense object codes.
- Mankato State, Steve Gednalske, Dave Lund, Ruth Seifert would be on the
task force to look at the revenue object codes.
- Pat suggested that Jim should get the various institution types involved.
For example, X amount of TC, X amount of CC, X amount of SU.
- Jim will start getting the task forces together.
- Will need to look at object code subtypes too. This is used for Financial
Reporting. Mark uses this for Access queries and he would like this to be
clear.
- Sales Tax Code – Should we use this versus creating 2 object codes (one
for taxable and one for nontaxable)? Need to take a look at this.
Next purge is 03-05-04
- Font on billing to small and coming back undeliverable – Pat said he had
the problem before but haven’t heard anything from the Post Office lately.
Nobody else in the group had the issue. Kay is going to get the postal
regulations.
- Rochester CC/TC – next ISRS Workshop – 03-10-04 & 03-11-04
April 1st & 2nd – St. Cloud Technical College
Jim Schneider
Jeff Wagner
Lisa Liljedahl
Dave Lund
Jim Schneider
Kathy Froysland
Lisa Liljedahl
All
Page 2 of 7
Tasks Assigned as Action Items
#
Origination
Date
1.
10/17/02
2.
10/18/02
3.
10/18/02
4.
10/18/02
Critical
Due Date
Description
Assigned to
Status
Define residency edits. Discuss PSEO. Note: Southwest has an
exception.
Changes to the Campus Assistance/Financial Reporting Website
• Add bank reconciliation/cashiering tips.
• Have a link for data mgmt.
• Financial Reporting – add sample transmittal letters and
other sample letters.
• Add Object Code Rollup – what object codes go into the
Fundware categories.
• Fund Matrix
• Link GASB and NACUBO
• Link to Financial Statements
• Sample MD &A and transmittal letters
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
Submitted to Development 12/15/03
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.
Working on it. MD&A and transmittal
letters are there because the statements for
the six audited colleges are there.
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
Dave Lund
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.
We have: 9337 for food and 9339 for
taxable food. 9373 for taxable supplies and
service and 9375 for non taxable supplies
and service. Do they want a taxable and
non taxable code for just candy? How
would they do that for vending sales?
12/23/03 - Steve Gednalske says he will
look into this.
5.
10/18/02
5/22/20072:13 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 3 of 7
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 say 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
10. 05/06/03
5/22/20072:13 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.
Teri Welter
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.
Margaret Jenniges
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.
Margaret Jenniges
Page 4 of 7
There currently isn’t a process in place for
dropping students while a registration hold
is in place. The student staff have
incorporated this process into one of there
current projects. Once this is in place on
the student side the finance user group can
decide if and how the AR programs should
be modified to allow the new functionality.
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.
To Margaret 12/23/03 - it is on her list
11. 05/06/03
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
20. 11/13/03
21. 11/13/03
22. 11/13/03
23. 11/13/03
24. 11/13/03
25. 11/13/03
26. 11/13/03
27. 11/13/03
5/22/20072:13 PM
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.
Announce the reorganization of ITS to Campus
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
Is the cost allocation program recording revenue and expense
appropriate? Concern came from Mark Rice regarding phone
systems
Wards of State – Policy states charges can be waived – New waiver
Code needs to be added.
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?
Add object codes for Loan Processing Fees and NSF Fees
CC Crosswalk - Warning should be at Appropriation Level –
Discretionary Project
Add 6189 object to waiver object code table
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
Page 5 of 7
Lisa Liljedahl
01/20/04 - Yes, can be done as “fill-in”
work.
Lisa Liljedahl
Yes, can be done as “fill-in” work. Given
to development on 11/03/03.
Dave Lund
Add as a MSP
Dave Lund
Sent to Development for review.
Dave/Kathy
Jim Schneider
Jim Schneider /
Dave Lund
Will be addressed at January 2004 meeting
1/27/04 - Will be discussed with Financial
Reporting.
Jim Schneider
Waiver code 20 added 12/23/03
This screen is being redone in new AR
design and should improve performance.
Jim Schneider
Teri Welter
Codes added December 2003
Submitted as a MSP to DVLP on 1/5/04
Jim Schneider
Teri Welter
Done December 2003
Submitted to DVLP as MSP on 1/5/04
Dave Lund
Lisa Liljedahl
01/04 – sent to DVLP to see if can be done
as “fill-in”work.
28. 11/13/03
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. See if this can be done as “fill-in” work.
Add Write Off Hold Warning message to AR0107UG
Lisa Liljedahl
32. 11/13/03
Notify HR office – campuses would like a standardized
employee/dependant tuition waiver form
Jim Schneider
33. 11/13/03
Record Bug - AC0513CP/AC0512CP – can’t read all of the
description
Bug - AC0229UG – Reference ID cannot be updated
29. 11/13/03
30. 11/13/03
31. 11/13/03
34. 11/13/03
35. 11/13/03
36. 11/13/03
37. 11/13/03
38. 11/13/03
39. 11/13/03
40. 11/13/03
41. 11/13/03
42. 11/13/03
5/22/20072:13 PM
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
Use standard description on AR0009UG General Receipt screen –
approved
MSP - Business Office Hold List – Generic report – Hold code,
what it is holding, tech id, ssn, name, bal due, comments.
Function Key – is there one to copy record
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
Page 6 of 7
Teri Welter
Submitted to DVLP as MSP on 1/6/04
Lisa Liljedahl
Teri Welter
Kathy Froysland
This form is being modified to 3-tier and
this change will be included.
December 2003 - This request has been
forwarded to OOC Human Resources and
we have been gathering suggestions
Done: Incident #’s 040122-000005 &
040122-000006
Dave Lund/ Al
Finlayson
Dave Lund
Lisa Liljedahl
Teri Welter
Teri Welter
Submitted to DVLP as a MSP on 2/17/04
Submitted to DVLP as a MSP on 2/17/04
Teri Welter
Kathy Froysland
Teri Welter
Teri Welter
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.
43. 11/13/03
44. 01/28/04
45. 01/28/04
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
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.
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
Internal Audit Representative
5/22/20072:13 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 7 of 7
Teri Welter
Jim Schneider
Dave Lund