Finance User Group Meeting
Summary
Meeting:
Date:
Finance User Group Meeting
November 13 and 14, 2003
Start Time:
Location:
Participants:
Thursday 10:00, Friday 8:30
St Cloud State University – Atwood Center – Lady Slipper Room
Kathy Froysland, Connie Garrahy, Karen Kedrowski, Denis Kelly, Deb
Kerkaert, Lori Kloos (11/13), Lisa Liljedahl, Dave Lund, Larry
Margolis, Jerry Shulte for Dennis Paesler, Melissa Primus, Mark Rice,
Jim Schneider, Ruth Siefert, Marilyn Smith, Tim Stoddard (11/13), ,
Jeff Wagner, Teri Welter
TIME (min.)
Thursday
10:00
TOPIC
-
ITS Reorganization
10:15
- ISRS User Conference
ISRS - Current Status
11:00
Internal Audit Update
1:15
Fiscal Year Calendar Review
- Transactions Open/Close
- Object codes
Lunch
11:30
5/22/20073:03 PM
Chair: Jim Schneider
Recorder: Kathy Froysland, Lisa Liljedahl, Dave Lund, Jim Schneider, & Teri
Welter
DISCUSSION
LEADER
Dave Lund
Kathy Froysland
Lisa Liljedahl, Dave
Lund, and Teri Welter
Melissa Primus
Jim Schneider
Page 1 of 10
Not in attendance: Jan Ahmann, Craig Erickson, Rick Straka
DESIRED OUTCOME/DISCUSSION
-
Changes include realignment of development staff into teams and form a new
unit to provide additional support to campuses.
- Conference will be held on December 3 & 4 at Cragun’s in Brainerd.
Update members on the status of the current items that ITS is working on. See
Attachment.
- External Audits - assisting auditors and campuses
- SAP reports to the Board –
- Risk assessment reports were sent to the campuses
- Carolyn Gabel is new – NW region
- Notification should be given to the Financial Aid office for employee
waivers.
- Security Task Force for AR will start meeting again after audits to finalize
changes.
New Object Code Request
- NSF Fees
- Short Term Loan Processing Fee
12:30
Budget Unit Update
a. Residency status and special rate
crosswalk
b. Wards of State Waiver vs. Residency
c. Tuition and Fee Task Force Update
d. Drop for Non Payment policy
Karen Kedrowski
Purge Strategy for UTF Transactions –
Development is looking into purge strategy
for transactions and would like
recommendations.
Teri Welter
1:30
On-line Web Enhancements
Electronic-check
Dave Lund
2:00
2:15
Break
Seamless Project Update
Jane Bradley-Durfee
a.
Residency status and special rate – Final approved codes were shared. Edits
will be implemented to require appropriate Residency Status.
b. Wards of State – Agreed that it should be recoded as a Waiver.
c. Tuition and Fee Procedure – added change to consult with student
organizations if the Board raises the maximum rate.
d. Drop for Non Payment policy – Comments:
- It is impossible to implement
- What is the definition of drop for non payment
- Need to be more specific on not needing to drop for financial aid.
- Tuition is due at many campuses 3 weeks into the session.
- Would need to add a lot of staff and work
It is an education issue to make sure students understand they are
obligated even if they don’t attend.
- From the explanation provided, it seems the intent is to get to the results
of a drop for non-attendance.
FUG Recommendation:
- Need to have access to purged transactions – in a warehouse table was
recommended
- They expressed concern with auditors who do not trust queries
- Question was asked of the group regarding what would be required for
record retention – 3 years
- AR transactions cannot be purged due to returning students, write offs
(with the possible exception of the JG – 9001).
- All other processes it was recommended that the last 3 years are
maintained in ISRS.
Electronic check –
It is expected that if we do it ourselves as an ACH, there would not be a fee. If we
use Atomic there is a fee of 7 cent per transaction, although they might process the
same way. The advantage is, they would store the bank account data.
Disadvantage – when last approached, they suggested we might have to work from
a central bank account.
Process for returns – recommended to automate and automatically charge the NSF
fee since the bank would be charging a fee. This could be left as a manual process
if it meant significant delays to the implementation of the process, although that
would require changes also, to recognize them as being from ACH transactions.
NSF – would require the hold program run.
-
5/22/20073:03 PM
Page 2 of 10
Three campuses are piloting part I of Phase I – MCTC, Metro SU and
Century College. They will test different scenario’s the IT and/or policy and
procedure changes. After one business cycle – the pilot campuses will bring
back recommendation for moving forward. After pilot, Metro Alliance and
some out state schools will be brought on.
Additional meetings will be planned to get business rules defined for further
development.
3:00
Update on Administrative Systems Steering
Committee Activity
- Update on priorities (PCS and E-1098T)
3:30
Miscellaneous
a. Payment plan fee – manual vs. auto
b. CC crosswalk - Edit in table to not
crosswalk to inappropriate fund/appr.
Warning?
c. Financial Aid over award process
d. FACTS Update (RFP)
e. ACH Payments to Vendors
f. Parking Calc issue – Multi campus
g. AC0019UG – turn off batch processes
h. AP0010CB - Outstanding check report
i. Accounting Queries and Reports to PCS
j. Warning message on AR0302CP
k. Eliminating Refund checks <=$1
l. PR0202CP
m. Request to drop classes when a business
office 0031 hold is in place
4:30
Tim Stoddard
a.
b.
c.
Jim Schneider
Jim Schneider
Jim/Marie
Peterson
d. Jim Schneider
e. Lisa Liljedahl
f. Teri Welter
g. Lisa Liljedahl
h. Lisa Liljedahl
i. Dave Lund
j. Teri Welter
k. Teri Welter
l. Lisa Liljedahl
m. Teri Welter
End for Day
5/22/20073:03 PM
Page 3 of 10
-
a.
b.
Administrative Systems Project – Discussed draft project plan. InSight is on
contract to provide a detailed analysis of possible efficiencies and
collaborations on Human Resources and Payroll systems and business
processes.
Payment Plan Fees – No need to automate
CC Crosswalk - Warning should be at Appropriation Level – Discretionary
Project
c. Overaward – Allow waiver and require a comment. Remove 6189 from
AR0120UG.
d. FACTS – RFP process is starting
e. ACH Payments to Vendors – Will need to be prioritized next time priorities
are reviewed.
f. Parking Calc issue with multiple campus institutions – Include in Tuition
Redesign Project
g. AC0019UG –Modify form to not allow batch processing to be turned off.
h. AP0010CB – Add check date and CD proc timestamp. Remove check status
(questions on cancel/reissue). Add parameter to include cancelled checks
that was processed prior “check processed date” and occurred after this date.
i. Accounting Queries and Reports in PCS – reports and queries would need to
be modified to recognize the security groups. Not feasible as a fill in project
as hoped.
j. Warning message on AR0302CP – Change to not give a warning if it is
based on future term charges.
k. Eliminating Refund checks <=$1 – Applies to Financial aid as well as
refunds. Need to set up a code in AR0122UG for GL balances.
l. PR0202CP – Hold till next meeting
m. Hold 0031 – This request will be dropped because of the complexity and low
priority of the project.
9:30
10:00
10:15
Campus Items
a. Cancel/Reissue Check Date
b. Write-off Hold Warning – AR0107UG
c. Other
Break
ISRS Workshop Requests from Participants
a. Use standard description on AR0009UG
General Receipt screen
b. Business Office Hold List
c. Comment/Note Screen
d. Hold Message
e. It’s too late to turn back – AR0119UG
f. New Collection Activities
11:00
1:00
Review Task List
New Memberships/Make up of User Group
1:30
Next Meeting – Priority Setting
January 28-29, 2004 (Wed-Thurs) CFFO
meeting, to be held at Minneapolis
Community and Technical College
5/22/20073:03 PM
a.
Marilyn
Marilyn
Teri Welter/Kathy
Froysland
Cancel/Reissue Check Date – If a check is reissued it should be written as the
current date rather than maintaining the original check date
b. Write-off Hold Warning – AR0107UG – add warning.
c. Other:
1. AC0471UG Use to be able to index and retrieve on account name and
responsible person
2. Request a standardized employee/dependant tuition waiver form
3. AC0106UG - Grant Project screen – needs to retrieve automatically
4. AC0513CP/AC0512CP – can’t read all of the description
5. AC0229UG – Reference ID cannot be updated
6. FR0005UG – Security is with journal vouchers
7. Posting business expense is where payments can be made – should be it’s
own security.
8. AR0302CP – Give a list of tech id’s – access or excel – MSP
a.
b.
c.
d.
e.
f.
Jim Schneider
Jim Schneider
Page 4 of 10
Use standard description on AR0009UG General Receipt screen – approved
Business Office Hold List – Generic report – Hold code, what it is holding,
tech id, ssn, name, bal due, comments.
Comment/Note Screen – Table until next meeting – members will discuss
with staff at their campus.
Hold Message – OK – include hold description. –
Query/AR0107UG/AR0119UG.
It’s too late to turn back – AR0119UG - ok
New Collection Activities – ok
Membership will include:
- SCSU
- Minn SU, Mankato
- 2 additional SU’s
- 1 TC
- 1CC
- 1 Consolidated
- 5 additional 2-year college
Tentatively hold January 27th, and morning of 28th.
Tasks Assigned as Action Items
#
Origination
Date
1.
10/17/02
Critical
Due Date
Description
Assigned to
Status
Ability for the Accts Payable to print the working copy of the purchase order.
Rosalie thinks there is a way and will check.
Lisa Liljedahl
From what I can see, you need to
have a PCS rights identifier to
print a working copy of a PO.
BUSMGR
HELPDESK
PURCLERK
PURHEAD
PURSHELP
PURSUPVR
PURTEMP
INVMATCH
04/29/03 – It seems like the only
solution is too put the ability to
print the working copy of a PO in
a separate rights identifier. Sent an
e-mail to development to confirm
this would be a service pack.
2.
10/17/02
Define residency edits. Discuss PSEO. Note: Southwest has an exception.
Karen Kedrowski and
Teri Welter
3.
10/18/02
4.
10/18/02
Complete a guideline for when to write-off, when to waive, and when to
cancel for AR Receivables.
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
Rosalie Greeman and
Jim Schneider
Jim Schneider
Margaret Jenniges
5/22/20073:03 PM
Page 5 of 10
05/2003 – Added as “fill-in”work.
Student Data Integrity Group
finalized the residency codes and
corresponding edits will be put
into ISRS.
Complete – in AR procedure
includes this information
Working on it. MD&A and
transmittal letters are there because
the statements for the six audited
colleges are there.
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
5.
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
6.
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
7.
10/18/02
Be able to cancel when you input something incorrectly. Hour glass just
hangs. On any screen.
Dave Lund
8.
10/18/02
Add Accounting Queries and Reports to PCS so that generic security can be
implemented.
Dave Lund
9.
10/18/02
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.
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.
Dave Lund
10. 01/27/03
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?
Uniface issue – this is not currently
possible other than by calling
Operations.
Requires rewrite of any requested
programs to make use of these
security levels. Not fill in work –
use of generic security is best
option, and remains on the
enhancement list.
Will research.
Keep on
Issue: how you find out if seniors registered via the web?
11.
12. 01/27/03
13. 01/27/03
5/22/20073:03 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.
Add as a service pack - PR0114UI screen – Add hours, pay rate, and work
authorization number.
Page 6 of 10
Jim Schneider
Lisa Liljedahl
Keep on – note sent to Judy
Borgen and Tim Stoddard
Complete in production.
14. 01/28/03
Allow funds applied restrictions for short term loans. So, Pell would pay for
short term loans. Check to see if it is a service pack or not. Hold until
overlying issue is resolved as to why campuses difer in disbursing overage.
Teri Welter
15. 01/28/03
Allowing students to drop classes when a business office 0031 hold is in place.
Allow the institutions the option.
Teri Welter
16. 05/06/03
1098-T proposal needs to be brought to Adm. Steering Committee.
Margaret Jenniges
17. 05/06/03
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
18. 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.
AP0001UG – duplicate check number verification. See if it is a service pack
or not?
Change it so SSN isn’t on PR advices and check stubs.
Tempo (Customized Training) – concern that have to reconcile Tempo and
ISRS. Talk to Laura King about this.
Margaret Jenniges
19. 05/06/03
20. 05/06/03
21. 05/06/03
22. 05/06/03
23. 05/06/03
5/22/20073:03 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.
Page 7 of 10
Lisa Liljedahl
Lisa Liljedahl
Margaret Jenniges
This would not be a service pack
so would need to be prioritized or
determined to be required
maintenance.
Investigating whether this option is
already available for other holds or
whether the project is small
enough to implement as a
discretionary project.
This has been done
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.
Not yet
05/16/03 – Added as “fill-in”
work.
05/16/03 – Added as “fill-in”work.
There will not be reconciling
issues. There was a meeting with
IT and Financial Reporting. A
policy will be written to address
what colleges can buy or create on
their own. OOC will not try to
stop this, but IT will not be
responsible for supporting it. The
policy will spell out what the
colleges need to watch out for
when they go off on their own to
develop things like this.
Lisa Liljedahl
Lisa Liljedahl
Yes, can be done as “fill-in” work.
Given to development on
11/03/03.
24. 05/06/03
25. 05/06/03
26. 11/13/03
27. 11/13/03
28. 11/13/03
29. 11/13/03
30. 11/13/03
31. 11/13/03
32.
33.
34.
35.
36.
11/13/03
11/13/03
11/13/03
11/13/03
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
43. 11/13/03
44. 11/13/03
45. 11/13/03
5/22/20073:03 PM
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.
Write-off Hold Warning – Warning should be added to the AR0107UG –
Monthly Service Pack.
Dave Lund/Teri
Welter
Cancel & Reissue Check – check date should be changed to current date
Request a standardized employee/dependant tuition waiver form
AC0513CP/AC0512CP – can’t read all of the description - n
AC0229UG – Reference ID cannot be updated
AR0302CP - Warning message on AR0302CP – Change to not give a warning
if it is based on future term charges.
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
MSP - AC0019UG –Modify form to not allow batch processing to be turned
off
MSP - AP0010CB - Outstanding check report - Add check date and CD proc
timestamp. Remove check status (questions on cancel/reissue). Add
parameter to include cancelled checks that was processed prior “check
processed date” and occurred after this date.
Lisa Liljedahl
Jim Schneider
Page 8 of 10
Dave Lund
Dave/Kathy
Jim Schneider
Jim Schneider /
Dave Lund
Jim Schneider
Teri Welter
Teri Welter
Jim Schneider
Teri Welter
Jim Schneider
Teri Welter
Dave Lund
Lisa Liljedahl
Lisa Liljedahl
Add as a MSP
Sent to Development for review.
46. 11/13/03
47. 11/13/03
48. 11/13/03
49. 11/13/03
50. 11/13/03
51. 11/13/03
52. 11/13/03
53. 11/13/03
54. 11/13/03
55. 11/13/03
56. 11/13/03
57. 11/13/03
58. 11/13/03
59. 11/13/03
60. 11/13/03
Campus Members:
Jan Ahmann
Craig Erickson
Connie Garrahy
Denis Kelly
Deb Kerkaert
Lori Kloos
Larry Margolis
Dennis Paesler
Mark Rice
Ruth Siefert
Marilyn Smith
Rick Straka
Jeff Wagner
MSP - Warning message on AR0302CP – Change to not give a warning if it is
based on future term charges.
MSP - Cancel/Reissue Check Date – If a check is reissued it should be written
as the current date rather than maintaining the original check date
MSP - Write-off Hold Warning – AR0107UG – add warning.
Notify HR office – campuses would like a standardized employee/dependant
tuition waiver form
Record Bug - AC0513CP/AC0512CP – can’t read all of the description
Bug - AC0229UG – Reference ID cannot be updated
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/AR0107UG/AR0119UG
MSP - It’s too late to turn back – AR0119UG add cancel button
MSP – Add new collection activity.
Campus:
Century Community and Technical College
Normandale Community College
Dakota County Technical College
St. Paul Technical College
Southwest State University
St. Cloud Technical College
Inver Hills Community College
Northland Community and Technical College
Minnesota State University Moorhead
Rochester Community and Technical College
Anoka Ramsey Community College
South Central Technical College
St. Cloud State University
Office of the Chancellor Representative:
Tim Stoddard
Margaret Jenniges
5/22/20073:03 PM
Title:
Assoc. Vice-Chancellor-Financial
Reporting
Director, Financial Reporting
Page 9 of 10
Teri Welter
Lisa Liljedahl
Teri Welter
Jim Schneider
Kathy Froysland
Dave Lund/ Al
Finlayson
Dave Lund
Lisa Liljedahl
Teri Welter
Teri Welter
Teri Welter
Kathy Froysland
Teri Welter
Teri Welter
Teri Welter
Karen Kedrowski
Kathy Froysland
Lisa Liljedahl
Dave Lund
Jim Schneider
Teri Welter
Internal Audit Representative
5/22/20073:03 PM
Program Dir. – Budget
Finance Business Analyst
Finance Business Analyst – Development
Finance Business Analyst
Campus Assistance
Finance Business Analyst - Development
Page 10 of 10