Finance User Group Meeting
Summary
Meeting:
Date:
Finance User Group Meeting
May 5 and 6, 2003
Start Time:
Location:
05-05-03 - 2:00 05-06-03 - 8:30
ETC
05-05-03 - CR304
05-06-03 - CR321
Jan Ahmann, Craig Erickson, Connie Garrahy, Margaret Jenniges, Beth Johnson, Karen
Kedrowski, Denis Kelly, Deb Kerkaert (05-06-03), Lori Kloos, Janet Knox, Lisa Liljedahl,
Dave Lund, Larry Margolis, Dennis Paesler, Mark Rice, Gerry Rushenberg, Margaret
Jenniges Jeff Wagner Jim Schneider, Ruth Siefert, Marilyn Smith, Jeff Wagner, Teri Welter
Participants:
TIME (min.)
Monday
2:00
TOPIC
Current Status
Break
NTC Update
Data Integrity Issues
• Using a course to record laptop or other fees
Tuesday
8:30
1098-T Project Proposal
Update on Administrative Systems Steering
• Priorities
Chair: Jim Schneider
Recorder: Lisa Liljedahl, Dave Lund, Jim
Schneider, & Teri Welter
DISCUSSION
LEADER
Lisa Liljedahl, Dave
Lund, and Teri
Welter
Gerry Rushenberg
Teri Welter
Steve Gednalske
Rick Straka/Margaret
Jenniges
Lisa Liljedahl/Dave
Lund/Teri Welter
Break
Not in attendance: Rick Straka
DESIRED OUTCOME/DISCUSSION
Updated members on the status of the current items that ITS is working on.
Gerry outlined the scope and approach of the project, with the long term
benefits of pursuing this path in the light of potential institution changes in
the future (although no others have been identified at this time). This
project is expected to consume extensive IT development resources through
the fall, at minimum.
The Student Data Integrity Group has identified this as an issue.
(Proposal Attached) F.U.G. approved concept, and forwarding to Admin.
Steering Committee.
F.U.G. priorities were reviewed with Admin. Systems Steering Committee’s
rankings. The group is requesting a review of the priority given to the
rewrite of the PCS system.
Budget Unit Update
Internal Audit Update
Fiscal Year Calendar
• Preparing for Financial Statements
Karen Kedrowski
Beth Johnson
Margaret
Jenniges/Jim
Schneider
Went through residency status and special rate crosswalk documents. This
document will continue to be defined. After completed and approved, it will
be submitted for changes to ISRS to implement rules. (Attached)
Write off as much as you can. Equipment – try to get updated and
reconciled. Delete any equipment no longer there. Record donations.
FR instructions will be ready next week. Dates pretty much stayed the
same.
Record retention – Margaret talked to OLA and they stated current and three
prior years. Questions were raised on several items, such as Bonds –
Capitol projects supporting documentation needs to be kept the life of the
bond. Users would like MnSCU rules defined.
PeopleSoft Upgrade
Lunch
Miscellaneous
• AP0001UG Enhancement
• Faxing P.O. instead of printing
• Delete SSN off of advice and check stub
for student employees
Lisa Liljedahl
Tuition and Fee Task Force Update
• Changing the student application fee
from a mandatory fee to an optional fee.
Checks under $1.00
On-line Web Enhancements
Melissa Fahning
Next Meeting – Tentatively October 2003
Lisa Liljedahl
Teri Welter
Dave Lund
•
AP0001UG – Dave Lund to review process with developer to see if
can be done as a service pack.
• Faxing P.O. instead of printing – put this with the PCS Review
project.
• Will be deleting the SSN off of the advice and check stub for
student employees.
Proposed implementation date of Fall Semester.
The people that responded to Teri’s e-mail selected Option #2 (attached).
Current rules within Online Bill Display prevent some students from being
able to pay their bills online. A proposal was brought forward to change the
order of screens displayed, allowing everyone to see totals and pay bills, but
would maintain the rules preventing the display of confusing details. This
change is to be requested as a design correction, as the current layout
prevents some students from accessing any information about their accounts,
or from being able to make payments. New progression would also be more
efficient and intuitive for those entering just to make a payment.
Tasks Assigned as Action Items
#
Origination
Date
1.
Critical
Due Date
Description
Assigned to
Status
10/17/02
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
2.
10/17/02
Define residency edits. Discuss PSEO. Note:
Southwest has an exception.
Karen Kedrowski
and Teri Welter
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.
Draft residency edits were defined and discussed at the May
FUG meeting. Additional information is needed before
finalizing document.
3.
10/18/02
4.
10/18/02
Rosalie Greeman
and Jim Schneider
Margaret Jenniges
5.
10/18/02
6.
10/18/02
Complete a guideline for when to write-off, when to
waive, and when to cancel for AR Receivables.
Run the Financial Reporting preliminary report for the
campuses.
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?
Jim Schneider
Margaret Jenniges
Dave Lund
Being done regularly on Student screens – Roger is looking
at it.
Dave to follow up.
7.
10/18/02
8.
10/18/02
9.
10/18/02
10. 10/18/02
11. 10/18/02
12. 10/18/02
13.
14. 01/27/03
15. 01/27/03
16. 01/27/03
17. 01/27/03
18. 01/28/03
.
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.
AP0001CB – when canceling a check allow a
comment.
Be able to cancel when you input something
incorrectly. Hour glass just hangs. On any screen.
Add Accounting Queries and Reports to PCS so that
generic security can be implemented.
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.
Can not reprint an invoice when a 3rd party makes a
partial payment.
Would like to be able to record comments about
students. There is a screen for users that can get to
the person table via the PS0001UG to record
comments about the person but most business office
staff would not have access to this screen.
Concern: Degree seeking 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 wouldn’t get the money. Possibly the policy
should be looked at.
Issue: how you find out if seniors registered via the
web?
Withdrawal of all credit classes and only keeping
non-credit classes. The policy and/or procedure needs
to be looked at before system changes.
Service pack request - Check Stub and Advice to
include rate of pay. Mark Rice stated that this might
be private data because it is on a student. Lisa will
check if it is considered private data.
Add as a service pack - PR0114UI screen – Add
hours, pay rate, and work authorization number.
Allow funds applied restrictions for short term loans.
So, Pell would pay for short term loans. Check to see
if a service pack or not.
Ann Page and
Melissa Fahning
Lisa Liljedahl
Added as a service pack.
Dave Lund
Will bring to Standards committee.
Dave Lund
Will research.
Dave Lund
Will research.
Teri Welter
Will research. Would like a statement – balance due per
student.
A button could be added to AR1000UG to bring you to
PS0028UG. Currently, AR1000UG is under the following
rights identifiers: AC_06 (Disbursing), AR_03 (Cashiering),
AR_04 (Receivables), and AR_16 (3rd Party)
Teri Welter
Carol Zwinger
Rosalie Greeman
and Jim Schneider
Lisa Liljedahl
Lisa Liljedahl
Teri Welter
Basically, not absolutely positive that it is considered private
data but taking the safe side and not adding to the check stub
and advice. Mankato State was OK with this.
Added as a service pack.
This might be incorporated as part of the NTC project. The
Financial Aid Applied and AR Funds Applied rules are
being reviewed.
19. 01/28/03
20. 01/28/03
21. 05/06/03
22. 05/06/03
23. 05/06/03
24. 05/06/03
25. 05/06/03
26. 05/06/03
27. 05/06/03
28. 05/06/03
29. 05/06/03
30. 05/06/03
Allowing students to drop classes when a business
office 0031 hold is in place. Allow the institutions
the option. Research to see if it is a service pack item.
Check and see if the refund screen (AR0185UG) can
sort by alphabetical or Tech ID order. AR0720CP
and AR0185UG need to be in the same sort order.
1098-T proposal needs to be brought to Adm.
Steering Committee.
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.
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.
AR2502CP & AR2503CP– totals
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.
Teri Welter
Teri Welter
AR2210UG is in production and can sort by anything so can
be modified to match AR0720CP.
Margaret Jenniges
Margaret Jenniges
Margaret Jenniges
Dave Lund
Lisa Liljedahl
Margaret Jenniges
Teri Welter
Lisa Liljedahl
Lisa Liljedahl
Dave Lund/Teri
Welter
AR2502CP - gives a total by Collection Activity.
31. 05/06/03
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
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.
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
Dave Lund
Office of the Chancellor Representative:
Rosalie Greeman
Margaret Jenniges
Karen Kedrowski
Lisa Liljedahl
Dave Lund
Jim Schneider
Teri Welter
Help Desk Representative
Internal Audit Representative
Title:
Assoc. Vice-Chancellor-Financial Reporting
Director, Financial Reporting
Program Dir. – Budget
Finance Business Analyst
Finance Business Analyst
Campus Assistance
Finance Business Analyst