Finance User Group Meeting
Summary
Meeting:
Date:
Finance User Group Meeting
January 27 and 28, 2003
Start Time:
Location:
Participants:
1:00
Metro State University, New Main, room L210
Virginia Anderson (01-27-03), Al Behr (01-28-03), John Dorsett (01-27-03),
Craig Erickson, Kathy Froysland, Connie Garrahy, Tracey Gran (01-27-03),
Rosalie Greeman, Margaret Jenniges, Melissa Jette (01-27-03), Denis Kelly (0127-03), Deb Kerkaert, Karen Kedrowski, Lori Kloos, Lisa Liljedahl, Dave Lund,
Jan Mahoney (01-28-03), Larry Margolis (01-28-03), Pat Nordick (01-28-03),
Dennis Paesler (01-28-03), John Palmer (01-27-03), Dave Piechowski (for Jan
Ahmann), Mark Rice, Cheryl Rivard, Jim Schneider, David Sengstock (01-2703), Ruth Siefert, Marilyn Smith, Jeff Wagner, Teri Welter (01-28-03), Sandra
Westin (01-27-03), Peter Wielinski (01-28-03), Jerry Winans (01-28-03)
TIME (min.)
Started at
1:00
TOPIC
1. Welcome New Members
Chair: Jim Schneider
Recorder: Lisa Liljedahl, Dave Lund, Jim Schneider, and
Teri Welter
DISCUSSION LEADER
Rosalie Greeman
Jim Schneider
2. Budget Unit Update
3. PeopleSoft 8.0 Update
Karen Kedrowski
Rosalie Greeman
Lisa Liljedahl
4. New E-services Project
(Handout)
Dave Lund
Not in attendance: Rick Straka
DESIRED OUTCOME/DISCUSSION
Lori Kloos, St Cloud TC
Mark Rice, Minnesota State University Moorhead
Marilyn Smith, Anoka Ramsey CC
Instructional cost study was put on the back burner and projected to be done in April.
The State still plans for April 2003 but there isn’t any slack time left so if anything slips at
all then it will be behind schedule.
Lump Sum interface is done and tested. A HR Interface file is scheduled to be tested the
week of 01-27-03. Most of February and March will be testing, preparing user
documentation, and determining training needs.
Handed out the E-Services Priorities. See e-Services Project Suggestions from Finance
Group document.
From their prioritization, we do not expect much to be done from our suggestions, and will
continue our planning and development under that assumption.
Here are the ones we asked for:
Student Tax information – W-2, 1098-T, and 1042-S.
PR and AR advices.
Course availability – the ability of the general public to see courses. Right now you have to
be enrolled. More on the non-credit side versus credit side.
PIN number – be able to reset your PIN or reminder.
Perkins Exit Loan Counseling
Transcripts – ability to request official transcript
5. Senior Citizens– Charging of
fees to senior citizens.
Rosalie Greeman
Jim Schneider
There is a waiver code (14) for this. Is this OK for the present time? The group decided
this was fine because there really isn’t that many of these.
Rosalie Greeman
Concern: Degree seeking are getting financial aid and could be getting extra money out of
the deal due to the waiver. St. Cloud State and Southwest State reduced the Award so the
senior wouldn’t get the money.
Paper Drop – Entered into System - rename to Actual Drop prior to System Entry
Drop for Non-Payment
Free Drop Add Period – rename to Course Exchange
Add Drop for Non-Attendance – never attended a class session. ? - within policy
Waiver Code 14 - Senior
Citizen/PSEO Fee's
6. Back Dated Drops
Rosalie brought the Drop for Non-Attendance issue up to Laura and it is an Academic item.
If we want this added then would need to be given to them to decide.
7.
A. Update on Administrative
Systems Steering Committee and
IT Roundtable
Rosalie Greeman
Rosalie Greeman
B. Northwest TC Project
Awareness (database redesign)
Rosalie Greeman
C. Independence/Autonomy
project
D. Positive Pay Status
E. Early MnSCU closing
Rosalie Greeman
Margaret Jenniges
We will release to production with the following three types of back dropping: Actual Drop
prior to System Entry, Drop for Non-Payment, and Course Exchange.
7A. IT Roundtable – looking at the IT budget and if there are cuts then what will be
affected. Basically, what won’t get done?
Rosalie handed out the MnSCU Procedure 5.21.1 – Computers and Information Technology
Resources Acceptable Use – Please read and give comments to Rosalie.
Gartner Report – The report mentioned the age life of ISRS and that we need to start
analyzing and looking at other software options. But, there isn’t a timeline when ISRS
wouldn’t work and etc.. This wouldn’t happen immediately and ITS is “planning the plan”.
Basically, need to plan on what is next.
7B. Need to make some database changes because of the reorganization at Northwest TC.
This is a fairly big project and will most likely change the timelines on other projects. ITS
is currently looking at what could be contracted out and if there is any money to do this.
FY2005 Financial Statements will be with the new databases. Financial Aid will be done
with the new databases on January 2004.
7C. Independence/Autonomy – Office of the Chancellor is putting together proposed
legislation to say if we want to use State services or not. To give us the ability to say if we
want to purchase the State services or not. For example, SEMA4 and MAPS.
7D. U.S. Bank Positive Pay – This helps detect check fraud by electronically matching
checks to the checks your institution has issued. Rosalie stated this is something she is
working on with four institutions.
7E. Closing the fiscal year earlier – probably early August. The State is gradually going to
work on closing the fiscal year earlier. There is a possibility that Financial Statements will
need to be done by September.
Issues that will need to be looked at:
• Employee Payroll - 9/12 month pay. 2 or 3 PPEs that are paid out of the old fiscal
year that would be affected if we close early.
• Employee Payroll - Business Expenses would need to be done earlier.
• Purchasing – clean up POs earlier and get payments done.
• Charge backs will need to be done earlier.
8. Withdrawal Rules for
Customized Training Courses
9. Internal Audit Update
10. Tuition and Fee Task Force
Update
Rosalie Greeman
Jim Schneider
Tracey Gran
Melissa Fahning
Withdrawal of all credit classes and only keeping non-credit classes. Currently, this can’t
be processed on the withdrawal screen. So, they waive and then waivers are inflating. It
was decided that policy needs to be changed before the system can be changed.
• New auditor in Southeastern region. Replaces Marilyn Hansmann’s area. Her
name is Beth Johnson.
• There was a request to start an aviation program review so this has been started.
Will be at any campus that has an aviation program.
• We are launching an ISRS Security project. AR subgroup has been created.
Going to be looking at HR too.
• RFP Process for the external audits – Deloitte & Touche is still with us. Larson
Allen Weishair & Co. and Kern-DeWenter-Viere have two years left on their three
year contract.
• Prep work will start in May and then internal control in June.
• FA audit for FY2002 is still open. There were overpayments and so then requested
a review.
Had one meeting on 12-11-02. The members are Brian Axell, Jill Bemis, Judy Borgen,
Brad Doss, Scott Ellinghuysen, Melissa Fahning, Steve Frantz, Mike Johnson, Deb
Kerkaert, Rosemary Kinne, Jeanie Kopf, Jorgen Marcel, Gary Schindler, Wendy
Schluender, Jim Schneider, David Touchstone, Frank Viggiano, and Warren Wiese.
The Task Force is charged with reviewing and recommending amendments to the current
policy and/or procedure which will:
• Increase efficiency
• Remove barriers
• Clarify and simplify the policy, by removing the procedural statements, and
incorporate them into the procedure.
11. Checks under $1.00 Determined that MnSCU should
follow 16A.49.
Recommendation: AP would not
print checks in batch that are <
$1.00. If entered by serial number
they would print.
Lisa Liljedahl
Melissa wanted user input:
Dakota didn’t charge parking in the summer and the auditor questioned what gave Dakota
the authority to not charge parking.
The group would like this to go in the over/short object code and that the PV/PG wouldn’t
sit out there. This possibly might not be a service pack item. We will get back to the group
after researching.
Adjourned at
4:15
Tuesday
Started at
8:30
12. Miscellaneous
A. Registration responsibility for payment
disclaimer
B. Occurrence Date
Exceptions – Suggested
by auditors to change
description on screens
C. Task Update
13. Vision of Seamless
Dave Lund
Jim Schneider
Lisa Liljedahl
Discussion
Peter Wielinski
A. There is one but not sure it went by the legal office. Sounds like the colleges can’t get
the money because they need to have a promissory note and charge interest. There was a
bankruptcy court case where this occurred.
B. Members say to leave as occurrence date.
C. Task #9 – Jeff Wagner would like us to make sure none of these rights identifiers
conflict with the AP rights identifiers.
Task #27 – This was approved so can be added as a service pack.
Mankato State requested the following two PR service packs:
• 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.
• PR0114UI screen – Add hours, pay rate, and work authorization number.
Currently, there is only one detail line per pay period. If this was done then
possibly multiple lines per pay period. This was approved and will be added as a
service pack.
A seamless process for students to attend any MnSCU institution. For example, one point
of registration, one financial aid process, one billing statement, and one point of payment.
The group was informed that this is project supports the MnSCU strategic goals and
direction of access, quality, and integration, and that development resources would
probably be directed here above most other projects
A number of questions were raised regarding the vision, need, and priority, and also why,
considering the impact, there was no one with a Finance background or from the largest
institutions on the task force.
Looking for 10 -12 Finance users for the subgroup for the Finance issues:
Ruth Siefert would like someone from Rochester CC/TC and/or Winona State University. It
was decided to use the FUG and see which members can attend or not.
Adjourned at
11:00
14. Schedule Next Meeting and
adjourn
All
Meetings will be at least once a month initially and the meetings will occur at St. Cloud
State University.
Hold off on setting a meeting until we hear about Seamless project.
Tasks Assigned as Action Items
#
1.
Origination
Date
05/24/01
Critical
Due Date
Description
Assigned to
Status
User Group would like a total on the AC0450UG. Al agreed to put together
some possible rules as to what makes sense for different transaction types.
Add as a discretionary maintenance item.
Teri Welter
Added to AR Reports and Query
Project.
2.
08/09/01
Set up task force to discuss statements for bills – add Denis Kelly to the group.
Teri Welter
3.
2/21/02
Discuss with Richard Tvedten regarding customized training courses that end
before 6/30 and what term they should be recorded in. (Summer vs. Spring)
Karen Kedrowski
4.
2/21/02
Lisa Liljedahl
5.
2/21/02
6.
6/6/02
7.
10/17/02
8.
10/17/02
Add the ability for Business Manager or Purchasing Head security levels to
blank out the Ship to Bldg Code field. That way the institution’s address
won’t appear on the P.O. and they can write special instructions to get it
mailed to an off-campus site. For example, to a resort that they are having a
conference at. Requestor would need to insert a memo on the memo screen
with a request to have it changed. This will be added as a service pack item.
Allow users to record a comment in the transaction description field on general
receipts.
Customized training revenues – not consistent – Does all customized revenue
have to be in fund 120. Need procedures for this.
AC0229UG - Allows you to modify the tran desc. on funds applied
transactions and it shouldn’t.
Add the comment field to the AC0450UG screen.
9.
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.
10.
10/17/02
11.
10/17/02
Check with Cynthia regarding a new instruction type to put on the course for
Senior Citizen course.
Define residency edits. Discuss PSEO. Note: Southwest has an exception.
12.
10/18/02
AR2201UG – losing decimal when backing out.
This will be done when business
rules are defined for AR
Collections –Phase II
Beginning in Spring ‘03 – courses
that begin after end of spring and
end before July 1, must be attached
to Spring Term.
Teri Welter
Complete - In Production
Jim Schneider
Nothing has been firmly decided.
Teri Welter
This has been submitted to
development as low priority item.
This has been submitted to
development as low priority item.
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
Teri Welter
Lisa Liljedahl
Teri Welter
Karen Kedrowski and
Teri Welter
Teri Welter
01/27/03 - Jeff Wagner would like
us to make sure none of these
rights identifiers conflict with the
AP rights identifiers.
It was decided to use the waiver
process so this isn’t necessary.
Complete – rolled to production.
13.
10/18/02
14.
15.
10/18/02
10/18/02
16.
10/18/02
17.
10/18/02
18.
19.
10/18/02
10/18/02
20.
21.
10/18/02
10/18/02
22.
10/18/02
23.
10/18/02
24.
10/18/02
25.
10/18/02
Complete a guideline for when to write-off, when to waive, and when to
cancel for AR Receivables.
Note: A procedure needs to be written for when withdrawing from all credit
courses but keeping the non-credit courses.
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?
What are the key indicators that show a college is succeeding or not?
.
Setup a common Award ID for MSCF Tuition Waiver.
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
AC0452UG – scroll bar disappears – is there anything that can be done?
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.
Rosalie Greeman and
Jim Schneider
Margaret Jenniges
Jim Schneider
Margaret Jenniges
Dave Lund
Being done regularly on Student
screens – Roger is looking at it.
Dave to follow up.
Paul Portz
John Asmussen will make a
presentation at the January FUG
joint CFFO meeting at Metro.
10196 was set up on 10-22-02.
Teri Welter
Ann Page and
Melissa Fahning
Lisa Liljedahl
Lisa Liljedahl
Dave Lund
Will add as a service pack
This was already entered as a soft
bug under HD#16738.
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.
26.
10/18/02
Wants to charge a one time fee for the data card. Make sure it is a one time
fee for the student.
Teri Welter
HD#25256 – Assigned as an
enhancement.
$30.00 fee for full-time and $10.00 fee for part time for all new students – that
Southwest is putting in manually and would like it to be automatic.
Would have to enhance the calc program – would need to look at priorities.
The data card fee is allowable under the policy but rules would need to be
defined in order to automatically charge.
We will be doing a redesign of the tuition calc down the road to get it
converted to the new database structure. At that time we will explore the
possibility of adding any additional charges we can define so they can be
automatically recorded. Another option you would have once the RE
transactions are defined in 3-tier architecture is to load these transactions from
a file.
27.
10/18/02
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. User Group approved suggestion and this will be
submitted to development as a low priority project
28.
01/27/03
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.
29.
30.
01/27/03
01/27/03
31.
01/27/03
32.
01/27/03
33.
01/27/03
34.
01/27/03
35.
01/28/03
Issue: how you find out if seniors registered via the web?
Verify there is documentation describing the valid back dated drops.
Please read and give comments to Rosalie - MnSCU Procedure 5.21.1 –
Computers and Information Technology Resources Acceptable Use
Withdrawal of all credit classes and only keeping non-credit classes. The
policy needs to be looked at before system changes.
Checks under $1.00 - The group would like this to go in the over/short object
code and that the PV/PG wouldn’t sit out there. This possibly might not be a
service pack item. We will get back to the group after researching.
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.
Teri Welter
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).
Carol Zwinger
Teri Welter
FUG Members
Rosalie Greeman and
Jim Schneider
Teri Welter
Lisa Liljedahl
Lisa Liljedahl
Teri Welter
Sent note to Rosalie on 2/7/03
36.
01/28/03
37.
01/28/03
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.
Campus Members:
Jan Ahmann, Century Community and Technical College
Craig Erickson, Normandale Community College
Connie Garrahy, Dakota County Technical College
Denis Kelly, St. Paul Technical College
Deb Kerkaert, Southwest State University
Lori Kloos, St. Cloud Technical College
Larry Margolis, Inver Hills Community College
Dennis Paesler, Northland Community and Technical College
Mark Rice, Minnesota State University Moorhead
Ruth Siefert, Rochester Community and Technical College
Marilyn Smith, Anoka Ramsey Community College
Rick Straka, South Central Technical College
Jeff Wagner, St. Cloud State University
Teri Welter
Teri Welter
Office of the Chancellor Representatives
Rosalie Greeman, Assoc. Vice-Chancellor-Financial Reporting
Karen Kedrowski, Program Dir. - Budget
Lisa Liljedahl, Finance Business Analyst
Dave Lund, Finance Business Analyst
Jim Schneider, Campus Assistance
Teri Welter, Finance Business Analyst
Help Desk Representative
Internal Audit Representative
: