Finance User Group
April 27th, 2000
Location: So. Central Technical College, Mankato
MINUTES
PRESENT:
Jan Mahoney
Dawn Belko
Jan Marble
Jerry Winans
Dave Thorn
Pat Nordick
Marcia Buekelman
Rich Burke
Bill Maki
Rick Straka
Brad Doss
Lori Bates
Steve Smith
Rick Halvorson
MNSCU PERSONNEL PRESENT:
Rosalie Greeman
Marilyn Hansmann
Margaret Jenniges
Lisa Liljedahl
Dave Lund
Jim Schneider
Teri Welter
Deb Winter
Current Status Italics are comments added from meeting
Data Problems
1. Unbalance Checks - Doubled up XD’s and CD’s. Balance Check Receipt
Corrections was not updating the PG a transaction with 0’s in the check number
field which indicates to Checkwriter it was cancelled. Result was Double PG’s and
XG’s on the student’s account. On a list and system office is pursuing a solution for
these.
2. Missing Third Party transactions in MAPS for FY2000 from 7/1-8.27/99. System
Office will post these in MAPS. Done.
3. Cancelled check program failures. The AP0004UG has been modified to allow
users to change a C status code to N if accounting cancellation transactions do not
exist. Rejected by QA and revisions not yet completed.
4. Missing transactions from AR0180UG – (40 students).
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Have been identified. System office will be working with campuses to fix. Bad data
is from FY 1999. Should we fix, or will that create more of a problem than if we
leave it alone? Exceptions would be student accounts that have been identified to
the helpdesk that balance is not correct. Warning: Many of these transactions
affected cash but reconciling entries might have already been made. Campuses will
have to be contacted individually to see if corrections have been made.
5. Object Code 9001 balances for prior years. It was found that AC0230UG,
AC0210UG, and AC0212UG allow users to enter Object Code 9001. AC0208UG
has an edit stating that Object Code 9001 is reserved for accounts receivable.
Need to add this edit to these forms, but need to fix bad data before the rollout.
Screen changes are in QA. System Office is contacting campuses and fixing the
data.
6. AR0175UG is occasionally writing the Revenue Object Code rather than 9001 on
the E1 side of the transactions. Appears that it might be when the withdrawal
transaction is reversed. Causes MAPS to MnSCU will be out of balance by object
code. The problem has been fixed but the data has not.
7. With third party bill rolling out, the form that creates the RE transactions has been
changed so that invoice number is null rather than 0's. The tuition calc also used
this form for registration charges and has created RE's with invoice number null. All
transactions that had null invoice numbers have now been fixed. All data has been
fixed except for Lake Superior. We will be discussing changes being made to the
third party process.
8. 260 Transactions are missing UTF_DETL_AR on transactions. Most of them are on
General Receipts so users haven't noticed unless they did a general receipt query.
However, the ones from AR0180UG and AR0119UG impact the student balances.
Since schools may have thought that a transaction didn't post, they may have done
something clever to fix them. Some have been fixed.
Other System Enhancements Released since last Meeting
Third Party Process (see attachment)
1. New AR0200UG Phase II - In Production Changes Included:
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•
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Batch Option
Address Rule and established default
Invoice Past Due
Option to run without updating Bill History Tables
Comments: So far looking good
2. CI/CA - phone-billing modifications are in production. – Changes were made to
allow setup of multiple access codes with a single phone number, with edits to
prevent entry to multiple cost centers. Phone detail reports are now available.
3. Bug List – Hard Bugs are put to the top of the list above system enhancements.
Currently the top priority.
New Functional Specs:
AR000029 - Fee Statement on Student
Project Description: Finance User Group agreed to use what the system
office budget unit determined was an appropriate number and percent to be
displayed on each student bill.
Add Statement to the AR0302CP Student Bill
"Tuition pays for approximately 36% of the cost of a student at a public
college. The State of Minnesota pays approximately $4,230 of the
average cost for full-time students."
This needs to be added to a spot in very small font at the bottom of the bill. Users
want it to be separated from the institutional message.
AR000030 - Non-student Invoice Enhancements
Approved via e-mail and in Production
AR000031 – AR0120CP Edit Enhancement/Fix
AR0120UG is a screen that is available for users to correct receivables. It
does not edit on what type of receivable, manual or calculated. If an user
corrects a calculated charge for a term that is open for tuition calculation, the
calc program will reverse the entry made by the user.
Project Description: Add an edit to this form to calculated charges are not
allowed to be corrected if the term is still open for tuition calc.
AR000032 – Object Code Crosswalk
The process for beginning a new fiscal year includes a review of object
codes to determine if any codes need to be modified or deleted for the next
fiscal year. Object codes can be deleted in the new fiscal year that are on
receivables transactions in the current year. When the receivable balances
are rolled to the new fiscal year, deleted object codes need to be changed
on the RE transactions in the new fiscal year to a valid object code.
Project Description: Develop an object code crosswalk table and modify the
Accounts Receivable Roll Program to read the new table and insert the new
object codes where needed.
Need a view to see this at the campus
Budget/Allocation Update – CIP Code
Concern that management will need to change divisions because it is being dictated by
the allocation model, and that the changes on the financial side have not been defined for
the campuses. Concern also expressed with the as yet undefined timeline.
Security Issues
System office will work with OLA to get a list of incompatible functions. It is defined by
OLA. Also it was suggested to have a report give you a list of security groups that are
incompatible.
Rosalie "will get a list and bring it back to this group to a determine if groups are
incompatible."
Security Recommendations
The purpose of these recommendations is to enhance security for the accounts receivable
processes by creating a structure that supports separation of incompatible duties.
Currently, individuals with security groups AC_01 and AR_01 can perform incompatible
duties because of the screens they can access. This problem was discussed in user group
meetings last year, and identified by the Legislative Auditor in their audit of the accounts
receivable system.
Another goal of these recommendations is to eliminate screens from multiple security
groups wherever feasible. This change would ease the administrative work of maintaining
security. Users can still have access to the screens they need by choosing the appropriate
security groups.
The proposed changes are shown on the attached document. They can be categorized as
follows:
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•
•
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eliminate accounts receivable screens from AC_01
delete screens from AR_01 that are in other security groups. AR_01 would be
redefined as Accounts Receivable Setup Tables
create new security groups for Short-Term Loans, Employee Waivers and
Customized Training Receivable Exceptions
other miscellaneous security requests
- security document has been added to the end of the minutes.
Contract/Non-Credit Instruction Proposal
If you don’t use third party – award is not in third party.
Concern over users not understanding how to use the account structure and codes being
proposed. Need clear definition and training.
What is the purpose of this – and what is the impact on the allocation model
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•
SO needs to be able to come up a way to define ‘excess revenue’
No idea on the impact on the allocation formula
Does concurrent training with ISD considered a contract?
Job Skills Partnership?
What about indirect cost?
Need to get Presidents and CFO’s involved in this discussion.
It is not defined enough to get anything changed in FY2001.
Customized Training Implementation – Is it mandated? How do they initiate converting
data?
Fiscal Year Calendar
Add pieces to get dates budgets are required in MnSCU.
Add another date to run Roll Accounts Receivable Roll program in query mode so
campuses can get errors prior to the roll program being run on 8/30.
Add Last Payroll and a note that labor distribution must be correct.
Check into when the roll program is run and if it will conflict with campuses running
financial aid. Maybe it should be done on a weekend.
Add information on calendar if date is recommended or required.
This will be sent over Scupps and Accounting listservs.
CFFO Meeting
Bemidji State and June 28 and 29.
Suggestion for concurrent session
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"Replicated Database"
GASB Training
DOF had put together a 2 day training program. We would like to set up a similar two day
session next January or February (in a warm place) that is tailored towards education.
Update on Bank Reconciliations
Internal Audit will be reporting monthly to the board on status of institution’s bank
reconciliations.
AR0563CP – Effective date on report uses Midnight as the month end cutoff. Month end
parameter can change because it depends on when the month end process is run.
Comment: "Outstanding check list needs to be consistent with the AR0563CP".
Campuses want to know what it is doing. Dave will check into this.
Financial Management Policy
Policies have been brought to the board, and are being revised as requested. Once
finalized, process will begin to establish more specific procedures.
Student Federal Loans – Return of Undisbursed Funds
SCSU requested a report that will provide names and dates to identify Federal Loan
Funds that legally are required to be returned. The group agreed to the need for such a
report, and that it belongs on the priority list.
BAT Table – "Budget" Required on Cost Center
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•
•
The only way to make entries into the BAT is with a "B" (Budget Required) on the
cost Center. This edit should be removed.
Add hot key to go to the user budget.
Users are double keying Current and user budgets. Would like to see user budget
automatically populated.
PCS FY Close
PC9000CP – This program will cancel PO’s in a status < 050 (sent to purchasing). If left
open in those lower statuses, users can continue to process, encumbering in a prior fiscal
year after year end. The program is complete, and the users agreed that a campus
accessible front end should be added, so the process may be run from the reports menu.
Roll of PO’s to the new FY. This also is currently available to be run upon request The
group agreed this should be changed to allow processing by the users. They also
suggested that it might use the cost center crosswalk, and would like to add ability to roll
to same cost center.
PCS Security Roll – The group agreed this also should be made available for users to run.
Student Bill – Mailer Form
An interest was expressed in adding the option for campuses to choose to print bills on
self-sealing mailers. Discussion suggested that this is reasonable although not a top
priority. Other ideas were that we should explore entering e-mail address rather than local,
etc. as an option to mail, and that getting the student on the web may be more viable than
paper options.
Other Open Items from Last Meeting
One Summer Session vs. Two (per March minutes)
Some campuses are doing one term with multiple start dates. The many
ways summer sessions are handled, with the complication of Financial Aid
disbursement, has let to problems for many campuses.
MnSCU FA system only supports one summer session as a trailer only.
How are people handling disbursing financial aid with multiple start dates in
the summer? Some are disbursing right away and if student drops, it
becomes a refund situation. Not a problem at Bemidji or Winona state. We
don’t have any current items to address.
Third Party Process
Modifications were discussed and approved by the group.
Review Status of Current Priorities to update on Progress
Top Ten Development List
1. Hard Bugs/1099’s/W2’s/Edits and Assurance reports to help eliminate bad
data.
1.a Federal Loan Return of Funds Report
2. Reverse Cancelled Check – Turning out to be a big project – in design
phase
3. Non Student Invoice by batch - Complete
4. Interfund Accrual Payoff - 6/15 – Almost complete –
Looks at 8211 and 8605 to payoff. EFT will be used to payoff.
One issue is when to start.
Another issue is if local bank is different than state treasury bank.
5. Reports MHESO/FISAP - 6/30 – Spec is almost complete. Spec should
be done in a week.
6.
7.
8.
9.
Customized Training Class List - 6/30 not started –
LMS Data Warehouse - 6/30 not started - CRITICAL DATE
WEB – Display Student Bill - 8/1 not started
Funds Applied – Separate processing of Prepays and Third Party Payments
8/1 – not started
10. Housing – New Calc Date - 8/1
11. Credit Card Swipes - 8/15 – Some inquiries have been made, with two
sources identified for software to make the connection. IC Verify works off of
a modem on a server or from machine receipting into. Go Soft – uses a web
connection and is faster response time. Analysis to continue.
12. Grad Assists - 9/1
13. Bad Data Warehouse
14. Batch Enhancements
15. BAT Budget on Cost Center Edit to be Removed
16. User Budget populated from current budget
17. PCS Close – Cancel Status <050; PCS roll PO’s to new cost center; roll
security
18. Student Bill – modify to allow for printing to self sealing mailers
** Final details and implementation of CA and CI systems
** Implementation of FICA Refunds process
Business Process Review Priorities - Update
Current - MnSCU to MAPS – nothing further done
Current - Local Bank Reconciliation’s – nothing further done
Current - Third Party Cash – should have recommendation for next meeting
Current - Modify PR Audit Process – (PR Subgroup) – meeting May 18
1. 1098, 1099, W-2 – Stephanie – So Central, Marlene – Mankato, Richard Burke,
Terri Olson – Moorhead, Dave Thorn
2. Aging Receivables – (Central) – May 17 – Include request that the AR0011GR
report not include deferments.
3. Int’l Students (Lisa/Pat) – Met with tax consultant
4. Non Student Invoice (Saturn)
5. Tuition Calc – PSEO/Seniors (Metro)
6. Financial Statements (System Office) – One meeting has taken place.
7. Forecast Payroll and Fringe
Next Meetings:
June 28 – 9:00-12:00 Bemidji
Aug 10-11 – Brainerd
Recorded by: Teri Welter, Lisa Liljedahl, and Dave Lund
Security Recommendations
ScreenNbr Screen Name View/Update Recommendation
AC_01 Chart of Accounts
AR0004UG General Receipt Display V Delete
AR0006UG Valid Credit Cards U Delete
AR0010UG Sales Tax Percentage(s) U Delete
AR0021UG Address Priority U Delete
AR0023UG Remittance Groups & Messages U Delete
AR0024UG Institution Groups & Messages U Delete
AR0026UG Contact Phone U Delete
AR0027UG Inv/Stmt/Bill Message(s) Display U Delete
AR0028UG Customer Check Number V Delete
AR0029UG Receipt Balance Display V Delete
AR0030UG Customer Billing History V Delete
AR0032UG Gnrl Receipt Cust Info V Delete
AR0036UG Funds Apply Payment Priority U Delete
AR0037UG Funds Apply Rules U Delete
AR0039UG Third Party to Bill U Delete
AR0050UG 3rd Party Student Bill To U Delete
AR0051UG Multiple Third Party to Bill U Delete
AR0100UG Curriculum Course Fees U Delete
AR0101UG Tuition Rates Entry U Delete
AR0102UG Standard Fees Entry U Delete
AR0103UG Course Special Fee Entry U Delete
AR0105UG Standard Fees Banding Maint U Delete
AR0108UG Customer Detail Transaction V Delete
AR0109UG Valid Standard Fees U Delete
AR0117UG Standard Descriptions V Delete
AR0118UG Cust Receivable Summary Inquiry V Delete
AR0122UG Automated Trans Generation U Delete
AR0123UG Customer Lock Status U Delete
AR0125UG Customer Receivable Historical V Delete
AR0126UG Misc Campus Parameters U Delete
AR0129UG Admin Fee Entry Non-Term U Delete
AR0130UG Customer Receivable Deferrals U Delete
AR0133UG Bill Resid by Cust U Delete
AR0134UG Campus Deferment Codes U Delete
AR0135UG Valid Tuition Groups U Delete
AR0136UG Tuition Rates Banding Maint U Delete
AR0139UG Admin Fees Term U Delete
AR0143UG Customer Waivers U Delete
AR0146UG Display Customer Waivers U Delete
AR0149UG Employee Waivers U Delete
AR0150UG Waiver Corrections U Delete
AR0155UG Cust Rec Activity Detail V Delete
AR0158UG Institutional Max Fees U Delete
AR0160UG Interest Rate Charges U Delete
AR0161UG Cust Train Invoices U Delete
AR0162UG Short Term Loans U Delete
AR0163UG Short Term Loans Corrections U Delete
AR0164UG Pre-Payments U Delete
AR0165UG Pre-Payments Corrections U Delete
AR0167UG Valid Funds Applied Ref Ids U Delete
AR0175UG Withdrawals U Delete
AR0216UG Invoice Standard Desc U Delete
AR0231UG Bill Resid Multiple Cust U Delete
AC_03 Journal and Expense Vouchers
AC0229UG Modify Transaction Info U Delete from AC_03 and make into a new security group AC_09
AC0230UG Expenditure Correction U Delete from AC_03 and make into a new security group AC_08
AR_01 A/R Department Head
AR0001UG General Receipt by G/L U Delete
AR0001UP Check Number by Customer Report U Delete
AR0002UG General Receipt Corr by G/L U Delete
AR0004UG General Receipt Display V Delete
AR0005UG General Receipt Corr by CC U Delete
AR0006UG Valid Credit Cards U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0009UG General Receipt by CC U Delete
AR0010UG Sales Tax Percentage(s) U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0021UG Address Priority U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0023UG Remittance Groups & Messages U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0024UG Institution Groups & Messages U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0026UG Contact Phone U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0027UG Inv/Stmt/Bill Message(s) Display U Delete
AR0028UG Customer Check Number V Delete
AR0029UG Receipt Balance Display V Delete
AR0030UG Customer Billing History V Delete
AR0032UG Gnrl Receipt Cust Info V Delete
AR0034UG Gen Receipt NSF Check Charges U Delete
AR0036UG Funds Apply Payment Priority U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0037UG Funds Apply Rules U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0039UG Third Party to Bill U Delete
AR0050UG 3rd Party Student Bill To U Delete
AR0051UG Multiple Third Party to Bill U Delete
AR0100UG Curriculum Course Fees U Delete from AR_01 and create new groups AR_21H and AR_21L "Course Fee Tables"
AR0101UG Tuition Rates Entry U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0102UG Standard Fees Entry U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0103UG Course Special Fee Entry U Delete from AR_01 and create new groups AR_21H and AR_21L "Course Fee Tables"
AR0104UG Customer Invoice Addition U Delete
AR0105UG Standard Fees Banding Maint U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0106UG Cust NSF Check Charges U Delete
AR0107UG Cust Receivable Increase U Delete
AR0108UG Customer Detail Transaction V Delete
AR0109UG Valid Standard Fees U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0116UG Cust Receipt Corrections U Delete
AR0117UG Standard Descriptions U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0118UG Cust Receivable Summary Inquiry V Delete
AR0119UG Cust Receivable Payoff U Delete
AR0120UG Cust Receivable Corrections U Delete
AR0122UG Automated Trans Generation U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0123UG Customer Lock Status U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0125UG Customer Receivable Historical V Delete
AR0126UG Misc Campus Parameters U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0129UG Admin Fee Entry Non-Term U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0130UG Customer Receivable Deferrals U Delete
AR0133UG Bill Resid by Cust U Delete
AR0134UG Campus Deferment Codes U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0135UG Valid Tuition Groups U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0136UG Tuition Rates Banding Maint U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0138UG Session Sign On/Off U Delete
AR0139UG Admin Fees Term U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0140UG Close Balanced Cash Session U Delete
AR0143UG Customer Waivers U Delete
AR0144UG Cash Session Tran Display U Delete
AR0145UG Cash Drawer Report Parms U Delete
AR0146UG Display Customer Waivers U Delete
AR0149UG Employee Waivers U Delete
AR0150UG Waiver Corrections U Delete
AR0155UG Cust Rec Activity Detail V Delete
AR0158UG Institutional Max Fees U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0159UG A/R Bill Re-Calc U Delete
AR0160UG Interest Rate Charges U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0161UG Cust Train Invoices U Delete
AR0162UG Short Term Loans U Delete
AR0164UG Pre-Payments U Delete
AR0165UG Pre-Payments Corrections U Delete
AR0167UG Valid Funds Applied Ref Ids U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0175UG Withdrawals U Delete
AR0176UG Cust Train Cohort U Delete
AR0179UG Invoice Display V Delete
AR0181UG Bus Office Hold Parms Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0185UG Refund Transaction Generation U Delete
AR0200UG Invoice Generation by Customer Id U Delete
AR0210UG Invoice Desc/Print Maintenance U Delete
AR0215UG Invoice Summary Generation U Delete
AR0216UG Invoice Standard Desc U Keep in AR_01 as AR_01H and add to New AR_01L as view only
AR0217UG Invoice/Statement Report Selection U Delete
AR0231UG Bill Resid Multiple Cust U Delete
AR1000UG Update Person Table U Delete
AR1001UG Update Non-Person Table U Delete
AR0360CB Funds Apply (Year term <= 20002) Delete from AR_01and create to a New Security Group AR_14 "Funds Applied"
AR0390CB Funds Apply (Year term >=20003) Delete from AR_01and create to a New Security Group AR_14 "Funds Applied"
AR0350CP Funds Applied Cash Report Delete from AR_01and create to a New Security Group AR_14 "Funds Applied"
AR1001UG Update Non-Person Table Delete from AR_01
AR_02 Query
AR0146UG Display Customer Waivers U Add to AR_02
AR_03 Cashiering
AR0162UG Short Term Loans U Delete from AR_03 and create a new security group AR_15 "Short Term Loans"
AR0210UG Invoice Desc/Print Maintenance Delete
AR1001UG Update Non-Person Table Add to AR_03
AR_04 Recievble Increases
AR1001UG Update Non-Person Table U Add
AR0117UG Standard Descriptions for Rates U Add
AR0216UG Invoice Standard Descriptions U Add
AR_05 Receivable Invoicing
AR0023UG Remittance Groups & Messages U Add
AR0024UG Institution Groups & Messages U Add
AR_06 Cash Receipt Corrections
AR0163UG Short Term Loan Corrections U DeleteRemove from AR_06 and add to AR_15 new security group
AR_09 A/R Waivers (Note: change title to A/R Customer Waiver and Waiver Corrections)
AR0149UG Employee Waivers U Remove from AR_09 and create a New Group AR_21 "A/R Employee Waivers"
AR_10 Head Cashier
AR0001UP Check Number by Customer Report U Delete
AR0002UG General Receipt Corr by G/L U Delete
AR0005UG General Receipt Corr by CC U Delete
AR0034UG Gen Receipt NSF Check Charges U Delete
AR0106UG Cust NSF Check Charges U Delete
AR0116UG Cust Receipt Corrections U Delete
AR0119UG Cust Receivable Payoff U Delete
AR0138UG Session Sign On/Off U Delete
AR0144UG Cash Session Tran Display U Delete
AR0145UG Cash Drawer Report Parms U Delete
AR0159UG A/R Bill Re-Calc U Delete
AR0210UG Invoice Desc/Print Maintenance U Delete
AR_12 Refunds
AR0185UG Refund Transaction Generation Keep in AR_12 as AR_12H and add to New AR_12L as view only
AR_15 Short Term Loan Corrections
AR0163UG Short Term Loan Corrections U Add
AR_16 Third Party
AR1001UG Update Non-Person Table Add to AR_04
AR_20 FA Disbursements
AR0037UG Funds Apply Rules Add - View Only
AR0036UG Funds Apply Payment Priority Add - View Only
CT_05M Term Course Maint
AR0103UG Course Special Fee Entry U Delete and add to CT_05L
CT_30H Term Course Delete
AR0103UG Course Special Fee Entry U Delete and add to CT_30L
CU_05M Curric Maint
AR0100UG Curriculum Course Fees U Delete and add to CT_05L
CU_15H Curric Details Maint (with del)
AR0100UG Curriculum Course Fees U Delete and add to CU_15L
CU_35H Curric Delete
AR0100UG Curriculum Course Fees U Delete and Add to CU_35L