Accounting User Group
February 10th and 11th, 1999
Location 10th: St. Cloud Technical College
Location 11th: St. Cloud State University
MINUTES
PRESENT:
Lori Bates
Jill Bemis
Jan Mahoney 2/10 only
Bill Maki
Pat Nordick
Mark Rice
Ruth Siefert 2/10 only
Rick Straka 2/10 only
Dave Thorn
Jerry Winans
MNSCU PERSONNEL PRESENT:
Jan Ahmann
Al Finlayson
Jay Folk
Kathy Froysland 2/10 only
Marie Krey 2/10 only
Lisa Liljedahl 2/10 only
Dave Lund
Alison Oftedahl 2/10 only
Teri Welter
Deb Winter
ABSENT:
Tony Bartovich
Karen Snorek
Lori Voss
Gary Swenson
GUESTS:
Marcia Beukelman, Mn West
Brad Doss, Riverland CC
Stephanie Knutson, South Central TC
STUDENT PAYROLL
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DIRECT DEPOSIT
South Central will pilot process, anticipating Mankato to use second.
Architects to pursue clear identification of correction process with banks.
Initially, all reissues of rejected deposits will be done on check.
PAYMENT PROCESS
Discussion of alternatives to indicate students to be paid. Identified changes to
PR0102UG to make entry easier and mistakes less likely.
SECURITY UPDATE
As recommended by Internal Audit, Work Authorization and Contract processes to
be split into separate security groups, to break Human Resource functions from
Payroll functions.
FINANCIAL AID CONCERNS
Preliminary Fund Transfer rules handed out and discussed; review to continue and
functional spec to be written. Award connection discussed. First effort will be to
populate the Max Earnings table from the award. Will follow with process to update
or create Work Authorization with preliminary information from the award.
MISCELLANEOUS
Developer Priority List reviewed and revised.
An indicator will be added, "C" for clerical and "M" for maintenance, to meet
Workers Comp reporting requirements.
Architect to review FICA rules, need definition for grad students.
ACCOUNTS RECEIVABLE
FUNDS APPLIED
Discussed implementation of revised process. Request for documentation of
calculations. Discussed problem areas, known and unknown, and avenues to
address each item. Prior term refunds will be allowed through revised AR0148UG
screen. Work progressing on getting history screens in sync. Request for report to
show detail of funds applied; source and destination of funds. Discussion of queries
needed, and use of replicated database. Agreement reached to allow change in
programming to require a term on prepayments, would default to current term.
o THIRD PARTY
Need report for reconciliation of third party awards – third party not applied.
Invoice and Statement insufficient for third party billings. Group agreed to meet
March 25th in Brainerd to re-design non-student invoice and statement.
o STUDENT BILL
Southern Subgroup reported their progress, and presented a proposal for aging
based on setup of three calendars: term, non-term, and non-student. Discussion
concluded with request for subgroup to continue their work. Request for option to
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print bills of those with funds applied activity only.
ACCOUNTING
BANK RECONCILIATION
Northern Subgroup reported on identified processes that were working, those that
were not, and changes since revised Funds Applied process was implemented.
Group to meet again, with goal of identifying a process and reports that all
institutions could use to accomplish reconciliation.
o OBJECT CODES
Revisions to list reviewed and authorized, with minor changes.
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MISCELLANEOUS TOPICS
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FINANCIAL AID AWARD YEAR
System designed to select a single award year to tie to summer session. Question to
be pursued: can we allow payoff from prior term/year overpayments?
HOPE SCHOLARSHIP
Query screen developed for this year was demonstrated. Anticipating that next year,
this information to be provided to students up front.
LOAN MANAGEMENT SYSTEM
Discussed requested connections to ISRS.
COST ALLOCATION / CONSUMABLE INVENTORY
Report of progress; modeling continuing.
CHECKWRITER
Request to allow printing of checks from different modules at different locations at
the same time. Request for greater detail on Accounts Receivable stub.
WEBSITE
Review of documentation and information available on website
http://its.mnscu.edu.
PHASE II TRAINING
Discussion of progress, effectiveness, and who should be attending from each
campus.
DATA INTEGRITY GROUP
Group will be addressing Fund definition to establish consistency.
MAPS INTERFACE
Modifications will be made to allow the processing of FY2000 transactions. These
will appear in MAPS as FY1999 transactions until a batch correction is made after
the beginning of the fiscal year.
NEW GROUP MEMBER
Mark Rice announced that Moorhead State University would be giving up their
position on the user group. The group decided to allow either Minnesota State
University, Mankato or St. Cloud State University to be represented to take their
place, and provide their unique "big school" input. Minnesota State University,
Mankato won the official coin flip, and will be invited to join.
To Do Items.
Pursue clear definition of Direct Deposit correction process with banks – architects.
Prepare functional spec for changes to PR0102UG screen – architects.
Complete changes to Student Payroll security, and distribute final version –
architects.
Investigate FICA rules for latest definition, clarify for grad students – architects.
Review previous work on Student Payroll reports, bring recommendations to April
user group meeting – Jan and Marie.
Prepare functional spec for Student Payroll funds transfers – architects.
Prepare functional spec for setup of Student Payroll Max Earnings from Financial
Aid Workstudy award – architects.
Prepare functional spec for preliminary setup of Student Payroll Work
Authorization from Financial Aid Workstudy award – architects.
Complete adjustments to AR0148UG for prior term refunds, find any other orphan
conditions which need special attention to clean up under new funds applied
process – architects and developers.
Find check cancellation correction program (AC0012UG?), test and modify as
needed to get into production – Al and architects.
Bug fix – object code 7043 not working on waiver correction screen – architects
and developers.
Prepare functional spec for reports – total of Funds Applied and effect on cash –
architects.
Prepare functional spec for reports – total of Prepayments applied and unapplied –
architects.
Pursue definition with Chris Halling– can Financial Aid overage be applied to a
prior term and/or prior year payment with signed disclaimer? – Deb.
Pursue definition with Judy Borgen – with Customized Training, can receipts be
shown as income within the same fund? - Deb.
Adjust Funds Applied to skip a person if the recalc fails, and complete the process
for all others – Al and developers.
Review Checkwriter process for feasibility of starting different modules at different
locations at same time – Al and Ted.
Prepare functional spec for revision which would allow printing of student bills for
only those with funds applied activity, also to allow to select by program code –
architects.
Next Meeting: Special Non-Student Invoice design meeting, Brainerd, March 25, 1999
Recorded by: Dave Lund and Teri Welter