Date: Wednesday December 11, 2013 Chair: Mike Nordby (System Office – Financial Reporting Unit)
Start Time:
End Time:
9:30 a.m.
3:30 p.m.
Location: Wells Fargo Place – Saint Paul (Conf. room# 3304)
College & University:
Ron Beckstrom (Metro State)
Dee Bernard (Inver Hills)
Andrew Bestler (Saint Paul College)
Kathy Dugdale (Lake Superior College)
Diane Illies (BSU/NTC Bemidji)
Al Finlayson (Lake Superior College)
Patrick Jacobson-Schulte (SCSU)
Shannon Jesme (Northland)
Lori Kloos (St Cloud TCC)
Karen Lester (MSU Moorhead)
Bonnie Meyers (Century College)
Chris Rau (Minneapolis CTC)
Eric Runestad (SW State)
Rick Schibur (Normandale – via webex)
Ruth Siefert (Rochester CTC)
David Thorn (Winona State)
Twyla Tinney (MSU Mankato)
Jeff Wagner (SCSU – via Webex)
System Office:
Shari Anderson (ITS)
Kora Dullea (ITS)
Kathy Froysland (ITS)
Steve Gednalske (Tax Services - via webex)
Roger Gillson (ITS Finance Development)
Denise Kirkeby (Financial Reporting)
Lisa Liljedahl (ITS Finance Development)
Dave Lund (ITS Finance Development)
Ge Thao (Campus Assistance)
Molly Nelson (System Office Business Office)
Melissa Primus (Internal Audit)
Teri Welter (ITS Finance Development)
Special Guests:
Jim Nelson (Information Security), Haynes Cooney (Campus Service Cooperative), Jolene Donnay (Itasca Group/United Health)
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TOPIC
Changes to Object Codes
EPMS Project Update
(Dave Lund)
TOPIC eSignature Update
(Steve Hawrysh)
Updates from Previous Meeting – 9:30am
DISCUSSION NOTES
FUG recommendations on changes to object codes were completed in
August and communicated to accounting listserv.
Finance Related Updates – 9:35 am
DISCUSSION NOTES
Update on the Enterprise Project Management System project.

Configuration meetings with eBuilder started December 12,
2013.

ISRS Accts Payable Data to be interfaced to eBuilder.

Project Manager will be entering data in eBuilder that will be cached for accounting staff verification before entry in ISRS.

Plan is to integrate Docusign in eBuilder for electronic signature and approvals. (Pending legal approval)

Will be looking at creating a “Project ID” field in order to tie multiple Project Funding Numbers together.
See the attached memo dated October 14, 2013 from Vice Chancellor of
Finance Laura King for additional information.
Note: A question was asked about the capital asset threshold and how this impacts the new project ID coding. Financial Reporting Team has been advised to work with Dave Lund as this project rolls out.
Note: Here is a little more detail on the proposed Project Funding
Number – Project ID relationship mentioned above:

PROJECT_FUNDING_NBR is currently stored on a Cost Center, allowing that activity to be rolled up and aggregate data for project reporting.

This change will allow multiple Project Funding Numbers to be linked to a single Project ID, allowing the consolidated reporting of a project spanning multiple funding sources and years. No change is envisioned in the current structure up to the Project
Funding Number level, this would just enable that next level to properly tie those pieces of a large project together.
A project is starting to develop a policy and procedure to allow the use of electronic signatures throughout the MnSCU system.

Sharepoint Site for the project will be created early next year.

Attendees were asked to email Steve Hawrysh if interested in participating in an e-Signature workgroup by 12/19/2013.
FUG Comment: Notice of any budget impact that implementation of an eSignature solution would have on colleges and universities should be
sent out as early as possible.
Link: EPMS Sharepoint Site (Requires Login)
DOCUMENTS
EPMS Follow-up
10-14-13.pdf
Obj Code
Update.pdf
DOCUMENTS e-Signature Call for
Project Members.pdf
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New SWIFT AP Security Role
(Ge Thao)
Banking Guideline Update
(Mike Nordby)
MMB Offset of Payment
Vouchers
(Ge Thao)
Donated Asset and Service
Object Codes
(Mike Nordby)
TOPIC
FY 2014 Finance Workplan
(Roger Gillson)
Due to an incompatibility change with SWIFT security roles we have worked with MMB to provide an alternate AP role for MNSCU users to be able to make corrections to the invoice number for inter-agency vouchers and to close unpaid vouchers.
See the email sent to Accounting listserv and Business Office Staff on
11/13/13 for more information.
Update on progress of drafting System Guidelines 7.5.1.3 "Allowable
Investments" and 7.5.1.4 "Banking and Brokerage Requirements".
 Currently researching and amending drafts with the comments and suggestions received from the review period.
Asked for volunteers for a workgroup to discuss additional Guidelines that would be useful. (Security, Leveraging Banking Expertise, etc.)

Dee Bernard (IHCC/DCTC) Chris Rau (MCTC), Lucia Miklas (Metro
State), Rick Schibur (Normandale), Kathy Dugdale (Lake Superior)
See attached White paper on the topic for CFO conference for more information.
Note: Metody Popov and Janet Knox will take the lead on this workgroup with Denise Kirkeby as sponsor.
MMB began processing offsets from vendor payment vouchers during the week of November 18th. See the email sent to Business Office,
Purchasing, and Reconciling listservs on 11/27/13 for more information.
In order to relay the notifications to the correct business office staff,
Campus Assistance has created an AP notification email list. To add or change a person for your campus, contact Ge Thao with the persons contact information.
Upcoming changes to the donated asset and service object codes.
See the email sent to Business Office, Purchasing, and Reconciling listservs on 11/27/13 for more information.
FY 2014 Workplan Updates – 10:30am
DISCUSSION NOTES
Roger Gillson provided an update on the FY 2014 ITS-Finance Workplan.
New SWIFT AP role.docx
2013 Banking
Update.pdf
MMB Vendor
Offsets.pdf
Donation Object
Codes message.pdf
DOCUMENTS
Finance Work Plan
2014_ Dec2013.pdf
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Updates on Active Projects and Workgroups:
(ITS Finance Development
Team)
TOPIC
Campus Service
Cooperative Updates
Online Business Expense
Entry
Teri Welter:
 Demo of the Tuition/Fee Rates Roll & Migration to Web Project
 Plan is to roll to production in January.
Dave Lund:

Gave quick update on the EQ module.
 Gave quick update on CSC & IBM eProcurement project.
Lisa Liljedahl:

Student eTime: o Lisa gave a demonstration of how a student will enter their time worked. o Gave a brief summary of the feedback received on the pilot by Normandale students.
Break for Lunch – 11:30am
Discussion Items – 12:30pm
DISCUSSION NOTES
Haynes Cooney and Jolene Donnay shared an update on the Campus
Service Cooperative projects.

Purchasing card agreement nearly completed.
 Developing a process for centralized State Grant Processing.
To Volunteer for a Campus Service Cooperative Project please fill out and send the attached form to Haynes Cooney.
Student e-time
Usability Report.pptx
DOCUMENTS
CSC Volunteer
Form.pdf
MMB has recently promoted their online Business Expense program to the other State Agencies. That type of program has been on the wish list of the Finance User Group and Campus Service Cooperative so it seems like an opportune time to discuss the project.

Lisa Liljedahl shared first impressions of MMB’s program based on what MMB presented to the State’s Payroll workgroup in
November.

Campus Service Cooperative has also met with State Agencies on the Business Expense entry/approval process. At the time, they determined the reporting features would not meet
MnSCU’s needs.
Note: Online Business Expense entry remains on the FUG’s list for prioritization for FY 2015 IT workplan. Please share any thoughts or questions on the process with Mike Nordby. Additional communication will go to all the campuses as it is known on this issue.
Business Expense
Pros Cons.pdf
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Standardized eServices
Notification
(Mike Nordby)
Bad Debt Expense
Reconfiguration
(Ge Thao)
BACKLOG
ID#
APPLICATION
In light of the change of bad debt expense recording in SWIFT, along with a standard change in Financial Reporting for bad debt, the write off procedure for bad debt expense in ISRS is being re-evaluated.
Ge Thao will provided a summary of the proposed change and ask for feedback.
Enhancement Requests – 1:30pm
(See Attachments for details)
DESCRIPTION and NOTES
1001
Colleges and Universities currently set up eService notifications of payment responsibility disclosures independently. The FUG discussed whether it would be beneficial to standardize this messaging through an
IT project.
General consensus was no.

Business Offices have had mixed results defending the disclosures to payment card companies that have reversed payments. Seems to depend on the person from the payment card company.
1016 eServices message.pdf
Bad Debt Expense
Handout FUG 12.11.13.pdf
Accts Receivable Financial Aid Title IV to Pay Off Prior Award Years up to $200

Tabled for next Meeting o How much of the uncollected funds from the data are still outstanding? (Teri Welter) o How much would it cost, is it a Large project?
Note: Few institutions currently have overages set to apply to miscellaneous charges.
A reminder should be sent out to the listservs for Financial Aid and Accounting users regarding how to enable this function using the Miscellaneous Charge check box on the FA0143UG screen.
Accts Receivable Develop a MnSCU Internal Payment Plan

FUG in favor. Teri Welter will further define the project proposal for the prioritization meeting planned for February.

There is also a possible tie-in with the AR Collections enhancement project that is currently scheduled to begin work April 2014.
Positives:

Automated Payment schedule, including interest/fees calculation,

Program to follow system procedure,

Automated communications.

Flexibility for students that received financial aid that didn’t cover entire tuition bill. (Limited payment options in the FACTS payment plan later in the
term.)
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1157
1138
1151
1160
1154
1137
985
1165
Accounting Add the allocation CIP code to the CIP code table and Subprogram code table. Build a report that compares the allocation CIP code on the course to the subprogram on cost center used for payment.
FUG approved.
Note: Currently four hyperion queries are used to pull and alter information. Can the bands be standardized?
Accts Receivable Add 'Upload from List' option to the MDOR process
 Approved by FUG.
Accounting
Notes: Create your own list of tech ids that are not captured in the MDOR process.
Would create holds and tracking information. Upload a list of tech ids, similar to the tuition rate upload, that process the same way.
Eliminate the old responsible person field from cost centers and general ledgers.

FUG approval pending. Some institutions still use the old responsible person field to sort their reports. Will need to figure out best way to transition.
Notes: It was intended for the field to be obsolete following the accounting to the web transition. The field is currently displayed in web and uniface screens as well as
ITS documentation. If approved at next meeting, this will be prioritized for the 2015 workplan.
Accounting
Accounting
Wildcard searching added to the invoice line on Transaction Search.

FUG approved
Note: Search invoice number for payments made in the transaction search field only.
Single check request.

Approval Pending results of a scope study.
Notes: Could be accomplished by adding another field in accounting asking if you want a separate check. If the vendor is setup for EFT, then the transactions can all be coded as WE.
Teri Welter & Ge Thao will do more research to see how many transactions are processed this way and the total fees charged to MnSCU.
Various Add Report Parameter 'Appropriation Group' to numerous accounting reports.

FUG approved: ITS staff will clarify with the requestor what reports need to be change and make sure the addition of the field will accomplish what they need.
Accts Receivable Allow High Level AR user the ability to update the CC flag on AR2210UG, customer refund screen.

This enhancement not reviewed – needed more evaluation by ITS Finance development team.
Equipment Donated Assets Report Request

FUG approved.
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1169 Accts Receivable Holding Student Refunds for Flagged Accounts
 Tabled until next meeting.
 Some institutions currently use restricted pre-payment to prevent refunds while complying with VA rules. (Kathy Dugdale will look into that process.)

It was noted that adding a flag to ignore a particular refund doesn’t seem to be a big project and might be a good enhancement for other situations
Note: Teri Welter and Kathy Froysland will look at other options. where holding a refund is needed.

This would stop the whole funds applied process, not just VA awards.
Student option to get e-mail confirmations
(RNT #130726-000086; Sharepoint #942 )
FUG discussed proposal to enhance electronic invoicing communication upon a student’s registration. Some questions that the group had but were unresolved at the meeting are…
 What type of invoice would be generated before tuition rates have been entered and AR calc has been turned on?

Once AR calc is “on”, where will the displayed fields come from? (Course, Credits, Charge, Balance, etc.)
This is a registration development team enhancement and is on the Registration User Group’s list of projects to be discussed for next year’s IT workplan. FUG attendees were encouraged to reach out to friends in the campus
Registration teams to build support ahead of the Registration User Group prioritization for the FY 2015 IT workplan.
Adjourn – 3:30pm
2014 Finance User Group Meeting Schedule:
Will be asking for feedback from FUG members on the 2014 schedule in the coming weeks.
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