SF User Group Meeting
February 26, 2014
9:00-11:00 CDT
Present: BSC, DCB, DSU, LRSC, MASU, MISU, NDSCS, NDSU, UND Absent: VCSU, WSC
Campus Solutions Team: Angela, Dee, Marie, Chad, Rahul, Tom & Janie
In Cynthia’s absence, Angela conducted the meeting.
AGENDA:
1. Old Business:
a) CAMPUS COMMUNITY update by Chelsea
· Next meeting will be on February 27
· Veteran’s tracking-work group has formed & will begin work after STG is refreshed on 3/6/14 to use current data. Veteran’s information meeting in Bismarck on June 15th-discus with your certifying official.
· FA GRP requesting approval on a service request to signal students when a new message is added to the student center. They would like a pop-up to alert students to check message center. There was no opposition from the SFUG to adding this pop-up feature.
· Several things to test in STG:
1. Audit of the SS field
2. When residency changes-boxes are disappearing when changes made
3. GSI testing
4. Collaborative testing
b) Update on AP Refunding-Marie loaded all bank codes into tables to continue testing-weekly meetings will continue next week and Angela will network with others on this @ Alliance
c) FOA link added under Self-Service is in STG for testing. No issues reported-it will be moved to PROD.
d) Global Service Indicator initiative-thank you to those schools that were able to do testing and for all changes and issues that were brought forward. There are many last minute pieces to put into place before this goes into Prod on Saturday, March 1. Questioned schools on any “show-stoppers” that were found in testing. None reported. Angela will be sending a list of impacted students to each school’s Records & Business Offices. Existing jobsets will include GSIs in their processing.
2. Changes to NDU SRVC Ind Report: Kim at NDSU
a) Main Menu > NDU Applications > NDU Campus Community > Report
b) The service indicator report is pulling ALL service indicators even if they have expired. She would like to have a start/end term and active/inactive value, added to the current report. Kim will write a service request with a copy to Chelsea to take the request to the next Campus Community meeting.
3. Waiver Item Type Ranges: Kim at NDSU
a. NDSU shared how they put their International Insurance charges on through term fee set-up with a need to apply a waiver for those providing proof of insurance. NDSU will send information to this group on the set-up they use for this. After much discussion it was determined that there would be a range of numbers designated to be called INTERNATIONAL INSURANCE WAIVER. Angela will check on an unused area. *43750000050 - 437599999999 will be set-up as International Insurance Waivers.
4. A report based on the Assigned Student Waiver set up-Kim at NDSU-not discussed.
5. Request to develop a query/report of individuals receiving certain CommGen communications- tabled until next meeting.
6. IRS File-Reminder:
Marie will be sending a file to IRS on March 25th. Run the new report to see which SSN’s have changed in order to update 1098Ts before Marie sends the file to IRS in March - NDU CC 258-History of NID Changes. You will need to go to Edit 1098T, click Override Data, change the NID, and run the audit & validate processes. Angela will add those directions to 1098T manual. Marie will send a reminder on March 18th. ALLIANCE CONFERENCE – March 9-12: Angela, Dee, Marie, Chad from NDUS, Chelsey & Mary from UND will be attending and will bring back info to share.
7. Financial Obligation Agreement verbiage needs updating:
Information obtained from recent Webinar regarding a court case decision that the court will not support collection agency fees unless the customer agrees to those fees. Her proposal is to include verbiage in the FOA to include those fees. Also added request to contact by cell phone as well as the information about the collection agency fees. NDUS general counsel is reviewing Chelsea’s indicated changes. The group thanks Chelsea for acting so quickly to get this moved forward
8. EMAIL to students on GSI Communication
a) New verbiage proposed by Chelsea to call it a Global “hold” rather than service indicator to make it more user-friendly. The change will be addressed in several areas within People Soft. NDUS-Linda Dolan/Jerry Rostad- will be sending out the message to all students via email. Chelsea will forward a copy of new verbiage to them. Thanks to Chelsea for her work on the verbiage adjustments.
9. Request for National Guard Report-not discussed, call time exhausted.
10. DRs.
· NDU 240-Payments from Other Institutions report, NDU 125 Cashier Office all Tenders, NDU_0239 Writeoff Report, NDU 001_WC_3 Wellness Center Extract modification, NDU 230 Place & Release GSI are all in PROD
· NDU 232_2 FOA link on Campus Finance testing to be discussed before moving to PROD
· SF 241 Research Data Archiving using PS Data Archive Manager, as well as other options is ongoing
· ACCT SUMMARY issue w/bad Business Office address has been modified and moved to PROD
· NDSU requested Comm Gen letters for emails. Chad will provide Dr # later.
· DDP Audit Extract report: to show duplicate bank acct information-discussed at length. Marie indicated after reading Laura Glatt’s email there appears to be a need for the report now, particularly for fraud prevention, instead of waiting until we convert refunding to AP. She could do a “quick query” in our current environment to get that information for us as the new development wouldn’t be done until we convert refunding to AP. A work group will be set up to discuss necessary fields before Kim writes the service request. Kim will assemble a work group consisting of Dee, Marie, Chad, Rahul, JoAnn and herself to create a query that will also be usable after the AP refunding conversion.
· Discussion continued on Direct Deposit after the conversion-if the student is already in the Finance system, with different bank information, which DDP info will be used? Angela indicated that our current information will be used as the refunds will be “created” in Student Finance. Also brought up was if students could enter their own direct deposit information once the refunds begin to be processed in AP. Angela responded that it was a possibility that will need to be discussed.
· Employee waivers for Total Rewards: work group has been formed and they will be meeting to explore further. Discussion on which reports are currently being used to gather information and how schools are adhering to FERPA regulations regarding dependent’s info.
· Karin - NDU 115_SF_9 a request from NDSU to add a range in the Non1098T waivers node for International 3rd Party Insurance waivers.
· NDU 239_2 Writeoff Report -Angela discussed that it should include all charges and she will add an extension to the DR to include ALL outstanding charges-no fees will be ignored.
11. Other:
· There was a discussion on if there is a way for the Campus Community reports to automatically be added to our roles? Is there a place to find the new reports so we know what to request access for? Can Chelsea bring that forward at the next Campus Community meeting? Janet brought up that when new employees are hired it would be helpful to have a list of all roles and what they do so it’s easier to request the proper access. Angela said there is a list/report on the Student Finance website. Angela will invite the security team to the meeting to discuss proper way to complete the security request form. UND did an audit on security access last year working with Kathy Mattson-Tom will follow up and see if that is something he can get to all SF people for use with new employees and verifying current employee access.
· Face-to-Face Meeting: April 15 & 16 in Grand Forks with NDUS hosting. Send any agenda items to Angela and Dee. If you have any issues that you would like to work on with them before or after the group meeting, contact them to set-up.
The call was cut-off @ 11AM with a few unfinished items.
Minutes submitted by NDSCS