Finance Implementation Team Meeting 3 June 1, 2010

Finance Implementation Team Meeting

Present: / Absent: / Date: June 1, 2010
Kevin May / Joe Garvey / Time: 1:30 p.m.
Melissa Saddlemire / Place: Liguori #2
Pat Castellani
Nancy Gibbons
Marianne Dobrzyn
AGENDA ITEMS / DISCUSSION / RECOMMENDATIONS/ACTIONS /
Approval of Minutes / The minutes of the May 11 meeting were approved with the following change:
Page 2, last para. Kevin and Melissa are not comfortable with it yet.
The minutes of the May 25 meeting were approved with the following changes:
Page 2, item #3 (3) bring over all system generated May journal entries.
Page 3, 1st para. Kevin said that he discussed Income and Expenses with Molly. Our balance sheet pulls Revenue & Expenses to fund balance line.
Page 4, Next Meeting Tuesday, June 1 at 1:30 p.m. in Liguori #2

Payroll Accruals

/ There is a meeting scheduled for Wednesday, June 2 at 8:30 a.m. to discuss questions on payroll accruals.

Budget Pooling

/ Each line item will have one budget number. Will we be able to draw funds from the group like we are currently doing? Do we want to? / Budget pooling needs to be discussed with Molly.
Live Simulation / OIT is working on system generated entries for SAR, NAR, etc. Joanie will do “manual” entries and standard journal entries. We have questions for Molly on what we need to do and what Datatel will be doing for the live simulation.
Audit / Parente was informed about our transition to Datatel. They will be able to access the Crosswalk where our new account numbers will be posted on Fiscal’s webpage.
Website / There will be short statement on Marywood’s home page regarding Colleague implementation. This will have a link to Fiscal’s webpage where explanations and a crosswalk will be available to users. / Melissa will work with Carolyn on posting to the website.

Production

/ IT will be giving Melissa, Pat & Nancy authorization to enter protocols & value codes into the “production” environment for their respective areas. We should have the capability to have both test and production visible on a screen by screen basis so that we can copy all codes. Molly was under the impression that she would be doing it when Melissa spoke to her. / Clarification is needed from Molly on who will be doing this.
Other / What will we be doing with SAR? Which system will we be cutting student checks from? Can we use our old checks for student refunds? Will using 2 series of check numbers be a problem for the Fidelity S/NOW account. If we use the Legacy system, student checks would be cut once a week.
SAR doesn’t go live until July 2011. In the new system, will everything be done in SAR? Payroll goes live January 2012.
There was some discussion about opening a new bank account for Federal Direct Lending. It would be better to track federal money if it were kept separate.
Nancy distributed instructions that she wrote for adding vendors. Other areas such as Bookstore, OIT and Maintenance will not be able to add vendors. / Nancy will open a new bank account for Federal Direct Lending money.
Email with the instructions attached will be sent to appropriate people in OIT, Maintenance and Bookstore explaining this.

Next Meeting

/ Tuesday, June 8 at 1:30 p.m. in Liguori #2

Adjournment

/ The meeting adjourned at 2:10 p.m.
Submitted by: Marianne Dobrzyn