3 Date

AGENDA ITEMS / DISCUSSION / RECOMMENDATIONS/ACTIONS

On Site Consultation

Date: May 17th & May 18, 2011

Time: 9:00 AM to 4.30 PM

Place: LRC, Room # 318

Datatel Professional Services Consultant: Amy Samperton

Present May 17, 2011: Kevin May, Elaine Orechovsky, Cathy Pratt, Heidi Riegger, Carol Yanusauskas,

Present May 18, 2011: Elaine Orechovsky, Cathy Pratt, Heidi Riegger, Carol Yanusauskas, Nancy Gibbons (1/2 day), and

Stanley Skrutski (1/2 day).

AGENDA ITEMS / DISCUSSION / RECOMMENDATIONS/ACTIONS
May 17,2011 Morning
Questions/Answer Time / Amy updated us with new test web site-
http://uiservervm.marywood.edu:83/cf_test/index.htm to be used for all testing.
Amy spent the morning addressing the questions Elaine emailed to her prior to meeting,
Financial Aid will be assuming all Title IV calculations, loan disbursements, all alternative loan wire disbursement and all loan adjustments. / Stanley Skrutski, Director of Financial Aid would be invited to attend next day meetings to discuss the new procedures affecting Financial Aid once we convert.
Amy strongly recommends Trimdata for FALink software to interlink with Colleague.
To be decided; which department (F/A or Cashiers) will handle outside scholarship loan checks.
/ Amy explained the concept of “WASH”
We talks about student’s NO SHOW” procedure.
Amy do we need a class code for graduation.
Discussion concerning Book Store Vouchers, and Dining Services Pacer Points would work with Colleague System
Carol requested information concerning the CE Dept. conversion.
Elaine wanted to know procedure for employee payroll deduction for computer loans, tuition payments and book store purchases.
Practice doing student/noncredit payments with receipts.
Amy and Elaine decided codes, and rules to be set up with Colleague.
Rules for Cashier’s Office concerning NSF checks.(PERC=Person Restriction Code) / Student drops/adds equal in and out
Student registered for class but never attends, colleague will automatically recalculate back to the first day of the semester. No need for manually adjustments.
Elaine check with Academic Records on
how this will be handled.
Kevin will check with Mike/Toni how to do Book Vouchers, Pacer Points and if we will continue to use VeriSign/Nelnet?
Amy would check with Mike/Toni to see what terms are listed to CE receivables. Carol called Mike and learned that CE will do their own Terms.
Elaine will follow up with Mike/Toni. Amy said it might have to be done manually.
Codes/Rules were set up for various payment types with all attending giving helpful suggestions.
BKDT=Bank Draft
BSOR=Business /Organization
CC= Credit Card
CCAS=Credit Card Agency Sponsor
CHCK=check personal
PPCF=Prepaid College Funds
Registrar holds on future enrollment, transcripts rules.
Amy to Elaine to add to Client Load Tab.
(REST)
/ Amy had us review different applications for both student and non-credit accounts.
Problems with advance deposit addressed
Kevin brought up subject of different bank accounts for different deposit. Charge card payments go to one and check/cash to another.
We practiced doing payment plans(PPLP)
Steps to set up payment plan.
Amy led us through “End of Day Closing” procedures. Steps to end of day (1) CRSE, (2) SSRC, (3) SEMA (4) BADE (5) DDEP and (6) CRLP.
At end of day, Amy suggested more sessions with her should be scheduled. / Amy led group in doing multiple payment types on CREN.
Elaine to decide if (term) should be set up for advance deposit. Amy recommended doing so.
Amy –system does not auto change banks. Kevin tabled credit card payments for future discussion.
Code for Balance Forward (BLFOR).
While working in the PPLP, we were unable to click on the excel icon to export the SAR account history. Amy told Elaine to mention to Mike that this option was not working.
Using “a” to find student
AR type=BLFOR to look up code type …)
TERM= semester (fall /spring_
Note= ARSI show account summary
For Payment Plan Statements- use PPST, which is under the AR Folder.
Elaine/Kevin to decide about cash drawers, one for each Cashier’s or 1 main drawer.
Kevin to address question of the different bank accounts and depositing money at end of day.
Elaine/Kevin will contact Mike Gibbons to set up more consultation meetings.

May 18, 2011 Morning

/ Financial Aid Direct Loan Flow Chart
Talked about recent changes with Pell and the impact on advancing book store vouchers
Heidi questioned VA Benefits, ROTC and OVR procedure.
Frequency of Student Refunds with Colleague.
Will Colleague work with ELM?
Discussion over Benefits and ability to work it into the Tuition Table.
Stanley brought up question about RA Students/Leadership award funds are taxable and issuing 1099. / Stanley relayed what the Financial Aid Department will be responsible for.
(FATR shows Financial aid transmittal)
FATP shows Financial Aid Posting.
Stanley will address this with F/A Consultant Sheila Crawford.
Amy asked Stanley to provide the Cashier’s Office with a list of non-transmittal aid.
Elaine will discuss with Joe Garvey how many times per week refunds will be run.
Stanley will talk to Sheila Crawford about this. Stanley will also provide user Id for Cashier’s Office to ELM.
Amy not able to build it into the tuition table. Ask Stanley to chart it out on paper so a sub routine could be developed by Datatel staff.
Amy said this is a function of Human Resources and Stanley should speak to Sheila.
Amy showed us that PFAI allows us to see the Financial Aid Screen.

May 18, 2011 Afternoon

/ Talked about different levels of viewing a student account. ARSI is the highest level Cashiers can view.
Amy spoke about opening a new cash session every morning. RCSC to be allowed to do payments.
Carol, Nancy and Elaine discuss OAR accounts.
Amy started to map out tuition table. Colleague has no status code based on enrollment of credits
Amy covered the 2 ways to do refunds on student accounts.
Amy told us that we could use ERBR to deposit funds directly into students account, however Colleague is not yet set up to do this.
We learned that ARTM will show balanced owed on accounts.
We started to map out Tuition Tables
Amy began to build Tuition Tables using
RTRT.
Amy briefly reviewed a PowerPoint presentation on Sponsor Billing. / Cashier’s viewed ARSI, ARTI (Term Summary Inquiry and ARAI AR Account Inquiry.
Elaine must add the Tony Domiano Center and Fricchione Day Care Center .
Elaine would like Marywood Address to show on all invoices.
Rules must be created to begin to build our table-based billing.(TRTB)
RFND-to refund an individual
RFVR to do batch refund
After this do RFVC to do actual vouchers.
Using ARAI you can look up vouchers
Run VRAI voucher inquiry
Possible rule/-if a student enrolls or drops below 12 credits and the effects on housing.
Tuition Rate Table=TRTB
RRBF-Reg Rate Billing login in screen, once set up do not change.
Calendar / Next session with Amy is - July 12 and July 13,2011
Remote with Amy-August 5,2011 3 hours
Live Sim-Oct 4 and 5, 2011
November 7,2011 - 3 hr remote / 3 hour remote with Amy must be scheduled to complete Tuition table billing and Sponsor billing. Amy added to Sponsor Billing PowerPoint demo on our flash drive. Elaine will distribute copies to team.
Assignment / By July 12th Cashier’s need to practice applying payments, end of day balancing, running receipts and reports. / Elaine needs to meet with CORE team to see what can be done with bookstore vouchers.
Submitted By: Cathy Pratt
June 8, 2011