SCT Banner YES Training Team s4

SCT Banner YES Finance Team Meeting Minutes

1 Meeting Logistics Item Description Date Wednesday, July 27, 2005 Time 2:00 p.m – 3:30 p.m. Location Kilcawley Center Cochran Room

2 Attendees Role Name Facilitator Marianne Anderson Note Taker Marianne Anderson Participants Katrena Davidson Jan Loychik Mary Noble Patty Seachman

Not Present Elaine Beatty Lois Catheline Jim Herschel Akhande Khan Tom Masters Tina Weintz Fran Wolf

3 Minutes YES Implementation Minutes Page 2 Topic Notes Minutes – 1. Finance Team Meeting Finance team meeting is cancelled for 8/3/05 for 08/03/05 2. Discussion on Banner The FGRCTRL report showed an out-of-balance situation at 6:00 a.m. It was system outage on discovered after Mary Noble researched the out-of-balance situation and 07/27/05 spoke to Richard Quattrocchi that the FABMATC process which runs through AppWorx every two minutes was causing the problem. FABMATC ran before the control reports ran. FABMATC created encumbrances and payables, but FGRACTG did not run until after the control reports ran, so it looked as though the system was out-of-balance. It was strictly a timing issue. Discussion at the team meeting resulted in possibly running FABMATC only once a day through AppWorx, approximately late evening before the system shut down at midnight. After the meeting, I saw Elaine Beatty and we felt that the process should just be removed from running automatically and that it should just be run manually by A/P and Receiving when necessary. I will e-mail Computer Services and have the job removed from AppWorx on 7/28/05 3. Communication Team Discussion about the Banner Communication Team’s suggestion on Suggestions conducting a survey of the university community’s feelings of Finance SSB took place. For example, if end users are encountering any problems, or would they like to see something done differently for the future SSB module implementations, etc. The Communications Team felt they could conduct a phone survey, have a Brown Bag Lunch, or distribute a survey via mail. The finance team felt the phone/mail survey should be put on hold for now. The team did not think it would produce the results we would be looking for and in many cases, individuals dismiss surveys to work on things that are more important to them. The team did suggest developing a comment/suggestion “box” on the YES website. They also thought it would be a good idea to open the training room again (probably Breshnahan) the first week of school and invite anyone who is having problems to come there for help (like was done the week of go-live 7/5) 4. Phone Tree System Distributed a phone tree of the individuals to contact in the Finance area if Outage there is a Banner system outage. Some minor adjustments were made to the phone tree. The final copy will be distributed to the Finance Team and the Implementation Team by next week. 5. Finance Go-Live Announced the go-live celebration would take place Wednesday, August 10th Celebration in the Stadium Club. A buffet luncheon will begin at 11:45 with a short program to start at 12:30. The celebration should wrap up by 1:00 p.m. Stated that invitations would be mailed to each individual with an RSVP expected. I will forward the list of invitees so that the team members could review and ensure that no one was left out. Discussed the nomination of awards—could be either serious or funny, distributed one copy of the nomination form and informed team that the nominations were to be submitted to Betty Jo Licata by 8/3/05. 6. Advancement Feed to Andy Kearney is on campus with the Advancement Team. On Thursday, July Finance 28th from 8:30-10:30, Katrena Davidson, Kathy Bouquet, Mary Noble and myself will meet with Andy and the team to discuss how the Advancement Feed to finance operates.

YES Implementation Minutes Page 2 7. Excel tips for Informed the team that I e-mailed Donna Wainio about a possible training formatting of reports class for the finance team and some finance staff on Excel. This class would help individuals manipulate the Banner canned reports and Data Extractions into a nicer format. Everyone present was interested. Stated that more information would be available when Donna and I could get together after vacation. 8. INB Finance Quick Distributed a copy of the quick reference card that Donna Wainio had created. Reference Card The reference card lists frequently used Banner Forms and a brief description of what information can be found on the forms. I asked the team to send any changes to the quick reference card to me by Friday, August 5th. 9. Signature authority for The COA has a few designated allocation funds where one fund is attached to funds with multiple orgns multiple organizations. For instance, Banner Fund 124003, Success Challenge money is one fund, but is distributed amongst many organizations. The problem is that the PO print process is selecting the financial manager from FTMFUND, but that person is not responsible for the entire fund. It was suggested that on these select designated allocation funds, General Accounting delete the financial manager on FTMFUND. Then we would request that the PO print program be changed to the logic “if looking at a blank fund on FTMFUND, then go to FTMORGN to select the financial manager”. Patty Seachman will discuss this logic with Troy Cross the week of 8/1 when he returns from vacation. Katrena Davidson will have Pam Yurko delete the financial manager and program code on FTMFUND for these select designated allocations. I asked Jan Loychik if printing the signature authority on the purchase order was still necessary. She said “yes”, that Accounts Payable needs the signature authority for standing orders, and the Receiving department needs it for delivery. 10. FURFEED Process FURFEED is the process used in Finance for the interfaces processes (i.e. Payroll Interface, Bookstore Interface, etc). It was discovered that when journals go through the interface process, the process is not checking for NSF conditions. The journals simply post even if there is no money budgeted. We asked Mary Noble if the process was bypassing a step that needed to be set-up and we just were not aware of it yet. Mary responded that there were no indicators on any of the feed processes (GURFEED, FURFEED) that could be switched on or off for NSF checking. The team was unsure if this was a technical issue or a functional issue. Mary said that the technical process stopped at GURFEED, the FURFEED process would be functional. It was decided that I would post a question to the finance listserv to gather information from other Banner users about the interface process. 11. Resolution on non- As of the team meeting, there has been no resolution on how non-mandatory mandatory transfers transfers should be handled in the budget. Patty felt that a resolution was (relevant to the budget) necessary as soon as possible, and scheduled a meeting for Friday, July 29th at 1:00 with Katrena, Eileen, Jeff and Patty. 12. Program Codes The Banner program codes have been causing some problems for both finance functional staff and end users. Some codes have been changed, yet the budgets were established under a different program code. Many problem calls from the university community are in regards to not being able to view their budget because the wrong program code is being used. It was decided

YES Implementation Minutes Page 2 that Mary Noble would run a report for General Accounting to identify the multiple program codes attached to one fund, one orgn. G/A will work with this report in an attempt to sync the program codes. Once this is accomplished, the user friendly crosswalks will be updated with the appropriate program. Team members felt that some sort of communication should be sent to the university community informing them of the correct code and that the crosswalks reflect the change. After the program codes are in sync, it was decided that another report would need to be developed for G/A to identify from that point on any “incorrect” program codes so they could be journaled to the appropriate program. 13. Banner 7.0 discussion Informed the team of the three date options for the go-live of Banner 7.0. The finance team in no way feels they will be ready to go-live by November 11th (option A). General Accounting will be deeply involved for the next few months in the financial statements, the audit and the A133 report, leaving them no time to test and document 7.0. The rest of the team was also in favor of Option C, shutting the system down on December 2 thru 4 for go-live. I will e-mail Carol Chen this information on 7/28/05. Eileen suggested that the finance area could submit another resource request for possible help with the tasks at hand. 14. Implementation Team 1. Still no resolution on the Banner Time Out issue. Doug Sewell is working Update from 7/25/05 with SCT (per Rick Marsico). 2. Ron Cole stated that the next YES newsletter is due out in late August. The newsletter would focus on Advancement and Luminus. 3. Informed the team that the new YES project calendar was updated and on the YES website if they were interested in printing it. 15. Plan for balances The week of 8/8/05 a meeting will be scheduled with Mary Noble, Katrena being brought forward Davidson, Eileen Greaf and myself to discuss the conversion process from from ADVANTAGE ADVANTAGE to Banner. Katrena stressed that ALL areas need to have their journals completed and posted by next week. G/A is closing Period 12 on Thursday, August 4th. 16. Policies and Mentioned to the team that they should be working on documentation for Procedures policies and procedures. Documentation 17. Document Issues with Also mentioned that all issues with the system (i.e. system outages, loss of the system functionality, job submission not working, complaints from end users, etc.) need to be documented and submitted to me.

4 Action Items Action Item Owner Due Date Status Action items and issues 1. Non-mandatory General Accounting/Budget 07/29/05 In progress transfers/budget Office issue 2. Posting to Bfinance Marianne Anderson 07/29/05 In progress list serv about the FURFEED interface process 3. PO Print program Patty Seachman Week of In progress YES Implementation Minutes Page 2 changes for one 8/1/05 fund/multiple orgn situations 4. Nominations for Finance Team 08/03/05 In progress Finance Celebration 5. Changes to INB Finance Team 08/05/05 In progress Finance Quick Reference Card 6. Synching of Program Mary Noble/General 08/11/05 In progress Codes Accounting 7. Conversion process Select individuals 08/12/05 In progress from ADVANTAGE to Banner 8. Flow of chart General Accounting/Financial 08/15/05 In progress changes/security Services changes 9. Excel Class Finance Team 8/2005 if In progress possible 10. Write up fixed asset General Accounting 11/05 Not started procedures for use by Accounts Payable 11. Additional security Finance Team On-going access requests for GSASECR 12. Document Issues Finance Team On-going with the system 13. Policies and Finance Team On-going Procedures Documentation

YES Implementation Minutes Page 2