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					                               Bridgewater State College
                       Follow-up Report for November 5 - 7, 2002
                                  November 15, 2002


Account Information
Project         Bridgewater State College         Client project     Tom Groh
name:                                             manager:
Report date:    November 15, 2002                 Visit or Service   November 5 – 7, 2002
                                                  Date:
Prepared by:    Kimberly A. Saving                Phone No.:         800-541-5330 x4045
                Student Functional Consultant
SCT project     Ron DeSantis                      Project            01-00944
manager:                                          number:
Distribution:   SCT                               Ron DeSantis       Project Manager
                SCT                               Lois Palmer        Lead Student Consultant
                Bridgewater State College         Tom Groh           Assistant Director
                Bridgewater State College         Cindy Meyer        Associate Vice President


Objectives

Conduct system education on fee assessment and accounts receivable.



Progress Report

Accomplishments:

Conducted system education on fee assessment and accounts receivable.

We discussed:

Detail Codes
Viewing and updating student accounts
Cashiering Session – who has them, closing, and finalizing them
Invoices, Statements, and Schedule/Bills
Registered, but Not Paid Process
Tuition and Fee Assessment
Tuition and Fee Refunding
Returned Checks
Installment Plans
Comments – if someone has access to the comments form, then they have access to ALL of the
comments on that form
Delinquency Codes
Refunds
Third Party Contracts and Payments
Exemptions (Waivers)

    SCT Confidential and                                                Accounts Receivable
             Proprietary                                                           Training
01-00944                            Bridgewater State College                    Page 1 of 4
                                                                          November 15, 2002
                                                                                 Follow-up Report



Creating and querying receipts
Application and Unapplication of payments
Deposits
Holds
Collections
Feed to Finance
Miscellaneous Transactions
Customer Profiles
Mass entering Title IV information
Lock Box Process

Decisions To Be Made and/or Actions Taken

Banner Student cannot handle fee assessment the way that Bridgewater State College assesses
tuition and fees. The administrators need to begin to discuss how they are going to change fee
assessment, so that Banner can handle it. They need to have several ways to present the week
of December 2, so that they can be built during the accounts receivable consulting week.

All of the detail codes and fee assessment need to be built and tested by the time mock
registration occurs in August 2003.

Since BSC uses an external company to handle installment plans, they are not going to use the
installment plan function in Banner.

Decide whether exemptions (waivers) will be handled by the Banner exemption functionality or by
the financial aid office.

Decide if HR will have access to the exemption forms, so that they can enter the IDs or the
faculty, staff, and children of faculty and staff whose tuition/fee waivers have been approved. This
will practice facilitate ending paper authorizations and waivers from HR.

Student Accounts needs to decide if it is going to restrict cashiers to specific detail codes or
categories.

Student Accounts needs to decide if they are going to use supervisors.

Bridgewater State College needs to decide if they want training on Title IV and 1098-T. Neither
area is covered under standard Banner Student training contract. If they decide that they do want
training, the will need to contact their project manager, Ron DeSantis.

The Registrar and Student Accounts need to decide who is going to build the fee assessment and
refunding rules for tuition, fees, housing, and meal plans. The people will need access to the
appropriate forms.

Detail codes can be built and loaded into Banner before Finance’s Chart of Accounts is
completed.

Before the accounts receivable consulting visit, the Accounts Receivable Progress Report
Checklist – Sample, needs to be tailored to Bridgewater State College, the building of detail
codes needs to be started, and the exercises in the Accounts Receivable Training Materials



    SCT Confidential and                                                      Accounts Receivable
             Proprietary                                                                 Training
01-00944                              Bridgewater State College                        Page 2 of 4
                                                                                November 15,2002
                                                                                 Follow-up Report



Workbook need to be completed. These tasks will enable BSC to ask questions during the
consulting visit in December.

BSC needs to decide if they are going to want another accounts receivable visit before August,
since December is the last A/R visit by a student functional consultant. If yes, this will need to be
worked out with the SCT project manager, Ron DeSantis.

In addition, Student Accounts needs to attend financial aid training on disbursement of funds and
finance training on accounts receivable. These areas will lead to a greater understanding of how
Banner Student Accounts Receivable, as a shared database, affects and is affected by Banner
Finance, and Banner Financial Aid. This will also lead to more education decisions on better
business practices.


Action Items and/or Assignments for SCT
Date           Description                          Owner                   Critical        Status
Assigned                                                                    Date for
                                                                            Completion
11/7/02        Figure out why sleep/wake            Kimberly A Saving-      12/5/02         New
               did not work                         Sherman
11/7/02        Train on automated                   Kimberly A Saving-      12/5/02         New
               installment plans, aging             Sherman
               accounts, and assessing
               late fees and interest on
               accounts
Status: New, Open, Completed, Cancelled, Deferred



Action Items and/or Assignments for Bridgewater State College
Date           Description                          Owner                   Critical        Status
Assigned                                                                    Date for
                                                                            Completion
11/7/02        Begin creating detail codes          Student Accounts        12/3/02         New
11/7/02        Begin discussion on how to           Fiscal Affairs          12/3/02         New
               structure fee assessment
11/7/02        Look at the sample A/R               Student Accounts        12/3/02         New
               Checklist and create one
               for BSC
11/7/02        Attend financial aid                 Student Accounts        ASAP            New
               discussions on
               disbursement
11/7/02        Attend finance accounts              Student Accounts        ASAP            New
               receivable training
11/7/02        Begin deciding who will              Student Accounts        ASAP            New
               access to which forms.
               Keep in mind that there are
               query and inquiry forms for
               the majority of application
               forms in Accounts
               Receivable.

    SCT Confidential and                                                      Accounts Receivable
             Proprietary                                                                 Training
01-00944                                  Bridgewater State College                    Page 3 of 4
                                                                                November 15,2002
                                                                                      Follow-up Report



Date           Description                          Owner                          Critical        Status
Assigned                                                                           Date for
                                                                                   Completion
11/7/02        Drop legacy detail codes             IT                             11/22/02        New
               into a spreadsheet for
               Student Accounts
Status: New, Open, Completed, Cancelled, Deferred



Concerns/Decisions to be made
Description                          Owner                       Target Date         Action Plan
                                                                 for Closure
How to assess and refund             Fiscal Affairs              Early in Winter
tuition and fees                                                 2003


Other
Add anything else you think is appropriate. Concerns, observations or comments that are not
included in the other areas


Hours Billed (This section is to be use only with “bill as incur clients”. Please omit this
section if this is a fixed price contract. If not sure contact the AC before reporting labor
information to client)

       Activity                    Date                  Hours
Preparation                    11/4/02              2
Travel                         11/4/02 &            8
                               11/7/02
On-site Consulting             11/5/02 –            24
                               11/7/02
Follow up                      11/7/02              2
Total                                               36




    SCT Confidential and                                                             Accounts Receivable
             Proprietary                                                                        Training
01-00944                                   Bridgewater State College                          Page 4 of 4
                                                                                       November 15,2002

				
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