Minutes – Training Communications II Team

Monday, March 29, 2004

9:00 – 10:30 A.M

130 Hullihen Hall (Board Room)

 

 

Attendees: Ellen Lepine, Shirley Becker, Linda Chriscoe, Sandra Dean, Betty Dehel, Scott Eatough, Al Fanjoy, Joan Higgins, Lisa Huber, Ginger Knutsen, Dave McCarren, Nancy Pollock, Lisa Porrini, Betsy Reigle, Bob Rieman, Trudy Riley, Missy Sarver, Dee Smith, Linda Somers, Bill Spear, Rachel Strickland.

 

1.  Logistics:

 

            Next Meeting = Monday April 5, 2004

            Minutes this time:  Sandra Dean

            Minutes for next meeting – Trudy Riley

 

2.  AR Billing-Charge Code Templates-information to be collected from Departments by team members (deadline 4/5/04)

 

  Problems collecting information – Missy Sarver reported that no problems have been encountered so far.

  Update from Missy Sarver – Missy stated that few questions have come up.  In addition she noted that there would be no limit on the number of charge codes.

 

3.  Readiness 2 Training

 

Ellen presented a draft of the Power Point program that she and Rachel Strickland composed for Readiness 2 Training.  The end of April is the target date to present this formally.  Content and refinements discussed include:

 

  • Overview of Changes
  • What will not be covered
  • What prior knowledge will be assumed
  • Objectives—familiarize campus with Phase 2; overview of changes w/new module; upcoming training sessions and timeline, where to find additional information
  • Why the new system
  • What’s New in July 2004—summary of phase 1, 2 and 3
  • Old UD Account code (prior 7/1/03)
  • Chartfield Comparison—purpose vs. account code, account vs. object code, class vs. line number.  New chartfields that Phase 2 Grants will bring in.
  • Grant Chartfields—will need to add slide for Project and Sources
  • Purpose vs. Speedtype might need to be explained
  • About those new modules—Grants, Asset Management, A/R and Billing
  • Inquiry - replace “open to campus” with Access to P/S inquiry…….
  • Ellen will define Miscellaneous Billing
  • Cash Transmittals will be web based
  • Other new forms, FAI, other internal forms
  • Other upcoming changes—HR web forms—S-contract and all other HR forms will be converted to new PS chartfields
  • New chartfields will have to be added to web forms, i.e. JV’s, Procurement, BERs
  • BTA-coming in May; training will be done
  • What is NOT changing now—SIS (future)
  • Training—“Just in Time”—Preaward; extensive and intensive
  •      Miscellaneous Billing-Non Student--people using 999 in SIS, extensive/intensive
  •      Cash Transmittals—entire campus, large lecture presentation
  •      Asset Management-limited campus users
  • Useful Buzz words—LAM, Purpose, Account, Charge Code
  • Need more information?  Refer to website
  • Screen shots will be utilized as much as possible; who to contact for additional help

 

Dates—think about when to present the Power Point presentation. 

Where—Cinema at Trabant?

 

  Two separate sessions to choice from; to be offered the 3rd and 4th week in April; lasting 1.5 hrs. each session

 

Check our calendars to see if A.M. or P.M. is better for us.

 

Rachel Strickland will revise the Power Point presentation and send to us for further input and questions.

 

  1. Update on progress, issues and decisions by other teams:

 

  • Missy would like to start uploading customer lists for miscellaneous billing soon.  Will bring template next meeting.

 

  • Delegated authority accounts—training to be done by the Grants Team

 

 

 

REMINDER:  Charge code template spreadsheet due April 5th.