Post on 24-Dec-2015
Executive OverviewExecutive Overview
F M SF inanc ial
M anagem entS ystem
P P M SP ayro ll/P e rsonnel
M anagem entS ystem
F ASF inanc ia l A id
S ystem
S M SS tudent
M anagem entS ystem
S B C T C -IT D A DM IN IS T R A T IVEA P P L IC A T IO NS
This presentation provides an overview of the SBCTC-ITD Administrative Applications. Available are links to associated web home pages, module details, database pivot tables, and Visio diagrams of specific databases. A link to a step-by-step tutorial of creating a basic DataExpress procedure is also included.
Modules Modules Modules Modules•Control Tables
•Accounts Payable
•AFRS
•Budget Management
•Cashiering
•Customer Accounts & Accounts Receivable
•Fee Calculation
•Fixed Assets
•General Ledger Accounting
•Third Party - Facilities Maintenance
•Control Tables
•Applicant Tracking
•Employee Contracts
•Employee Maintenance
•Government Reporting
•Leave Accounting
•Payroll Processing
•Position Control
•Salary Forecasting
•NEED
•Tracking
•Award
•Disbursement & Reconciliation
•External Reporting
•Work Study
•Loan (Stafford/FFELP)
•Course Management
•Student Biographic and Admissions
•Registration
•Program Enrollment
•Grades and Records
•Student Progress
•Student/Faculty Self-Service Functions
•State and Federal Reporting
•Schedule 25/25E
FMS
Financial Management
System
PPMS
Payroll/PersonnelManagement System
FASFinancial
AidSystem
SMS
Student Management
System
• Control Tables Used in every area of FMS to define the college account structure, provide options within each of the functional areas of FMS, and to control all processing and reporting external to the applications programs.
Associated Databases: TBL1, TBL2
• Set parameters
• Edit transactions
• Generate off-line functions
FMSFMSFinancial Management Financial Management
SystemSystem
• Control Tables
• Accounts Payable
Responsible for all vendor liabilities, refunds and financial aid disbursements.
Associated Database: AP
• Creates encumbrances
• Provides invoice processing
• Writes checks
• Provides interdepartmental cost transfers
• Creates credit and debit memos
FMSFMSFinancial Management Financial Management
SystemSystem
• Control Tables
• Accounts Payable
• AFRS
AFRS (Agency Financial Reporting System) functions as the state-wide financial accounting system. Used to prepare a variety of interim reports for state-level executive management. Responds to inquiries from parties outside OFM.
Associated Database: AFRS
• Consolidates and transmits financial data from colleges to AFRS
• Reduces data transmission costs via single agency reporting (consolidation)
• SBCTC reconciles FMS and AFRS on a monthly basis
FMSFMSFinancial Management Financial Management
SystemSystem
• Control Tables
• Accounts Payable
• AFRS
• Budget Management
Provides an internal spending plan for operating accounts as well as grants, contracts, and capital projects.
Associated Database: BDGT
• Provides fiscal vs. project budgeting
• Creates a budget status file
• Gives permanent vs. temporary budget structures
• Has a budget development process
FMSFMSFinancial Management Financial Management
SystemSystem
• Control Tables
• Accounts Payable
• AFRS
• Budget Management
• Cashiering
Replaced the cash register. Interfaced with modules in the FMS, SMS, and Financial Aid systems.
Associated Databases: POS, CA
• Performs cash register functions
• Allows multiple payment methods
• Performs fee calculation
• Allows full, partial, or deferred payments
• Generates refunds and posts to AP
• Edits the financial aid award file
FMSFMSFinancial Management Financial Management
SystemSystem
• Control Tables
• Accounts Payable
• AFRS
• Budget Management
• Cashiering
• Customer Accounts & Accounts Receivable
Supports the recording, monitoring, aging and billing of all receivables.
Associated Database: CA
• Creates, changes, displays charges
• Allows partial or full payments
• Provides payment and billing schedules
• Produces billing documents
• Provides an aging report
FMSFMSFinancial Management Financial Management
SystemSystem
• Control Tables
• Accounts Payable
• AFRS
• Budget Management
• Cashiering
• Customer Accounts & Accounts Receivable
• Fee Calculation
Calculates a student’s fees based on current enrollment while considering the student and class fee pay status. Posts the fee calculation to customer accounts.
Associated Database: TBL1
• Identifies the type of tuition charged to a student (Student Fee-Pay-Status)
• Identifies the category of tuition charged to a student (Class Fee-Pay-Status)
• Maintains the tuition calculation table
• Maintains the fee code table
FMSFMSFinancial Management Financial Management
SystemSystem
• Control Tables
• Accounts Payable
• AFRS
• Budget Management
• Cashiering
• Customer Accounts & Accounts Receivable
• Fee Calculation
• Fixed Assets
Provides the control mechanism for all physical assets and attributes of a college.
Associated Database: INVEN
• Tracks land, buildings, rooms, equipment
• Calculates depreciation
• Provides replacement cost data
• Assesses planned land and building functionality
FMSFMSFinancial Management Financial Management
SystemSystem
• Control Tables
• Accounts Payable
• AFRS
• Budget Management
• Cashiering
• Customer Accounts & Accounts Receivable
• Fee Calculation
• Fixed Assets
• General Ledger Accounting
Provides the control mechanism for processing and updating all detail accounting transactions except the physical writing of checks.
Associated Databases: GL, SLEDG, ARCHV
• Creates an account summary file
• Creates an account detail file
• Provides batch maintenance functionality – copy, reverse, delete
• Performs subsidiary postings
FMSFMSFinancial Management Financial Management
SystemSystem
• Control Tables
• Accounts Payable
• AFRS
• Budget Management
• Cashiering
• Customer Accounts & Accounts Receivable
• Fee Calculation
• Fixed Assets
• General Ledger Accounting
• Third Party - Facilities Maintenance
Provides facility managers with a quick but detailed view of their facility and pertinent maintenance activity. FM1 is an optional application that is used by about 1/3 of the colleges.
Associated SQL Database: INNOVUS Accessed for reporting using Crystal Reports
• Produces work orders
• Tracks the cost of labor and materials
• Schedules preventive maintenance
• Provides inventory management
FMSFMSFinancial Management Financial Management
SystemSystem
FMS Application FMS Application Data FactsData Facts
Components associated with FMS:Components associated with FMS:
•Databases 12•Datasets 259•Data Fields (Duplicated) 1787•Data Fields (Unduplicated) 880
NOTE: Turbo Image Databases defined by Dictionary 3000NOTE: Turbo Image Databases defined by Dictionary 3000
• Control Tables
PPMSPPMSPayroll/PersonnelPayroll/Personnel
Management SystemManagement SystemUsed to edit transactions, control processes, store descriptive information and determine criteria for processing payroll and personnel reporting.
Associated Databases: TBL1, TBL2, TBL3 ,TBL5, EMP
• Sets parameters
• Edits employee databases
• Performs statistical reporting
• Processes time, attendance, and payroll
• Control Tables
• Applicant Tracking
PPMSPPMSPayroll/PersonnelPayroll/Personnel
Management SystemManagement System
Maintain current and historical data used for tracking applicants, affirmative action reports, and cost factors for recruitment.
Associated Database: APP
• Tracks pre-applicants
• Tracks applicants
• Performs statistical reporting
• Control Tables
• Applicant Tracking
• Employee Contracts
PPMSPPMSPayroll/PersonnelPayroll/Personnel
Management SystemManagement System
Produces and maintains part-time faculty contracts.
Associated Databases: EC, EMP, SM
• Produces contracts based on class information
• Calculates course salary costs
• Tracks contract status
• Control Tables
• Applicant Tracking
• Employee Contracts
• Employee Maintenance
PPMSPPMSPayroll/PersonnelPayroll/Personnel
Management SystemManagement SystemEstablishes and maintains employee records from employment to separation or retirement. Includes payroll processing and federal, state and internal reporting.
Associated Database: EMP
• Maintains job appointments, account distributions, job histories
• Processes salary increases
• Provides rosters, directories, and labels
• Provides enrollment to benefits
• Maintains education and professional development histories
• Control Tables
• Applicant Tracking
• Employee Contracts
• Employee Maintenance
• Government Reporting
PPMSPPMSPayroll/PersonnelPayroll/Personnel
Management SystemManagement System
Designed to fulfill the needs for mandatory federal reporting.
Associated Databases: EMP, PAYRH, TBL5, PMIS
• Performs W-2 processing
• Provides data for the Integrated Post-secondary Education Data Systems (IPEDS)
• Provides data for EEO Compliance reporting
• Compiles the PMIS database for SBCTC
• Control Tables
• Applicant Tracking
• Employee Contracts
• Employee Maintenance
• Government Reporting
• Leave Accounting
PPMSPPMSPayroll/PersonnelPayroll/Personnel
Management SystemManagement System
Provides comprehensive leave accrual and usage processing.
Associated Databases: EMP, PAYR
• Calculates leave accruals
• Monitors leave accrual eligibility
• Posts leave usage transactions
• Posts transactions that affect gross pay
• Control Tables
• Applicant Tracking
• Employee Contracts
• Employee Maintenance
• Government Reporting
• Leave Accounting
• Payroll Processing
PPMSPPMSPayroll/PersonnelPayroll/Personnel
Management SystemManagement SystemProcesses all aspects of payroll. Produces your paychecks!
Associated Databases: EMP, PAYR, PAYRH, PAUDIT, GL, DRS
• Provides multiple pay cycles and schedules
• Posts salary, benefit costs, and vendor payments to FMS
• Produces automatic payments, time transactions, retroactive pay, hand drawn checks, automatic check cancellations and various balance adjustments.
• Calculates leave pay-offs
• Processes automatic expense transfers
• Control Tables
• Applicant Tracking
• Employee Contracts
• Employee Maintenance
• Government Reporting
• Leave Accounting
• Payroll Processing
• Position Control
PPMSPPMSPayroll/PersonnelPayroll/Personnel
Management SystemManagement System
Assigns employees to authorized and budgeted positions while comparing position, employee job record, and the budget record.
Associated Databases: TBL5, EMP, BDGT
• Defines authorized positions
• Allows multiple employees per position
• Allows multiple positions per employee
• Provides a link from budget to employee records
• Allows entry of vacant positions
• Control Tables
• Applicant Tracking
• Employee Contracts
• Employee Maintenance
• Government Reporting
• Leave Accounting
• Payroll Processing
• Position Control
• Salary Forecasting
PPMSPPMSPayroll/PersonnelPayroll/Personnel
Management SystemManagement System
Forecasts salary and benefit costs for a fiscal year with multiple base cost increase projections and multiple fiscal years for future planning.
Associated Databases: TBL5, EMP, BDGT, SF
• Creates base salary records
• Provides salary and benefit cost distribution by month
• Applies salary and benefit increases
• Provides budget planning scenarios
PPMS Application PPMS Application Data Facts Data Facts
Components associated with PPMS:Components associated with PPMS:
•Databases 13•Datasets 344•Data Fields (Duplicated) 2474•Data Fields (Unduplicated)1311
NOTE: Turbo Image Databases defined by Dictionary 3000NOTE: Turbo Image Databases defined by Dictionary 3000
• NEED
FASFASFinancial Aid System Financial Aid System
A third party application from COCOA third party application from COCO
Stores incoming applicant data, referred to as Institutional Student Information Reports (ISIR), and calculates this data using federal methodology.Associated Database: NEEDnn where nn = the award year
• Gives view access to ISIR data
• Calculates ISIR data
• Generates records in the SAFER database
• Provides Updated Tracking Detail with comment code data from ISIR records
• NEED
• Tracking
FASFASFinancial Aid System Financial Aid System
A third party application from COCOA third party application from COCO
Provides document tracking, issue tracking, and student notices.
Associated Database: SAFER
• Maintains a record of all required and received documents
• Stores edits for resolution by aid counselors
• Serves as the driver for the student notification process
• NEED
• Tracking
• Award
FASFASFinancial Aid System Financial Aid System
A third party application from COCOA third party application from COCO
Posts student aid awards and determines whether awards meet or exceed a student’s need. Manages allocations and budgets by program.
Associated Database: SAFER
• Stores awards and shows award budget balance
• Controls disbursement by status codes
• Has automated packaging function
• Has an award audit trail for adjustment
• NEED
• Tracking
• Award
• Disbursement & Reconciliation
FASFASFinancial Aid System Financial Aid System
A third party application from COCOA third party application from COCO
Ability to disburse loan, grant and waiver aid. Also tracks all expenditures (positive and negative) in FAEXP data base for reconciliation.
Associated Databases: SAFER, FAEXP
• Pays open charges immediately through cashiering or in batch overnight
• Generates checks to distribute to students
• Tracks all expenditures and transfers for reconciliation
• NEED
• Tracking
• Award
• Disbursement & Reconciliation
• External Reporting
FASFASFinancial Aid System Financial Aid System
A third party application from COCOA third party application from COCO
Meets all state and federal reporting requirements.
Associated Database: SAFER
•Higher Education Coordinating Board Unit Record Report State Need Grant Interim Reports State Need Grant Reconciliation Report
•State Board for Community and Technical Colleges
Quarter Financial Aid Extract
•Department of Education (Feds) Pell Payment Reporting Fiscal Operations Report (FISAP) Return of Title IV funds reporting
• NEED
• Tracking
• Award
• Disbursement & Reconciliation
• External Reporting
• Work Study
FASFASFinancial Aid System Financial Aid System
A third party application from COCOA third party application from COCO
Provides the ability to manage hours worked for federal and state work study programs.
Associated Database: SAFER
• Posts department and job data
• Allows for award modification for reconciliation
• NEED
• Tracking
• Award
• Disbursement & Reconciliation
• External Reporting
• Work Study
• Loan (Stafford/FFELP)
FASFASFinancial Aid System Financial Aid System
A third party application from COCOA third party application from COCO
Generates electronic Master Promissory Note flat files for processing. Allows for automated award generation from Electronic Funds Transfer flat files received from the loan guarantor or lending agent.
Associated Database: SAFER
• Creates loan certification extract files
• Stores record of loan certification
• Allows for award generation for net loan amounts
FAS Application FAS Application Data FactsData Facts
Components associated with FAS:Components associated with FAS:
•Databases 3•Datasets 71•Data Fields (Duplicated) 926•Data Fields (Unduplicated) 574
NOTE: Turbo Image Databases defined by Dictionary 3000NOTE: Turbo Image Databases defined by Dictionary 3000
• Course Management Enables colleges to manage all aspects related to creating and maintaining their college courses.
Associated Databases: SM, TBL3, TBL4
• Establishes course catalog information
• Builds college class schedule
• Identifies course characteristics
• Controls class enrollment
• Assigns instructors to classes
• Defines prerequisites
SMSSMSStudent Management SystemStudent Management System
• Course Management Contains all biographic data necessary to fulfill admissions requirements, and support the registration process as well as grades and records. Can optionally track the progress of students from their first point of contact to beyond graduation for alumni follow-up.
Associated Databases: SM, ADM
• Creates and maintains student SMS records
• Changes student identification numbers
• Assigns punitive and non-punitive codes
• Optional Admissions Module tracks students and generate documents
SMSSMSStudent Management SystemStudent Management System
• Student Biographic and Admissions
• Course Management
SMSSMSStudent Management SystemStudent Management System
• Student Biographic and Admissions
• Registration
Provides all the functions associated with a student’s enrollment in classes.
Associated Databases: SM, MAGWL
•Registers in-person, in batch processing, via web or touch-tone
•Uses Requisite Checking for test and course requirements
•Blocks registration for financial and academic holds
•Provides optional waitlist function for full capacity classes
•Uses attendance process for clock hour voc-prep students
• Course Management
SMSSMSStudent Management SystemStudent Management System
• Student Biographic and Admissions
• Course Management
• Student Biographic and Admissions
• Registration
• Program Enrollment
Provides all the functions associated with a student’s enrollment in a program. Typically used by clock hour colleges.
Associated Database: SM
•Provides access to program information (capacity, hours, instructor)
•Batch registers students into associated quarterly classes
•Creates program waiting list
•Uses seat management for space availability information
•Uses instructional calendar to calculate enrollment into open-entry, open-exit programs
• Course Management
SMSSMSStudent Management SystemStudent Management System
• Student Biographic and Admissions
• Registration
• Program Enrollment
• Grades and Records
Provides all functions for end-of-quarter grading and transcript maintenance. Interfaces to Financial Aid for tracking academic progress.
Associated Databases: TRAN, TBL4
• Grades at class level and requirement level (clock hours)
• Provides a variety of grade roster formats
• Accepts manual, web, or scanned grading
• Sends and receives transcripts electronically
• Provides web and touch-tone access to quarter grades and mailers.
• Records degree, certificate, cumulative information
• Course Management
SMSSMSStudent Management SystemStudent Management System
• Student Biographic and Admissions
• Registration
• Program Enrollment
• Grades and Records
• Student Progress
Provides functions colleges can use to assist students in achieving success.
Associated Databases: TRNSFR, SM, TBL4 (and REGDB – COCO third party product)
•Provides online evaluation of transcripts from other colleges
•Provides online degree audit to see if a student met degree requirements
•Affords early intervention process to monitor student success
•Provides honor roll process to identify students who excel
•Provides a probation process to identify students who fail to meet basic academic standards
• Course Management
SMSSMSStudent Management SystemStudent Management System
• Student Biographic and Admissions
• Registration
• Program Enrollment
• Grades and Records
• Student Progress
• Student/Faculty Self-Service Functions
Touch-tone: Allows students to perform registration and inquiry functions by using touch-tone telephones
Student Information Kiosk: Allows students to access and input information about schedules, registration, transcripts, financial aid and more, from multiple locations on a campus.
Web Transaction Server: Provides web-enabled student functions such as schedules, transcripts, and financial aid. Faculty access for grading, class rosters, and PIN changes.
• Course Management
SMSSMSStudent Management SystemStudent Management System
• Student Biographic and Admissions
• Registration
• Program Enrollment
• Grades and Records
• Student Progress
• Student/Faculty Self-Service Functions
• State and Federal Reporting
Assists colleges with required reporting of student, enrollment, class, and staff information. Planning and forecasting of enrollment trends.
Associated Databases: SMIS and others
• Processes quarterly MIS finals
• Provides process to distribute FTEF amounts
• Gives vocational follow-up information
• Establishes retention statistics
• Provides IPEDS, Perkins Act, Student Right to Know, OFM reporting and others
• Course Management
SMSSMSStudent Management SystemStudent Management System
• Student Biographic and Admissions
• Registration
• Program Enrollment
• Grades and Records
• Student Progress
• Student/Faculty Self-Service Functions
• State and Federal Reporting
• Schedule 25/25E
Schedule 25 is an optional automated classroom scheduling system. 25E is a supplemental software for special one-at-a-time bookings. Resource 25 is also available and replaces 25E.
Associated Database: Relies on Job Group SG170R to provide extract from SM
•S25: Considers room characteristics (seat capacity and room features)
•S25: Looks at department location preferences
•S25: Maximizes number of classes placed
•25E: Interfaces with Schedule 25 to determine suitable space for single event scheduling.
SMS Application SMS Application Data Facts Data Facts
Components associated with SMS:Components associated with SMS:
•Databases 11•Datasets 306•Data Fields (Duplicated) 1888•Data Fields (Unduplicated) 798
NOTE: Turbo Image Databases defined by Dictionary 3000NOTE: Turbo Image Databases defined by Dictionary 3000
SMS Application SMS Application ConnectivityConnectivity
C u sto m er A cco un ts
F ee Ca lcula tion
F M SF inancial
M anagem entSystem
M IS 6 /2 M atch
Em p lo yee C o ntrac ts
PP M SPayro ll/Pe rsonnel
M anagem entSystem
Stu den t D a ta
F A IDF inancial
A idSystem
F ederal and O th erA g en cy R ep o rting
M IS Rep orting
SB C T CSta te B oa rd
fo r C om m un ity andT echn ical C o lleges
SMSST U D EN T
M A N A G EM ENTSY ST EM
FMS
Financial Management
System
PPMS
Payroll/PersonnelManagement System
FASFinancial
AidSystem
SMS
Student Management
System
Click on the links here to go to the application
home page
Modules ModulesModules Modules
FMS
Financial Management
System
PPMS
Payroll/PersonnelManagement System
FASFinancial
AidSystem
SMS
Student Management
System
Click on the links here to look at a module
overview
•Course Management
•Student Biographic and Admissions
•Registration
•Program Enrollment
•Grades and Records
•Student Progress
•Student/Faculty Self-Service Functions
•State and Federal Reporting
• Schedule 25/25E
•NEED
•Tracking
•Award
•Disbursement & Reconciliation
•External Reporting
•Work Study
•Loan (Stafford/FFELP)
•Control Tables
•Applicant Tracking
•Employee Contracts
•Employee Maintenance
•Government Reporting
•Leave Accounting
•Payroll Processing
•Position Control
•Salary Forecasting
•Control Tables
•Accounts Payable
•AFRS
•Budget Management
•Cashiering
•Customer Accounts & Accounts Receivable
•Fee Calculation
•Fixed Assets
•General Ledger Accounting
•3rd Party - Facilities Maintenance
FMS
Financial Management
System
PPMS
Payroll/PersonnelManagement System
FASFinancial
AidSystem
SMS
Student Management
System
Modules ModulesModules Modules
Click on the links here
to read specific module
details
Databases Databases Databases Databases
FMS
Financial Management
System
PPMS
Payroll/PersonnelManagement System
FASFinancial
AidSystem
SMS
Student Management
System
Click on the links here to view a pivot table of
the application databases, datasets,
data elements
•FAEXP
•NEED01
•NEED02
•SAFER
•APP
•DRS
•EC
•EMP
•PAUDIT
•PAYR
•PAYRH
•PMIS
•SF
•TBL1
•TBL2
•TBL3
•TBL5
•ADM
•SM
•SMIS
•TBL3
•TBL4
•TRAN
•TRNSFR
other associated databases
•HIST
•INTRV
•MAGWL
•WAOL
•AFRS
•AP
•ARCHV
•BDGT
•CA
•GL
•INVEN
•POS
•SLEDG
•TBL1
•TBL2
•TRNS
FMS
Financial Management
System
PPMS
Payroll/PersonnelManagement System
FASFinancial
AidSystem
SMS
Student Management
System
Databases Databases Databases Databases
Click on the links
here to look at a
Visio diagram of a
specific database
Combined Combined Data FactsData Facts
While accessing DataExpress, a user will see:While accessing DataExpress, a user will see:
•Databases 61•Datasets 1060•Data Fields (Duplicated) 7132•Data Fields (Unduplicated)3156
NOTE: Turbo Image Databases defined by Dictionary 3000NOTE: Turbo Image Databases defined by Dictionary 3000
Use Use
DataExpressDataExpress
To Access All Of To Access All Of
This DataThis Data
So…What’s the big So…What’s the big mystery behind mystery behind DataExpress?DataExpress?
10 FMS 10 FMS ModulesModules
4 SBCTC-ITD
4 SBCTC-ITD Applications
Applications 7 FAS7 FAS Modules
Modules
3156 Unduplicated D
ata
3156 Unduplicated D
ata
Elements
Elements
12 FMS Databases12 FMS Databases
61 Total 61 Total
Databases
Databases
1787 FMS Duplicated 1787 FMS Duplicated Data ElementsData Elements
36 Application 36 Application
DatabasesDatabases
880 FMS Unduplicated Data
880 FMS Unduplicated Data
Elements
Elements
9 SMS 9 SMS ModulesModules
7132 Duplic
ated D
ata
7132 Duplic
ated D
ata
Elem
ents
Elem
ents
259 FMS Data Sets
259 FMS Data Sets
1060 Total Datasets
1060 Total Datasets
9 PPMS
9 PPMS
Modules
Modules
13 PPMS 13 PPMS DatabasesDatabases
798 S
MS U
nduplica
ted D
ata
798 S
MS U
nduplic
ated
Dat
a
Elem
ents
Elem
ents
306 SMS Data Sets
306 SMS Data Sets
1888 SMS Duplicated Data Elem
ents
1888 SMS Duplicated Data Elem
ents
11 SMS Databases
11 SMS Databases
574 FAS Unduplicated Data Elements
574 FAS Unduplicated Data Elements 2474 PPMS Duplicated
2474 PPMS Duplicated
Data Elements
Data Elements
926 FAS Duplicated Data Elements
926 FAS Duplicated Data Elements 71 FAS 71 FAS Data SetsData Sets
3 FAS 3 FAS
DatabasesDatabases
1311 PPMS Unduplicated Data Elements
1311 PPMS Unduplicated Data Elements 344 PPMS Data Sets344 PPMS Data Sets
Click here for a tutorial on creating basic
DataExpress procedures
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