1 Pennsylvania BANNER Users Group 2006 HACC ACCOUNTS RECEIVABLE.

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Pennsylvania BANNER Users Group

2006

HACC ACCOUNTS RECEIVABLE

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HARRISBURG AREA COMMUNITY COLLEGE (HACC)

ACCOUNTS RECEIVABLE

AUTOMATED SCHEDULE CANCELATION PROCESS

(A.K.A. “NO PAY” )

Presenters: Jim Zablosky Director Student Accounts 717-780-1917

Calvin Deiterich Database Query & Report Analyst 717-780-2542

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General Announcements:

Please turn off all cell phones/pagers If you must leave the session early, please

do so as discreetly as possible Please avoid side conversations during the

session Questions will be answered at the end of

the session

Thank you for your cooperation

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Process before Automation

8 - 9am

9 - 10am

10 - 1pm

1 - 3pm

Complete processing of prior evening’s work

Run Banner extract job for all current registered students & reviewed by Student Accounts

The extract was emailed to the FinAid and VA Offices for their review

The final list was routed to Registration for manual removal of each student remaining on the list

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Process before Automation

STRENGTHS Great flexibility Great opportunity meet

and greet students dropped in error

Great job security

WEAKNESSES Required looking at

approximately 1,500 students each term by multiple departments

No good way of tracking “why” a student was kept

Too many people could hold or delete a hold without any user history

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A Need For A Change

The college recognized that this was a slow and cumbersome process that didn’t work very well.

Students, staff, and instructors all had issues with the process as it existed

We did …what every organization does that wants to avoid accountability and deflect responsibility we….

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A Need For A Change

We created a Task Force Its charge was to analyze and stream line this process

You all know how Task Forces work….

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A Need For A Change

We had to examine our inter-group connectivity

We had to re-orient our management

triangle

We had to assure our organizational

structure supported our

future state

We had to identify our points of

synergy

We had to set our sites with the end

in mind

We had to document our “is” process without creating our

“will be” process

We had to identify our points of

synergy

We had to document our “is” process without creating our

“will be” process

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A Need For A Change

This was a truly needed project 20 different areas were represented Information Technology took an active role The people that understood Banner and would gain the

most benefit from this change were engaged in the process

It took about 12 months It is still ongoing in minor ways

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The New process – required baseline process changes

– Our Banner extract had to be modified to capture all pertinent information we used to base “no-pay” decisions

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The Banner Extract’s FieldsUPaid Enough

TERM Student ID Student Name

Address Campus Code Class Count

200720 H01 UPaid Enough

Str, City, State, Zip

W 2

Gross Term Chrg

Studt Term Payments

Other Term Credits

Aid Memoed Aid Authorized

Studt Respon

$1,128 $ 579 $ 0 $ 0 $ 0 $1,128

Overall Term Bal

Overall Acct Bal

Percent Paid Finc Aid Hold STAC Hold Bal

Error

Future

Indicator

$ 549 $ 549 51% - Blank - - Blank - - Blank –

- Blank -

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The Banner Extract’s FieldsFincAid HeldYa


Address Campus Code

Class Count

200720 H02 HeldYa FincAid

L 4

Gross Term Chrg

Studt Term Payments

Other Term Credits


Studt Respon

$2,779 $ 0 $ 0 $ 0 $2,525 $ 254

Overall Term Bal

Overall Acct Bal


Error

Future

Indicator

$ 254 $2,779 0% A 17-Aug-2006 - Blank - ERROR

- Blank -

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The Banner Extract’s FieldsSTAC HeldYa



200720 H03 HeldYa STAC G 3

Gross Term Chrg

Studt Term Payments

Other Term Credits


Studt Respon

$1,769 $ 4 $ 0 $ 0 $1,644 $ 125

Overall Term Bal

Overall Acct Bal


Error

Future

Indicator

$ 121 $1,766 3% - Blank - Y ERROR

- Blank -

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The Banner Extract’s FieldsYou’veBin Dropped



200720 H04 You’ve BinDropped

Y 2

Gross Term Chrg

Studt Term Payments

Other Term Credits


Studt Respon

$1,098 $ 0 $ 0 $ 0 $ 0 $1,098

Overall Term Bal

Overall Acct Bal


Error

Future

Indicator

$1,098 $1,098 0% - Blank - - Blank - - Blank -

- Blank -

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The New process – required operating procedure changes

– Student Accounts moved to using TSADETL memo holds from SGASADD attribute holds

– Financial Aid developed an algorithm populating the ROAUSDF screen

– Personnel with access for holding or removing holds from student accounts was limited

– Introduced a hold expiration date so no one has to “remember” to re-check a student’s account

– Ability to track “why” students were held in class– Established uniform no-pay criteria for all campuses

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The New process – required some schedule coordination

Registration Office publishes a timeline each semester for all major “no pays”

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New Process

8 - 9am

9 - 10am

10 - 12pm

12 – 1pm

Complete processing prior evening’s work

Run Banner extract job for all current registered students & reviewed by Student Accounts. Holds are placed on accounts in Banner to remove them from no pay list.

The extract was emailed to the FinAid and VA Offices for review. Holds are placed on accounts in Banner to remove them from no pay list.

Student Accounts runs the final no pay list and notifies Registration. After a final review Registration runs SFRRNOP and students are dropped in a few minutes

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New Process

STRENGTHS Reduced student population

we need to look at each semester

More stream-lined and coordinated process

Reduced personnel requirements especially in Registration

Better control of holds and hold removals

WEAKNESSES Less Flexibility Required new Registration

reports to be developed Requires shut down of Web

functionality 1 hour during no-pay day

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2006

Open Floor for Other Questions?

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2006

Have a great day!

1 Pennsylvania BANNER Users Group 2006 HACC ACCOUNTS RECEIVABLE.

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