Executive Overview This presentation provides an overview of the SBCTC-ITD Administrative...

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


SystemSystem

• Control Tables


• 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


SystemSystem

• Control Tables


• 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


SystemSystem

• Control Tables


• AFRS


• 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


SystemSystem

• Control Tables


• AFRS


• 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


SystemSystem

• Control Tables


• AFRS


• Cashiering


• 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


SystemSystem

• Control Tables


• AFRS


• Cashiering


• 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


SystemSystem

• Control Tables


• AFRS


• Cashiering


• 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


SystemSystem

• Control Tables


• AFRS


• Cashiering


• 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


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


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


• Employee Contracts



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



• Employee Maintenance


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




• Government Reporting



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





• Leave Accounting



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






• Payroll Processing


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







• Position Control



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







• Position Control

• Salary Forecasting



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


• 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



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



Posts student aid awards and determines whether awards meet or exceed a student’s need. Manages allocations and budgets by program.


• 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



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


• External Reporting



Meets all state and federal reporting requirements.


•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



• Work Study



Provides the ability to manage hours worked for federal and state work study programs.


• Posts department and job data

• Allows for award modification for reconciliation

• NEED

• Tracking

• Award



• Work Study

• Loan (Stafford/FFELP)



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.


• 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:



• 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


• Student Biographic and Admissions

• Course Management



• 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






• 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




• Registration


• 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




• Registration



• 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




• Registration




• 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.




• Registration





• 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




• Registration





• 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:



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


System

PPMS


FASFinancial

AidSystem

SMS

Student Management

System

Click on the links here to go to the application

home page

Modules ModulesModules Modules

FMS


System

PPMS


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


System

PPMS


FASFinancial

AidSystem

SMS

Student Management

System

Modules ModulesModules Modules

Click on the links here

to read specific module

details

Databases Databases Databases Databases

FMS


System

PPMS


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


System

PPMS


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


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

NOTE: The tutorial may take a few minutes to load

Executive Overview This presentation provides an overview of the SBCTC-ITD Administrative...

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