Upload
juan-barnett
View
226
Download
0
Tags:
Embed Size (px)
Citation preview
1
Pennsylvania BANNER Users Group
2006
HACC ACCOUNTS RECEIVABLE
2
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
3
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
4
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
5
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
6
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….
7
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….
8
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
9
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
10
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
11
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 -
12
The Banner Extract’s FieldsFincAid HeldYa
TERM Student ID Student Name
Address Campus Code
Class Count
200720 H02 HeldYa FincAid
L 4
Gross Term Chrg
Studt Term Payments
Other Term Credits
Aid Memoed Aid Authorized
Studt Respon
$2,779 $ 0 $ 0 $ 0 $2,525 $ 254
Overall Term Bal
Overall Acct Bal
Percent Paid Finc Aid Hold STAC Hold Bal
Error
Future
Indicator
$ 254 $2,779 0% A 17-Aug-2006 - Blank - ERROR
- Blank -
13
The Banner Extract’s FieldsSTAC HeldYa
TERM Student ID Student Name
Address Campus Code Class Count
200720 H03 HeldYa STAC G 3
Gross Term Chrg
Studt Term Payments
Other Term Credits
Aid Memoed Aid Authorized
Studt Respon
$1,769 $ 4 $ 0 $ 0 $1,644 $ 125
Overall Term Bal
Overall Acct Bal
Percent Paid Finc Aid Hold STAC Hold Bal
Error
Future
Indicator
$ 121 $1,766 3% - Blank - Y ERROR
- Blank -
14
The Banner Extract’s FieldsYou’veBin Dropped
TERM Student ID Student Name
Address Campus Code Class Count
200720 H04 You’ve BinDropped
Y 2
Gross Term Chrg
Studt Term Payments
Other Term Credits
Aid Memoed Aid Authorized
Studt Respon
$1,098 $ 0 $ 0 $ 0 $ 0 $1,098
Overall Term Bal
Overall Acct Bal
Percent Paid Finc Aid Hold STAC Hold Bal
Error
Future
Indicator
$1,098 $1,098 0% - Blank - - Blank - - Blank -
- Blank -
15
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
16
The New process – required some schedule coordination
Registration Office publishes a timeline each semester for all major “no pays”
17
18
19
20
21
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
22
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
23
Pennsylvania BANNER Users Group
2006
Open Floor for Other Questions?
24
Pennsylvania BANNER Users Group
2006
Have a great day!