Executive Overview

1. Executive Overview 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.

2. FMS Financial Management System PPMS Payroll/PersonnelManagement System FAS Financial Aid System SMS Student Management System 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

3. FMS Financial Management System 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 • Control Tables

4. FMS Financial Management System 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 • Control Tables • Accounts Payable

5. FMS Financial Management System 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 • Control Tables • Accounts Payable • AFRS

6. FMS Financial Management System • Control Tables 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 • Accounts Payable • AFRS • Budget Management

7. FMS Financial Management System 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 • Control Tables • Accounts Payable • AFRS • Budget Management • Cashiering

8. FMS Financial Management System • Control Tables 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 • Accounts Payable • AFRS • Budget Management • Cashiering • Customer Accounts & Accounts Receivable

9. FMS Financial Management System 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 • Control Tables • Accounts Payable • AFRS • Budget Management • Cashiering • Customer Accounts & Accounts Receivable • Fee Calculation

10. FMS Financial Management System 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 • Control Tables • Accounts Payable • AFRS • Budget Management • Cashiering • Customer Accounts & Accounts Receivable • Fee Calculation • Fixed Assets

11. FMS Financial Management System 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 • Control Tables • Accounts Payable • AFRS • Budget Management • Cashiering • Customer Accounts & Accounts Receivable • Fee Calculation • Fixed Assets • General Ledger Accounting

12. FMS Financial Management System 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 • Control Tables • Accounts Payable • AFRS • Budget Management • Cashiering • Customer Accounts & Accounts Receivable • Fee Calculation • Fixed Assets • General Ledger Accounting • Third Party - Facilities Maintenance

13. FMS Application Data Facts Components associated with FMS: • Databases 12 259 • Datasets • Data Fields (Duplicated) 1787 880 • Data Fields (Unduplicated) NOTE: Turbo Image Databases defined by Dictionary 3000

14. PPMS Payroll/Personnel Management System Used 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

15. PPMS Payroll/Personnel Management 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

16. PPMS Payroll/Personnel Management System • Control Tables 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 • Applicant Tracking • Employee Contracts

17. PPMS Payroll/Personnel Management System Establishes 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

18. PPMS Payroll/Personnel Management 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

19. PPMS Payroll/Personnel Management System • Control Tables 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 • Applicant Tracking • Employee Contracts • Employee Maintenance • Government Reporting • Leave Accounting

20. PPMS Payroll/Personnel Management System Processes 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

21. PPMS Payroll/Personnel Management System • Control Tables 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 • Applicant Tracking • Employee Contracts • Employee Maintenance • Government Reporting • Leave Accounting • Payroll Processing • Position Control

22. PPMS Payroll/Personnel Management 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 • Control Tables • Applicant Tracking • Employee Contracts • Employee Maintenance • Government Reporting • Leave Accounting • Payroll Processing • Position Control • Salary Forecasting

23. PPMS Application Data Facts Components associated with PPMS: • Databases 13 344 • Datasets • Data Fields (Duplicated) 2474 • Data Fields (Unduplicated) 1311 NOTE: Turbo Image Databases defined by Dictionary 3000

24. FAS Financial Aid System A 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

25. FAS Financial Aid System A third party application from COCO • NEED 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 • Tracking

26. FAS Financial Aid System A 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

27. FAS Financial Aid System A 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

28. FAS Financial Aid System A 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

29. FAS Financial Aid System A third party application from COCO • NEED 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 • Tracking • Award • Disbursement & Reconciliation • External Reporting • Work Study

30. FAS Financial Aid System A third party application from COCO • NEED 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 • Tracking • Award • Disbursement & Reconciliation • External Reporting • Work Study • Loan (Stafford/FFELP)

31. FAS Application Data Facts Components associated with FAS: • Databases 3 71 • Datasets • Data Fields (Duplicated) 926 574 • Data Fields (Unduplicated) NOTE: Turbo Image Databases defined by Dictionary 3000

32. SMSStudent Management System • 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

33. SMSStudent 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

34. SMSStudent Management System 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 • Student Biographic and Admissions • Registration

35. SMSStudent Management System 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 • Course Management • Student Biographic and Admissions • Student Biographic and Admissions • Registration • Program Enrollment

36. SMSStudent Management System 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 • Student Biographic and Admissions • Registration • Program Enrollment • Grades and Records

37. SMSStudent Management System 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 • Student Biographic and Admissions • Registration • Program Enrollment • Grades and Records • Student Progress

38. SMSStudent Management System • Course Management 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. • Student Biographic and Admissions • Registration • Program Enrollment • Grades and Records • Student Progress • Student/Faculty Self-Service Functions

39. SMSStudent Management System 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 • Student Biographic and Admissions • Registration • Program Enrollment • Grades and Records • Student Progress • Student/Faculty Self-Service Functions • State and Federal Reporting

40. SMSStudent Management System 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. • 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

41. SMS Application Data Facts Components associated with SMS: • Databases 11 306 • Datasets • Data Fields (Duplicated) 1888 798 • Data Fields (Unduplicated) NOTE: Turbo Image Databases defined by Dictionary 3000

42. SMS Application Connectivity

43. Click on the links here to go to the application home page FMS Financial Management System PPMS Payroll/PersonnelManagement System FAS Financial Aid System SMS Student Management System

44. Click on the links here to look at a module overview FMS Financial Management System PPMS Payroll/PersonnelManagement System FAS Financial Aid System SMS Student Management System Modules Modules Modules Modules

45. Click on the links here to read specific module details FMS Financial Management System PPMS Payroll/PersonnelManagement System FAS Financial Aid System SMS Student Management System Modules Modules Modules Modules • Control Tables • Applicant Tracking • Employee Contracts • Employee Maintenance • Government Reporting • Leave Accounting • Payroll Processing • Position Control • Salary Forecasting • Course Management • Student Biographicand Admissions • Registration • Program Enrollment • Grades and Records • Student Progress • Student/Faculty Self-Service Functions • State and Federal Reporting • Schedule 25/25E • Control Tables • Accounts Payable • AFRS • Budget Management • Cashiering • Customer Accounts & Accounts Receivable • Fee Calculation • Fixed Assets • General Ledger Accounting • 3rd Party - Facilities Maintenance • NEED • Tracking • Award • Disbursement & Reconciliation • External Reporting • Work Study • Loan (Stafford/FFELP)

46. Click on the links here to view a pivot table of the application databases, datasets, data elements FMS Financial Management System PPMS Payroll/PersonnelManagement System FAS Financial Aid System SMS Student Management System Databases Databases Databases Databases

47. Click on the links here to look at a Visio diagram of a specific database FMS Financial Management System PPMS Payroll/PersonnelManagement System FAS Financial Aid System SMS Student Management System Databases Databases Databases Databases • AFRS • AP • ARCHV • BDGT • CA • GL • INVEN • POS • SLEDG • TBL1 • TBL2 • TRNS • APP • DRS • EC • EMP • PAUDIT • PAYR • PAYRH • PMIS • SF • TBL1 • TBL2 • TBL3 • TBL5 • FAEXP • NEED01 • NEED02 • SAFER • ADM • SM • SMIS • TBL3 • TBL4 • TRAN • TRNSFR other associated databases • HIST • INTRV • MAGWL • WAOL

48. Combined Data Facts 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 3000

49. Use DataExpress To Access All Of This Data

50. So…What’s the big mystery behind DataExpress? 574 FAS Unduplicated Data Elements Click here for a tutorial on creating basic DataExpress procedures NOTE: The tutorial may take a few minutes to load 2474 PPMS Duplicated Data Elements 259 FMS Data Sets 306 SMS Data Sets 10 FMS Modules 1888 SMS Duplicated Data Elements 880 FMS Unduplicated Data Elements 9 PPMS Modules 3 FAS Databases 1787 FMS Duplicated Data Elements 11 SMS Databases 61 Total Databases 7 FASModules 3156 Unduplicated Data Elements 4 SBCTC-ITD Applications 9 SMS Modules 798 SMS Unduplicated Data Elements 36 Application Databases 7132 Duplicated Data Elements 1060 Total Datasets 926 FAS Duplicated Data Elements 12 FMS Databases 71 FAS Data Sets 344 PPMS Data Sets 1311 PPMS Unduplicated Data Elements  13 PPMS Databases