Executive Overview This presentation provides an overview of

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 Data. Express procedure is also included.

FMS PPMS FAS SMS Financial Management System Payroll/Personnel Management System Financial Aid System Student Management System Modules • Control Tables • NEED • Accounts Payable • Applicant Tracking • AFRS • Employee Contracts • Award • Student Biographic and Admissions • Budget Management • Employee Maintenance • Disbursement & Reconciliation • Registration • Cashiering • Government Reporting • External Reporting • Customer Accounts & Accounts Receivable • Fee Calculation • Fixed Assets • General Ledger Accounting • Third Party Facilities Maintenance • Leave Accounting • Payroll Processing • Position Control • Salary Forecasting • Course Management • Program Enrollment • Work Study • Grades and Records • Loan (Stafford/FFELP) • Student Progress • Student/Faculty Self -Service Functions • State and Federal Reporting • Schedule 25/25 E

FMS Financial 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: TBL 1, TBL 2 • Set parameters • Edit transactions • Generate off-line functions

FMS Financial Management System • 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

FMS Financial Management System • Control Tables • Accounts Payable • 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

FMS Financial Management System • 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

FMS Financial Management System • 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

FMS Financial Management System • Control Tables • Accounts Payable • AFRS • Budget Management • Cashiering • Creates, changes, displays charges • Customer Accounts & Accounts Receivable • Allows partial or full payments Supports the recording, monitoring, aging and billing of all receivables. Associated Database: CA • Provides payment and billing schedules • Produces billing documents • Provides an aging report

FMS Financial Management System • 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: TBL 1 • 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

FMS Financial Management System • 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 building functionality

FMS Financial Management System • 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

FMS Financial Management System • 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. FM 1 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

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

PPMS Payroll/Personnel Management System • Control Tables Used to edit transactions, control processes, store descriptive information and determine criteria for processing payroll and personnel reporting. Associated Databases: TBL 1, TBL 2, TBL 3 , TBL 5, EMP • Sets parameters • Edits employee databases • Performs statistical reporting • Processes time, attendance, and payroll

PPMS Payroll/Personnel Management System • Control Tables • Applicant Tracking 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

PPMS Payroll/Personnel Management System • Control Tables • Applicant Tracking • 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

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

PPMS Payroll/Personnel Management System • Control Tables • Applicant Tracking • Employee Contracts • Employee Maintenance • Government Reporting Designed to fulfill the needs for mandatory federal reporting. Associated Databases: EMP, PAYRH, TBL 5, PMIS • Performs W-2 processing • Provides data for the Integrated Postsecondary Education Data Systems (IPEDS) • Provides data for EEO Compliance reporting • Compiles the PMIS database for SBCTC

PPMS Payroll/Personnel Management System • Control Tables • Applicant Tracking • Employee Contracts • Employee Maintenance • Government Reporting • Provides comprehensive leave accrual and usage processing. Associated Databases: EMP, PAYR • Calculates leave accruals • Monitors leave accrual eligibility Leave Accounting • Posts leave usage transactions • Posts transactions that affect gross pay

PPMS Payroll/Personnel Management System Processes all aspects of payroll. Produces your paychecks! • Control Tables • Applicant Tracking • Employee Contracts Associated Databases: EMP, PAYRH, PAUDIT, GL, DRS • Employee Maintenance • Provides multiple pay cycles and schedules • Government Reporting • Posts salary, benefit costs, and vendor payments to FMS • Leave Accounting • Payroll Processing • 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

PPMS Payroll/Personnel Management System • Control Tables • Applicant Tracking • Employee Contracts • Employee Maintenance • Government Reporting • Leave Accounting • Payroll Processing • Position Control Assigns employees to authorized and budgeted positions while comparing position, employee job record, and the budget record. Associated Databases: TBL 5, 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

PPMS Payroll/Personnel Management System • Control Tables • Applicant Tracking • Employee Contracts • Employee Maintenance • Government Reporting • Leave Accounting • Payroll Processing • 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: TBL 5, 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 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

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

FAS Financial Aid System A third party application from COCO • 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

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

FAS Financial Aid System A third party application from COCO • 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

FAS Financial Aid System A third party application from COCO • NEED • Tracking • Award • Disbursement & Reconciliation • External Reporting Meets all state and federal reporting requirements. Associated Database: SAFER • Higher Education Coordinating Board è Unit Record Report è State Need Grant Interim Reports è State Need Grant Reconciliation Report • State Board for Community and Technical Colleges è Quarter Financial Aid Extract • Department of Education (Feds) è Pell Payment Reporting è Fiscal Operations Report (FISAP) è Return of Title IV funds reporting

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

FAS Financial Aid System A third party application from COCO • NEED • Tracking • Award • Disbursement & Reconciliation • External Reporting • 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. Associated Database: SAFER • Creates loan certification extract files • Stores record of loan certification • Allows for award generation for net loan amounts

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

SMS Student Management System • Course Management Enables colleges to manage all aspects related to creating and maintaining their college courses. Associated Databases: SM, TBL 3, TBL 4 • Establishes course catalog information • Builds college class schedule • Identifies course characteristics • Controls class enrollment • Assigns instructors to classes • Defines prerequisites

SMS Student Management System • Course Management • Student Biographic and Admissions 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

SMS Student Management System • Course Management • 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 vocprep students

SMS Student Management System • Course Management • Student Biographic and Admissions Provides all the functions associated with a student’s enrollment in a program. Typically used by clock hour colleges. • Registration Associated Database: SM • Program Enrollment • 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

SMS Student Management System • Course Management • 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, TBL 4 • 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

SMS Student Management System • Course Management • 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, TBL 4 (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

SMS Student Management System • Course Management • 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 webenabled student functions such as schedules, transcripts, and financial aid. Faculty access for grading, class rosters, and PIN changes.

SMS Student Management System • Course Management • Student Biographic and Admissions • Registration Assists colleges with required reporting of student, enrollment, class, and staff information. Planning and forecasting of enrollment trends. • Program Enrollment Associated Databases: SMIS and others • Grades and Records • Student Progress • Student/Faculty Self. Service Functions • Provides process to distribute FTEF amounts • State and Federal Reporting • Gives vocational follow-up information • Processes quarterly MIS finals • Establishes retention statistics • Provides IPEDS, Perkins Act, Student Right to Know, OFM reporting and others

SMS Student Management System Schedule 25 is an optional automated classroom scheduling system. 25 E is a supplemental software for special one-at-a-time bookings. Resource 25 is also available and replaces 25 E. • Course Management • Student Biographic and Admissions • Registration • Program Enrollment • Grades and Records • Student Progress • Student/Faculty Self. Service Functions • S 25: Considers room characteristics (seat capacity and room features) • State and Federal Reporting • S 25: Looks at department location preferences • Schedule 25/25 E • S 25: Maximizes number of classes placed Associated Database: Relies on Job Group SG 170 R to provide extract from SM • 25 E: Interfaces with Schedule 25 to determine suitable space for single event scheduling.

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

SMS Application Connectivity

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

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

FMS PPMS FAS SMS Financial Management System Payroll/Personnel Management System Financial Aid System Student Management System Modules • Control Tables • NEED • Accounts Payable • Applicant Tracking • AFRS • Employee Contracts • Award • Student Biographic and Admissions • Budget Management • Employee Maintenance • Disbursement & Reconciliation • Registration • Cashiering • Government Reporting • External Reporting • Customer Accounts & Accounts Receivable • Fee Calculation • Fixed Assets • General Ledger Accounting • 3 rd Party - Facilities Maintenance • Leave Accounting • Work Study here s link odule • Position Control the ic m • Salary Forecasting k on pecif Clic ad s tails e de to r • Payroll Processing • Loan (Stafford/FFELP) • Course Management • Program Enrollment • Grades and Records • Student Progress • Student/Faculty Self -Service Functions • State and Federal Reporting • Schedule 25/25 E

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

FMS PPMS FAS SMS Financial Management System Payroll/Personnel Management System Financial Aid System Student Management System Databases • AFRS • APP • FAEXP • ADM • AP • DRS • NEED 01 • SM • ARCHV • EC • NEED 02 • SMIS • BDGT • EMP • SAFER • TBL 3 • CA • PAUDIT • GL • PAYR • INVEN • PAYRH • POS • PMIS • SLEDG • SF • TBL 1 • TBL 2 • TRNS • TBL 3 • TBL 5 • TBL 4 inks he l t a on t ok a a lick to lo of C e er gram base h dia ata isio fic d V ci spe • TRAN • TRNSFR other associated databases • HIST • INTRV • MAGWL • WAOL

Combined Data Facts While accessing Data. Express, a user will see: • Databases 61 • Datasets 1060 • Data Fields (Duplicated) 7132 • Data Fields (Unduplicated) 3156 NOTE: Turbo Image Databases defined by Dictionary 3000

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