ConnectND System Status Overview - 2009-02-23 · PDF file · 2015-01-08ConnectND...

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ConnectND System Status Reports Summary and Overview

ConnectND Overall We continue recruitment of candidates for our open developer positions. Two candidates (one Financials, one HRMS) have been hired in the last couple of months. One open position is being actively recruited now and another will be re-opened shortly. We are continuing to evaluate options for getting the NDUS data warehouse project underway. We’ve had very positive feedback on the work done by Campus Solutions and ASD staff to match and load data from DPI for K-12 students, which is a preface to the statewide longitudinal data system. The disaster recovery plan for Campus Solutions has been developed. Plans for a backup data center are being discussed. Work on the security assessment of the ConnectND systems in the Grand Forks Data Center is underway. There have been no significant security issues identified. The pilot implementations of Hobson’s Connect (CRM) and ApplyYourself are continuing. Admissions and recruitment staff from the campuses will meet on 2-25-09 to discuss which campuses are able to commit resources, and are ready to be in the next implementation phase. Hobson’s has told us this next phase could include up to four Connect and five ApplyYourself implementations. Only one implementation could be a combination of both products. Campus Solutions Business analysts are actively working on new implementations (e.g., Hobson’s), workarounds for PeopleSoft bugs, new or changed functionality (e.g., transcript in XML Publisher), fixes for system issues or because of changes in data (e.g. IPEDS report changes), and a large number of user group priorities. PeopleTools and application patching are on-going. Financials Higher Ed and State Financials teams began the next round of application patches, however, due to a PeopleSoft bug, aborted that process. Plans are now moving ahead for a PeopleTools upgrade, after which application patching will again be scheduled. A number of grants queries have been standardized, and some additional

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processes have been made available to end-users. A number of changes have been done to update the annual budget nVision queries to accommodate the new budget upload process. HRMS eApps (HRMS self-service) is live at MISU-B. Implementation at NDSCS, which is the next pilot, has been delayed slightly to allow more automated processes for assigning userids to be in place. Work on commitment accounting continues, with some queries and processes developed to assist campuses in reconciling between HRMS and Financials. Application patches have been put on hold due to Bismarck Data Center resources being tied up with other system issues. Application Systems Development Developers are actively involved with business analysts and others in all three systems, continuing to provide production support and new development. Ancillary Systems The FAMIS Xi upgrade, which had a tentative go-live date of February 9, has been delayed until March due to some issues that FAMIS needed to resolve. Work is underway on the use of TouchNet Marketplace Suite with T2 (parking) and Adirondack (housing).

FINANCIALS STATUS REPORT 1 of 1 2/20/09

STATUS REPORT

HELPDESK T ICKET STATISTICS

New this week/month: # New this week/month last year:

Year to date: # Year to date last year:

Resolved this week/month:

# Resolved this week/month last year:

Remaining open: 55 #Remaining open this week/month last year:

PROJECTS STATUS

Vendor Database Met with VRO: Bev Haman and Renee Walery Reviewed 1099’s & 1099 vendor set up. Completed.

Direct Deposit Synch: HR and Fin

Direct Deposit as messaged from HR to Fin was not working correctly whereas the balance account for banking information was not the ‘sole’ point of banking data messaged to FIN as initially set up in PSoft. SQL to get banking in synch was run 1-14-09 Requested Final review in Prod 1-16-09 by UND HR/AP. Contacted UND HR and AP, their testing provided expected results where HR banking data is messaged to Fin properly. Completed

Budget Load Import A draft job aid has been started. UPK will be used to document the PS portion of the process. Nicci and Alice worked with Mick on the nVision reports impacted. We added criteria to return only active funds on the nVision queries. There were several funds in the sample for UND that were inactive and caused the testing of the import process to fail. If the inactive funds are included in the budget import, the import process will fail and the campus will have to remove the inactive funds budget lines or activate the funds and rerun the process. The updated nVision reports and queries have been migrated to production and Cathy at the board office notified. The budget import process will be presented in one of the ND HEUG sessions on March 17th.

FIN STAFF CROSS TRAINING STATUS Cross Training Documentation

1099 Corrections: demonstration and documentation provided to Nicci and Pam. Completed Training on Crystal Checks by Mick Pytlik for Techincal Staff: Aaron, Alice, Mike and Functional Staff: Linda. Completed

X Weekly CND report X Monthly CAC report Date: 02/20/09 Campus Solutions Development X Finance HRMS CS Data Center


SERVICE ENHANCEMENTS FOR BUSINESS UNITS/USERS STATUS Grants Reviewed rate sets on contracts as default date is appearing in 9.0 as

01/01/1900 whereas in 8.4, it was the current date. Issues arise with the 1/1/1900 date as the rate sets and all other contracts configurable effective date fields were configured with a 1/1/1901 date. Emailed Mick with options of 1) Leaving as is and have users manually change the date, 2) change the configuration of the rate sets to 01/01/1900, or 3) mod the page so the default is 01/01/1901 which is consistent with other configurable fields. Worked on PS Case for Billing Header and Line Description. Was able to replicate the issue on the prepaids in Demo. Sent an email to the Oracle developer with the information and requested a webex with Oracle. The Oracle Developer found a patch which the developers are reviewing as it appears that patch was already applied. Worked on payroll adjustment/reversal with HRMS to determine if this will work for grants and effort—it looks like it will work as long as the adjustment is in the current calendar year. Also reviewed the retros that were posting multiple times and balance sheet transactions not following the retro. Mike/Pam suggested that a work around would be to retro the whole paycheck even if only a portion would change. This will be tested by HRMS users. Evaluated the conversion dates that were used in the 8.4 to 9.0 conversion to determine a workaround to get the correct project dates. A change to the dates on the PI report using the dates from the project funding page instead of using the dates from PROJECT was offered. The developers are working to revise the PI report. A detailed explanation of the project budget dates was sent to the grants listserve on 2-4-09. Milestones are not working correctly in 9.0 with an additional issue arising after the bundles/patches installed in January 2009. Pam worked with Alice and John to identity a conversion issue from 8.45 which can be resolved by an additional configuration and minimal work by the campuses in 9.0. We initially had another issue where the notifications were not being released. As of a couple of weeks ago, the notifications were distributed again albeit incorrectly. The developers are looking at this issue. Once we have looked at this additional issue, we may still have to file a PS case. Reviewed the revision to Query NDU_GM79_ALL_INVOICES in NDFT. The bill from and to dates are not populated for some of the cost reimbursable invoices. We researched the issue and found that the bill by identifier for GRANT_LOC did not contain the bill from and to dates in the configuration. Requested and received approval from the state to change the configuration to include these two fields. Configuration change made in production. The Letter of Credit billing interfaces wwere monitored and there were no adverse effects on the billing interface processing time. Completed. Effort (in HRMS) was modified to allow the G/C users to delete cost share effort for employees that have not been certified. Previously the users had to file a ticket if any errors were made inputting cost share effort. The instructions on using this new functionality were sent to the users. Completed. Reviewed project budget issues from the conversion of 8.45 to 9.0 and notified campus that has not completed its corrections that the old 8.45


environment will be eliminated on February 27. Completed NDSU Site Visits: ~Reviewed sponsors and effective dating. Discussed HEUG presentations and different scenarios. Effort Delete Functionality – NDSU tested the functionality and agreed that it could be placed into production. Reviewed processes for OLT rows – both increasing the contract and also releasing the OLT rows for billing without a contract limit increase. Reviewed the “approve or delete later” functionality and the Billing Distribution status of W in PROJ_RESOURCE. Completed

System Issues Data Center Call: Several non production environments were eliminated to free up server space for applying more bundles/patches. Completed NDFR – Discussed the training environment and the minimal use. Due to the minimal use and high cost of maintaining (appr. $5,000/month), the users were notified that this environment will be discontinued unless there is a compelling reason to keep the environment. The users that need access to a non production environment will be given access to a non production environment based on their needs. Completed NDFS – 8.45 –Discussed eliminating this environment at the end of the day on February 27. Completed

Query Training List of interested users is maintained for future training. There are currently 9 financials users on the list. Negotiations are underway to offer query training possibly in the first quarter of 2009.

1099 Misc Copy B Alice and Linda processed and provided PDF files of campus 1099 MISC Copy B Completed Campus corrections and updates have been processed as needed via Remedy tickets. Completed

FIN STAFF DEVELOPMENT STATUS Training None

CUSTOMIZATIONS /MODIF ICATIONS STATUS State requested Modifications

Discussion on Vendor Set up under Government Classifications to have effective dating: sort from newest to oldest entry. Request sent to Mick: approved ~ State informed to proceed: 1-9-09. This modification needs more technical work as the “Correct History’ mode is required to add additional classifications – the goal is to add a row with an effective date using vendor update ‘mode’…Completed PO Dispatch Run Control data field for Business Unit is a required entry to eliminate the potential of running other BU’s purchase orders. Approved by HiEd and applied. Completed

Higher Ed requested Modifications

Expert Entry configuration for AP vouchers approved by State, HiEd configured NDFP, Security to voucher users applied. Completed. Mod on the Vendor Database to remove dashes from TIN set up has been approved by HiEd and State. HiEd Technical staff will proceed with the modification. Migration NDFT, NDFQ , NDFP. Completed We requested a mod to the budget load as noted above. We received approval from the state for the mod to the budget load import process.

USER GROUP PRIORIT IES STATUS User Group Activities


PATCHES/F IXES SCHEDULE PATCH/F IX ELEMENTS People Tools and Bundles 17 – 19

Discussion was held on the next bundles that need to be installed as well as the PeopleTools upgrade. An issue was discovered in NDFT that was a show stopper and the fix offered by Oracle required a PeopleTools upgrade. Decision was made to move forward with the PeopleTools upgrade and create mods for the “fixes” in the bundles that would resolve some of our Oracle cases and issues. The tentative schedule has been released which will be discussed on Feb. 25.

UPCOMING EVENTS DESCRIPTION ND HEUG Alliance

March 16-17, 2009 March 22-25, 2009

HRMS STATUS REPORT 1 of 3 2/20/09

STATUS REPORT

# New tickets this week: N/A

# Resolved this week: N/A

# Resolved in previous year: N/A

#Remaining open this week/month: 35

PROJECTS STATUS

Employee self-service (e-apps/portal) Met with CND Data Center to work through concerns about DB Link. Successful meeting. Continued working on DB link. Ran into issue with DB link on the ITD side. Ticket filed with Microsoft and resolved. DB link now up and ready for testing. This is all to automate the assignment of UserIDs so as not to overwhelm the Security Team. Roll-out for NDSCS planned for week of Feb 23 has been delayed because of this issue, and the fact that the non-prod environments were down for 1 ½ days this week due to a hardware crash at ITD. We could have proceeded with a work-around, but NDSCS felt no urgency to roll this out, so agreed to delay. Campuses like “Finalist” address verification software, so we have included this in the e-apps module and on Personal Data.

Recruiting Solutions expansion to include Candidate Gateway (ability of candidates for open positions to apply on-line)

Project will be presented for approval only as Employee self-service project winds down. CND/Oracle held demo 1/30 for campuses. CND staff attended a PeopleAdmin demo, set up by NDSU. Kate has drafted project plan, which she has asked developers to comment on, but they have not had time to get to yet.

Complexity Issues Personal (bio/demo) Data integration issue has been given to Mick/Rich. Met with Janie, Rich and Mick on December 2 about staffing. It looks

x Weekly CND report Monthly CAC report DATE: 2/20/09 Campus Solutions Development Finance x HRMS CS Data Center


like this project can get into queue in January as soon as work on other CS projects winds down. Rich and Teri have suggested names of campus reps to Mick so he can pass those on to the CAC. Mick is also contacting the Conflict Resolution Center to see if they can provide a meeting facilitator.

Actuals Distribution review Karin gathered information from campuses about issues they’re having with actuals distribution. RFP for a Commitment Accounting consultant has been approved and distributed to vendors. Have chosen a vendor. Proposal has been sent to Mick to authorize project. Authorization is contingent upon buy-in from campus Administrative Affairs VPs. Admin Affairs discussed the project at their meeting on September 9 and endorsed it. Work on effort reports continues. White paper on Retro Pay process was written. Exploring the Encumbrance process. Exploring the use of Special Accumulators and Benefit Programs to automate funding distributions. Power Point for ND HEUG has been initiated.

Recruitment of Fargo-based HRMS/Fin technical analysts

Shanaka Herath started February 9. Orientation is underway . No other recruitment taking place at this time. Lead Financials developer wants to wait a couple of months for Aaron to get up to speed before opening up last vacant position.

Training Administration Requests for potential expansion of Training Administration are beginning to surface. Kate and Carla attended an Oracle ELM (NOT Training Admin) demo in Bismarck on October 3. NDUS uses other ELM solutions, particularly heading toward Moodle. Kate presented Training Admin to UND users, some of which are interested in proceeding to implement it. UND has determined which of its departments want to use; Kate met with NDSU last week to demonstrate how the system may be useful to them to track training. Nothing new this week.

Org-charting Software Aquire/Org Publisher provided Teri, Kate and Cory with the SQL to create charts with PeopleSoft/OrgPub. Cory customized SQL. Initial chart produced. Dirty data abounds! (this is actually a nice tool to visually point out data issues). State has been having meetings with OrgPub as well. Have received no response from


State, so am proceeding. Purchasing department expanded RFP from 3 to 27 pages. Teri and Mick edited it back down to 18 pages. Sent back to Purchasing for distribution to vendors.

Annual Salary/Position Budget process Work begins, already. This will run through June/July. Linda Nelson will be filling in for Bruce.

USER GROUP PRIORIT IES STATUS Users Group Joy Johnson(UND), Colette Erickson (NDSU),

and Rita Lindgren (BSC) will help with Org Chart software review.

PATCHES/F IXES SCHEDULE PATCH/F IX ELEMENTS Maintenance Pack 11 (from 2008) Released in 2008.

Contains a fix to benefit record numbers Maintenance Pack 12 (from 2009) Release date 1/12/09.

Contains a fix to portal security sync process Tax Update 09-A Release date 1/16/09

No changes that affect the ND implementation, so campuses printed W-2s without this one.

PATCH Patch we hoped to start in February has been delayed due to lack of Data Center resources (servers). Servers stil l t ied up with Financials patching. Will re-assess in two weeks. 100 developer hours are estimated for this patch.

Tax Update 09-B Release date 3/30/09 Maintenance Pack 13 Release date 6/1/09 Tax Update 09-C Release date 6/15/09 Tax Update 09-D Release date 8/24/09 Maintenance Pack 14 Release date 9/1/09 Tax Update 09-E Release date 10/26/09 Tax Update 09-F Release date 12/11/09 Maintenance Pack 15 Release date 12/15/09

CAMPUS SOLUTIONS 1 of 11 2/21/2009

STATUS REPORT

ANCILLIARY SYSTEMS

HELPDESK T ICKET STATISTICS inc ludes Ad Astra , Fac i l i t ies , Housing, and Park ing Systems

# New this week/month: N/A

# Year to date: N/A

# Resolved this week/month: N/A

#Remaining open this week/month: N/A

PROJECTS STATUS

Facilities System Upgrade to FAMIS Xi Issues: 1. Payroll forms – Jerry Brilz is working on them and hopes to have them ready for Henry and Mellissa by the end of the week. 2. WO035424 – Details Estimate – Famis has identified the problem and working on a resolution. 3. WO035572 – Journal Entries – Famis has identified this as a defect and have escalated it.

Efficient Computing Melissa has made additional changes to the job billing detail and summary reports. Functional lead will be testing.

Housing System Web Modules Implementation Myapplication – Error has been identified in stage. Mike Sale working on a resolution. Touchnet Project: Mike Sale, Sheri and Rod have started working with certificate. Weekly meetings with Adriondack and Touchnet have been scheduled until project is completed.

Parking System and eCommerce Meeting with T2, UND and NDSU on Tuesday February 24.

Ad Astra Training School of Medicine – Fargo Campus on March 4.

Issues:

USER GROUP PRIORIT IES STATUS Facilities 1. Accounts Payable Interface to PS 2. FAMIS Xi Upgrade 3. Discoverer Reports performance

1. FAMIS is now working on the modifications. Testing is in progress. 2. See projects section above for FAMIS upgrade status 3. EC continues to work on the Discoverer Reports

Parking 1. eCommerce

1. See projects section above.

PATCHES/F IXES SCHEDULE PATCH/F IX ELEMENTS


STATUS REPORT

ADMISSIONS/CAMPUS COMMUNITY

HELPDESK T ICKET STATISTICS inc ludes a l l Campus Solut ions modules and TouchNet USER GROUP PRIORIT IES

# New this week/month: N/A

# Year to date: N/A

# Resolved this week/month: N/A

#Remaining open this week/month: N/A

PROJECTS STATUS

External Organization Cleanup This process continues. Duplicate external orgs continue to be found and cleansed. Additional cleanup work on the country, state, etc of the orgs for use in the Hobson’s system must be done. This work is extensive as a large number of Canadian institutions did not convert from legacy correctly. They now appear to be from other countries.

ND K-12 Identifier Project While we have not heard if additional K-12 reports are needed, work continues on adding the K-12 identifier to the students record in a viewable form.

Admissions Issues Answering questions from campus admissions users. Include duplicate applications, basis of Admission, checklist issues, loading test scores, etc. Met with the Graduate Admissions FUG regarding the common application and the need for the Hobsons Decision module. The final Graduate Common Application was approved by the Grad FUG.

Remedy Tickets Duplicate records, external organization requests, duplicate applications, test score loads, checklists, recruitment categories, errors on CC reports, creation of new extra curricular activities etc. There are five open problem tickets in the CC and Rec & Adm areas. A common method of handling technical issues is needed. Some technical analysts will correspond with campus users, others will not. We need this standardized.

DR Processing Procedure Still waiting for the discussion of the proposed procedure. This issue has been on my status


report since December, 2007. It is causing me issues as I work with multiple programmers from multiple modules who all do things differently.

Hobsons Implementation Project development work continues. Now attending weekly campus update meetings as well as weekly NDUS update meetings. Continued working with Clara on the project plan after she reviewed the first draft. Setting up meeting for all campuses to discuss the implementation schedule for future rounds. Meeting – Wednesday, February 25, 2009 2:30 pm.

Duplicate EMPLID’s While reviewing the output from the revised HR interface, more duplicate records were found between HR and SA. I believe a meeting should be held to handle this discussion between all involved parties. Because of State HR’s refusal to cleanup duplicate records on their side, a Individual HR EMPLID Interface process was created to bring these EMPLID’s over to CS. Once on the CS side, the normal duplicate EMPLID process will be used. The EMPLID change process will only be used on records with extensive transactional data as there is no communication process included and campus users need to be notified of the change. Hopefully someone will communicate with State HR regarding the need for them to be more careful when creating new records, especially if we start creating EMPLID’s for everyone in ND K-12. The people will already be in the system. The EMPLID change process was used for the first time after the campus involved reviewed their 3rd party notification procedures. Since we have not heard anything regarding this process from the campus or the student, it is considered successful.

CC and ADM/REC User Groups The Campus Community FUG met this week to discuss issues important to the modules. Reviewed the pending developments. They include: 82CC Collaborative Report – Student reported missing from report. Review of missing student underway to determine where they failed in the search criteria. This testing must be done in a timely manner as the programmer last day is 3-6-09. 148CC Minnesota Reciprocity Report – Students reported missing from report by the Minnesota State office. Review of missing students being done to determine where they failed in the selection criteria. Work also being done to change one of the school codes (requested by


Minnesota). This testing must be done in a timely manner as the programmer last day is 3-6-09. 162CC Batch Photo Load – testing in Test. UND provided a sample photo file (100 photos) to use in testing. This testing must be done in a timely manner as the programmer last day is 3-6-09. 163CC View to Link EMPLID and OPERID – this is waiting for an available programmer 165CC – Preferred Name used in place of primary – programming has not started on this SR request 166CC – K-12 Identifier load process – work continues even though reports were produced. 168CC – K-12 Identifier reports – work continues, approximately 80 hrs est. 170CC Assigner Identifying Information removed from Checklists External orgs – primary contact and contact location will be added to external orgs without this data. Ethnicity Data – ethnic groups inadvertently changed to include those available from other countries. This must be fixed. Changed the options from 63 to 170+ NDU ADM 0086 Hobsons to PS 9.0 Interface – 160 hours NDU ADM 0087 PS 9.0 to Hobsons Interface – 60 hours NDU ADM 0088 PS to Hobsons Prospect Data Extract – 20 hours NDU ADM 0089 Foreign Language Addition to Core Strip NDU ADM 0090 Campus Security Information – 10 hours

CS Staff Meeting Attended several staff meetings this week.

PATCHES/F IXES SCHEDULE PATCH/F IX ELEMENTS

UPCOMING EVENTS DESCRIPTION


STATUS REPORT

FINANCIAL AID

PROJECTS STATUS

One Term Packaging. Requested at Dec 08 FUG Meeting. Equations to support this have been moved to NDCSPRD. Training will be an on-going effort through the early summer.

Add Alternative Loans to Commonline and MGSLP to change files.

Requested at Dec 08 FUG Meeting for May completion; the first of several test files has been sent to SLMC. A response file has been returned, but SLND has been unable to un-encrypt it.

USER GROUP PRIORIT IES STATUS

Transfer Alert Monitoring FUG Priority #4. Implements delivered functionality. The FUG authorized the ad hoc committee to speak for them on this. In development with a mid February estimated completion date by the programmer.

Use Delivered FAN Process FUG Priority #7.Implements delivered functionality. Ad hoc user committee is being formed to work further on this. Programmer has estimated up to 160 hours based on the draft DR, but is having difficulties in determining what modifications need to be made.

Right to Rescind Letter FUG Priority #10; revises existing project. In NDCSSTG for user testing but was returned to NDCSTST for further work.

External Awarding FUG Priority #13. Implements delivered functionality. We are currently evaluating the portion that allows import of information from external files. New Repackaging plans have been developed in conjunction with this. Research and testing is on-going; a presentation will be made on the topic at ND HEUG.

EDE File Handlers FUG Priority #15; revises existing project. Has been moved back to Stage for testing.

Exit Counseling FUG Priority #18; refines existing NDU project. DR has been estimated.

Verification Selection – Dependent Other Than Spouse

FUG Priority #19; adds a column to the display on an existing project. Was moved to NDCSPRD on 18 Feb 09.

Academic Record View. New FUG Priority #1. New bolt-on provides data to support Satisfactory Academic Progress, and was developed in conjunction with the SR folks. In development.

PATCHES/F IXES SCHEDULE PATCH/F IX ELEMENTS INAS Patch is available and needs to be scheduled.


UPCOMING EVENTS DESCRIPTION Receipt of Pell Tables from Oracle. Expected as patches in mid to late February.


STATUS REPORT

Student Financials

Pro jects Sta tus

SF User group call Monthly call with users- reviewed the Account summary being available for business office staff only. Will work with Gar on getting this available to them by next week.

Worked with Oracle on Cases- 442 students being rejected from the GL interface process which is not sending accounting lines to Finance. Have done a couple traces for Oracle. Waiting for them to review and what the next steps should be.

Staff Mtg. Completed Migrated MR’s to Production Migrated T2 outbound file to Production. Open Tickets (15) TouchNet tickets( 2) PS tickets (13)

Payment Plan cancellations, Tuition calculation issue, Missing accounting line entries, MASU students need to be cleaned up (schools respon), Billing statements DB issue.

Work on ND HEUG presentations SF has three presentations to prepare for the ND HEUG conference, Payment Plans, Collections, and 1098-T self service

Mtg. with Jennifer Kunz on Project Mgmt. portfolio Had mtg. with Jennifer on how the Project Mgmt. portfolio will help within the office.



STATUS REPORT

STUDENT RECORDS

PROJECTS STATUS

Academic Advisement Academic advisement training session is set for April, 29, 30 and May 1 at the Skills Center in Fargo. UND has requested to test the student self-service academic advisement functionality with students for a 3 hour time period. While testing this in STG, I found that students need institution security for this to function. Students are not currently assigned institution security. A ticket sent to security has been reassigned to SR technical by the security staff.

Transfer Articulation Entering MiSU common course transfer articulations for DSU. External catalogs have been entered for Turtle Mountain and Normandale Community Colleges.

SR FUG Met with SR FUG to continue DR prioritization. The group also received an update on the XML transcript. There was continued discussion of the NDUSO class search modification that is underway. No additional FUG activity this week.

Campus Solutions WEB Development No web updates for this week. Security Development SR security changes recently approved by SR

FUG have been implemented. Had discussion concerning security access to certain areas of the system for people who are not currently associated with the campus(s) but who need ability to view certain data.

Maintenance to PS setup Additions and changes to the academic org tree continue to be requested on a regular basis.

Review of New Functionality *Currently reviewing the Student Services Center (student) with programmers to find the extent of time and effort it will take to secure that information by institution. Programming time to accomplish this will be extensive; pending administrative approval. No new information concerning this. *Initial discussion has taken place regarding the possibility of exchanging transcripts electronically


between NDUS campuses. Time constraints have not allowed further research. *Now that the issue associated with Dynamic Dating has been addressed by the company, we hope to be able to do more exploring of the Dynamic Dating functionality and how it may be used at the campuses. Time constraints continue to impact this effort, however. *Have a request from a campus to implement 3Cs “Checklist” capability within SR area for graduation purposes.

IPEDS Mandated Updates *Programmers have identified all SR reports that will need to be updated as a result of changes to race/ethnicity reporting. BAs are preparing DRs for changes to these 14 reports. Programming will begin thereafter. *Board mandated reporting of FA receipts by graduates and continuing students has just been given to us. We will begin exploring the mandate and its requirements. *DR has been prepared and submitted for approval to provide data for the IPEDS Supplemental GRS 200 Survey. This DR must be in place for the spring data collection which opens in March.

Migrations: Migrations continue on a daily basis. Specific

information available on request. Consulting with BOARD OFFICE Working with BHE to try to resolve issues

associated with cross-career programs at UND and NDSU (Pharmacy and PT). Discussions continue. No new information this week; however, the need to resolve this issue still exists. Also working with BHE on request from NDSCS concerning tracking students who “bridge” within Nursing programs available there. Discussion continues. Research seeks to answer three main questions: 1) What prices net of all grant aid do low- and moderate-income high school graduates face at public institutions? 2) How do these net prices affect the level and distribution of first-time college enrollment by type and institution? 3) What effect do net prices appear to have on persistence and graduation, particularly on earning a bachelor's degree?


We are doing a thorough review of state databases to see if they may contain any data that will help us answer our legislative charge. Our understanding is that North Dakota maintains a student-level database. If there is any readily available data or analyses on these research questions, we would be interested in referencing them in our report.

CRITICAL ISSUES Critical errors in Production Currently no “critical errors” in Production.

Legislative Requests *No new requests this week.


NDUSO Priority: Modification of the catalog and class search functionality to allow searches across all campuses, as requested by NDUSO.

Proposed solution ready in DEV. Suggested providing a WEBEX to show the development to FUG head and NDUSO Exec. Director

DR Priority #1: Formatting changes to the transcript to produce a transcript that is reflective of a higher standard and less susceptible to alteration. (Top SR priority since initial go-live, but never completed because we never had a programmer trained in Crystal.)

XML transcript is working in DEV so development by the programmer continues.

DR Priority #2: Cohort clean-up Programmers continue to work with campuses if/as they elect to review and clean-up prior year cohorts.

DR Priority #3 Adding 200% graduation rate to IPEDS Report

DR has been prepared and submitted for administrative approval. Programming will begin upon approval.

DR Priority #4: Batch process to discontinue inactive careers

Development continues.

DR Priority #5: Batch process to delete unused term activations

Development continues. Campus's participation in early-stage testing has revealed some necessary code changes. Work continues to make and test these changes.

BUNDLES/PATCHES/F IXES PATCH/F IX ELEMENTS

UPCOMING EVENTS DESCRIPTION SR FUG meeting Will meet again in March. Date to be determined.

ND HEUG March 16-17, 2009 Academic Advisement training session April 29, 30 and May 1, 2009. Skills Center in

Fargo.


STATUS REPORT

TOUCHNET

PROJECTS/CASES STATUS

TouchNet/Adirondack TLink Held kickoff call with TouchNet and Adirondack regarding the TLink and interface. Have not set a go-live date yet. Will hold weekly status calls every Tuesday at 2pm.

TouchNet/T2 TLink Held kickoff call with TouchNet and T2 regarding the TLink and interface. Have not set a go-live date yet. Will hold weekly status calls every Tuesday at 2:30pm.

NDSU Marketplace orders showing as Not Fulfilled

Opened case with TouchNet concerning 2 orders in Marketplace that are showing up in Payment Gateway but are listed as Not Fulfilled in Marketplace. Waiting for response from TouchNet.

UND Housing merchant Finished setup in Marketplace and Payment Gateway for UND Housing merchant.

ASD STATUS REPORT 1 of 13 2/20/09

STATUS REPORT

Financial Aid

# New tickets this week: 2

# Resolved this week: 4

#Remaining open this week: 3

PROJECTS STATUS

Request from DBA to assist with DD Audit discrepancies

In Progress – (No ticket) Provided list of obsolete tables to DBA. Preparing Migration Requests to remove obsolete projects.

Request for bulk update of exit counseling records from years prior to PS9 Conversion

In Progress – Inc 107860 waiting for input from all schools that have the same problem

Request from Business Analyst for count of SAP Letters generated this Aid Year

Resolved – INC 111485 Provided count by query of Communication table.

Apply workaround supplied by Oracle for incorrect spacing in SAP Letters

Resolved – INC 111883 Supplied code installed.

Upgrade Exit Counseling Population Selection and Control

Development – DR NDU_FA_0001_06 Design Complete - Waiting Approval

Forms Engine Award Letter Researching the forms engine process and award letter printing. Writing up Conceptual Design and Detail Design. Testing the process to determine why using the delivered form is printing out to our printer, yet using a new form created by myself isn’t being sent to the printer. Debugging the Output procedure in the Application Package SCC_FORMS_ENGINE.FormData section. Once this is figured out, should be relatively easy to start working on this to get institutions the capability to use this process when their setup is completed.

Right to Rescind Letter Selection Development: Back to Development DB. If more than one loan per student, it getting dropped. Was working at one time, until some criteria changed.

3rd Party award letters In Progress: Problem with budgets listing on the letters for spring only students, researching problem. Might have to look at the tables that the budget amounts are being grabbed from. MR to fix this problem has made it to the Stage

x Weekly CND report Monthly CAC report DATE: 02/20/08 Campus Solutions X CS Development Finance HRMS CS Data Center


environment. Right to Rescind Amount Discrepancy Resolved. Student’s loan balance was wrong on

the letter. It was downward adjusted, but on the letter it had the original amount. Researching the problem. Related to the DR I am working on NDU_FA_0154. Changing the program to look at a different field as per Business Analyst.

NDU_FA_0122_01, Transfer Student Monitoring DEVELOPMENT. EST. COMPL. DATE: February 27, 2009. Dennis Junk has issued amended DR, NDU_FA_0122_02. DR has been estimated at 102 hours, and is awaiting signature. Seven of eight steps of the DR’s requirements are complete.

Sys Audit report affecting DEV, TST, STG, PRD. Completed – Deleted duplicate rows in several tables so the indexes could be built.

Transfer Student Monitoring DR NDU_FA_0122_02

Design issues.

USER GROUP ACTIVIT IES STATUS

Data Center-ASD-Campus Solutions Meeting (Wednesday of each week)

Ongoing

Programmer Analyst Meeting (First and Third Thursday of the month)

None this reporting period.

Processing MR’s and TR’s

Signing and sending to Business Analyst’s. TR’s -Technical Requests MR’s - Migration Requests

Coordinating Tasks Assigning Remedy and Development Requests.

PATCHES/FIXES SCHEDULE PATCH/FIX ELEMENTS

Bundles HR7, SA11, FA tax reg, Completed

TRAINING and RESEARCH

XML Ongoing 3C Training On Hold: Putting together a 3C training

document for troubleshooting remedy tickets, questions, functionality, etc. Including 3C peoplesoft objects (records, pages, sqrs, etc)



Student Records, Recruiting & Admissions




PROJECTS STATUS

NDU_0045_ADM_3 (GRE Extract File) Will begin work on this DR soon (estimated completion date – Feb 27)

NDU_ADM_0086 (Receiving Hobson application data)

Development. (new estimated completion date – March 15)

NDU_ADM_0087 (Sending Hobson application data)

Working on layout design (completion date – March 20)

NDU_ADM_0088 (PS to Hobson Prospect) Initial test file scheduled to be sent mid-March (NDU_ADM_90 needs to be completed first)

NDU_ADM_0089 (Foreign Language Addition to Course Strip)

Estimated completion date – March 13

NDU_ADM_0090 (Campus Security Information)

Development (estimated completion date – March 6)

NDU_SR_0206 (Changes to class schedule and master catalog inquiry for students)

WebEx demo has been suggested

NDU_SR_0205 (Batch process to discontinue careers)

On Hold. This needs to be brought back to SR FUG group for more feedback.

NDU_SR_0208 (Batch process to remove term activations)

Stage testing has uncovered a bug. (new estimated completion date – March 6)

NDU_SR_0034_4 (Changes to IPEDS cohort creation process)

Amended DR has been written up

NDU_0016_SR_3 (new IPEDS GRS 200% graduation rate)

Project has been moved to new DR (NDU_SR_0213)

NDU_SR_0213 (new IPEDS GRS 200% graduation rate)

Details of the report have been discussed with SR Business Analysts (estimated completion date – March 6)

USER GROUP ACTIVIT IES STATUS Correcting BHE FINDET Annual Graduates Extract (wrong terms being used and the application can not be run concurrently) (no remedy ticket)

Ready for production

Correcting BHE FINDET Annual Enrollment Extract (application can not be run concurrently) (no remedy ticket)

Ready for production

K-12 reports No activity DDAUDIT reports Will be reviewed soon Request to modify LMS coursework extract (NDU_0025_TEC)

Under review by original requester of DR

Looking at revoking admission problem at Provided detail information regarding this student


UND for one student (no remedy ticket submitted)

to SR Business Analysts


TRAINING and RESEARCH

UPCOMING EVENTS DESCRIPTION Campus Solutions Student Financials, Ancillary, Campus Community & Portal

Submit ted by Mar ie L indstrom 02/12 /2009 – 02 /18 /2009




PROJECTS STATUS

Run queries on various biodemo data. (Sheri)

This will continue as needed.

NDU_CC_0165 – Change to preferred name. (Sheri)

In development.

Researched adding HS data to BioDemo page.(Sheri)

This will continue along with finishing the posting of HS data to the system.

MyApplication for housing and TouchNet. (Sheri)

Worked on MyApplication issues and hope to move to production within a week. Making mods to MyApplication for TouchNet.

All campuses to new NSC format (NDU_0167_SR/NDU_0117_SR) (Gar)

On Hold – work with SysAdmin group.

Notifind – Student Employees Report (NDU_POR_0103) (Gar)

In progress.

NotiFind – Student Employee on login (NDU_POR_0102) (Gar)

Hold

Remedy Tickets (Gar) In Progress

Ethnicity field (NDU_0001_ADM) (Gar) DEV Institution Selection in Transcript Process (NDU_0117_SR) (Gar)

On hold – work with SysAdmin group.


Submit ted by Mar ie L indstrom 02/12 /2009 – 02 /18 /2009

Address Explanation - NDU_0110_CC (Gar) Hold. HR Self-Service (NDU_POR_106) (Gar) Writing up Campus Solutions requirements –

activate in Production. Password Reset (NDU_0005_POR) (Gar) In Stage for testing – will write up info for Help

Desk, campus offices. SF – Guest proposal (Gar) Presented to SF User group. NDU_SF_0146 View Account Summary (Gar)

In stage.

NDU_0094_SF Parking interface mod.(Mark) Completed. NDU_0116_CC remove carriage return and line feed characters from comment field when printing the Immunization.CSV file (Mark)

Completed.

Process to batch upload photos (NDU_0162_CC) (Mark)

In progress 02/27/2009

Sophie (SFTP) re-implementation (Mark) Initial phase. TBD PS case 4831790 for assistance in resolving MASU issue with corrupt accounts created by bad item type on group post (Marie)

We have cleaned up 3 of the 6 accounts and will continue as MASU has time.

SF problems with receipting, refunds, direct deposit data entry, GL interface, equation engine, tuition calc, etc. (Marie)

Worked on tickets some requiring data updates via tech requests, ran several traces to analyze processes, etc.

1098-T support (Marie) Adhoc queries and misc. support for users during their production runs. Transmit test files to IRS.

Student Center Bolt On project (Marie) Analysis continues. NDU_0060_SF Aviation outbound modifications (Marie)

Development started.

USER GROUP ACTIVIT IES STATUS DC/ASD weekly meeting Staff participated. Housing/TouchNet meeting Staff participated. PATCHES/FIXES SCHEDULE PATCH/FIX ELEMENTS

TRAINING and RESEARCH Continue to learn coldfusion for housing. (Sheri)

This is something I do when I need to. I was just learning it when problems come about in our housing web applications. I am using it again to redo style sheets for housing.

Continue to research application packages (Sheri)

There are some DRs that use these that we may need to modify

3 C’s training with Chad (Mark) Ongoing FAMIS XI installation (Mark) Estimated for Feb 20.



STATUS REPORT

# New tickets this week/month: # New tickets this month last year

# Year to date: # Year to date last year:

# Resolved this week/month: # Resolved this month last year:

#Remaining open this week/month: #Remaining open this month last year:

PROJECTS STATUS

Incident #72280 Changes to the Grants PI report were requested. 1. Only generate reports for active Awards when running the report for a department. 2) When running by Award have the option to also generate reports for all of the projects under that award. 3) When running the report by Department, generate a summary page for that department. This is in the developer testing phase.

GM query standardization The GM query standardization project was put on hold when the Finance 9.0 upgrade project started. It has begun again with about 50% of the GM queries being completed and awaiting functional testing. Testing had to be moved to NDFT due to a bug in query manager in NDFD. This bug has also been found in NDFP and NDFY. A Peoplesoft case has been filed. All Grants queries have now been standardized and moved to Production. Issue closed 01-29-2009

Incident #86120 Several changes were made to the NDU_GM79 query. The changes are being tested by the functional staff and one user. Testing is still ongoing.

Incident #87965 Changes were made to NDU_GM66 query. The changes have been migrated to Prod. Incident closed as of 2-5-2009.

Expert Entry on Vouchers Testing of the Expert Entry option on the Voucher page has been completed by both the State and Higher Ed. Both sides decided they wanted this feature turned on. This feature allows quicker entry by bypassing all editing until the Save button is hit. Security must be turned on by user to enable this feature. Migration of this feature was completed to QA and will be moved to Prod shortly. Migration to

x Weekly CND report Monthly CAC report DATE: 02/19/09 Campus Solutions X FIN Development Finance HRMS CS Data Center


Prod was completed. Incident closed 02-06-2009. Cash Flow Statement Started researching on what will need to be done to

copy Williston’s cash flow statement setup to all other business units. This will be done in the Test environment. Once that is complete, the data needs to be copied to Production. Met with Nicci on different pieces of data that needed to be replicated to create the cash flow statement for another Business Unit. Nicci needs to do some research on the Williston data in Test to verify which data is valid. Once that has been done, the cash flow statement will be generated for another Business Unit in Test. If successful, the rest of the Business Units will be generated. The cash flow statement setup has been successfully copied to the Training environment to save the setup while a refresh of the Test environment is being done. Once Test has been refreshed, the setup can be copied back to Test. The setup was moved into NDFT and NDFQ as NDFR may be deleted.

Contract Rate Effective date default Research is being done on why the effective date of the contract terms rate is defaulting to 01-01-1900. This only happens on the initial add of the contract. Subsequent rate changes reflect the correct date. It was found that PS made a change in 9.0 that defaults the effective date to 01-01-1900 in the Generate Award process. Either a Mod will need to be done to change that to 01-01-1901 or we will need to change the effective date on the rate sets to 01-01-1900. As it stands now, the effective date on the rate sets is a year later than on the contract. This causes a problem when doing any processing against the contract rates. No change.

Invoice Billing header notes issue Tracing has been done in Demo and NDFT on the Contracts to Billing Interface to determine why billing header notes will print on an immediate invoice generated in Demo but they will not print in any other environment. The Contracts to Billing interface extracts all of the invoice data and loads it into the billing tables. We are assuming a configuration setting is preventing the billing header notes from being selected. We have found this is an issue with Pre-paid contracts only. The issue has been duplicated in the Demo environment. The issue has been turned back to Peoplesoft. No change.

Effort clean-up process Work is being done on a process that the NDUS staff uses to clean-up/fix effort problems. The work being done will allow selected users to clean up effort problems such as negative effort and cost share issues. Testing has been completed.


Migration to Prod was completed. Incident closed as of 02-12-2009

Vendor Tin Mod A Mod to prevent the entry of dashes into the Vendor Tax Identification Number was started. It is in the coding phase. The migration to QA has been completed.

Effort changes from Commitment Acctg Project

A Fin Developer has been pulled to make changes to the Effort system in HR that were identified by the Commitment Accounting project. Several queries and the effort load process will need to be changed. Research is now being done on what changes will be needed.

Budget load process Work has begun on testing the delivered budget load process. A decision will have to be made soon on where we can use the delivered process as is or we need to clone the process and change it to meet Higher Ed’s needs. Testing in NDFT is complete. The process in NDFT is modified. Testing in NDFQ was not done as the State group has given the go ahead to customize the process to rearrange the chartfields to match with what we use and to create the file in a comma separated format. The migration of the nVision layouts and 2009 queries has been completed. Further testing of the load process will be done before any migration of the Modified process is done. A Mod request has been sent to the State team.

Voucher Staging cleanup (internal use only)

Development has begun on an online process that will allow NDUS staff to delete vouchers loaded into the voucher staging tables that either had errors or were duplicates. Several times a month, we get tickets to delete vouchers from the staging tables due to errors made by the campuses. This has involved a SQL update by the technical staff. This will eliminate Technical involvement when this happens and will save time for all involved. On hold as the developer that was assigned to this project is working on Effort changes.

Production Support Continue running nVision financial statement reports SNA and SRECNA for campuses as needed. These 2 nVision reports will not run through the application but will run in 2 tier. Work continues with the DC on resolving the problem but at this point we have decided to file a case with Peoplesoft. The trace file was received. The issue is still a work in progress. A case was filed with Peoplesoft. Peoplesoft believes the issue would be resolved with the latest Tools version (8.49.15). This was just released and would be the version of tools we would be going to in this fall’s scheduled patching. It was decided to table this issue until after Tools patching


has begun. We have several open tickets on Payroll retros against Grant projects that seem to be interfacing to the GL multiple times. Several staff from the HR group in addition to 2 staff from the Finance team are researching the issue. We are thinking it is a problem in the GL interface. The issue has been identified. A case was filed with PS. The work around suggested by Mike did not resolve the issue. It does not generate balanced transactions. At this point, the group working on this issue will have to regroup and figure out another work around.

Delivered PS bugs Several issues have been identified after this last round of patching: Japanese addresses were not printing correctly on PO Dispatch forms. A case was filed and PS acknowledged the bug. It was sent to their development team for correction. In the meantime, we made a Mod to correct the problem. Asset Accounting entries on transfers are being generated for Interunit setup which is affecting Equity accounts. This is still being researched. The Milestone Notification lookup by notified date errors out. A case was filed and PS acknowledged the bug. It was sent to their development team for correction. We have not made a Mod as of yet as the resolution is more complex. Milestone Notifications were not being generated as we expected. After doing research, it was found that a change was made with the last patching round that restricts the generation of a notice to a calculated date. Since the date could fall on a weekend or holiday, additional scheduled jobs will have to be set up so that this process runs every day including weekends and holidays. We have just been notified by MISU that notifications are being generated to the Principal Investigators even though they should not be receiving notifications so more digging will have to be done on why this is happening. We feel it was code delivered in the MP6-MP7 bundles.

Other Other Developer training The development of training materials to help

Developers understand the functional side of Finance has begun. Commitment Control, Ledgers


and General Ledger will be the first areas covered.

PATCHES/FIXES SCHEDULE PATCH/FIX ELEMENTS Fin Patching Finance Patching with Maintenance pack 8 has

been applied to NDFD. Several issues are still outstanding with the last patching round that was completed Jan. 12th. Reapplies have been completed in NDFD and patching will start in NDFT on 1-29-2009. A new issue was identified from this round of patching that prevents Journals from being created. The fix for this is not available from Oracle. The combined teams need to make a decision on how they want to proceed. Both teams met and decided not to pursue application patching at this time. Instead we will be doing tools patching followed by application patching.

STATUS REPORT





PROJECTS STATUS

Working on a number of open tickets here are the major ones.

In progress

1. Working on including POIs the the authentication extract.

In progress

x Weekly CND report Monthly CAC report DATE: 02/23/09 Campus Solutions X HRMS Development Finance HRMS CS Data Center


2. Changed the budget queries so they are ready for FY 2010.

Complete

3. Developing a query to display employees that are claiming exempt from state tax.

Complete

4. Working a query that help the users balance the PREPAY deductions

In progress

5. Working on the processes that are affected by having the SITS employees on the NDSU payroll that are housed at UND. These include parking (2 processes) and the library extract. There may be others as well. 6. The UND parking deduction upload has a number of errors and the file looks fine. Need to determine the problem. 7. The AD-419 report is skipping some employees as reported by NDSU. Working on determining why this is the case. 8. Working with the functionals on rewriting the redistribution process that is run during the summer so it can be run all year to get rid of separate checks

In progress In progress In progress In progress

Submit Daily Migrations and approve/review State Daily Migrations.

On going.

USER GROUP PRIORITIES STATUS 1. Shanaka Herath started employment in the beginning of February. Working with him on training.

In progress

2. Working on 2 new processes to back out the actual distributions and the AP extract processes.

In progress

3. Working on making mods to the reverse/adj paycheck process per request of the functional users.

In progress

4. Working on changing the combo code structure by adding the business unit to the Class field.

In progress

5. HE self service is being worked on. It has been rolled out to one campus.

In progress



STATUS REPORT

# New tickets this week/month: 15/172 # New tickets this month last year Not available

# Year to date: 2,923 # Year to date last year: 1,690

# Resolved this week/month: 13/169 # Resolved this month last year: Not Available

#Remaining open this week/month: 2/3 #Remaining open this month last year: Not available

PROJECTS STATUS

Campus Solutions 9.0 Making additions and changes are necessary. FIN 9.0 Annette & I continue to work on the necessary

changes. Mick will discuss ITD’s approach to access for Programmers and Functional staff, so that we are unified in our approach.

HRMS 8.9 Making additions and changes as necessary. HRMS E-Apps (Self-service) Work is on-going for pilot with NDSCS. We are

waiting for a DB link to be established. If that is accomplished, the Go-live should go as planned for next week.

USER GROUP PRIORITIES STATUS


TRAINING, MISC STATUS Vacant Security position On Hold.

x Weekly CND report Monthly CAC report DATE: 2/19/2009 Campus Solutions X Security Finance HRMS CS Data Center


STATUS REPORT





PROJECTS STATUS

USER GROUP PRIORITIES STATUS

PATCHES/FIXES SCHEDULE PATCH/FIX ELEMENTS HRMS Patching Application patches are waiting to be scheduled. The

Data Center needs some servers that were used on Finance before this can begin.

Finance The Finance application patching (MP8+) was aborted

due to a bug in one of the bundles that requires a tools upgrade. A tools upgrade is being worked on at present, and will begin shortly. We were planning a tools upgrade anyways – this is not a result of the bug in the application patching. Application patching will be attempted again after tools is complete.

x Weekly CND report Monthly CAC report DATE: Campus Solutions Development Finance HRMS CS Data Center X Patch Coordinator

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