BGSU/PeopleSoft

1
BGSU/PeopleSoft

• Financial Aid
• Student Financials
• FMS Accounts Receivables
• April 2009 Go-Live

Financial Aid, Student Financials, and FMS
Accounts Receivables Business Processes - April
6, 2009
2
Financial Aid, Student Financials, and FMS
Accounts Receivables Business Processes - April
6, 2009
3
Introduction
Financial Aid, Student Financials, and FMS
Accounts Receivables Business Processes - April
6, 2009
4
Project Management Team

• Project Directors
• Bill Gerwin
• Chris Cox
• Project Manager
• Leslie Wilbourn

5
Admissions (Undergraduate) Team

• Admissions Functional Team
• Cecilia Castellano, Functional Team Lead
• Rich Kasch, Technical Team Lead
• Donna Gray, Functional Consultant

6
Admissions (Graduate) Team

• Admissions Functional Team
• Eric Zahnle, Functional Team Lead
• Rich Kasch, Technical Team Lead
• Donna Gray, Functional Consultant

7
Student Records Team

• Student Records Functional Team
• Sue Lau, Functional Team Lead
• Laura Waggoner, Functional Team Lead
• Sue Tomor, Technical Team Lead
• Peggy Johnson, Functional Consultant

8
Financial Aid Team

• Financial Aid Functional Team
• Tina Coulter, Functional Team Lead
• Jerry Ameling, Technical Team Lead
• Robbie de Leur, Functional Consultant
• Jerry Perez, Functional Consultant
• Seneca Johnson, Functional Consultant

9
Student Financials Team

• Student Financials Functional Team
• Kate Whitmore, Functional Team Lead
• Rhonda Montague, Functional Team Lead
• Deb Clink, Technical Team Lead
• Karen Hansen, Functional Consultant
• Mark Hough, Functional Consultant

10
Student Financials Team

• Student Financials Back Office Staff
• Julie Becker
• Theresa Boggs
• Lisa Calcamuggio
• Cindy Cook
• Sylvia Cuthbert
• Judy Foos
• Pam Fortney
• Vicky Friedley
• Leslie Galan
• Janet Hiser
• Lynn Huber
• Chris Kieffer
• Cindy Koontz

• Cheryl Kurfess
• Sharon Lee
• Deb Lowery
• Nancy Lynch
• Brian Martinez
• Lisa Nash
• Nancy Posey
• Sheila Rahe
• Cheryl Reynolds
• April Shumaker
• Vicki Sulken
• Sharon Velliquette
• Tawn Williams-Nell

11
Residence Life Team

• Residence Life Functional Team
• Jason Dunn, Functional Team Lead
• Rich Kasch, Technical Team Lead
• Kendra Rowe
• Andrea Depinet

12
Reporting Team
New

• Reporting Functional Team
• Jeff Mangette, Functional Team Lead
• Donna Gray, Functional Consultant
• Dont Just Replace Your FOCUS Report
• Review and determine What You Need!
• Understand the New Data Structure

13
Agenda

• Introduction
• April Implementation
• Show-N-Tell Moment
• Award Letter Overview Financial Aid
• CASHNet Overview Bursar
• Implementation Schedule
• Training
• Summary

Financial Aid, Student Financials, and FMS
Accounts Receivables Business Processes - April
6, 2009
14
April 2009

• Student Records
• Open Enrollment for Summer 2009
• Financial Aid
• Packaging
• Award Letters
• Alternative Loans
• Award Authorizations
• Direct Lending Loan Origination
• Summer Aid Applications
• Loan Disbursements
• Employee / Dependant Fee Waiver
• Federal Work Study (FWS)

15
April 2009

• Student Financials
• Tuition Calculation
• Billing
• Refunds
• Cashiering
• Installment Payment Plan
• Web Payment
• Collections
• Third-Party Contracts
• Parking
• ECSI (Student Loans)
• My Commuter Meal Plan
• FMS Accounts Receivable

16
April 2009

• Human Resources/Graduate College
• Employee/Dependant Fee Waivers
• Graduate Fee Waivers
• Self Service
• Bursar Bill
• Student Insurance Requirement
• Orientation and Registration

17
Issue
Financial Aid

• The following Change Management items will be in
  place for Financial Aid as a result of the April
  Go-Live
• The current process for posting external /
  private awards involves a paper notification
  between the Bursar's Office and the Financial Aid
  Office.
• This process is changing with the implementation
  of PeopleSoft CSS the Financial Aid Office will
  enter these awards on the student package and
  disburse them to the student's Bursar account.
• This process provides greater accountability by
  tracking each award in the system.

18
RA Awards
Financial Aid

• The following Change Management items will be in
  place for Financial Aid as a result of the April
  Go-Live
• Currently, the Financial Aid Office is notified
  of Resident Advisor Room/Meals Awards via a
  spreadsheet received from the Residence Life
  Office.
• Residence Life will begin entering the RA Awards
  directly on the student's package using
  Departmental Awards.
• This will expedite the process and ensure
  accurate awarding because the award is posted at
  the same time as the award decision is made.

19
Alternative Loans
Financial Aid

• The following Change Management items will be in
  place for Financial Aid as a result of the April
  Go-Live
• The current practice for alternative loans
  involves a manual certification by the Financial
  Aid Office, and manual posting of funds by the
  Bursar's Office.
• With this implementation the Financial Aid Office
  will automate the certification and disbursement
  processes.
• Funds will be "pushed" through CSS to provide
  greater accountability and a more integrated
  process, with audit trails.

20
Alternative Loans Cont.
Financial Aid

• Students will be directed to FastChoice (alt. ln
  comparison tool provided by Great Lakes Higher
  Ed) to select a lender.
• The selected Lender will approve the loan and
  send a confirmation to BGSU Student Financial Aid
  using Scholarnet tool for certification.
• Student Financial Aid then certifies the loan and
  disburses funds to student's Bursar account.
• Students who chose to use a lender who does not
  participate in this automated process will be
  required to sign a paper check to receive their
  funds.

21
Federal Perkins Loan Awards
Financial Aid

• The following Change Management items will be in
  place for Financial Aid as a result of the April
  Go-Live
• Students who receive a Federal Perkins Loan award
  will be prompted to go online to accept or
  decline the award through the Student Center.
• After accepting the award, students who need a
  promissory note will be prompted to complete the
  eMPN.
• Students may either complete the promissory note
  at that time or return to complete the note
  later.
• The system retains the MPN data, which can be
  updated by the Student Loan Collection Office or
  the Student Financial Aid staff as appropriate.

22
Dependant/Employee Fee Waivers
Financial Aid

• The following Change Management items will be in
  place for Financial Aid as a result of the April
  Go-Live
• The current process for processing dependant
  employee fee waivers is all manual for Human
  Resources, Bursar and Student Financial Aid
  Offices.
• Utilizing the new process, Human Resources will
  load the fee waiver information received through
  the Employee/Dependant Fee Waiver Form to the
  Restricted Aid page in Financial Aid.
• Financial Aid will pull this information into the
  student's package and make adjustments to reflect
  the actual enrollment/eligibility as necessary.

23
Dependant/Employee Fee WaiversCont.
Financial Aid

• Funds will disburse from Financial Aid to Student
  Financials as part of the normal disbursement
  schedule.

24
Federal Work Study
Financial Aid

• The following Change Management items will be in
  place for Financial Aid as a result of the April
  Go-Live
• Departments will no longer receive Federal Work
  Study (FWS) allocations to be divided among their
  student employees work availability will be
  based on student's FWS allocations.
• Students who have earned at least 1 in the prior
  aid year through FWS will receive first priority
  when awarding FWS funds in 09-10.

25
PLUS
Financial Aid

• The following Change Management items will be in
  place for Financial Aid as a result of the April
  Go-Live
• Currently SFA only awards a PLUS if the parent
  has completed a PLUS Pre-Application and the
  credit check is approved.  
• Beginning in 09-10 all dependent students who
  could potentially receive a PLUS will be packaged
  with an offered amount.
• The award will not be official until the Parent
  completes a PLUS Pre-Application, is credit
  worthy and has signed a Promissory Note to accept
  the award.  

26
Book Scholarships
Financial Aid

• The following Change Management items will be in
  place for Financial Aid as a result of the April
  Go-Live
• Currently there are no controls over whether or
  not a book scholarship is used for book/supply
  expenses.
• An interface has been developed to apply book
  scholarships to the University Bookstore via the
  Financial Aid and Student Financial accounts.

27
Fee Specific Awards
Financial Aid

• The following Change Management items will be in
  place for Financial Aid as a result of the April
  Go-Live
• The current system has no controls on whether a
  fee specific award is actually applied to the
  designated fees (ie.., tuition scholarship for
  tuition charges).
• Many manual processes and repackaging has to
  occur on a regular basis to monitor the awards
  for potential overawarding.
• CSS delivers charge priorities that allow fee
  specific awards to only pay for corresponding
  charges.
• Automated processes have also been created to
  monitor for overawarding.

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Promissory Notes
Financial Aid

• The following Change Management items will be in
  place for Financial Aid as a result of the April
  Go-Live
• Currently students apply for Student Loans with
  Student Financial Aid.
• Student Financial Aid completes promissory notes
  and types check the following day that must be
  signed by the Chief Financial Officer.
• Loans are recorded in various places on the
  system in both SIS/Sam when issued and then when
  paid off.
• Bookkeeping is done using Excel and journal
  entries.

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Promissory Notes Cont.
Financial Aid

• The following Change Management items will be in
  place for Financial Aid as a result of the April
  Go-Live
• With CSS Student Financial Aid will continue to
  issue Student Loans to students using paper
  promissory notes.
• Funds will be authorized disbursed to Student
  Finance for creation of a "refund/STL" check or
  can be deposited directly into students banking
  accounts.
• Reconciliation will occur through delivered
  reports and fund rosters.

30
Student Bills
Student Financials

• The following Change Management items will be in
  place for Student Financials as a result of the
  April Go-Live
• Student bills will be electronic, on a site
  hosted by CASHNet and accessible from MyBGSU.  
• Current bills will be available through the
  CASHNet site and archived as they are created.  
• Notification will be sent to student BGSU email
  accounts when a bill is available for viewing.  
• Parent and third party access can be granted by
  the student for viewing and paying bills.

31
Refunding
Student Financials

• The following Change Management items will be in
  place for Student Financials as a result of the
  April Go-Live
• As much refunding as possible will be handled
  electronically by the direct deposit feature in
  CASHNet.  
• The Bursar's Office has a marketing campaign in
  place and is communicating this service to
  students.

32
Installment Payment Plan
Student Financials

• The following Change Management items will be in
  place for Student Financials as a result of the
  April Go-Live
• Installment Payment Plan will be available
  electronically via CASHNet beginning July 2009
  payment plans will automatically recalculate as
  classes are added/dropped.

33
Credit Card Payments
Student Financials

• The following Change Management items will be in
  place for Student Financials as a result of the
  April Go-Live
• The Bursar's Office will change credit card (and
  IVR) payment processors, the new vendor is
  CASHNet.

34
Outsourcing
Student Financials

• The following Change Management items will be in
  place for Student Financials as a result of the
  April Go-Live
• Some services currently performed by the bursar
  staff will be performed by an outside vendor.
•  
• Examples of these services include preparing and
  sending electronic billing notifications,
  managing guest access to bursar information,
  preparing and distributing direct deposit
  financial aid refunds, and preparing and
  distributing 1098-T tax forms.

35
Tuition Calculation
Student Financials

• The following Change Management items will be in
  place for Student Financials as a result of the
  April Go-Live
• Tuition will be calculated based on student
  attributes rather than class attributes.  
• Student attributes include career, campus, and
  program.

36
Non-Students Accounts Receivables
Student Financials

• The following Change Management items will be in
  place for Student Financials as a result of the
  April Go-Live
• Non-student accounts receivables (community
  members, businesses) will move from SIS to FMS.

37
Reconciliation of Data
Student Financials

• The following Change Management items will be in
  place for Student Financials as a result of the
  April Go-Live
• Currently the Bursar's Office reconciles all data
  coming into SIS from Dining, Residence Life,
  Bookstore, etc.  
• With the implementation of CSS, it will be the
  responsibility of the sending office to reconcile
  their data and the money that flows through CSS
  to FMS.

38
Departmental Charges
Student Financials

• The following Change Management items will be in
  place for Student Financials as a result of the
  April Go-Live
• Departments which are authorized to bill student
  accounts for fines or fees currently send that
  information via a spreadsheet to the Bursar's
  Office for processing.
• The new process will entail those departments
  entering the charges directly into CSS, where
  possible/practical.

39
Payroll Deduction Payments
Student Financials

• The following Change Management items will be in
  place for Student Financials as a result of the
  April Go-Live
• Currently, some payroll deduction payment
  arrangements for student bursar accounts that
  were accepted this past academic year by
  the Bursar's Office are concluding.  
• As a part of the CSS implementation, Payroll will
  be responsible for all paycheck adjustments.

40
FERPA Service Indicator
Student Financials

• The following Change Management items will be in
  place for Student Financials as a result of the
  April Go-Live
• Currently the Bursar's Office has a method to
  record and view names of individuals whom
  students have indicated may inquire about their
  account.  
• In CSS a FERPA service indicator will be in place
  to track this information.

41
Graduate Assistants Fee Waivers
Student Financials

• The following Change Management items will be in
  place for Student Financials as a result of the
  April Go-Live
• When Graduate Assistants fee waivers are moved
  from funding by one DCC or grant to another, that
  accounting charge is currently masked from the
  student in SIS.  
• In CSS the Graduate Assistants will see lines on
  their bills showing the fee waiver moved from one
  item type to another, netting to zero.  
• This may cause confusion, however many graduate
  assistants are aware when their funding is moved
  from grant to grant.  
• Graduate Student Senate has been asked to help
  communicate this change.

42
Meal Plans
Student Financials

• The following Change Management items will be in
  place for Student Financials as a result of the
  April Go-Live
• Commuter meal plans and extra meal dollars are
  currently purchased at the bursar windows or at
  the BG1 Card Office desk.  
• In the future, they will be purchased at the
  bursar windows, at the Dining Services Accounting
  Office or from the "My Commuter Meal Plan" link
  in MyBGSU.

43
Increase in Meal Plan
Student Financials

• The following Change Management items will be in
  place for Student Financials as a result of the
  April Go-Live
• Currently, students who sign up for a meal plan
  which costs less than their meal scholarship are
  routinely "upped" so their meal scholarship is
  used in full.  
• With CSS, Dining Services will contact these
  students to ask if they want an increase in meal
  plan.  
• If not, Financial Aid will sweep the funds to
  return or reallocate.  
• This affects the dining dollars rollover.

44
Bursar Bill
Self Service

• The Bursar bill will be viewable and payments can
  be made through CASHNet accessible through the
  BGSU portal. 

45
Student Insurance Requirement
Self Service

• Students will be informed of their student
  insurance requirement through checklists viewable
  in the Student Center.

46
Orientation and Registration
Self Service

• Reservations for Orientation and Registration
  will be made through MyBGSU.

47
Show-N-Tell Moment
Financial Aid, Student Financials, and FMS
Accounts Receivables Business Processes - April
6, 2009
48
Overall View
Student Center
49
Student Center
Finances
50
View Financial Aid
Student Center
51
Award Summary Aid Year
Student Center
52
Award Summary by Term
Student Center
53
Award Summary Aid Year
Student Center
54
Accept/Decline Awards
Student Center
55
Acceptance Submission Confirmed
Student Center
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Revised Award Package Info
Student Center
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My To Do List
Student Center
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My To Do List
Student Center
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CASHNET SHOW-N-TELL MOMENT
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CASHNET CONTRACTED SERVICES

• eBill
• Parent/guest access to monthly billing statements
• Single sign on for students
• Eco-friendly
• Cost savings (product, labor, postage)
• Use BGSU email addresses
• Static link to monthly bill dynamic link to
  current activity
• Administrative bill view tracking send reminders
  to those who havent viewed
• ePayment
• Enhanced payment services including partial
  payment, IVR, ACH, debit, credit
• Make real time payments
• Search past payments
• View payment history

61
CASHNET CONTRACTED SERVICES

• eRefund
• In Line to Online self service sign up for
  direct deposit, time savings for students with no
  waiting in line and cashing check at the bank
• Reduce administrative cost of printing, filing,
  dissemination of checks
• No more paper check pickups effective January
  2010
• Installment Payment Plan
• Full-featured plan roll out July 2009
• Adding summer payment plan 2010 (12 months/yr)
• Real time account look up, online enrollment,
  automated calculation and recalculation
• Cashiering
• Real time lookup and account inquiry
• Post payments
• Void and adjust transactions
• End of day balancing
• Departmental deposits (tiered roll out)

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STUDENT LOGIN HTTPS//MY.BGSU.EDU
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STUDENT WEB PORTAL VIEW
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STUDENT ACCOUNT PAGE
Leslie Short
65
STUDENT BILL VIEW
Leslie Short 414 E. Wooster Street Bowling Green,
OH 43403
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VIEW ACTIVITY SINCE LAST BILL
Leslie Short
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EPAYMENT
Leslie Short
68
CREDIT CARD PAYMENT SELECTED CONVENIENCE FEE IS
CALCULATED UP FRONT
Leslie Short
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EREFUND
Leslie Short
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PARENT PIN
Leslie Short
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PARENT/GUEST EPAYMENT SITE HTTPS//COMMERCE.CASHN
ET.COM/BGSUPAY
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PARENT/GUEST ACCOUNT VIEW
AJ Short
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CASHNET MARKETING PLAN

• Target Audiences
• Prospective students, Continuing students
• Parents
• Faculty, Staff
• Department depositors
• Strategic Touchpoints
• February March bursar bill messages
• Bursar web site
• Campus email, Monitor article, StallTalk
• BGNews ads
• Parent mailing with postcard
• Residence hall posters / Posters for both Main
  Firelands Campuses
• O-Reg presentation at parent program

74
QUESTIONS

• Kate Whitmore
• BG_at_100 Office
• mkw_at_bgsu.edu
• 419-372-4956
• Tawn Williams-Nell
• Bursars Office
• twillia_at_bgsu.edu
• 419-372-7623
• Web resources
• www.bgsu.edu/offices/bursar
• www.cashnet.com
• https//commerce.cashnet.com/bgsupay
• https//commerce.cashnet.com/bgsucashier

75
Go-Live Activities
Financial Aid, Student Financials, and FMS
Accounts Receivables Business Processes - April
6, 2009
76
April 2009

• Thursday, April 2, 2009
• 600pm Final SIS Processing for Student
  Financials
• Friday, April 3, 2009
• 700am Snaps, Copies, Backups of SIS
• 800am Extracts for Conversions
• 600pm Project Moves
• Midnight Conversions Begin

77
April 2009

• Saturday, April 4, 2009
• 830am Functional Validation and Processing
• 100pm Fee Waiver Deadline
• 600pm Tuition Calculation
• 600pm Packaging
• Sunday, April 5, 2009
• Continuation of the Functional Processing
• 400pm Functional Checkpoint
• 500pm Directors Signing

78
April 2009

• As a result of go-live activities, the CICS
  region availability will be changed on Thursday,
  April 2.
• On this date all CICS regions will go offline
  beginning at 6 p,m. rather than the normally
  scheduled 9 p.m. time.  
• During this time some of the MyBGSU MyServices
  menu items will be unavailable.  This adjustment
  is required in order to complete additional batch
  processing in preparation for the weekend's
  Go-Live activities.  
• Normal CICS access will resume on Friday morning,
  April 3 at 730 a.m.

79
April 2009

• CSS users are strongly encouraged to not use,
  make changes, or complete business processing in
  CSS during the period from 6 p.m. Friday, April 3
  through 6 a.m. on Saturday, April 4.
•  
• Also CSS users, such as those who may be
  registering for classes during this time period,
  may potentially experience disruption to this
  service during this Friday 6 p.m. - Saturday 6
  a.m. time period.

80
April 2009

• Processing in FMS will continue to be available -
  the go-live activities will not impact FMS
  transactions. 
• No outage period is being announced for CSS,
  however the BG_at_100 Project Team does reserve the
  right to make the CSS system unavailable if
  necessary during the go-live period.

81
Upcoming Implementation Event
Financial Aid, Student Financials, and FMS
Accounts Receivables Business Processes - April
6, 2009
82
Timeline Changes

• May 2009 Go-Live
• May 16 17, 2009
• HEI Reporting
• SAP Conversion
• On-Campus Address

83
Timeline Changes

• June 2009 Go-Live
• June 13 14, 2009
• Grading
• Transcripts
• Federal Work Study eHire
• Fall Tuition Calculation, Refunding
• July 2009 Go-Live
• July 18 19, 2009
• Final Go-Live!!!

84
Training
Financial Aid, Student Financials, and FMS
Accounts Receivables Business Processes - April
6, 2009
85
On-Line Training

• CSS 110 Introducing Campus Solutions 603
• CSS 120 Understanding Academic Structure 552
• CSS 130 Campus Solutions Learning the Basics
  526
• CSS 140 Understanding Campus Community 515
• SR 210 Schedule of Classes View 221
• SR 215 Program/Plan View 141
• SR 220 Student Records View Access  99
• SR 231 Advisor Self-Service View Access  67
• SR 235 Service Indicators View Access  59
• SR 310 Courses and Classes 235
• SR 320 Enrollment Maintenance 145
• SR 325 Add Advisor to a Student Record 131
• SR 335 Service Indicator Maintenance 151
• AD 210 Understand Application Processing 159
• Query Query Viewer 40

86
Hot Line

• 419-372-1615 x21615
• Recorded Message, updated to provide a current
  status of the go-live activities

Financial Aid, Student Financials, and FMS
Accounts Receivables Business Processes - April
6, 2009
87
May Town Hall
New

• Thursday, May 14, 2009
• 1100am 1200pm
• 113 Olscamp
• 1003 Cedar Point Center at Firelands

Financial Aid, Student Financials, and FMS
Accounts Receivables Business Processes - April
6, 2009
88
Questions
The BG_at_100 project, named in recognition of the
vision for the universitys centennial milestone,
is committed to providing efficient, effective
and high quality information and service to
students, faculty and staff. To meet our
changing needs, BGSU is implementing PeopleSoft
to advance the technology that supports and
serves the learning community.
89
For Inquiring Minds

• http//www.bgsu.edu/bgat100

90
Thank You!

• The BG_at_100 Project Team

Financial Aid, Student Financials, and FMS
Accounts Receivables Business Processes - April
6, 2009