1. Executive Overview This presentation provides an overview of the SBCTC-ITD Administrative Applications. Available are links to associated web home pages, module details, database pivot tables, and Visio diagrams of specific databases. A link to a step-by-step tutorial of creating a basic DataExpress procedure is also included.

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

3. 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: TBL1, TBL2 Set parameters Edit transactions Generate off-line functions FMS Financial Management System

4. 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

5. Control Tables Accounts Payable AFRS 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

6. 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

7. 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

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

9. 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: TBL1 Identifies the type of tuition charged to a student (Student Fee-Pay-Status) Identifies the category of tuition charged to a student (Class Fee-Pay-Status) Maintains the tuition calculation table Maintains the fee code table FMS Financial Management System

10. 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 and building functionality FMS Financial Management System

11. 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

12. 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. FM1 is an optional application that is used by about 1/3 of the colleges. Associated SQL Database: INNOVUS Accessed for reporting using Crystal Reports Produces work orders Tracks the cost of labor and materials Schedules preventive maintenance Provides inventory management FMS Financial Management System

13. FMS Application Data Facts Components associated with FMS: Databases12 Datasets 259 Data Fields (Duplicated)1787 Data Fields (Unduplicated) 880 NOTE: Turbo Image Databases defined by Dictionary 3000

14. Control Tables PPMSPayroll/Personnel Management System Used to edit transactions, control processes, store descriptive information and determine criteria for processing payroll and personnel reporting. Associated Databases: TBL1, TBL2, TBL3,TBL5, EMP Sets parameters Edits employee databases Performs statistical reporting Processes time, attendance, and payroll

15. Control Tables Applicant Tracking PPMSPayroll/Personnel Management System Maintain current and historical data used for tracking applicants, affirmative action reports, and cost factors for recruitment. Associated Database: APP Tracks pre-applicants Tracks applicants Performs statistical reporting

16. Control Tables Applicant Tracking Employee Contracts PPMSPayroll/Personnel Management System 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

17. Control Tables Applicant Tracking Employee Contracts Employee Maintenance PPMSPayroll/Personnel Management System Establishes and maintains employee records from employment to separation or retirement. Includes payroll processing and federal, state and internal reporting. Associated Database: EMP Maintains job appointments, account distributions, job histories Processes salary increases Provides rosters, directories, and labels Provides enrollment to benefits Maintains education and professional development histories

18. Control Tables Applicant Tracking Employee Contracts Employee Maintenance Government Reporting PPMSPayroll/Personnel Management System Designed to fulfill the needs for mandatory federal reporting. Associated Databases: EMP, PAYRH, TBL5, PMIS Performs W-2 processing Provides data for the Integrated Post- secondary Education Data Systems (IPEDS) Provides data for EEO Compliance reporting Compiles the PMIS database for SBCTC

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

20. Control Tables Applicant Tracking Employee Contracts Employee Maintenance Government Reporting Leave Accounting Payroll Processing PPMSPayroll/Personnel Management System Processes all aspects of payroll. Produces your paychecks! Associated Databases: EMP, PAYR, PAYRH, PAUDIT, GL, DRS Provides multiple pay cycles and schedules Posts salary, benefit costs, and vendor payments to FMS Produces automatic payments, time transactions, retroactive pay, hand drawn checks, automatic check cancellations and various balance adjustments. Calculates leave pay-offs Processes automatic expense transfers

21. Control Tables Applicant Tracking Employee Contracts Employee Maintenance Government Reporting Leave Accounting Payroll Processing Position Control PPMSPayroll/Personnel Management System Assigns employees to authorized and budgeted positions while comparing position, employee job record, and the budget record. Associated Databases: TBL5, EMP, BDGT Defines authorized positions Allows multiple employees per position Allows multiple positions per employee Provides a link from budget to employee records Allows entry of vacant positions

22. Control Tables Applicant Tracking Employee Contracts Employee Maintenance Government Reporting Leave Accounting Payroll Processing Position Control Salary Forecasting PPMSPayroll/Personnel Management System Forecasts salary and benefit costs for a fiscal year with multiple base cost increase projections and multiple fiscal years for future planning. Associated Databases: TBL5, EMP, BDGT, SF Creates base salary records Provides salary and benefit cost distribution by month Applies salary and benefit increases Provides budget planning scenarios

23. PPMS Application Data Facts Components associated with PPMS: Databases13 Datasets 344 Data Fields (Duplicated)2474 Data Fields (Unduplicated)1311 NOTE: Turbo Image Databases defined by Dictionary 3000

24. NEED FAS Financial Aid System A third party application from COCO Stores incoming applicant data, referred to as Institutional Student Information Reports (ISIR), and calculates this data using federal methodology. Associated Database: NEEDnn where nn = the award year Gives view access to ISIR data Calculates ISIR data Generates records in the SAFER database Provides Updated Tracking Detail with comment code data from ISIR records

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

26. NEED Tracking Award FAS Financial Aid System A third party application from COCO Posts student aid awards and determines whether awards meet or exceed a student’s need. Manages allocations and budgets by program. Associated Database: SAFER Stores awards and shows award budget balance Controls disbursement by status codes Has automated packaging function Has an award audit trail for adjustment

27. NEED Tracking Award Disbursement & Reconciliation FAS Financial Aid System A third party application from COCO Ability to disburse loan, grant and waiver aid. Also tracks all expenditures (positive and negative) in FAEXP data base for reconciliation. Associated Databases: SAFER, FAEXP Pays open charges immediately through cashiering or in batch overnight Generates checks to distribute to students Tracks all expenditures and transfers for reconciliation

28. NEED Tracking Award Disbursement & Reconciliation External Reporting FAS Financial Aid System A third party application from COCO 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

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

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

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

32. Course Management Enables colleges to manage all aspects related to creating and maintaining their college courses. Associated Databases: SM, TBL3, TBL4 Establishes course catalog information Builds college class schedule Identifies course characteristics Controls class enrollment Assigns instructors to classes Defines prerequisites SMS Student Management System

33. Course Management Contains all biographic data necessary to fulfill admissions requirements, and support the registration process as well as grades and records. Can optionally track the progress of students from their first point of contact to beyond graduation for alumni follow-up. Associated Databases: SM, ADM Creates and maintains student SMS records Changes student identification numbers Assigns punitive and non-punitive codes Optional Admissions Module tracks students and generate documents SMS Student Management System Student Biographic and Admissions

34. Course Management SMS Student Management System 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 voc- prep students

35. Course Management SMS Student Management System Student Biographic and Admissions Course Management Student Biographic and Admissions Registration Program Enrollment Provides all the functions associated with a student’s enrollment in a program. Typically used by clock hour colleges. Associated Database: SM Provides access to program information (capacity, hours, instructor) Batch registers students into associated quarterly classes Creates program waiting list Uses seat management for space availability information Uses instructional calendar to calculate enrollment into open-entry, open-exit programs

36. Course Management SMS Student Management System 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, TBL4 Grades at class level and requirement level (clock hours) Provides a variety of grade roster formats Accepts manual, web, or scanned grading Sends and receives transcripts electronically Provides web and touch-tone access to quarter grades and mailers. Records degree, certificate, cumulative information

37. Course Management SMS Student Management System 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, TBL4 (and REGDB – COCO third party product) Provides online evaluation of transcripts from other colleges Provides online degree audit to see if a student met degree requirements Affords early intervention process to monitor student success Provides honor roll process to identify students who excel Provides a probation process to identify students who fail to meet basic academic standards

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

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

40. Course Management SMS Student Management System Student Biographic and Admissions Registration Program Enrollment Grades and Records Student Progress Student/Faculty Self- Service Functions State and Federal Reporting Schedule 25/25E Schedule 25 is an optional automated classroom scheduling system. 25E is a supplemental software for special one-at-a- time bookings. Resource 25 is also available and replaces 25E. Associated Database: Relies on Job Group SG170R to provide extract from SM S25: Considers room characteristics (seat capacity and room features) S25: Looks at department location preferences S25: Maximizes number of classes placed 25E: Interfaces with Schedule 25 to determine suitable space for single event scheduling.

41. SMS Application Data Facts Components associated with SMS: Databases11 Datasets 306 Data Fields (Duplicated)1888 Data Fields (Unduplicated) 798 NOTE: Turbo Image Databases defined by Dictionary 3000

42. SMS Application Connectivity

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

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

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

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

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

48. Combined Data Facts While accessing DataExpress, a user will see: Databases61 Datasets1060 Data Fields (Duplicated)7132 Data Fields (Unduplicated)3156 NOTE: Turbo Image Databases defined by Dictionary 3000

49. Use DataExpress DataExpress To Access All Of This Data

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