ࡱ> M ubjbj== )DWWslddd8d dv2ffffffffEvGvGvGvGvGvGv$w zkvfffffkvfffvffff ffEvffEvfDf:nshtff @C#bdfatt|v0vqtXzf4ztfTask Force on Reporting Strategies Functional Group Questions UMKC TeamWhat is working well?What is not working well?What suggestions do you have for improvement?Administration & Finance And Student Affairs continued Administration & Finance And Student Affairs continued Administration & Finance And Student Affairs continued Administration & Finance And Student Affairs continuedQuerying with PS has been better than before we can be proactive better than previous system for getting information on payments. Request reports from Wilson and get them and they are good that is my reporting system. Budgeting information is available and fairly easy to access. Journal entry process seems to work well it is easier to go in and make changes quicker than the old paper process. Vouchers work well bills are paid in a timely fashion We can put in all the international students birthdays. Timeliness and accuracy is good for international students Financials and budgeting seems to work well. Institutional research. New grants new module that just went on line it looks good. We rely on other departments we are not connected with people soft. Application is working well. Very user friendly data at fingertips. Recent enhancement on data on balance sheet is good. Can write reports against data easily. Other universities that are using PS and dont have our web reports and are having trouble. Voucher system is easy and works better than what we had. We dont use PS, we have a system that ties in with UMCs in collaboration and it works very well. I am in charge of sending the feeds to PS and the web interface for charges to departments works very well and can be shown to someone in a couple of minutes it is accurate. System wide web interface accounting for facilities space utilization Paris works well on the budget he does good. We used to have a long paper trail this is much better we dont have to worry about loosing a piece of paper it is a new thing nice. Financial reporting and journal entries - they work well. We work through Paris and Wilson their timeliness and accuracy are good. Data warehouse is essential it can be matter of minutes to get data. The staff we have are tremendous very knowledge and very experienced. Good working relationships between academic, administrative and student side. Good system-wide relationships and cooperation. Mary Ann was great at providing us a tool with web applications and it works well Facilities applications work well. Integrated system works well. Current system is easily to use Mary Ann and staff have done a great job of training and developing stuff that people can use at their desk. Query helps greatly with daily money managing. Chart fields that we are using to capture the reporting information much better than the legacy system easier to explain organizes reporting information better. Done away with some of the shadow systems.In facilities using an old DOS system. Need to upgrade for customers. Lots of cutting and pasting and creating reports The bookstore has a Prism data system interface is difficult Infrequently we have trouble with upload from the student side it has gotten better first year was rough second year, much better Position management interface as it relates to payroll encumbrances how much budget do we really have left Senior level management reporting is not there we are having to prepare a lot of manual reports. Getting good revenue information. Validity of the data. Everything is in a state of flux we are between systems it is frustrating some times but we are getting there. Need clean up of the existing data the old system is 25 years old and so we have been cleaning up data so it can be converted and we are hoping to be okay but it is slow but we understand. I would like to have more access to HR data It bothers me on travel and reimbursement to have to get information out of the system, put it on a form and then put it back in redundant data. Biggest problem, is, we run our own system for recreation center. So, when an audit comes, we have to pull everything out, do manual work with the data between two systems and then dont know which numbers are correct. Approvals and people when I send an expense form, someone leaves it on their desk for a month or two and dont get it back to me. We dont have any one person to work on PS they have to do other things. There is a multi-step process that we have to keep several layers of reports. Being able to name the reports - because new ones get saved over the old ones. Connectivity has been interrupted the buildings are not all wire they way they should be. Archiving of legacy data and the keeping shadow systems. We need to put to rest legacy systems tables etc. - but still be able to get to them for reporting. Duplication of information and effort to get data into PS just so you can report on it. There needs to be more standardization time and money were saved with facilities centralization has been key but it is hard. Querying is very good but it is not as good as it could be - nVision (new type) would be better. Encumbrances. In the past we got audited statements by campus. Now we only get system and we have been promised and promised but we havent yet gotten the reports. We need our own nVision system we get it from other units that have it. HR module is frustrating why do I have to do all this and then download, print and send by mail very inefficient process Lack of knowledge of new system. Not using PS but we dont have a web application for students that want to apply to UMKC so students can enter their own data and it will be there where we can all get it. More students would apply if it were easier. There are some data entry errors because the students dont do it someone else does and the errors just keep coming up. Property management every bit of income and expense has to be entered twice at end of month, have to try to make these two agree. No dedicated project support. For example, rent we should be able to enter it once now has to be entered and then re entered in PS entering things twice twice as much change for mistakes. No standardization of what software each department is using. Application for budgeting is not helpful to move into ecommerce. Application for budgeting is just a data entry tool it is not helping reporting.We need a data warehouse. Some way to get data for international students. Facilities also need a data warehouse connection to People Soft especially with budget data. Student addresses and where the students came from - Need to contact students and collect student loans. Need bridge builders to other applications. We, as supervisors, need to be able to view a screen and see if people actually have the vacation to take off rather than approve it and then send and find out they dont have the time to cover it. Support from financial side to help us manage the accounting for auxiliaries. Training. Commitment of resources to making PS and reporting work Training has worked but there is lots more to learn Continuing to have opportunities to discuss, like we are today: what is working and what is not working. Continued cooperation between campuses. We bought software with UMC have the same one it would be nice to communicate with them as to what they have done and what works for them. The communication of what is available out there people keep saying, there is probably something out there that will help me but I dont know where it is. More collaboration. Bookstore implementation. Residential feeding. Department meetings with others to share information and techniques with each other. Getting more pieces on with PS there is a drag go ahead with it we are waiting on legacy and it is stagnant. PS party Did you know if you do this, you can do this support and excitement is needed. Update status of things getting ready to happen could be on the web. User groups. Blackboard training. Cheat sheet on web so can look up things on deptids, chartfields. Tools to help people to learn things. Two levels of training training for people doing it day in and day out and then another type training for senior management. Current applications are so paper intensive document imaging technology advancement so we can eliminate paper. Need a budget variance report that shows current year-to-date and last fiscal year-to-date. This will provide ready comparisons for accounts compared to last year. Key budget managers and staff Key budget managers and staff continued Key budget managers and staff continued  Transaction checklist can look at checklist Drill down is working Integration with campus facility charges and etc. works ACT system for facilities Reporting tools that institutional research has access to. OBDC access to PS data. Queries that are already out there canned queries. Report regarding student demographics and statistics. Summaries in PS. Reports probably work overall as they are intended but maybe it is not the information that we need. Income statements. Once you have training, queries work well. Web reports are working but they are not PS reports they are user friendly much better than legacy system. Chart fields are better way of organizing data than legacy. Budget variance reports not totally but reasonably well. Web time is okay. Aging report in account receivable. Salary encumbrances but bad timing. Within the grants module the information is working okay just not far enough. HR panels are working and are very user friendly.Grant reporting for benchmarking is not working not user friendly and information from them is off Projects are not working well. Some people do not think the HR panels are working vacation/sick is NOT working well Budget variance balance sheet and income no way to navigate back and forth. Transaction checklist when you click the save function, you dont know if it really saved Document Direct Reports some doesnt work some cant get into it there are different versions of PS and not all work. Grants module is not a complete report. Query is not user friendly and it is time consuming canned ones work well but it is hard to find out if it is there and does what you want. Tables and data need to be better defined. Ability to run summary report on all the dept ids mid-year financials are great but isnt automated that type thing, once automated, would be good. Expense reports not available and not working. Time off report is not working. When drilling down on payroll and the first drill down, you get a summary and click on this and what you pull up, for detail, is everything in that file not necessarily just what makes up that total. Employee look up in web time dont always know the details. Unpaid leaves. Student payroll doesnt drill down Cant see detail on campuses facilities need to be combined Query tool both good and bad with grants try to join too many tables and it just timeouts. Department security for HR is not in place. Vacation/sick leave reporting really bad. Voucher hits account before the checks are actually released. Cant report down to class level without getting everything else with it. We need more technical support on the HR side reporting it is uneven. Income summary reports seems to overstate the revenue it doubles it. Timeout sessions in PS Query. Grants and budget screens are not user friendly cumbersome. Grant reporting and hard to read frustrating takes lots of time doesnt save information from one to the other. Encumbrances dont appear on all finance reports they are on some but not on others. No ad hoc reporting for HR. Very little technical support for HR. Particularly on GTA or GRA not PAF driven so overstates salary and benefits it takes them out to the life of the project and not just like a 6-month appointment. Fiscal year reports. FRS isnt very responsive these days. Summary level data on finance transfers. No data warehouse. Training was obsolete and inconsistent. Cant do refreshers of the data instance. Sometimes no good data for reporting all day. Drill down doesnt match and so then we dont trust the data. Feeder systems. Direct billing for airfare. Revenue coming in. Lots of data re-entered for reporting. Project reporting is inconsistent. Quality of presentation cannot just get it and give to Dean or upper level people. Trend analysis. Employees classified inconsistently. Lack of information for family leave. Duplicating entries because of delay since submit button is detailed. On web time there is no alpha index and so cant go to an entry must scroll through whole thing. Fiscal year controlled budget in new year, goes to zero, because it is not report in correct place. Need a data warehouse have asked and asked. More timely update of encumbrance. Fix all the things we said didnt work. More consistent across campuses so when you run comparable data for reports it is comparable. Some of the canned reports, if they could just prompt for it. More training. Make queries so it is in English not in some un-understandable language non-programmers HAVE to use this and so the language should be appropriate to the user. End users need to get together and say this is what I need and this is how I need it and then approve what has been written and get it right for the end users. Improve response time. Make timeouts not occur. Have more automated functions. Drill down on summary reports. Combine some data make a department summary for budget, by deptid. Better descriptions on the queries so you look at a list and know what it is maybe even a verbal description as well as an image Reporting drilling down for high level people Basic reporting that allows you to report by MOCODE Grant reporting for example, when does the grant end Not all university employees have access to e mail Access to system information Recording of revenue as it relates by school 3 years of history Navigational tool Add an asset module and let us know about it All the things in the problem column fix them Campus Fiscal Officers Campus Fiscal Officers continued Campus Fiscal Officers continuedVouchers. Old FRS data is still there and it helps me a lot. MOCODE Process it is a shorter number and easier than it use to be. PS financial module is great. Accounts receivable once I read the 4-inch manual and read and re-read all the e-mails about the changes in it. Drill down to vendors works. List on invalid MOCODES that is put out by financial services. That we are being asked what we need this is an improvement- you are asking!Even bosses department heads dont have the access to see reports they only see totals. Cumbersome because some times you only need MOBIUS to get information and sometimes have to use chart string it would help to have a total report system. Timeouts. Journal entries are out and so you cant get the rest of your work done. Sometimes PS is very frustrating. The drill down list of FRS descriptions I could then go to the old records for history. The MOCODE is not consistent. We thought that with PS we would have less shadow systems but we have more we dont trust the data. The purchasing module is cumbersome and time consuming and frustrating and it is hard to track and it is hard to report. Auto-feeds could whoever does puts these in you cant hit the one line item that applies to you finally find it and then have to go down and find it and then it still doesnt have what you need. Terminology is assumed and people dont use those same terms again. Columbia was the driving force on lots of the old things and then we used it but it made no sense. No standardization of the terminology if you go in and look for something and it is not there, then I just have to make up something - and it might not be correct. Why cant we still modify the account number it seems names were transferred from the old system. In the old system, we could go in there and make up names. For example, there is an account that says Travel Big 12 conference now this isnt helpful to us. The description line that appears in the report is often blank from the feeder system; that is not accurate. We need ways to break down all the charges from work orders to long distance so you have to have a shadow system so you know what these charges are & how they are broken down. Categories do not always fit the PS accounts and so the reporting is not accurate. When you dont trust the data and so you keep a shadow system. It is also cumbersome to do a feeder system. We wanted to customize our detail to what our customers but they said we could only use what applies to Columbia departments. You have to go into DOS to put what you have to send to Columbia and then go back new technology should be so you just enter it one. It is so cumbersome that we cant get everything done before the grant has to close and then expense comes in after the fact. Procards cant tell what the expenses were for it was a nightmare and procard is reconciled once per month so if you are trying to give a report, you wont have accurate information unless you get it from your spreadsheet. Sometimes we have to decide do we learn more about this system and how to use it or do we work on getting a person paid well Payroll encumbrances are so wrong. We need a way to know how to fix them and know how others have fixed them. Different types of personnel are hard to track they stay the same in the system, even though they may have changed jobs. More generic terms on accounts Make PS reporting panels available to the end users - it is still not there. Fix the fact that they are restricting our access and keeping us from doing our job and spending money that the university doesnt have. Making sure that how you access information is the same across the board. Example when I process reports to hire people I have to have multiple screens open at all times you should be able to drill down. And there is no way to tell where it is it should be online. Everyone should get a foam brick to throw at things when we are frustrated with doing this. The boss only wants to know how much money do I have how much have I spent, How much do I have left and I have to say to her, well, in a few days, I can tell you because there are so many places and I have to put it all together to see. We have to remember what hasnt come in in order to give any kind of accurate report we have to put a disclaimer on it. Maybe a field that would allow you to go in and make a pre-encumbrance pre-commitment. Maybe a way to do a pre-sort as related to the feeder application that would tell you that there was a problem with a MOCODE and not hold up the whole thing. Maybe if more people knew about the test (of feeders), they could do this and then get back to those with errors but not hold up the whole thing. Better/more knowledge of tests environment for users. Better training of what is out there, what you have access to, and what it can and cant provide. If you dont use it, you lose it the queries dont always work the training isnt geared to the persons job or different levels. We need to be able to have training based on your job. The 3-inch manuals are just too much. Updates on the training we find by the grapevine or doing something wrong that it has been updated. I keep the email updates in the 4-inch manual cant updates be automated? Need a system-wide way to share, look what I found today Universal access to reports that we need to use they are mostly public information anyway. When you pull one report, you might think you have accurate information but you may need several to get the true picture. Faculty need to be able to do this they are not always realizing that they need to do it themselves. Incentives or requirements for academics to go and look at the information. Need user groups.Additional fiscal officers Additional fiscal officers continued Additional fiscal officers continuedQuery is my favorite tool I use it daily it is a wonderful tool to get what you want. I like the web reports you can change them to give you reports in any format you want. Payment net is working well credit card reports Outlook web reports are working well for us. Voucher function is good Web time pay roll function PS search option I didnt ever do the old system so lots of this is fine with me Employee look up Pay roll List serves are working well Help desk works well for technical in the system real good response and very helpfulThe voucher process is pretty labor intensive and takes lots of paper work and sometimes duplication of paper work I started out trying to pay someone with voucher and they told me that I needed another paper and so I did it and I waited and waited and then someone else told me no, you cant do it that way. And it went on and on and the person still hasnt gotten paid. Some people are not patient with the training those over me are very impatient and tell me that it is my problem so I try to read the book. Internal service order worked so well but then tried to put money back in and it will not let me and everyone tells me, You screwed up. Some people said they could help her - others said you need to go and asks someone else some are nice we need a support system. The query system is not working so well for me it looks like it is a great feature we cant seem to get what we need (especially with grants) so we finally had to get a shadow system. We thought we would have less shadow systems with PS but we have more. Example Payroll information for particular projects. We have been using quick books but it is double entry but we had to have it also we use some Excel worksheets for shadow systems. Our fiscal yr end is different than the university one. You can set up the reports to print the checklist report etc. you have to do it individually and then each report has to be able to be printed separately. Web time payroll function you cannot print attendance pay time leave, vacation, (you can do it but not without cutting and pasting and checking with personnel that takes lots of time and may only be accurate since last month and not this monthly. So we definitely have to have a system. When people leave, it needs to be able to calculate what you have to pay them. System is very slow everything I do, takes time. Maybe I need a better computer. I have been told to have computer people to come and re-set it. We have an officer of advancement, she always needs the current university budget and it is on the system web site but not able to find it right there and then it is a huge pdf file. Grants being able to get a report. Entering journal entries we used to be able to check your journal entries at one time and with this you have to be able to have time to go back in and check each one separately. Payroll entries you have to record everything it takes a long time if you have to make several entries because on the screen, you can only enter one transaction at a time. Support systems. We need to know who has been paid from grants. Query classes need to be repeated several times. We need more professional reports than we get out of query so then you need nVision and it is very complicated. We need a middle report or lots more training on nVision. A list of reports available for printing I wanted to be able to put in my parameters and check the reports I want from a list and then have them printed. Training. Departments have out dated information if there was a list that told us which of these had no or old information so we wouldnt have to go there searching. A date that it was last updated would be helpful. Hiring documents for academic and non-academic staff the procedures are different but there are no set guidelines each time you hire a new person, there are different people who sign things we need standardization of policies - A checklist of how to do each hire would be great. Could someone create a way to print a list of the vendor list for just my department? Using PS can only get one at a time. Vendor lists for my department also because when I do search, have to wait a long time. Accounts receivable search is very slow. Payroll would be nice to have a list of employees, SS, employ date, accrual date sick time etc. either through PS or somewhere and it comes to us routinely not 6 months down the road and late at night. The information is there but need to know how to get it in a convenient, useable way. A way to record peoples information when they are working primary for one department and secondary for another and maybe even a third. Could we use less paper some how some pages have only one word on it print formatting so we dont do this. Deans and Chancellor Cabinet, Assistant Vice Chancellors Deans and Chancellor Cabinet, Assistant Vice Chancellors Deans and Chancellor Cabinet, Assistant Vice Chancellors Continued Deans and Chancellor Cabinet, Assistant Vice Chancellors Continued Deans and Chancellor Cabinet, Assistant Vice Chancellors Continued Deans and Chancellor Cabinet, Assistant Vice Chancellors continuedHave had success in getting information on student academic records Salary information is fairly clear Student academic records Internal spending records Income or revenue that we generate is clear and easy to access Enrollment data we get fairly promptly dont understand it all Research annual funding reports are good trend data Academic records Student records are generally pretty accessible Faculty Load Report is generally accessible we need to make sure we are meeting our projected workload reports. FRS was working well. Student enrollment management data/reports is working well. It is not fully developed yet but has provided some help in recruiting students and writing them letters and trying to get them to come to campus. In the Law School we are getting all this data internally and we want to keep our own student records and it is all there life is good I would not want the central university to get into it. Registrar does good job and we get good, timely information - good programs. Cost recovery is a problem. We have service teaching as well as other teaching and how to interpretation. We have the numbers but we get two sets of formulation of the numbers. Slow to get detail report on students for funding sources. Faculty Load Report it would be nice to have a summary by department & by rank. Cost recovery formula is a complete mystery to me. The formula is held in secret much like the Kentucky friend chicken formula. In our own system we are understaffed and need new hardware to run PS on our desktops. Frustration is getting access to Delaware data and having such distrust of the data there. It seems to have what people would want and need to make comparisons, but there are about 3 different sets of books floating around and the data in them are all different. The Delaware data has led to some classic misunderstandings. The information has very good potential but we have 3 sets of books. There are no formulas provided as to how FTEs were even calculated. The numbers are not anywhere close to the numbers we have for student credit hours and teaching loads there was some confusion about where they got the numbers. I had difficulty locating the hard copy I wish it could be up somewhere we could get it. Cost recovery we treat it as one size fits all we dont look at different types of programs either. The definitions are fuzzy about what it means. Some sort of benchmarks. We need to relate them to where we are going instead of where we have been. If you look at cost recovery for the School of Medicine, it is quite high but that is on the backs of students. But we need to think of where the number comes from compare our campuses with others by fair means St. Louis came out fine on cost recovery before. Is this cost recovery formula the one we can really use or is it skewed? There is a cultural distinction that is fuzzy we have 3 sets of comparator schools this is a moving target. We have 2 ways of looking at these comparator schools, some people say let us be challenged and others say that we need to look good on this and so use another set. We need discussion on this and decide what is good and put it out there. I disagree, I think we need one official benchmark and here are the things we are looking too and we can measure ourselves by it. Comparative data. Student records we have been frustrated about what can go on official records we need them to include service experiences and honors. Access to data finding out how to get the data you need and who to go to get the data some times people hold on to the data in a timely fashion. Ease of use I cannot make sense out of PS Prioritization of data we get good data from the registrar excellent programmers but we arent high enough in the food chain or close enough in the building to get data and get it on time. Inventory reports assets keeping track of computers whose is getting old and who needs a new one. Procurement should be able to keep track of that ex professor Smith is due for a new computer I assume the data is being kept but where is this data kept and how can I get it are mysteries. PeopleSoft requires a certain level of computer skills and we need to budget some money to get these people trained and retain them. Tracking of alumni we arent doing that at all and not certainly as good as the ones I graduated from. Grants management that module is a problem it has slowed everything down not knowing what is going on and how much we have.Data on where students are a few years out this would be good to have we are trying to be better about our graduate students where they came from where they went why they did not come be nice to have some trends helpful for recruiting and quality If we had access to student report details, we could get them ourselves. Better coordination between us and CBHE In my perfect world this is what would occur at any point that our student credit hours would be able to be transferred into a formula and with this amount of students, we could expect in budget at this time of year. Have a faculty load printout as it relates to productivity so we have a unit target maybe print out the full time faculty and we have a target of 270 credit hours in a semester, then it would be there. Cost recovery what is the formula what are the elements and generate it on a regular basis. Petersons why did I get this this should be generated centrally. Scholarship reports. Transparent admission process so that at any point we could call up the admission process and see exactly what this student needs to get in UMKC tracking of the status of the students faculty get very frustrated trying to get good students in and cant tell why they cant be admitted. Student Retention reports. Information on what other schools are doing as far as raising tuition - by specialized schools Sometimes when we have special needs, the computer people and registrar sometimes have a template and refuse to put things on that we need ex non-credit CUs so we have to keep our own system for keeping track of this. A better understanding of the template where did the data come from. Largest frustrations are cost recovery. It is a black hole how do they get the numbers what is the situation at any given time if there was a fee increase what would be the implications we need it and need it in real time. We need information on how our law school compares to other schools and to MU and with scholarship we have and how they compare to others. Need to be able to track co-curricular activities of, students, scholars, and achievements so we can target alumni to help us financially with our program. Funding for Results we read that we are to get 600 per underrepresented students that we graduated we dont get the dollars. Comparative data is very important to us tenured faculty numbers and where we are and where we are going. A better system of tracking alumni a university or campus wide or by school. We also need a profile of our students. I had a chance to work on an alumni effort and I had no idea that we had no data on our successful graduates. Student retention information especially transfer students many have transferred from other institutions Room usage needed to recalculate the indirect cost recovery rate trying to find the information that we need to determine which were closets and not research labs. We need a central room inventory and who is in them. We had to get actually employee id numbers and how they were being paid. Space issues for externally funded research. Development records we need to know what goes on in this office and how it relates to us. Access to the office of development records on what are they doing for us who have they contacted and have they gotten money and who has given money. Duplication of effort with the budgets we keep records because we need to have them quickly and at certain times. Definition of terms. Taking a look at definition of terms to be sure they arent outdated as time changes example, on campus what is that? With a huge outreach program it effects cost allocations and we are always changing our delivery methods. We should be a learning institution and there should be a consensus of what we are learning about ourselves in the big picture of the university we need to know why are we collecting the data and going back to those closest to the students what do we need. For ex. When we are coming up for review, we need something to come out automatically. Ex there is a section on resources we have to have library costs available, and history of institution etc. and it is just not there it should be available central Need very current information about public information that we all use for grants and accreditation. Work place of choice we need some community data salaries for staff we have to not only compete with other universities but those in the community they can make a lot more out there. Why are we collecting what we are collecting Institutions that are trying to improve themselves on the rankings, really work at getting the right data and reporting it in certain ways make this a priority. Inventory of furniture and equipment how do you find out if there is something available that has been put in surplus so I am not buying new stuff when something else is available that someone doesnt want. Life cycle computer plan Duplications of effort effects budget we are spending lots of time and effort to track this several people are keeping this data one central place for this information and data. I really want to emphasize that we have a national security problem we have so much data and no analyst to work the data. We need some warm bodies to actually look at this data and tell us what it means. We need to add some assistants to the university to do this in the last year, I have seen regular reports full of data and then I am asked for this same information again either they dont have the people to look at this or the people dont know how to do it. Big companies like IBM can sell us software that will take all these reports and put them together indexing system. This has been available for at least the last 5 years, and we dont have it and you can control who has access to these databases. If we are to produce meaningful reports from the data, the data must be reliable.Associate Deans, Assistant Deans and Department Chairs Associate Deans, Assistant Deans and Department Chairs continued Associate Deans, Assistant Deans and Department Chairs continuedOn line class list is the only thing working dont get rid of it it is great for the current students. I think the query tool that is out there is okay for us to use. Class codes being able to set up class codes with the owners of the money in an account will tell you by class, how much money each spent Being paid our salaries works. Salary workarounds manual checks. Student credit hours and head counts reports. Printed class lists that faculty get. Star system in getting grades and updating addresses. Capsule reports for advising. Transfer credit table is used. Linda Newton is good. Update catalog. Class schedule except for timing getting it printed works. Community of scholars that identifies funding sources works part of the community of science list and who is doing what around the country. Library system works -Merlin and MOBIUS Interlibrary loan. Electronic travel grants. Outlook look up Function works. Accruals - this thing doesnt work I have spent a lot of time trying to do it salaries are docked vacation doesnt work it is a mess can we just go back to the other type of reporting before PS. Internal bookkeeping is a problem Profiles were messed up in PS. People are trying to take an old system and make the new system work that way and so they took the PS and messed it up trying to make it do what the old system did. These mistakes have messed up things for other people can wipe out someone else work with these integrated systems. In order to have a true integrated system, there has to be the chance that someone can go in and mess up other peoples work. People Soft. Security of the system it is not as secure as it could be we know we can get stuff we probably shouldnt be able to get. Which data can you read and which data can you change often there is not enough data you can look at and too much data you can change. Need more read only access and more secure data entry. Training issues Transfer of old data to new system Financial report gave the element government reporting not giving you details like a business reporting we would like it readable. We want it so the budget is a fixed reference point. Cash vs accrual accounting but you should still get balance. People need to read the sources and put them on electronic reports also. PROVIDE THE FOOTNOTES AND WHO IS THERE AT THE TABLE WHERE THEY MADE THE DEFINITIONS. Lots of accounts need to be done manually because at end of year, it is dumped back in the pool. RIF accounts it should be coded in a way that it can be tracked and it should be able to be carried over Can get annual expenditures after the fact but cant get it during the year there must be a way so we can get expenditures and income on a year bases our reports are based on yearly and not project bases. Total costing report we cant go to the dept levels because it becomes absolute nonsense There are too many shadow systems cant get it if you need to make applications and need central data but they are good for stuff that you dont want to enter everything into PS for ex prospective students. Duplication of effort. Class schedule as it is being produced the reason is that you get 3 times written in materials the green sheet this seems to some like merely an annoyance but whole classes of student (50 of so) are cancelled because it shows that there are only 5 in them students cant graduate because they cant find the students. What is given students is not correct. Obtaining a list of majors from departments. Administrative assistants run the university. The department head is at the mercy of the administrative assistant that would be great except the buck stops with me so it causes administrative assistants to be making decisions that they should not be making both academic and financial decisions that they shouldnt information is power though and they have it whether they are qualified or not faculty by pass the chair and go to the people using . Nancy may be the only person who can use the query! If it were something we used every day we could do it but it is something we only use once in awhile and so cant remember it. Proposals take lots longer to do than before grant data forms. How much general operating funds have we spent and what have we not spent. HR system is taking so much more money and time than it did before. Not having real time student reports. A way to tell which reports are generated by the system and by local. Report documentation should be given at the bottom of each report. An inventory of what data/information exists what resources are there and how to find them. Need a central (UM) ID system for students. Need a catalogue of what is out there for use with the query tool. Need good training for query. We need to share with each other what works. It is great getting continual reports (even though they are not readable) if we could read one thing the BALANCE - and it would say that on the report I cannot do my job without it. Need comparative data. We need history. We have to go fish this out the administrators should be telling us not us telling them. Training better training for all types of users Near information year, by year, by year, for our whole life history is important to do our reports Like to be able to account for income out of tuition. Need a list of student majors now you have to inquire from registrars and it is two weeks late and then you dont know if it is right. Need students progress what do they still need to take when can I graduate. Training there needs to be some kind of training that gives one a sense of what training do I need what decisions can I make as a result of this training how does it all fit together. There is no training for chair departments or dean training what should they do what is their role. Centralized support service of people that are trained to do PS Need user input We would really like 24/7 help on this. We need a system that accounts for the fact that our people may be in one place, one time and in another place at another time. Other places have figured this out. The University of ֱ should be the University of ֱ and not one thing one place and one thing another. Online faculty activity reports. Add annual salaries to PAF. Need HR reports specifically designed to support academic administration for example, those faculty coming up for mandatory tenure review and promotion as well as for better academic planning & management. Need reporting to track the status of Work-Study students from Financial Aid office many leave with little warning and we need to be on top of who is where and who needs to be replaced.SEMT Student Enrollment Management SEMT Student Enrollment Management continued SEMT Student Enrollment Management continued SEMT Student Enrollment Management continued The system IR office works very well I use the reports they do to make and give other reports Ad hoc requests are what I use lots and I have learned to get what they need Student Affairs staff positive and negative I know which ones to go to get what I need Relationships on campus Regular reports help People oriented systems.Always a different slice and so it has to be given different ways. With my making do background, I have had to do this but Wilsons office is really helping by giving me stuff electronically. Even though the regular reports are good, there is too much I need and couldnt read it all. The data that is not out there I keep running double checks and then people tell me I have a 25% error. Knowing the difference between frozen data and when you do need data that has changed. Everyone tracks data differently Access and timeliness Faculty & administrators need to have data in their computer so that when they are working at midnight and need to figure something out. They can do it & not have to wait on a report from someone and get in line. A programmer is required to do too much when others can do it in their pajamas. We still have to have shadow systems because lots of information we need is not there bar exam scores. Can only push a programmer so far and they start getting mad. There are several things we dont have in order to be accountable. Retention reporting. High level of time spent doing entering and tracking is a high cost to the State of ֱ just to get what we dont know and what we need to do our jobs and the information never comes out right. When we go through this process of communicating with the programmer, even those of us who are pretty literate dont get what we want until after several attempts. Say we ask for a list of freshmen I have never gotten a list of this after frozen file that was accurate students that were enrolled and hadnt dropped. It is important to the reputation of the UM that if we say a certain percentage is here and they arent, we look bad maybe they werent admitted ever or whatever reason. We are using compliance definition to make decisions and that isnt right. The internal data are incorrect. Unclear to students how they should update things. Dual credit high school students are counted when they shouldnt be we shouldnt be held accountable for these it is expected that they will go somewhere else. FERPA faculty want stuff they cant get. Northland campus cant get good data for enrollment management. It affects our numbers and dollars. I need to know how many students and how that fits into the cost. Difficulty getting good budget data and what our expenses are. What about primary and secondary majors? The system from which we get the data is a problem fields. A campus policy if you enroll in Northland (off campus) and on campus we need to revisit this policy. CBHE doesnt give reports in the way that we need them. We do not have an institutional research staff to do all these things we have one person in that department. More regular reports with same information everyone needs age, gender, class, major, how many of List of what is out there. Knowing how to ask so people get what they really want. Requests could come to only one place duplication is happening. Data dictionary. Clarification of requests. I would like to know what fields there are you just happen to go to a meeting and find out that you can get data you had no idea was there if we only knew what data is out there. Fields need to be named so people can understand what they are. Groups to meet with to learn. A coordinated list of what is needed and what is there and how to get new fields in. Transfer students who are they where are they are they successful? Which students were denied we need this information. We need to be able to download data and look at it and work with it ourselves and not have to bother a computer would save incredible time and money. A clear understanding of where and how to make data requests A list of who is entitled to what information FERPA faculty want all sorts of stuff they cant get on students we need an official list. We need guidelines official guidelines of who can have access. The boundaries of what we are to give I shouldnt have to argue with faculty every time. Other side of the coin here is we do need the guidelines and we need to be consistent. I dont want some group to make a decision about this without looking at the needs of the university and what we have to report. I have heard of rumors that would restrict access to student information on the part of people who need it people who advise students cant do their job if I, as a faculty, dont know everything, I cant help the student. All this revolves around our ability to be able to help students. We do have needs for data to do our job. Need reasonable guidelines and flexibility. CICS is down at odd times. Alumni data is needed we need to update it. Ability to track enrollment by school by cost. Noncredit activity do we recognize that? How do we budget plan around this? What unit of analysis do you want us to use sometimes money goes by number of students and not by credit hour and then someone wants it. Consistent definitions. Communicate about issues user groups Helpful to have a list of students regularly received reports by category, by department, by major of students who are from historically underrepresented backgrounds. We dont even get, without asking, a list of our graduates. Classroom space utilization report. Training some faculty cant do Excel and Assess. Share groups so each other can learn what others know - Like people in same room with like needs. Advisory group to institutional research that could make up a list of reports that all need. Get all people together with their list of reports they do and see which are the best and how could we make it into a report all get. Beef up system IR office and maybe they could do some student data but they do different things they do national reports. Service units to accommodate requests.Technical Support Staff Technical Support Staff continuedThe biggest strength for technical skills is there is direct access to the data experienced user; tools can impede getting things done. The legacy systems are well documented in terms of what means what. The fiscal reports that we can access The checklists are great. Can easily access SQL UMDW. A knowledge and dedicated staff. There is a real professional interdepartmental working relationship. Oracle software works well. Excel works well people ask us to build. Lack of documentation. No data warehouse. People are comparing data and reports from different places. HOD (Host on Demand) (does not work well) especially the send receive being sure that it is on everyones desktop and it reduces productivity. People accessing CICS. Selective access to Oracle tables people are being screened out that really should have it who get it and who doesnt. Key people need key access and it is being restricted. Table definitions. Data ownership for people on multiple campuses. Jurisdiction field is a problem when we convert legacy to People Soft it is a problem. Gender codes in people Software. Ethnic codes. PeopleSoft still have data silos and an end user cannot do a cross silo query we thought we were getting an integrated system but. Reporting between PS and legacy is almost impossible - cant compare between legacy and PS any longitudinal data we have to tell people not to compare the data from the two systems. Creating reports across silos. Two high end users can ask 2 technical people to get information and come out with 2 different things. Difference between data and information.We need a supported reporting system and software and licensing - so that when folks need access, we can say, here this is and this is how you do that but sometimes we need some things (like SAS, and graphical query generator that was any good) that way we could say that we will support this one if you want to use something else (or need it for something, go ahead, but we may not be able to support you). Information repository. Communication needs to be communicated multiple times in multiple formats in hopes that it will stick. Cant just do things once in one format to one group. There are new people and people who have been here for 5 years and sometimes they arent communicating what they need and what is available. Written and spoken communication. Documenting what is out there. Canned queries people need to know what these queries do. Formatting is important. End users need to spend some times discussing the details of the reports. 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