1 Pennsylvania BANNER Users Group 2006 HACC ACCOUNTS RECEIVABLE

2 HARRISBURG AREA COMMUNITY COLLEGE (HACC) ACCOUNTS RECEIVABLE AUTOMATED SCHEDULE CANCELATION PROCESS (A.K.A. NO PAY ) Presenters: Jim Zablosky Director Student Accounts Calvin Deiterich Database Query & Report Analyst

3 General Announcements: Please turn off all cell phones/pagers If you must leave the session early, please do so as discreetly as possible Please avoid side conversations during the session Questions will be answered at the end of the session Thank you for your cooperation

4 Process before Automation 8 - 9am am pm 1 - 3pm Complete processing of prior evenings work Run Banner extract job for all current registered students & reviewed by Student Accounts The extract was ed to the FinAid and VA Offices for their review The final list was routed to Registration for manual removal of each student remaining on the list

5 Process before Automation STRENGTHS Great flexibility Great opportunity meet and greet students dropped in error Great job security WEAKNESSES Required looking at approximately 1,500 students each term by multiple departments No good way of tracking why a student was kept Too many people could hold or delete a hold without any user history

6 A Need For A Change The college recognized that this was a slow and cumbersome process that didnt work very well. Students, staff, and instructors all had issues with the process as it existed We did …what every organization does that wants to avoid accountability and deflect responsibility we….

7 A Need For A Change We created a Task Force Its charge was to analyze and stream line this process You all know how Task Forces work….

8 A Need For A Change We had to examine our inter-group connectivity We had to re-orient our management triangle We had to assure our organizational structure supported our future state We had to identify our points of synergy We had to set our sites with the end in mind We had to document our is process without creating our will be process We had to identify our points of synergy We had to document our is process without creating our will be process

9 A Need For A Change This was a truly needed project 20 different areas were represented Information Technology took an active role The people that understood Banner and would gain the most benefit from this change were engaged in the process It took about 12 months It is still ongoing in minor ways

10 The New process – required baseline process changes – Our Banner extract had to be modified to capture all pertinent information we used to base no-pay decisions

11 The Banner Extracts Fields UPaid Enough TERMStudent IDStudent Name AddressCampus CodeClass Count H01UPaid Enough Str, City, State, Zip W2 Gross Term Chrg Studt Term Payments Other Term Credits Aid MemoedAid Authorized Studt Respon $1,128$ 579$ 0 $1,128 Overall Term Bal Overall Acct Bal Percent PaidFinc Aid HoldSTAC Hold Bal Error Future Indicator $ %- Blank - - Blank – - Blank -

12 The Banner Extracts Fields FincAid HeldYa TERMStudent IDStudent Name AddressCampus Code Class Count H02HeldYa FincAid L4 Gross Term Chrg Studt Term Payments Other Term Credits Aid MemoedAid Authorized Studt Respon $2,779$ 0 $2,525$ 254 Overall Term Bal Overall Acct Bal Percent PaidFinc Aid HoldSTAC Hold Bal Error Future Indicator $ 254$2,779 0%A 17-Aug Blank -ERROR - Blank -

13 The Banner Extracts Fields STAC HeldYa TERMStudent IDStudent Name AddressCampus CodeClass Count H03HeldYa STACG3 Gross Term Chrg Studt Term Payments Other Term Credits Aid MemoedAid Authorized Studt Respon $1,769$ 4$ 0 $1,644$ 125 Overall Term Bal Overall Acct Bal Percent PaidFinc Aid HoldSTAC Hold Bal Error Future Indicator $ 121$1,766 3%- Blank -YERROR - Blank -

14 The Banner Extracts Fields YouveBin Dropped TERMStudent IDStudent Name AddressCampus CodeClass Count H04Youve BinDropped Y2 Gross Term Chrg Studt Term Payments Other Term Credits Aid MemoedAid Authorized Studt Respon $1,098$ 0 $1,098 Overall Term Bal Overall Acct Bal Percent PaidFinc Aid HoldSTAC Hold Bal Error Future Indicator $1,098 0%- Blank -

15 The New process – required operating procedure changes – Student Accounts moved to using TSADETL memo holds from SGASADD attribute holds – Financial Aid developed an algorithm populating the ROAUSDF screen – Personnel with access for holding or removing holds from student accounts was limited – Introduced a hold expiration date so no one has to remember to re-check a students account – Ability to track why students were held in class – Established uniform no-pay criteria for all campuses

16 The New process – required some schedule coordination Registration Office publishes a timeline each semester for all major no pays

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21 New Process 8 - 9am am pm 12 – 1pm Complete processing prior evenings work Run Banner extract job for all current registered students & reviewed by Student Accounts. Holds are placed on accounts in Banner to remove them from no pay list. The extract was ed to the FinAid and VA Offices for review. Holds are placed on accounts in Banner to remove them from no pay list. Student Accounts runs the final no pay list and notifies Registration. After a final review Registration runs SFRRNOP and students are dropped in a few minutes

22 New Process STRENGTHS Reduced student population we need to look at each semester More stream-lined and coordinated process Reduced personnel requirements especially in Registration Better control of holds and hold removals WEAKNESSES Less Flexibility Required new Registration reports to be developed Requires shut down of Web functionality 1 hour during no-pay day

23 Pennsylvania BANNER Users Group 2006 Open Floor for Other Questions?

24 Pennsylvania BANNER Users Group 2006 Have a great day!