Pennsylvania BANNER Users Group 2006

1. Pennsylvania BANNER Users Group2006 HACC ACCOUNTS RECEIVABLE

2. HARRISBURG AREA COMMUNITY COLLEGE (HACC) ACCOUNTS RECEIVABLEAUTOMATED SCHEDULE CANCELATION PROCESS (A.K.A. “NO PAY” ) Presenters: Jim Zablosky Director Student Accounts 717-780-1917 Calvin Deiterich Database Query & Report Analyst 717-780-2542

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. 8 - 9am 9 - 10am 10 - 1pm 1 - 3pm Complete processing of prior evening’s work Run Banner extract job for all current registered students & reviewed by Student Accounts The extract was emailed 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 Process before Automation

5. 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 Process before Automation

6. A Need For A Change • The college recognized that this was a slow and cumbersome process that didn’t 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. We had to identify our points of synergy We had to identify our points of synergy We had to document our “is” process without creating our “will be” process We had to document our “is” process without creating our “will be” process We had to examine our inter-group connectivity We had to set our sites with the end in mind We had to assure our organizational structure supported our future state A Need For A Change We had to re-orient our management triangle

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 Extract’s FieldsUPaid Enough

12. The Banner Extract’s FieldsFincAid HeldYa

13. The Banner Extract’s FieldsSTAC HeldYa

14. The Banner Extract’s FieldsYou’veBin Dropped

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 student’s 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”

21. 8 - 9am 9 - 10am 10 - 12pm 12 – 1pm Complete processing prior evening’s 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 emailed 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 New Process

22. 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 New Process

23. Pennsylvania BANNER Users Group2006 Open Floor for Other Questions?

24. Pennsylvania BANNER Users Group2006 Have a great day!