- Finance and Administrative Services
- FAS Division
- Annual Financial Statements
- Annual/Biennial Reports
- Budget Central
- Department Listing
- Expectations of our Leaders
- FAS Forms
- FAS Organizational Chart
- Partners in Campus Business Operations (PCBO)
- Policies and Procedures
- Quality Improvement
- VP's Blog
- VPFAS Directory
Systems Operations and Development
Systems Operations and Development provides technical and operations support to the users of finance and other administrative automated systems. Services include planning and managing system change, technical assistance in system error analysis and correction, functional analysis of user requirements, system design and analysis, program coding and testing, documentation preparation, conduct technical training, project planning, and management and computer operations support. Our clients include Fiscal Operations, Student Financial Services, Accounts Receivable users, Management, Finance and Administrative staff, Instructional and Information Technology Services, and Divisional and Departmental Budget Managers.
People:
- Held monthly CMS Finance meetings with IITS and operational users to review Report and Systems requests
- Held bi-monthly CMS Users Group meetings allowing end-users to address and share issues and concerns regarding PeopleSoft
- Held weekly “Roadmap” meetings with IITS to review technical tasks and projects to ensure timely completion and adequate support to all users of campus systems
- Coordinated a kickoff meeting for the implementation of Accounts Receivable / Billing modules
Processes:
- Hosted a site visit for Palomar College demonstrating the CMS Finance functionality to Palomar staff who wanted to view the web-based version
- Developed system processes for fiscal year-end and startup of the new fiscal year
- Coordinated all year-end cutoff processes for Banner cashiering
- Developed processes and procedures regarding PeopleSoft year-end closing processes
- Worked with Student Financial Services (SFS) and Financial Aid to assist in developing reconciliation processes regarding disbursed loans and drawdown activity
- Coordinated the year-end FIRMS variance reporting to the Chancellor’s Office
- Formalized processes for new fiscal year table setups in PeopleSoft regarding Labor Cost Distribution (LCD)
- Developed processes and procedures with Accounting Services and Student Financial Services regarding non-student Accounts Receivables as part of the implementation of CMS AR/Billing modules
- Coordinated with IITS to develop a standard process for responding to Altiris help desk tickets
- Conducted acceptance and system testing for implementing PeopleSoft’s Accounts Receivables and Billing modules
- Completed testing and implementation of CMS Finance release 8.40.045 and met the SOSS migration date
- Worked with Accounts Payables to formalize and enhance the 1099 processes
- With the Budget Office, developed a mid-year nVision report to assist the end-users in their mid-year budget review process
- Worked with Accounting to reconcile Fixed Asset data for conversion into CMS Asset Management
- Upgraded Banner Student to version 7.0
- Developed production processes for auto billing customers in CMS Accounts Receivable/Billing
- Converted Fixed Asset data to CMS Asset Management and reconciled balances to the General Ledger and SAM 18 and 19
- Coordinated LCD year-end activities to ensure timely and accurate completion of the June process
- Implemented CMS Accounts Receivables and Billing modules, and developed processes that will automate Reimbursed Activities Billings
- Implemented CMS Asset Management module, which included automating monthly depreciation of fixed assets and generating the annual SAM 18 and 19 reports for the State Controller’s Office (SCO)
Campus Community:
- Offered on-going PeopleSoft training for end-users (requisitions, nVision, etc.)
- Coordinated with Fiscal Operations and Procurement all closing processes to ensure that deadlines were met according to the year-end checklist
- Developed Prompt Pay status reports for Student Financial Services to be used for analyzing and comparing dropped students to current registration data
- Prepared and conducted a FIRMS overview session for Accounting Services and the Budget Office
- Prepared documentation, with Accounting Services and the Budget Office, to be used in analyzing the FIRMS Rule 4 setup table
- Completed AR/Billing fit/gap sessions with Accounting Services and Student Financial Services
- Developed an nVision drill down report that will enable the end-users to view their non-student Accounts Receivables detail activity
- Worked with the CMS trainer to produce web cast training materials for all users
- Developed department budget nVision reports used for the mid-year review process, providing an extremely useful tool for the end-users and the Budget Office
Resources and Regulations:
- Completed monthly LCD processing and filed the Employment Status Pages (ESP) report in a timely manner
- Derivated GAAP data in a non-production database, ran reports, and worked with GAAP accountant on reconciling data back to the legal ledger
- Derivated year-end FIRMS data and corrected errors in a test database to prepare for final submission
- Filed the year-end SAM 99 report and closed the legal ledger in a timely manner
- Filed year-end FIRMS data and closed the fiscal year in a timely manner
- Worked with accountants to ensure they have the needed resources to complete the annual GAAP report
- Submitted first quarter 2005 FIRMS filing two days early to the Chancellor’s Office
- Worked with the Chancellor’s Office on testing the improved response time regarding the notification receipt of the FIRMS extract
- Coordinated and completed the legislative Liu Survey for the Chancellor’s Office on-time
