The Accounting system deals with purchase orders, invoices, check production and reconciliation, encumbering funds, reporting (on-line and batch), dual-entry general ledger accounts, interfaces with several other systems, etc..
- Once PO's are processed and printed by Purchasing they are encumbered and reported.
- Invoices are received and processed.
- Checks are produced both on-line (walk-through) and batch with reconciliation taking place once a month.
- Complete financial statements are produced once a month for each department on campus. On-line screens show departments' current detail and summary information for the month on each account. This information is updated daily.
- Several systems such as student information, purchasing, bookstore, stores, telephone system, post office, print shop, and facility work order interface with accounting for billing and check writing.
- Daily balances along with detailed transactions and monthly financial statements (multiple years worth) are available via the web.
ADA & Disabilities Resource Center (SD)
In order to improve services to students with disabilities a system has been written to allow for tracking of student requests for services along with those willing to provide services. The system also allows for the logging of contacts with students.
Alumni Management System (Viking)
This third-party software package used by the ISU Foundation Office. There is are web-based and client software interfaces. Both of these interfaces are used. The software tracks alumni of the university and donations made to the university. There are some batch jobs that creates data files from the SID database on HP1. These files are then imported into the Viking System.
Athletic Tracking (AT)
This system is used by the Athletic department to provide the capability to report athlete progress to the NCAA. It stores basic information about the athlete, such as sport, eligibility, scholarships, and provides various reports to the Athletic department. In addition, uploading capability has been added to NCAA provided software and services. Interfaces have also been developed to interface with the bookstore to facilitate book purchases by athletes.
Audio Visual (AV)The Audio Visual System provides the University with a film inventory system. Film bookings are made on-line. Key-word and title searching as well as other search categories permit ready access to the film library. Special reserve lists are kept. A film catalog is available on the web.
Bengal Card (BC)The Bengal Card system assigns campus privledges to students and faculty. These assigned Bengal Card privledges are used all across campus. Whether it's access to the library, gym or movies, check cashing privledges, door access around campus, or meal plan privleges, most privledges are assigned automatically based primarily on information within Student Information or Human Resource databases. All new students and employees are automatically uploaded to the CS Gold system located in Public Safety office. Once a patron is in the CS Gold system a Bengal Card can be produced at Public Safety's Bengal Card office. Since the Bengal Card is such an integrated part of campus life, visting Public Safety's Bengal Card office should be one of the first steps a new student or employee takes.
Bookstore System (BS)
This system allows the Bookstore to upload their book information to HP1. The book information is made available to student through MyISU portal when registering for classes and viewing their class schedule. There is a link in these areas that allow students to order their books from the eFollett website. The Athletics department also uses the system to make sure that only required books are purchased. Various reports can be run track the athletes schedules.
Budget Book (BB)
The University Budget Office maintains a database to house and maintain budgets for all departments and accounts. Projected and actual costs are available per employee or position. Permanent expenses as well as other miscellaneous items are budgeted. The system provides an interface to the accounting and human resource system. It is used annually in an automated preparation of employee contracts and the university budget book.
Career Development System (CR)This system is used the Career Center. It keeps career planning and placement information including students and employer data.
Central Contact Log (ZZ)The Central Contact Log system stores log files for various systems. Systems using Central Contact Log will keep information records on students, faculty and staff that are relevent for their systems. For example, the Public Safety office may want to keep a log record in the Central Contact Log system that explains why a ticket was voided. The Financial Aid Office may want to create a log concerning a counseling session or phone contact with a student. Each log entry can only be viewed by the department or origin unless the department provides access to another department.
Central Property Inventory (CP)
All University property items, valued at or above $5,000 along with all computer equipment, are tagged for identification and recorded by item and department. The system provides monthly, quarterly, and fiscal-year summaries of dollar amounts and item counts. Inventoried items can be reported by department, location, fund, class, and manufacturer. A FSTools web application has been provided that allows customers to look up inventory items by tag number. Online Inventory forms are also provided for requesting the transfer, disposal or moving of inventory items.
Commuter Bus (CB)
This is an on-line system used to store all commuter bus route information which includes route availability, all stops made on the route, and prices associated with the route. The ticket entry portion checks route availability and validates the stops the commuter will need. A receipt is printed which has the commuter's ticket information printed on it. The system also prints commuter bus passes which will include the student's photo, name and daily ticket information. A commuter waiting list is also maintained to help evaluate the need for additional routes and is used to contact students when there are ticket cancellations. The system permits scheduling of routes for final exam week.
Computer Center Systems
- Billing (BL)
This system provides the Computer Center with an open-item accounts receivable system. Charges include: employee time, HP and network file space, HP connect minutes, paper usage, mailing label usage, etc.. Departmental, State, and local bills are created.
- Departmental charges are passed to accounting for payment
- Paid year-to-date bills are maintained
- Fiscal year-end reports are produced
- Computer User Tracking System - CUTS (CU)
This system is designed to meet the needs of the growing number of Network clients and services on campus. New clients are entered into the system as the applications are received. The applicants should expect a 2-3 minute turnaround time on the creation of their account services. These applications will be checked to make sure the student is still enrolled at ISU or the faculty/staff member is currently employed or under contract at ISU. Once the student, faculty or staff member is no longer affiliate with ISU they will receive notice of when services will be disabled unless they take some action. After access has been disabled for a period of time the services are removed.
- Content Management System (CM)
The Content Management System is a web based system that enables production and management of web documents for sites tied to it. The system attempts to separate the content of a page from the layout code surrounding it in order to enable a content author to publish a document without needing extensive knowledge of HTML. The system also provides administrative capabilities to control user access, document approval, automatic document linking, and image uploading.
- Disk Management (DM)
The Disk Management system was created to assist in the management of disk space used by the Computer Center and all its clients. This system 1) establishes numerous sets of files that are accountable by various analysts or clients, 2) monitors disk space usage and reports inefficiencies and significant changes, 3) monitors databases and large file activity so as to optimize each system appropriately, and 4) assists in projecting future disk space needs via trend analysis.
- File Index (FX)
The File Index system monitors all files on the HP1 and HP2 servers, providing information such as creation and access dates, description, group and account. The system provides a means of locating and archiving files not accessed within the preceding six months.
- Help Desk Management System (HD)
This system is used the Help Desk to manage and track the calls and emails that are received. An incident is created organized in a queue and category. Schedule information is stored in the system so that a field technician can be scheduled out to work on the problem. Equipment information is stored in the system so that equipment can be attached to an incident. Billing information is stored in the system so that Departments can be charged for worked performed. Various reports and emails produced to help keep track of incidents from start to finished.
- Job Rescue
Job Rescue is a system to audit all batch activity and detect processing errors. The system provides on-line access to batch job information, as well as indexes of all jobs run, and an error action sheet for jobs with errors.
- Master Schedule (MS)
This system provides an index and schedule for all administrative production jobs. Special security features and a variety of reports are included in the system. This system is currently only being utilized by the Registrar?s office.
- IP Tracking System (IP)
This on-line system was designed to keep track of all cards installed on the network servers on campus. It provides information on card failures and tracks vendor response for repair or replacement.
- Operations Work Order Processing System
The operations work order processing system is a small web based form that allows analysts to request a job be run by the operators overnight. It requests the proper information to define the job and any additional parameters or instructions necessary for the job to be completed.
- Project Management (PM)
This system was designed for use by CSC Administrative Systems personnel to keep records of maintenance and development activities. All programmers and analysts record their time expenditures. Information is also maintained on maintenance projects and the status of development projects.
- Monthly reports of time expenditures by individual are produced and distributed to the employees to give them a breakdown of activities by system.
- System responsibilities and client contact information are maintained.
- Primary and backup responsibility lists are produced.
- Project and responsibility related information are maintained online under the Enterprise Applications home page.
- Security/3000 System
Security/3000 is the next-generation menu system and will replace the Select Menu system mentioned below. It provides an advanced menu system improving performance. The ability for client's to maintain their own password is provided along with numerous other features. External auditors have strongly recommended the implementation of this type of security system. Implementation will be completed on a department by department basis over the next several months. Some departments have already been converted.
- Tape Library (TL)
A Tape Library system was developed to effectively manage the many reels of tape required for system backup and application data. Tapes which have expired are automatically rotated. Description, size, type and location are among data items kept. Families of tapes may be processed as a unit.
- Telecommunications BengalNet System
- Telecommunications Work Order (PL)
A computer Work Order system has been established to track requests for hardware maintenance, line installations, trouble resolution, etc.
Computerized Placement Testing (COMPASS)
This system allows students to take Math and English placement tests to see what ISU classes they can take. The system is leased from ACT (American College Testing), which devises the particular test questions and assures the statistical soundness of the testing process. Completed test scores are uploaded to ISU's Student Information System where they are evaluated to remove blocks from the appropriate English and Math courses to enable the student to register for those classes.
Directory Inquiry Software (WordCruncher)
The WordCruncher software is used to index and search the student, faculty/staff and department directories. The Information Desk at the Student Union and campus operator at Telecommunications use this software when taking calls. They can quickly lookup a person's name or phone number by last name, first name etc.
Education System (ED)
This system provides the College of Education with the ability to effectively track their students as they progress through education related majors and generate the necessary reports. The system shows whether required goals have been met to enter the Teacher Education program, Student Teaching program. It also provides graduation recommendation information and subsequent certification. Selected Teacher Education information is available for students to view online through the MyISU Student Portal.
EMSPro Scheduling System
EMSPro is a software package that was purchased for the Pond Student Union Scheduling and Event Services office. It is a full-featured event management system for the scheduling and management of facilities which handles everything from the initial contact with the customer to final settlement of their bill.
Event Calendar System
The Event Calendar system is a web based calendar program that provides an effective way to inform the campus community of scheduled events. Any of the top level student pages on the ISU website include a small section that pull information from the event calendar and display the top four events for the current day, providing useful information at a glance. Interested parties may also visit the calendar to gain detailed information for specific events or to browse through the calendar to see events upcoming or those already past.
Facilities Inventory (FI)
This system provides the Physical Plant with data associated with all campus buildings and rooms. Physical characteristics of each building and room are maintained as well as historical information. Data is also kept detailing the number of students that can be seated in each room. Historical records of changes, maintenance, and improvements are also tracked. This information is available for each room online through FSTools from the Building/Room Schedule Inquiry application.
Faculty Degree Tracking System (HR)
This system keeps track of information about paid faculty on campus including: tenure, award, degree information, etc. The data is maintained by the Office of Institutional Research and the Academic Vice Presidents Office.
Financial Aids (FA)This system was designed for the Financial Aid Office to collect, maintain, calculate, and report financial aid applicant information, financial need, and financial awards. Letters or emails are generated automatically as needed. Financial information is received electronically from government agencies on students. The system interfaces with student information for registration verification and accounting for check production. The system processes student applications from needs analysis to awards.
- Award notification is passed to Student Fee system.
- Information is passed from Student Fee system to Financial Aids for written checks.
- Information is passed from Scholarships to Financial Aid for Aid Coordination.
- Award letters are produced in the Financial Aid office and some are sent via mail and others are sent via email.
- Financial Aid data is submitted and received electronically to/from the Department of Education.
- Follow up letters are generated and sent via mail and email from the Financial Aid office.
- A student's progress and financial aid eligibility are tracked.
- Most student's awards are packaged automatically.
- All financial aid information is available for the students to view via MyISU.
Financial Investment (FI)
Financial Services maintains a database of all financial investments of the university and foundation. The system permits easy time management and performance analysis of all certificates of deposit and other investment accounts.
Foreign Language Lab Tracking (FL)
This system tracks student hours in the foreign language lab and allows for them to be swiped in using their Bengal Card. This system also gives the foreign language department the ability to report out student hours and time allocation as needed.
Foreign Student Tracking (FR)
The Foreign student tracking system is used to enter information required by SEVIS on international students. Information about the student and registration status is extracted and sent to SEVIS as required. Coding information required by SEVIS (majors, country, record types, etc) is stored and used to populate the student file sent to SEVIS.
The data is also used internally by the university for statistics and analyis. Information entered (but not limited to):
- Various addresses (i.e. foreign address, US physical address, mailing address, employment address, etc.),
- Dependant information,
- Visa information,
- Financial information,
- Employment information.
Foreign Student Withholding System (SF)
The Foreign Student Withholding System is a sub-system of the Student Fee System. It is used to keep track of information for 1042-S forms that are report to the IRS.
General Ledger (GL)
Receivables are maintained by this system. Such items as short-term loans, travel advances, and other miscellaneous receivables are monitored and bills produced on outstanding accounts. Also, foundation accounts are maintained by this system, keeping track of receipts and disbursements.
Graduate School (GS)
This system allows for entry of information on currently enrolled Graduate students. The Graduate School Data Base is linked to the Student Information Database (SID) to allow extraction of student information for Graduate students.
- Update screen allows entry of graduate information, i.e. GRE/GMAT scores, candidacy, classification. Also prints the students' SID information (display only).
- A series of reports list, summarize, and analyze Graduate Students' information for the Graduate School office.
Grants/Contracts Accounting System (GC)
This system is on HP1 and is used by Grants/Contracts Accounting office. It is used to track the university's grants and contracts. Some of the system is still used, but a lot of the work is done using spreadsheets.
Graphic Arts Billing System (GA)
The Graphic Arts Department provides printing services for departments and administrative offices at ISU. The Graphic Arts Billing system provides the Graphic Arts Department with the ability to track work requests from the time they are received until they are billed to the requesting department's account. It also provides an automated pass of billing information to the Accounting database.
Hazardous Materials Tracking System (HM)
This is an on-line system designed to track hazardous materials on campus and provide the information needed for correct disposal of these materials. The system provides lookup capability by department.
Holt Arena Labor Distribution and Event Reporting (MD)
This system stores employee information, actual hours worked, event income and expenses, and miscellaneous event information. It houses both estimated and actual event expenses. Event financial reports are generated which show income, expenses, and profit or loss. Payroll is calculated programmatically and time cards are printed. Other functions of the system include:
- Files for employees and their work histories.
Hope/Life Time Learning Management System (SF)The Hope/Life Time Learning System is a sub-system of the Student Fee System. It is used to keep track of information for 1098-T forms that are reported to the IRS.
Housing System (RL)
This system allows for tracking of students in the various campus housing facilities. When students are admitted to the university, and choose to live in on-campus housing, they enter into a contract with the Housing office. The student is assigned to a room, and is billed for room and board. When students move out of campus housing, they are refunded their room deposit. The Housing system controls and correlates this activity. Students' room assignments are tracked on-line, their receivable records for room and board are created by the system, and all payments are entered through the system's screens. Other functions of the system include:
- Temporary room assignments can be made initially with firm room assignments made later.
- Billing and fee collection facility is provided.
- Demographic and housing preference information is recorded.
Human Resource / Payoll System (PR)
This system provides the University with an automated Human Resource database. Both the Payroll and Human Resource Offices have capabilities for data entry and query of information. The system also interfaces with Accounting.
- All employee detail and year-to-date information is stored by pay period.
- Payroll checks and auto deposit slips are produced biweekly.
- Vacation, sick and compensatory time information is maintained.
- Student employee information is maintained.
- State and Federal Tax Tables are maintained.
- Health and Life Insurance are processed.
- Files are produced biweekly to be transmitted to the State Auditor's Office in Boise in order to interface with that agency.
- An interface with the Public Employees Retirement System is maintained. Information is transmitted biweekly to that agency.
- Files are produced biweekly to be sent to the optional retirement vendors offered by the University (Valic and Tiaa/Cref).
- Both fiscal and calendar year end procedures are included.
- Retiree and Leave information is maintained.
- The completed Payroll information is loaded biweekly into the Accounting system.
- Faculty detail / profile information.
- Irregular employee time entry by departments.
- Financial aid interface.
- Tracks various degrees and institutions where they were obtained of contract employees.
- Most information is available online through FSTools including pay stubs and W-2's.
Image Processing System (Kofax Ascent Capture)
The Image Processing System provides a way to capture paper documents in a digital format to a database where they can later be quickly retrieved and viewed from any location on campus. The system makes use of scanning stations where the paper documents are scanned and processed through Kofax's Ascent Capture program. The information is then uploaded to the DocMan server where it can be retrieved through the DocView client software.
Key System (KY)
The ISU locksmith has a master keying system designed to assist in the complex process of maintaining a secure lock system throughout campus. Information related to each lock on campus is maintained and can be accessed as required. An FSTools portal application allows key assignment lookup by authorized personnel.
Laptop Checkout Management System (CU)
This system is a PowerHouse Web application this is used in several location to checkout laptops to students. Laptops are checked out to students for three hours. Emails are sent throughout the day indicating what laptops have not been checked in. This application is also used by the Media Center to check out mobile classroom laptops to faculty.
Library / Bengal Card Interface System (LI)
At the start of each semester, information about ISU Students, Faculty, Staff and Spouses who have Library use priveleges is extracted from the Bengal Card system and exported to Voyager, the Library Patron system. The information exported includes name, ISU-ID number, and address, and is used by the Library to insure that someone checking out a book actually has necessary affiliation with ISU to do so. Address information is used by the Library for overdue notification and billing.
Motor Pool (MP)
An automated system permits tracking of vehicle maintenance and associated expenses. Scheduling of vehicle usage is possible along with detailed trip data and associated charges. A billing is produced using an automated interface to accounting for university departments.
ODBC Software (Minisoft)Software from Minisoft, Inc. is available at no cost and provides ODBC access to Image databases on HP1. There are a few offices on campus that utilize the software. Leo Herrman from the Budget Office uses Paradox and ODBC to upload budget book data to HP1. Other offices utilize the software to run reports via report writers from their workstations. Any ODBC enabled software should be able to take advantage of this software to access data from HP1.
Physical / Occupational Therapy (PT)
The Physical/Occupational Therapy system provides this Academic department the ability to enter, store, and report on data related to:
- Students in the program,
- Student Fieldwork(affiliations),
- Sites for student affiliations,
- Coordinators for each site,
- Educators(professionals) for each site.
This system interfaces with the Student information database for Student address and registration information.
Post Office (PO)
The Post Office system transfers information directly from the postage machine to a PC once a week. From the PC the data is transferred to a database on the HP3000 financial systems computer. Tables are maintained on the database which convert codes to valid departmental account numbers that are used on the postage machine thus increasing efficiency. On-line and batch interfaces with the Accounting system guarantees that valid account numbers are used. Maintenance screens give access to Post Office personnel for the correction of errors originating on the postage machine. Bulk mailing charges and adjustments are also entered into the Post Office database at this time. Reports are produced to verify accuracy and totals. Once this has been completed the information is passed directly into the Accounting system for verification and departmental billing. This system also provides a method for maintaining fund balances for accounts with the United States Post Office for the postage machine, bulk mailings, etc..
Print Media (PG)
This system is designed to facilitate automated billing procedures for work performed by Print Media Services. Copy machines throughout campus are under central control. Billing for copy machine usage is also processed through this system.
Prospective Student Tracking System (EMAS)
The EMAS system is used my the Enrollment Planning office. The system is third-party software that keeps track of prospective students. It monitors a student's progress to applying to the university and tracking mailings to send out.
Public Safety (PS)
The Public Safety department maintains records of all parking permits issued as well as citations issued for parking violations. The Public Safety database is used to record student, faculty and staff vehicle registrations, parking permits and violations. Fine and fees can be paid in the Public Safety Office as well as in the Cashier's Office in the Administration Building.
- Parking permits are issued and tracked.
- Parking violations are recorded.
- Uncollected fines are passed to the Student Fee System for collection.
Purchasing System (PU)
This is a subsystem of the Accounting System. It processes and prints requisitions, bids, and purchase orders with all information maintained online and available to departments for lookup via FSTools. Purchase Orders can be submitted and tracked online via FSTools.
Purchase Card System
This system is a subset of the Accounting system. It is used to track and audit the use of Purchase cards by ISU Faculty and Staff. ISU Purchasing Services receives information from the bank weekly about the Purchase Card transactions of the last week. That information is uploaded to ISU's Accounting system, where the individual cardholders (or their designate) can review the charges and describe what those charges were used for. Additionally, cardholders may specify which ISU account number is to be used to pay for the charge. Transactions that are reconciled in this way are then processed by Accounting to transfer the funds from the departmental accounts and pay the bank for the balance due. A variety of reports are available to cardholders to show past activity on the card. Additionally, the system provides download capability in order to allow cardholders to use any PC-based tool to produce customized reports.