Summary of 09/14/00 G/L Team Meeting

 

Attendees:Ben Martin††††††††††††††††††

†††††††††††††††††† Tim Miller††††††††††††††††††

†††††††††††††††††† Cathy Zinszer

†††††††††††††††††† Dave Adkins

††††††††††† †††††† Karen DíAmato†††††††††

 

Excused:†††† Jeff Quirico

†††††††††††† ††††††Linda Somers†††††††††††††††††† †††††††††††

††††††††††† ††††

 

Decisions:Prioritize Events List and Report List††††††††††††††††††

†††††††††††††††††† Jeff stated that a prioritized listing would insure that higher priority items

†††††††††††††††††† would be reviewed first during implementation.

 

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At the Executive Team meeting Roby asked the team leaders what assignments have been completed to date.Ben presented a hand out for our General Ledger Teamís Report on Peripheral Databases (Complimentary Information).The cover sheet listed 19 units, a contact person, and the G/L Team member assigned to visit the units.Reports were submitted for twelve of the nineteen units that have been visited to date.

 

Also, at the Executive Team meeting Linda Ruggerio stated that she met with team leaders in regards to their Events List.Except for G/L, she created a flow chart and compared it to PS.Linda is going to return to meet with Ben to develop a flow chart for the G/L Events List.She would prefer using the prioritized G/L Events List.Since Jeff was not at our G/L Team meeting on8/31, Ben will meet with him and discuss the changes to be made to complete the Events List.

 

Ben addressed the G/L team members about our reports for the Peripheral Databases.All G/L Team members need to have narratives completed and sent to Ben before the October 10th meeting.At the Executive Team meeting, Carol Rylee asked for Institutional Research to be added to our list.Cathy Zinszer volunteered to visit this unit to gather the data for the Peripheral Databases and reports.Ben also told us that each Team Leader would be responsible for collecting the information for peripheral databases and reports from their perspective assigned units.Ben will still need to complete the information needed for FASB, annual audit schedules, and tax returns.

 

Ben gave each team member a copy of an Excel template to be used as a summary sheet for gathering needed information for the reports generated from Peripheral Databases (Complimentary Information).We discussed this template in detail with questions regarding the following:

1.      Audience

2.      Complimentary Fields

3.      Used internally

4.      Used externally

 

Cathy Zinszer received clarification on the specific information needed for these columns on the report template and Ben shared this information with team members.This template will be completed for reports that are run frequently.We will also need to obtain a copy of 1 or 2 pages of the reports for samples.The Report Team will use these samples to reproduce them in PS.††† The G/L team must return to their Units and gather the information needed to complete the template.The template and copies of 1 or 2 pages of the report need to be sent to Ben by October 9th for the October 10th Executive Team Meeting.The template can be sent to Ben through email and the reports will need to be sent through campus mail.

 

Jeff, Van, and Carol will be populating the P/S Single User University Version with University data.Ben gave each team member a copy of the P/S Introduction to Financials, PS Participation Guide.We can start getting familiar with the P/S single user version using this guide before P/S is populated with University data.

 

Roby requested a change in the format of our Meeting notes.At the top of the page include a list of decisions made with justifications for making the decision.

At the end of the notes include a list of assignments.

 

Another assignment that Ben discussed was to Identify Significant Tables.

 

Ben told us that at the present time the University Team Leaders are being trained using P/S version 7.5.This software was supposed to be upgraded in December 2000 to PS version 8.0.This upgrade has been moved to March 2001.The University will need to decide whether to use the 7.5 version or wait for the 8.0 version of PS.

 

Assignments:

G/L Team

1.      Complete peripheral database visitations, narratives, and report template by 10/9

2.      Using the PS training guide, investigate the software

3.      In PS investigate Closing Rules & Allocation Rules

 

Ben

1.      Meet with Jeff to discuss Events List

2.      Investigate FASB, annual audit schedules, and tax returns

 

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