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Second Journal Set Updates

SBCTC Student Financials, Finance, and Accounting ctcLink college support teams

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AGENDA

  1. When is this…?
  2. Overview
    1. What are Second Journal Sets again?
    2. Why the change?
    3. What’s going to happen?
      1. Student Financials
      2. Finance Updates
        1. General Ledger
        2. Project Costing
  3. When is this again…?
    • UAT activities…
    • PRODUCTION/DEPLOYMENT!
  4. Questions

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Overview of the Updates

Remind me again…what are Second Journal Sets…?

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  • Additional entries for transactions to create an expense and offset cash in the GL.

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  • Allows colleges to invoice external agencies for the expense incurred.

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  • Used predominantly with Financial Aid item types.

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Overview of the Updates

Why the changes?

  • GL transactions were being generated outside of ctcLink functionality - making research & reconciliation challenging.
  • The transactions were requested to be available nightly instead of a weekly or monthly basis.
  • For Grants, the activity field was not configurable on the CS Pillar side so journals would often have to be edited prior to posting.
  • Analysis type was not always defaulting correctly resulting in the need to edit journals prior to posting.

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Overview of the Updates

Student Financials:

  • The Activity field is now available in the SJS Item Type setup page.

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  • Automation of the process to allow for nightly recurrence.

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  • The new Journal #’s will be visible in the CS Pillar via the CTCSF Accounting Line table (& queryable.)

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Overview of the Updates

Finance GL Generation:

  1. Nightly entries received from CS Pillar.
  2. Journal generate process runs similar to SF & SFC journal creation.
    • Journals will contain activity values from SJS Item Type setup and correct Analysis Types so should not need to be edited prior to posting.
  3. These have been developed with a new journal template - starting with “SJS”.
  4. These new journals may be set to AUTO or MANUAL post at first - then all CTCs will be AUTO posted.

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Overview of the Updates

Finance Project Costing:

  1. New overnight process will allow SJS journal lines for grants/projects to be cost collected.

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UAT Activities (1/8/2024 thru 1/19/2024)

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  1. Update your SJS item Types with new/different Activity fields
    1. During UAT SF Support will establish a timeframe for colleges to update their own item type fields.
  2. Double check chart strings in SJS Item Type setup against their grant budgets including project number & activity.
  3. State Board kicks off process out of CS Pillar
  4. Review and manually upload the journal to the GL.
  5. Ensure grant/project budgets have tuition budgeted in the FINAID budget item.
  6. Query student level information/find any outliers/issues…
  7. Submit a final survey stating that you are ready for PROD!

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After the new process is live (> 1/22/24)

Deploy to the Production Enviro!!

  1. Security opens so SJS Item Type fields may be edited/updated.
  2. Formal ticket request submitted to turn on nightly CS Pillar job.
  3. College staff review the new SJS generated journals for accuracy prior to manually posting.
    1. Once comfortable with the new process, CTCs may request Auto Posting by submitting a ticket to Accounting Support.
  4. Colleges should continue to monitor SJS journals to correct any budget errors that may occur.
  5. Reconcile grants to ensure transactions are going to the correct chart string including activity. Update SJS Item Type setup in CS as necessary (either via ticket or during open windows.)

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Questions?

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Timeline/history of this Enhancement Request

  • Enhancement Request (ER) submitted July of 2019
  • Go-live of the remaining DGs placed the work on pause
  • Fast forward to Spring of 2023
    • All colleges are now live and thriving in ctcLink
  • ER work continues and passes initial development testing
  • Support teams testing in their development environments
  • Kick-off sessions December 2023/January 2024
  • UAT available January 2024
  • Move to production End of January/Beginning of February

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Prior to the new process going live -

  • Colleges will have an allotted time period in which to update their SJS item type Activity fields prior to the page being locked down.
    • SF Support will establish a deadline for colleges to have their Activity numbers updated/ready.
    • Colleges will submit a ticket in order to begin the new nightly process
    • Colleges are added to the nightly job set (job sets managed by State Board.)
  • Double check chart strings in SJS Item Type setup against their grant budgets including project number and activity.
  • Ensure grant/project budgets have tuition budgeted in the FINAID budget item.

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