© 2017 ELLUCIAN. 1
What’s New with Colleague Finance!
Marilyn Mischel Molter
Senior Product Owner
© 2017 ELLUCIAN. 2
Statements about Ellucian products and services are
confidential and proprietary to Ellucian. This presentation
is not a commitment, promise or other obligation to deliver
any material code or functionality, and it should not be
relied upon in making any purchase decision.
Development and release of Ellucian products and services
may change, without prior notice, at Ellucian’s discretion.
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Disclaimer
© 2017 ELLUCIAN. 3
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Agenda
1 Banking Information Self-Service
2 Budget Officer Self-Service
3 Quality, Year-End Regulatory
4 Colleague Finance Direction
5 Stay Involved
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Banking Information Self-Service
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• Security features
• Verification of bank account number before able to edit
information
• Masking of bank account number
• Client request re Add Account workflow
• CRs around inability to edit bank information
• CRs around incorrect bank description showing
• MDDB – Merge Direct Deposit Banks
• Changes to CDDB, UDDB & EDDP
• Self-Service Changes
Self-Service 2.16 Updates
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Security: Verification of Account Number
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Security: Masking of Account Number
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Add New Account
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MDDB – Merge Direct Deposit Banks
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• CR-000140680 - Bank names/description do not match on WA Pay Advices and Self-Service Banking Information
• CR-000141401 - Self Service: Banking Information is not taking into consideration transit number on CDDB
• CR-000142527 - Self Service 2.13 Banking Information Error
• CR-000143543 – Not able to update eCheck account information on Self-Service
• CR-000143561 - Self-Service Banking Info - Acct Closed after Pay Period End Date but before Check Date
• CR-000143740 - Colleague SS Banking Information - Last 4 of account numbers not saving correctly (EMP_DEP_ACCTS_LAST4)
• CR-000145022 - Cannot Edit Unverified Bank Information for Refunds, Reimbursements & Payments
Banking Information Change Requests Addressed
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• CR-000145403 / IDEA 47618 Banking Information Verification
• CR-000145404 / IDEA 47496 Masking/Entry of Bank Account in
Banking Information
• CR-000145570 - Unable to update your Bank Account Information
• CR-000146092 - Self Service 2.14 Unable to delete Bank Accounts
• CR-000147639 - Self Service Banking: Unable to add Bank
Account if Bank does not exist in UDDB
• CR-000147601 – DPAR: Terms and Conditions paragraph does not
include Banking Information can include merge variables
• CR-000149382 / IDEA 47462 – Change Self-Service Banking
Defaults to Off
Banking Information Change Requests Addressed
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Beta Partners
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Budget Self-Service
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Have you checked the
financial health of your
cost center lately?
• Easy to use interface
• Monitor and control
budget dollars in real
time
• Cost center information is
at your fingertips
• Summary to source
documents
• Mobile and tablet ready
Budget Officer
Self-Service
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Delivered May 2016
Self-Service 2.12
• Ability to view budget to
actuals spending data for
cost centers
• At the Summary level in
both a bar graph and a list
view
• At the Cost Center Detail
level
• For the current year and
up to five prior fiscal years
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Budget Officer Self-Service
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Delivered August 2016
Self-Service 2.13
• Pooled Accounts
• General Ledger Detail
View
• Source Documents
• Purchase Order,
Requisition, Voucher,
Journal Entry, Blanket
Purchase Order,
Recurring Voucher
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Budget Officer Self-Service
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Delivered November 2016
Self-Service 2.14
• Ability to filter the Bar Graph
and List Views by GL
component
• Ability to Export to .csv from
Bar Graph, List & Cost Center
Detail Views
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Budget Officer Self-Service
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Delivered March 2017
Self-Service 2.15
• Ability to save filter criteria
• Ability to see at a glance filter
criteria applied
• Apply filter to Cost Center
Detail
• Default Bar Graph or List View
based on last used
• Revenue added to Bar Graph,
List, & Cost Center Detail
Budget Officer Self-Service
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Delivered June 2017
Self-Service 2.16
• Object View
• Includes Assets, Liabilities and
Fund Balance
• GL Detail Page
• Includes estimated opening &
closing balances where
appropriate
• Export of GL Detail to .csv
Budget Officer Self-Service
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Budget Self-Service Focus Group and Betas
Alma College Contra Costa CC Onondaga CC
American University Elgin CC Passaic County CC
Amherst College Gannon University PA College of Technology
Anne Arundel CC Guilford Technical CC Red River College
Aquinas College Henry Ford CC Saint Joseph’s College, NY
Asheville-Buncome Technical CC John Brown University Saint Xavier University
Assiniboine CC Joliet Junior College Schoolcraft College
Augustana College Kalamazoo College Shenandoah University
Berklee College of Music Kirkwood CC Tarrant County CC
Brookdale CC Lambton College University of Charleston
Butte College Lee University Wabash College
Cape Fear CC Lincoln Memorial University Washington College
Carleton College Macomb CC Western Iowa Tech CC
Central Piedmont CC North Carolina Comm Colleges Willamette University
Coastal Carolina University North Central College
Columbus State CC N Ontario School of Medicine
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1. “It has a nice look to it and very easy to read with descriptions.”
2. “This is great.”
3. “I love the added feature of being able to look back over the
years.”
4. Regarding filters – “This is a great feature when you have so
many accounts, like me.”
5. Regarding the export function – “TI have always printed out my
budgets. This is a great feature.”
6. “I love it!”
7. “Easy to understand access.”
8. “I am so excited for this rollout and the potential it has.”
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Budget Self-Service Feedback
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“We have Self-Service 2.15.1 installed in production at
HFC. I’ve had the opportunity to train a few of our
Assistants to VP’s in production and their feedback
has been quite positive. They are now able to get
details that they have historically asked others to
provide (a win win for both them and the people
they have asked for the data).”
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Client Feedback
Bryan Bame
Budget Coordinator
Henry Ford Community College
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Install Self-Service 2.16 in your Test Account.
Check it out.
Let us know what you think!
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Try It!
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Quality & Year-End Regulatory
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SU016771-1805*5 Delivered September, 2016
• 54102.59 WREQ/WPOE: Allows entry of invalid vendor
• CR-000117943 Purchase Orders Invoiced before Received Fail to
Display on Receive Goods and Services Web Form
• CR-000132752 FRXE: GL.SOURCE.CODES need to be included
when exporting
• CR-000135776 GLTB Export incorrect dates to Excel
• CR-000141838 GLTB: Detail Trial Balance does not balance in Excel
export
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Colleague Finance Quality Release 2016
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SU017019-1805*8 Delivered December, 2016
Also SU017245-41.1.0*2 DMI Update
• CR-000136503 S.SEND.SFTP.REQUEST does not include carriage
returns in .txt files
• CR-000142278 CF Batch error reports reference Datatel
• CR-000142561 PATB output to Excel splits Title field when commas
included in title
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Colleague Finance Quality Release 2016
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SU017444-1805*16 Delivered May, 2017
• Fixed Assets Depreciation Utility (FXDU) process allows users to
process reports and update any assets where the accumulated
depreciation amount does not equal the sum of their individual
depreciation expense amounts
• CF processes with hook subroutine calls were modified to be used by
Colleague SaaS clients
• CR-59347.67 ODWP: Regenerating BCRP04 fails
• CR-62223.33 VRAV - Incorrect void date assigned to related vouchers
• CR-000119776 FXDR should not allow depreciation of assets with
discrepancies between posted and accumulated depreciation amounts
• CR-000121729 GLBE: Budget entry marked as Complete, yet no
posting record was created
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Colleague Finance Quality Release 2017
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SU017444-1805*16 Delivered May, 2017 (continued)
• CR-000133688 APCS, Approval Classes Summary: Vouchers not
showing the Maximum Amount
• CR-000143185 GLTB: Documentation needs to be updated for
Summary and Detail Mode
• CR-000145489 Unable to select values in Report Mode field on RVRS
• CR-000146933 DEPM - future depreciation date and calendar feature
don't match
• CR-000147916 GLBR report heading page number format issue with
UDT.OPTIONS 34 ON
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Colleague Finance Quality Release 2017
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SU017405-1805*3 Delivered June, 2017
Clients can choose one of three subroutines for check printing in
Colleague Accounts Payable. The subroutine is specified in the Default
Print Subroutine and Print Subroutine fields on the AP Defaults (APDE)
form. The three Ellucian delivered subroutines, S.PRT.AP.CHK1,
S.PRT.AP.CHK2, and S.PRT.AR.CHK, which can be specified in these
fields were modified to no longer write to the database. Each subroutine
was modified to call a new subroutine, S.WRITE.AP.CHECKS, to perform
the write of data to the AP.CHECKS file during AP check printing in
Colleague.
This change allows clients to continue to customize subroutines
S.PRT.AP.CHK1, S.PRT.AP.CHK2, and S.PRT.AR.CHK for AP check
printing in a Colleague SaaS environment.
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Colleague Finance Quality Release 2017
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Self-Service 2.14 Delivered November, 2016
• Permission codes to restrict access to 1095-C, W-2 and 1098
• 1098 Self-Service
• Electronic Consent
• View 1098 Consent History
• View 1098T tax form statements
Self-Service 2.14.1 Delivered December 15, 2016
• Tax Information – W-2, 1095-C and 1098-T
• Notification of consent add or change
• Notification of PDF view
• Option to Mask SSN in SS and on PDF forms
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Year-End Regulatory Self-Service
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• View PDF statements using any browser or mobile device
• Open forms with one click without having to download a separate
reader like Adobe.
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1098T Improvements
Scheduled for Colleague API 1.17 / Self-Service 2.17
Can begin testing now, complete by end of the August.
Write to [email protected] if you are interested in
testing.
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• PDF Improvements for W-2 and 1095-C
• Self-Service T4 Consent, PDF and Notification
• Self-Service T2202A Consent, PDF and Notification
• 1098T Proxy
• Self-Service W2 Administrator View
• Self-Service 1095C Administrator View
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Anticipated 2017 Year-End Regulatory Features
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Colleague Finance Direction
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Easy to rapidly
deploy – familiar
for ease of
adoption!
• Modernize the
Colleague
experience for all
constituents
• Tablet ready
The New Colleague UI Transformation is Available Now!
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Budget Adjustment Panel
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Budget Adjustment Comp – Initiate Step
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Budget Adjustment Comp – Adjustment Step
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Budget Adjustment Comp – Summary Step
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“This is great. If we can have Budget Officers do this,
you would save my life. Very straight forward, not
complicated at all. Can’t imagine it being any
simpler.”
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Client Feedback
Nancy Lowery
Director of Institutional Budgets
Saint Joseph’s College
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Planned September 2017 - Self-Service 2.17
• Budget Adjustment
• Create Budget Journal Entries that do not require approval
– i.e. within the same cost center, not salary or benefit accounts
Planned March 2018 - Self-Service 2.19
• Budget Adjustment
• Includes Approvals
Budget Officer Self-Service
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• View prior year data side by side
• Draft Budget
• Multiple budget versions
• What If capabilities
• Timing – open/close
• Maintain & Modify Current Budgets
• Approvals
• Choose what columns to see
• Ability to show budget as of a point in time during year
• Rename/Copy Version 1 as a basis for Version 2
• Attachments
Anticipated Budget Development Features
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• Budget Salaries & Benefits by Individual
• Budget at the slot level
• Budget for filled and vacant slots
• Enhanced budgeting for benefits
• Budget as a percent, flat amount, or both
• Update position budgeting with HR activity as positions are
changed, filled, vacated, eliminated or added
• See unspent funds for vacant positions
• Transfer budget dollars when transferring a person and/or slot
Anticipated Position Budgeting Features
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Budget Development
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Choose & Order Columns
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Product Calendar Dashboard with Real-Time Access
Available via the
Ellucian Support Center
Enhanced navigation
and search capabilities
Ability to view online
and to export for sharing
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Stay Involved
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• Knowledge Articles
• Documentation
• Ideas
• Change Requests
• Cases
• Customer to Customer
Collaboration
• Discussion Threads
• Hot Topics
• Announcements
The Ellucian Hub @ https://ellucian.okta.com
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• Available to ALL users.
• If you have access to the Ellucian
Support Center you already have
access to eCommunities.
• Follow Colleague Financials
• Ask and Answer Questions
• Keep up on what’s new
• Option to subscribe to Digest
• New search engine
Join eCommunities
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Budgeting/Position Budgeting Beta Partner
• Attend twice monthly meetings
• Receive new software regularly
• Typical 3 week cycle
• Test software and provide feedback
• Early Adopters
• Marketing Support
• Quotes, References, Presentations
Budgeting/Position Budgeting Focus Group Member
• Attend monthly meeting
• Opportunity for feedback on prototypes, workflows, scenarios
Email: [email protected]
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Agile Development = Collaboration
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Test Drive
• Self-Service 2.16
• Budget Officer Self-Service
• Banking Information
• UI 5.3
Collaborate
• eCommunities
• Focus Group or Beta
• Network
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Action Items
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Thank you.
Marilyn Mischel Molter
Senior Product Owner
Colleague Finance & Colleague HR