2011 Archive - Lane Community College - Process Redesign Project - Charges, Payments & Adjustments and Cashiering

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Process Redesign Project

This is an archive of the Process Redesign web pages - for historical and reference purposes only

Students First Logo Charges, Payments & Adjustments and Cashiering

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Extend financial transaction opportunities to services to students units for conducting charges, payments and adjustments, and cashiering.

Key Issues:

Payments and adjustments occur at different locations

Students are required to pay for goods and services at one location (i.e., College Finance)

Multiple entry of bookstore charge information

Bookstore charge is not tied to individual student; sale is attributed to book/supply, not student; bookstore system is inventory, not payment system

Payments can be received with no further action at location where charge initiated

All adjustments must occur at College Finance

Library charges are tied to the individual student but unable to connect with student record on administrative system

CURRENT SITUATION:

PEOPLE/ ORGANIZATION	CROSS-FUNCTIONAL WORKFLOW	TECHNOLOGY	PHYSICAL INFRASTRUCTURE	POLICIES/ PROCEDURES
multiple locations receive payments: Bookstore, Security, Athletics, College Finance, Library, Student Records, Culinary Services, Outreach Centers (4), Flight Technology, Apprenticeship	adjustments only occur at College Finance; requests are sent by departments to College Finance	no interface between bookstore system and individual student record on student database	one location for making payment and adjustments several locations for charging goods and services	photo ID is optional & used primarily for identification purposes cash payment preferred for goods & services delivered or used in real-time cash handling only allowed by College Finance, Bookstore, Student Records, Athletics, Snack Bar

PROPOSED SOLUTION:

PEOPLE/ ORGANIZATION	CROSS-FUNCTIONAL WORKFLOW	TECHNOLOGY	PHYSICAL INFRASTRUCTURE	POLICIES/ PROCEDURES
SF! Ctr. Finance Team owns process; deposit or record of deposit SF!Ctr. & Associates responsible for payment activity Cash handling training for all parties collecting cash payments establish internal controls & provide training	SF! Ctr. Finance Team authorizes individuals who will make adjustments adjustments are conducted by individuals at the actual location where adjustment is initiated Training by SF! Ctr. Mobile Resource Representatives in consultation with SF! Ctr. Finance Team	investigate/establish interface - conversion between bookstore system and student database	several locations for making payments and adjustments	encourage charging as preferred payment method debit card option for those who prefer cash payment method students have an ID number (for card or keyboard transactions) and PIN (keyboard only) students are expected to possess and provide some type of photo ID Lane photo ID is optional and expected to be used primarily for ID purposes

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Lane Community College - Process Redesign Project
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