Administrative Information Systems
These are some of the most commonly requested and widely accessed administrative information systems and contacts for the departments and offices responsible for the information in the systems. This is not a comprehensive list of administrative information systems.
The following systems are divided into business systems and student systems. To secure access to a system, permission from the department or office responsible for the information is required. Training for using systems also is usually provided by the department or office responsible for the information. For information about systems other than those listed here, or for more information about the technical aspects, access methods, or costs of these systems, contact Information Technology Services at 294-8034.
Business Systems
Accounting
Contact: Kathy Dobbs, Controller's Department
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Account Title File
This system is used to maintain the university's chart of accounts. Funds, fund accounts, and projects are established and defined with this system. Departments may set up their own projects. Titles and descriptions of all organization and class codes are also available. -
Financial Management
This system provides financial management information about all university accounts. It contains three years of account summaries, balances, and class totals, 24 months of transaction details, and detailed encumbrance information.
The sponsored program section tracks and monitors financial information on awards and contracts from inception to close. Information includes beginning and ending dates, sponsors, PIs, award restrictions, and budget and account status. The accountants also maintain invoicing records for automated billing of the award sponsors. -
Data Entry
This system allows clients to enter their project corrections (miscodes) and internal budget adjustment (IBA) transactions.
Human Resources
Contact: Vicki Brubaker, Human Resource Services
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Personnel Information
This system contains information about ISU employees including address, education, salary, and academic information.
Payroll
Contact: Doug Anderson, Payroll
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Hourly Time Entry
This system allows clients to enter hourly time information online into the university's payroll system.
Another mechanism for entering hourly time information is through the vendor software product Tracy Time. This software captures employee punches from a time clock and creates a file of hourly payroll data that is then transferred to Information Technology Services for payroll processing. -
Payroll Commitment
This system contains all payroll commitments made by each university account in the current and previous fiscal years. Amounts by individual and account are available. This system is also used to originate electronic personnel action. -
Electronic Forms
This system is used to approve electronic personnel actions created in the payroll commitment system.
Purchasing
Contact: Lesley Lackore, Purchasing
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Requisitioning
This system allows clients to enter purchase requisitions and route them through the approval process and to the purchasing department. Training is required before update rights are granted. -
E-Forms Approval REQ
This subsystem is used to approve requisitions created in the web requisitioning system. -
E-Reports PURCH
This subsystem allows clients to search for, copy, and save copies of purchase orders. -
Purchasing Card
This system allows clients to reconcile and approve purchasing card transactions. Training is required before update rights are granted. -
Vendor Information
This subsystem provides product information as well as information about all vendors that routinely do business with ISU. -
Request for Quotation
This subsystem provides information about vendors that were sent a request for quotation, the amount of their returned bid, and the status and location of the request during the approval process. -
Order Processing
This subsystem contains complete information about all processed purchase orders. -
Invoice Processing
This subsystem contains information about vendor invoices processed against a purchase order. Clients can determine what has been invoiced, amount invoiced, and status of payments.
Other
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Accounts Receivable
Contact: Duane Reeves, Accounts Receivable
This system is available for departments that routinely bill their clients through the university's receivables system. It provides information about customer accounts, charges, payments, and credits. -
Budget
Contact: Pat Strah, VPBF Budget Officer
This system is used by all major units at ISU to update budget information for the next fiscal year. -
Central Stores
Contact: Belva Weers, Central Stores
This system allows clients to order supplies from Central Stores online. It includes the online stores catalog, and provides the client with the ability to specify delivery time and give other special instructions. -
EASE (Employee Activity Summary of Effort)
Contact: Kathy Dobbs, Controller's Department
This system is used to record activities in which employees participate. This data is then used to print EASE forms for confirmation of direct effort on federal and state sponsored programs, documentation of cost sharing on sponsored programs, quantification of faculty and staff effort for reports required centrally and mandated by the state, and allocation of research space. -
Institutional Research
Contact: Gebre Tesfagiorgis, Institutional Research
This system provides twelve years of departmental summary data to support planning, program review, and decision making. It reports the number of ISU staff by fund source, employee classification, gender, ethnic group, and several other criteria. In the future, data on students, finances, courses, and facilities will be added. -
Intramural Billing
Contact: Lynn Miller, Controller's Department
This system allows departments to enter intramural charges. It creates the accounting transactions for those charges and prints departmental charge tickets. There is a cost to departments using this system.
Student Systems
Admissions
Contact: Kerri Stover, Admissions
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Admissions
This system provides information about prospective and newly admitted students. Information includes name and address, entrance exam scores, and high school transcript information. -
Transfer Student Evaluation
This system automatically evaluates transfer course work and relates it to ISU courses. -
Transfer Student Degree Audit
This system contains the anticipated degrees sought by incoming transfer students. Degree audit evaluations can be created so that students can accurately evaluate how previous course work can be applied towards an ISU degree. -
Mail Room
This system allows clients to view a log of all Admissions publications that have been (or will be) sent to prospective and newly admitted students.
Graduate College
Contact: Karl Schindel, Graduate College
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Graduate Students
This system contains information about ISU graduate students. Information about committee appointments, program of study, and graduate college admission is available. -
Graduate Faculty
This system contains information about faculty teaching at the graduate level.
Students
Contact: Clare Smith-Larson, Registrar's Office
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Student Information
This system contains biographical information about ISU students including name, addresses, curriculum, and year in school. -
Degree Audit
This system contains information about a student's degree program. Course adjustments and substitutions to the approved university degree program will be recorded in this system. -
Permanent Record
This system provides a historical record of a student's academic course work, grade summary information, and degrees conferred. -
Student Scheduling
This system contains students' current course schedules. Display screens available in this system include student schedules with meeting times, a complete log of all adds and drops by a student, and current class lists. Information about section limits and enrollments is also available. -
Fee Assessment
This system contains current fee assessment information. A detailed log of fee assessment changes is also available.
Other
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Course Catalog
Contact: Clare Smith-Larson, Scheduling
This system contains all course offering information, including section enrollment counts, allowing departments to view and update instructor assignments.
