Iowa State University

ITInformation Technology

Administrative Systems

Administrative Systems

Accounting

Contact: Lana Jarvis or Alicia Smith, Controller's Department

  • Kuali Financial System (KFS)
    Most accounting maintenance and financial processing is completed in KFS. This system allows clients to process payments, transfers, distributions of income/expense, transaction correction, and service/internal billings.
  • Equipment Inventory
    This system is used to record, track, and depreciate moveable equipment.
  • Financial Management (Web FM; e-Reports)
    Web FM provides financial management information about all university accounts for FY12-FY13 (FY14+ information resides in eData). The sponsored programs section shows historical financial information on awards and contracts for FY12-FY13 (FY14+ information resides in eData). Information includes sponsors, PIs, budgets, and award and expense summary information as of 6/30/2013.

Contact: Bill Cahill or Carole Gill, Controller's Department

  • Deposits Online
    This system is used to prepare deposit information for deposits to be made at the Treasurer's Office, or for funds already deposited in our bank account. There is no form to be completed, but access can be granted by sending a request to Bill Cahill or Carole Gill.
  • Employee Reimbursement System
    This system can be used to reimburse employees for travel or non-travel expenses, and to order air tickets from our contracted travel agency. All employees have rights to enter their own reimbursements. However, to obtain rights as an approver, proxy, or to enter expenses on behalf of another person requires completing an Employee Reimbursement System Routing form for a specific department code. The form is available at http://www.controller.iastate.edu/templates/universityforms.htm.
  • VO System
    This system is used to make payments when a purchase order is required for an external vendor. To have rights to approve VO transactions, an employee must be listed as an approver on the VO - Workflow Routing form for a specific org code. The form is available at http://www.controller.iastate.edu/templates/universityforms.htm.

Accounts Receivable

Contact: Duane Reeves, Accounts Receivable

  • 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.

Admissions

Contact: Geoffrey Janes, Admissions

  • Admissions
    This system provides information about prospective and newly admitted students. Information includes name and address, entrance exam scores, and high school and transfer school transcript information. To request access to this system, please also complete the Admissions Information Systems Access Request.

Budget

Contact: Pat Strah, VPBF Budget Officer

  • Budget
    This system is used by all major units at ISU to update budget information for the next fiscal year.

Central Stores

Contact: Tami Wicks, Central Stores

  • 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: Becky Musselman, Controller's Department

  • EASE (Employee Activity Summary of Effort)
    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.

eData (Data Warehouse)

Contact: Kevin DeRoos, Information Technology Services

  • eData (Data Warehouse)
    Access to the university's eData reports is through the uBusiness tab in AccessPlus. Reports are available for Student, Employee, Financial Reporting, Sponsored Programs Reporting, and Resource Management Model.

Graduate College

Contact: Karl Schindel, Graduate College

  • Graduate Faculty
    This system contains information about faculty teaching at the graduate level.
  • Graduate Students
    This system contains information about ISU graduate students. Information about committee appointments, program of study, and graduate college admission is available.

Human Resources

Contact: Lea Henderson, Human Resource Services

  • Personnel Information
    This system contains information about ISU employees including address, education, salary, and academic information.

Institutional Research

Contact: Gebre Tesfagiorgis, Institutional Research

  • 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: Deb Nelson, ITS Analyst for Controller’s Department

  • Intramural Billing
    This system allows departments to enter intramural charges. It creates the accounting transactions for those charges and prints departmental charge tickets.

Payroll

Contact: Doug Anderson, Payroll

  • Electronic Forms
    This system is used to approve electronic personnel actions created in the payroll commitment system.
  • 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.
  • Payroll Register
    This system allows a department to view employee charges by payday and fund account.

Purchasing

Contact: Lesley Lackore, Purchasing

  • cyBUY - Releaser
    This system allows clients to receive cyBUY releases from department shoppers and submit them to vendors. Training is required before update rights are granted.
  • Requisitioning - Requisitioner/Verifier
    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.
  • Purchasing Card - User
    This system allows clients to reconcile and approve purchasing card transactions. Training is required before update rights are granted.

Students

Contact: Sly Upah, Registrar's Office

  • Class List (AccessPlus)
  • Course Offerings
    This system contains all course offering information, including section enrollment counts, allowing departments to view and update instructor assignments.
  • 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.
  • Fee Assessment
    This system contains current fee assessment information. A detailed log of fee assessment changes is also available.
  • Permanent Record
    This system provides a historical record of a student's academic course work, grade summary information, and degrees conferred.
  • Student Information (AccessPlus)
    This system contains biographical information about ISU students including name, addresses, curriculum, and year in school.
  • Student Information (ADIN)
  • 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.