Voyager Accounting Demo
Minutes, March 23, 2000

Presenters:
Ann Augustine and Linda Westlake

Attendees:
Linda J Young & Julie Dean (ILR)
Mary Lou Arcangeli (Mann)
Susanne K. Whitaker, Robin Wakeman & Bridgette Bush (Vet)
Katie Margolis (Hotel)
Jeanne Samimy (Geneva)
Susan Bristol, Jackie Morris & Mary Goodsell (Endowed Library Accounting)
Lee Cartmill (CUL Administration)
Lydia Pettis (DLIT-Library Systems)
Pat Jones (Law)

1) Demo: The purpose of the Voyager Accounting demo was to provide a preview of training for financial functions (primarily acquisitions) and to help identify work flow impacts and changes. The topics covered by Ann and Linda included system administration, security, search capabilities, ledgers and funds, vendor records, purchase order displays and invoice creation & approval. More detailed functional training will be presented prior to the June implementation.

2) Fund Structure: The Voyager fund design was explained and a handout provided. In Voyager, much of the CUL required statistical data previously captured with NOTIS class codes (format, acquisition method, etc.) will be captured from bibliographic or order records. Voyager reporting funds will only be used to capture data not available elsewhere. This approach will avoid the need to duplicate data and will help keep the number of Voyager reporting funds to a manageable level. The group's goal is to map current NOTIS funds to the new Voyager structure by the end of April. This will be a coordinated effort among selectors and accounting representatives from each unit.

3) Reports: Lydia Pettis discussed the structure and processing of Voyager reports. She distributed a list of all Voyager print location names - including those established for each of the accounting units. Those who expect to run reports (voucher notices, pre-packaged management reports or customized reports) will need the Reporter client installed. It is recommended that the client be installed for at least 2 individuals in each unit to provide adequate backup. Individuals should arrange for client installation through their network administrators.

4) Day 1 reports: Certain critical financial reports are expected to be available on Day 1 with the Voyager system. They include a modified Voyager-supplied Voucher request form (for endowed & Hotel), a customized NYS Standard Voucher (for statutory units) and electronic interfaces for payables (endowed) and bursar fines and fees (all units). It is possible that Hotel could use the electronic payable interface and achieve some processing efficiencies.

5) Open item: A question was raised about who would enter claim interval information in the vendor record. The CTS Acquisitions department in Olin will do that for vendors used by endowed units. Further discussion may be needed to coordinate the updating of vendor records among all units.

Minutes submitted by Linda Westlake