Bursar Extract

Description: When the bursar extract runs, transactions will be marked as 'sent to bursar' in ALEPH, with the date and the batch number of the transfer. Paid and waived transactions will have separate information for the debit and credit part, if they were extracted in different runs. All information about these transactions will be visible in Aleph as before. Library staff will be able to waive fines that have been sent to the bursar, and the credit will be sent in the next extract (if it is decided to extract credits at all).

Developed for: UC and CP, with additional libraries later

PROCESS for setting up Bursar extracts:

• A planning meeting is set-up with the appropriate library staff and ITD staff. The steps in implementation and the Library decisions are reviewed. A time-table for implementation is agreed upon.
• The Library makes decisions listed below and sends the responses to ITD
• ITD sets up the extract and runs test reports on old transactions. ITD and the Libraries (and Busar? Campus IT?) review the results
• When specs are settled then mark old transactions as sent to bursar
• begin running in live

Summary of the DECISIONS to be made by the campus:

• Frequency. How often are Bursar extracts needed?
• Extract content.
  • What transactions will be included in the extract? (e.g. all cash, lost books only, debits only, debits and credits)
  • Will fine transactions be included in the extract immediately or only after fines are unpaid for a certain number of days)
• Reports to Library staff. Review the standard report format and decide on changes.
• Notices to patrons. Library will need to provide text for the e-notices.
• Automatic transfer of e-files. Automatic transfers will not commence until the Libraries have had experience with reports and notices and have become familiar with the types of transactions that will be transferred. If the Library would like to have automatic transfer of files, negotiations with the Library, Campus IT and ITD. The following information will be needed:
  • Specs on the file format and transfer method.
  • Will the format require SSNs or a local ID number? (encryption may be needed.)
• Will the format require SSNs?? If yes, the method should include encryption.
• Plan of legacy transactions. Since the extract program will handle all cash transactions before a given date, the Library needs to devise a plan to with old cash transactions.

Status: IN DEVELOPMENT Click here for more information

How to initiate a request

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Information Technology Division College Park, MD 20742-7011
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Content questions should be directed to Carlen Ruschoff.