Page Comparison

Procedures & concepts used in administering OIT's service chargeback billing in PCR-360 and Banner

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Billing Administration Tasks (& Triggers)

PCR/billing tasks integrated with Telecom request fulfillment

New Telecom service request →

1. Create PCR service order: enter JSM issue key + work summary into description, index code into Owner, reporter into Requestor, add expected Actions, Save

2. Coordinate telecom work in JSM issue

After work is complete / JSM issue is resolved →

1. Refine PCR Service Order with Actions & Charges that actually occurred

2. Copy Service Order description into each Charge description, verify total charges and GLA

3. Move Service Order from Pending to Complete, Save, Finalize order effective today

End-of-month PCR-to-Banner JV export

Four days before the end of the month →

1. Generate the Banner JV export: Admin tab > Billing > Bills > Generate Bill (uncheck Test bill, verify date range)

2. Wait a few minutes, reload list to see a Complete billing run, select it & Approve

3. Email Alex/Michele/Margaret Hernandez/Dan Weiss/Karen Erwin to inform them that Telecom billing has process (to trigger them to look for errors)

4. Export is automatically imported into Banner overnight?

5. If errors (mostly index code expirations), Dan or Michele notice, Michele researches and determines how to update or fix

6. Michele repairs the current Banner JV import

7. Michele emails us with corresponding index codes to change in PCR for future billing periods

8. Forward email into JSM for authority/record

9. Create a PCR work order for Telecom services (Owner Change > New Owner, referencing JSM issue in Description) or directly modify Expense GLA for non-Telecom services (referencing JSM issue in a Remarks)

Monthly charge creation

(800 Numbers, Expanded Conference Calling) Michele exports service rebilling report/invoice and emails →

1. Create one service order for all charges (TEL101 as top-level index code)

   1. Create charge for each line/usage in report, with charge override for actual amount, GLA override for index code, Customer-friendly description

      1. 800 Numbers: charge code TOLLFR-USAGE, one charge for each 800 number

      2. Expanded Conference Calling: charge code CONF, calls are grouped by moderator PIN code [mapping to index codes in CIO I: Drive\Administrative\FY 2020-2021\AP\PO and Invoices\Arkadin (NTT Cloud Com)], one charge for each call

2. Save, Complete, Finalize service order.

(Adobe Sign) Fifth of each month →

1. Export billing report from Adobe Sign: Reports > Create a new report > Set Creation Date to Last Month > Run Report

2. Save Report (using a name containing the scoped month/year), then Export report data

   1. Wait a bit while report is generated, go back to main Reports screen, reload, will appear under My Export Report Data

3. Download the CSV file

4. Clean up report to remove rows that don’t represent billed transactions from Adobe Sign

   1. Create new column A, copy formula =AND(G2=V2,W2="",H2<>"Default Group",BQ2<>"FORM_FILLER") to all rows

   2. Select whole sheet, select Filter

   3. Filter out TRUEs in new column A (including only FALSE)

   4. Filter on Agreement Status, including only Canceled, Completed, In Process

   5. Find & Select > Go To Special > Visible cells only, Copy and Paste selected rows into a new Sheet

   6. Save As new filtered CSV file (containing just rows we want to bill)

   7. In PCR: Admin > Imports / Exports > Import Files > Import Files

   8. Test import: Upload File(s) > search for “adobe” in Import File Format > Test Import File > select filtered file

      1. Wait a bit while file is processed, watch for green checkmark under Processed

   9. Real import: Upload File(s) > search for “adobe” in Import File Format > Upload Import File > select filtered file

      1. Wait a bit while file is processed, watch for green checkmark under Processed

(In the future, the adobe-sign-rebilling automation may be used to perform this procedure automatically each month.)

Low-Level Specific Procedures in PCR-360

Charge catalog item

Add

Modify

Remove

Service instance

Add

Modify

Remove

Bulk updates

Service

Add

Modify

Remove

PCR -> Banner billing cadence

A guide to the relationship between service period, billing period, JV date, calendar month, fiscal year…

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Service provision → PCR-360 → Banner billing cadence

A charge categorized by PCR’s Billing tab M/Y field as 0908/20xx indicates billing for service rendered in September. But not for the calendar month: for OIT’s current standard 8/21-9/20 billing period, which we often call September, and which will be processed as a JV or billed to a cash customer later that month, September 21-30.

Process/cadence

• Bills are based on 30/31 day months ending the 20th: 21st of last month - 20th of this month. This is the service/billing period.

• Shortly after the 20th, PCR bills are generated based on the just-closed billing period, including all charges dated inside it.

• The PCR export is imported automatically into Banner the night after bill generation. There are sometimes errors (mostly expired index codes) which are repaired manually before re-importing.

• The date of the successful Banner import (generally any day between the 21st and last business day of the calendar month) becomes the date on the JV in Banner.

• Banner JVs are visible to fiscal officers; PCR invoices are available to TCs via PCR login.

Special cases

• Adobe Sign measures transactions in calendar months; these are Cash customer bills are manually created and sent by email each month shortly after the PCR bill generation.

• Rebilled vendor charges (Adobe Sign e-signature, 800 Numbers) are billed to customers one month late, since they’re imported into PCR during the next month (before the 20th1st-20th of the month after a calendar month of service (Adobe Sign) or after the vendor bill arrives (others), and processed/JV'd normally later that month. So transactions for the calendar month of August would generally be imported and PCR-dated some time in September (1-20) and JV dated later in September.

Roles & Responsibilities

• The ICAT team provides PCR-360 as a service to OIT to use for billing administration, supporting the application (using SLA2 servers OIT Managed Servers co-managed by LAP).

• The TDC team (Indy) uses PCR-360 to coordinate TI Telecom service request fulfillment, with integrated billing service/charge changes

• The SMO team (Indy and Brent use ) uses PCR-360 to administer OIT billing:

  • Trigger the monthly PCR-to-Banner JV export

  • Create bills & process payments (checks & CCs) for cash customers

  • Create monthly charges for: Import vendor charges for rebilling (Adobe Sign e-signature, 800 Numbers, Expanded Conference Calling)

  • Process changes/charges from all "Billing change" requests + credits for all services/charges

  • Charge campus customers for miscellaneous bills paid by OIT

  • Resolve Trigger the monthly PCR-to-Banner JV export & resolve Banner JV load failures due to expired index codes

  • Create & send monthly bills for cash customers

  • Process payments from cash customers

• Michele handles related tasks:

  • Altering Alter Banner JVs before resubmission to address errors (usually expired index codes

  • Adjust STATION-SPLIT total periodically to maintain OIS102 balances near zero (and similarly HCOM-SPLIT)

  • Issuing Issue credits/refunds to cash customers

  • State bond reconciliations for project charges billed to CPC index codes

• Department fiscal officers see charges against their index codes via financial reports in Banner

• Telecom Coordinators and fiscal officers can view detailed invoices for any index code in the PCR-360 customer center

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