Page Comparison

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

Billing Administration Tasks (& Triggers

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Billing changes for Telecom/Networking requests

New telecom service request → Create PCR service order (JSD ticket + work summary into description, index code into owner, add expected actions, Save) → coordinate telecom work in JSD

when work is complete → refine PCR service order with actual actions & charges, copy service order description into each charge description, verify GLA and Total, move Pending to Complete, Save, finalize order with date in appropriate billing period.

End-of-month Banner JV export

Four days before the end of the month (CHANGE?) → export JV to Banner (Admin tab > Billing > Bills > Generate Bill (uncheck Test bill, verify date range) > reload, takes a few minutes → select & Approve → email Alex/Michele/Margaret Hernandez/Dan Weiss/Karen Erwin (CHANGE?) to inform them to look for errors → export is slurped into Banner overnight? → if errors, Michele fixes the current month’s Banner export and emails Indy with details to change in PCR → Indy forwards to Jira → Indy creates a PCR work order for TEL (Owner Change > New Owner) or directly changes Expense GLA for other services

Charge catalog items

Add a new charge catalog item

Modify an existing charge catalog item

Services

Add a new instance of a service

Modify an existing instance of a service

Decommission an instance of a service

Add a new service

Modify an existing service

Tips & Tricks

Make bulk updates to existing services

PCR -> Banner billing cadence

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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.

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, September 21-30.

• 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.

• On Shortly after the 20th, any charge dated during PCR bills are generated based on the just-closed billing period is processed/exported by PCR, including all charges dated inside it.

• The PCR export can be edited manually to remove errors or make other adjustments.Once that’s complete, 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 imported into PCR during the next month (before the 20thCash 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 1st-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 and Brent use ) uses PCR-360 to coordinate TI Telecom service request fulfillment, with integrated billing service/charge changes

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

  • Process TI TEL/NET changes/charges/credits

  • 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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