FIT TEAM – MINUTES
“IMPLEMENTATION OVERSIGHT COMMITTEE”
January 5, 2006/8:30 a.m./President’s Conference Room 112

ATTENDANCE:
Jean Roberts, Co-Project Chair & Student System Application Lead
Teresa Sturrus, Co-Project Chair
Kelley Conrad – Core Application Lead
Rosemary Zink – Financial Application Lead
Mary Smith – Human Resources Application Lead
Bruce Wierda – Financial Aid Lead
Patricia Werly – Information Technology-Legacy
Diane Krasnewich – Change Management Lead
Julie Weller – Communication Lead
Perry Goodwyn – Systems Consultant-Project Plan & Project Timeline
Kamlesh Sanghvi – Chief Information Officer, ERP
ABSENT: None

The meeting opened at 8:35 a.m.
I. APPROVAL OF MINUTES
DECEMBER 15, 2005
Minutes for the meeting of Muskegon Community College, FIT Implementation Oversight Committee, December 15, 2005, have been distributed.
RECOMMENDATION: Approval.
DISCUSSION: Rosemary Zink inquired if their will be discussion on the Muskegon Community College FIT Project-Datatel Colleague Project Charter in this meeting. Jean Roberts answered yes.
ACTION:
Motion that the minutes of the FIT Implementation Oversight Committee of December 15, 2005, be approved as presented: Rosemary Zink
Second: Kamlesh Sanghvi
Vote: Unanimous Approval

II. HANDLING OF SHADOW SYSTEMS & CORE
Lists of “MCC Shadow Systems” created by Cindy Panici have been distributed. Patricia Werly and Joan Jolman had originally brought up the concern of what to do about all the MCC shadow systems. They suggested combining them into one database maintained by one individual until they could be installed into Colleague. Jean Robert’s concern was if we were going to do so who would maintain this database and should this information be put into Core right now. Kamlesh Sanghvi informed that he and the President’s Cabinet
have had discussions about a unified database for fundraising, alumni, etc. down the line and currently not to deviate from the goal of getting the financial software system up and running. Kamlesh suggested not to spend our energy and efforts on MCC shadow systems at this time because it is more imperative to concentrate on moving towards the financial module going live in July 2006. The shadow systems are from different departments, different formats, etc. therefore Kamlesh believes it’s not even feasible to put them into one database. He mentioned that eventually this information will naturally rolled into Colleague anyway through the different modules which will then phase out those shadow systems. He added that if Colleague doesn’t fulfill the requirements, a third party application (i.e. Benefactor, Razor’s Edge, etc.) which works with Colleague as a bridge will be revisited and researched at that time. We don’t want to stop individuals from using the information they had collected in these shadow systems, but we want to make sure everyone is using the same database (compatible with Colleague). Kamlesh stated that individuals could get everything from
TIP if they wanted, however some individuals have chosen to use their own shadow system on the side. He stressed that no shadow systems should be used; only applications that works with Colleague. Along with the pressure of getting the financial system live, he added that Patricia will be gone frequently for training in the next couple of months therefore not leaving her the time to address MCC’s shadow systems. To clarify Jean Roberts inquired if it was correct to say that we are not having someone maintaining a central MCC shadow systems database. Kamlesh reiterated that was correct.

Kelley Conrad reported that the Core Application Team had discussed this issue as well and had the same feelings. She mentioned that persons will use their shadow systems until their module is up and running thus using Colleague. She stated that she wouldn’t feel comfortable in letting someone else maintain the shadow systems she set up and uses. Rosemary thinks the bigger question is - will all the information on these shadow systems even be something we want on the Colleague system. Pat suggested that the shadow systems will need to be cleaned up before it’s inputted, however, due to time constraints she agrees with Kamlesh’s suggestion of revisiting this at a later date. Kamlesh suggested possibly breaking the shadow systems list into the different modules. Kelley asked if someone should be in charge of finding out what shadow systems go to which module. Rosemary believes that probably 75% of them are not modules but just Excel formats, etc. Kelley added that many of them are probably name and address type lists. Kamlesh inputted that some might say they don’t even use them anymore. Once the shadow systems are organized and implemented into the new system, Diane Krasnewich suggested setting timelines (six months, one year later) to check if particular shadow system is still in use and needs to be implemented. Jean agreed that was a good idea. Jean suggested having someone go back to the different departments and clean the “MCC Shadow Systems” list up. Teresa Sturrus volunteered.

III. FINAL APPROVAL OF FIT PROJECT CHARTER
Charters for the Muskegon Community College FIT Project-Datatel Colleague have been distributed.

RECOMMENDATION: Approval.
DISCUSSION: Diane asked if there were descriptions of what each of the team does. Jean explained that currently it is unsure until further training occurs. For example until the Core Team had their training session was it realized what the team was really about. Diane inquired if there would be minor overlapping of duties. Kelley and Rosemary stated they think there will be.

Additions and corrections (in italics):
Page 2: Background: They work exclusively with colleges and universities, and more than 60 percent of their professional services consultants have career experience within higher education.
Page 3: Project Organization: The Co-Project Managers’ roles are to create and monitor project task list, serve as a resource to the module implementation leaders, serve as a liaison to the vendor, and manage resources to keep the project on track to meet the production live dates.
Page 7: Separated Financial Implementation Team into module sub teams: General Ledger, Accounts Payable/Purchasing, Budget Management, Physical Plant, Inventory, Projects Accounting and Fixed Assets.
Page 7-9: Appendix C: Name spelling and title corrections: Bruce Wierda; Patricia Werly; Mary Smith, Human Resources-Employment Services Manager; and Rosemary Zink, (deleted Financial Services-) Director of Financial Services.
Page 8: Condensed Human Resource Implementation Team.
Page 8: Deleted Academic Records Team, Curriculum Team, Faculty Information Team, and Registration Team. Added Student Academic Management Team (a.k.a, Curriculum/Faculty, Info/Registration & Records Team).
ACTION:
Motion that the Charter of the Muskegon Community College FIT Project-Datatel Colleague, be approved with additions and corrections to then be presented for final approval by the President’s Cabinet on Tuesday, January 10, 2006: Kamlesh Sanghvi
Second: Kelley Conrad Vote: Unanimous Approval

IV. ANNOUNCEMENTS & UPDATES
Changing the financial live simulation date to May 18 & 19, 2006 was discussed. Rosemary stated that Friday, 5/19/06, will be an accounts payable run day. Kamlesh offered that if those days didn’t work out the original live dates could be kept. Kamlesh announced that the Datatel Users Group is from March 18-22, 2006. Perry Goodwyn informed that the Datatel Users Group is held every spring in Washington D.C. at the Marriott Hotel. Virtually all the Datatels’ personnel: trainers, consultants, sales, marketing, etc. will be in attendance. It is a time for Datatel to showcase their happenings and development efforts along with giving users a chance to voice concerns. Many Datatel collaborative partners will be present as well, for instance, National Student Warehouse, Blackboard, etc. He further explained 3/18/06 and 3/19/06 are mainly technical types of meetings, the 3/19/06 and 3/22/06 are allowed mainly for travel purposes with an evening reception on the 3/19/06. Jean brought up the issue previously discussed in the Core meeting regarding Colleague’s capability of scheduling counseling appointments. Currently the counseling office uses TIP to schedule appointments, generate reports informed Kelley which has been very effective. A scheduling component had been shown during the Core training session in which the consultant stated that it was really cumbersome. Kelley wanted to know if MCC is getting that scheduling component shown which she believes is referred to as advising scheduling. Perry apologized and replied that he was unsure of what MCC purchased and will further research this issue and to please place it on next week’s agenda. Julie Weller inquired when the individual team meetings have to be scheduled by and how often the Communication Team should meet. Mary Smith answered by January 13, 2006. Jean, Teresa and Julie will meet later and discuss the Communication Team meetings in further detail. The Core Implementation Team meets every Friday morning.

V. CHANGE MANAGEMENT TEAM
Currently a Change Management Team has not been set up. As Team Lead, Diane stated that she has questions regarding the responsibilities/duties. Jean stated that the original thoughts on the Change Management Team’s responsibilities differ now since the concentration is on implementation. Jean thinks some responsibilities will be on faculty training (ex., how to enter their grades, etc.), processes, procedures, curriculum, prerequisites, testing, etc. Having heard of this team for the first time Kamlesh asked if this team will be for faculty purposes only and emphasize teams should stay focused. Jean responded no it’s for everybody. Jean informed it’s also for preparing and training persons who are computer illiterate. Diane added possibly something other than the actual instructions for example education on stress relief, learning and relaxation techniques. Jean also sees it for leadership training. Teresa clarified it may be training for different types of users, for instance like faculty imputing grades, etc. Rosemary offered an example of training faculty on how to get their general ledger reports. Kelley mentioned maybe having the Change Management Team tackle policy issue unification. Jean mentioned for assistance purposes as well. Teresa and Jean offered Diane further assistance and will discuss it at a later time.

There being no further business, the meeting was adjourned at 9:15 a.m. The fourth “Implementation Oversight Committee” meeting is on Thursday, 1/12/06 @ 8:30 a.m.-9:30 a.m. in the President’s Conference Room # 112.

Minutes recorded by Kelli Loughrige.