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FIT TEAM – MINUTES
“IMPLEMENTATION OVERSIGHT COMMITTEE”
January 12, 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
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
Kamlesh Sanghvi – Chief Information Officer, ERP
ABSENT:
Rosemary Zink – Financial Application Lead
Perry Goodwyn – Systems Consultant-Project Plan & Project Timeline
The meeting opened at 8:36 a.m.
I. APPROVAL OF MINUTES
January 5, 2006
Minutes for the meeting of Muskegon Community College, FIT Implementation Oversight Committee, January 5, 2006, have been distributed.
RECOMMENDATION: Approval.
DISCUSSION: Mary Smith noted one correction on page 2, II. HANDLING OF SHADOW SYSTEMS & CORE, 11th line-change rolled to roll.
ACTION:
Motion that the minutes of the FIT Implementation Oversight Committee of January 5, 2006, be approved as present with the one correction of changing rolled to roll: Diane Krasnewich
Second: Mary Smith
Vote: Unanimous Approval
II. PROJECT CHARTER
The Muskegon Community College FIT Project-Datatel Colleague Charter was unanimously approved by the President’s Cabinet on 1/10/06. Jean reiterated to please make sure all things are brought to the Implementation Oversight Committee for discussion as well as for approval keeping the lines of communication open.
III. STANDING IMPLEMENTATION TEAM REPORTS
CORE TEAM – Kelley Conrad, Team Lead
The Core Team meets every Friday from 8:30 a.m. to 9:30 a.m. Kelley informed about her conversation via phone with Perry Goodwin and trainer, Carol Hogan in regards questions and concerns. All came to the conclusion that the Core Team was making things more complicated than it had to be, questions were answered and reassurance given that everything doesn’t have to be done by the next training session. The Core Team will look at what codes are currently used as well as research with their constituent groups. Kelley
gave an example of one issue the Core Team is dealing with: are the current ethnicity code categories MCC uses sufficient for all the required reporting. Carol offered to help build on what was found as well as review in the next training session. Kathy Krentz will be capturing the screens and printing them for references. Kelley might schedule some of the Core Team meetings in the Training Room. The next Core consulting is scheduled for 2/2&3/06. Kelley asked if the time could be changed from 9:00 a.m.-5:00 p.m. to 8:30 a.m.- 4:30 p.m. Jean answered yes. Kelley will notify Carol of the time change. Kamlesh will schedule when OIT will be in the Training Room with College Services to make it easier to see when it will be available for practice/study purposes. Patricia Werly doesn’t anticipate any updates in the near future leaving the Training Room free. Julie Weller inquired if the Training Room will be used for the Web Software Training. The Web Software Training will be in room 1210.
FINANCIAL TEAM – Rosemary Zink, Team Lead
In absence of Rosemary Zink who was attending training, Team Member Patricia reported. A lot of information is being pushed through, there are some overwhelmed feelings but she believes the training session is going well. The trainer showed what it is all about more or less than trying to teach how to use it. The financial live simulation date has been changed to 5/18&19/06 from 5/16&17/06. Patricia noticed some Team Members were questioning as to why they were required to attend that particular training. She recommended having the Change Management Team meet with some of these Team Members who are not a part of the Core Team to inform them as to why they are there, prep them, provide emotional support, to be more proactive. Some people are feeling they are being exposed to more than what their area (job descriptions) covers - questioning if they are there for one particular subject why are they being exposed to everything. Jean agreed and recommended even for the Teams who have not met yet such as the Human Resources Team. She believes it is vital to have everybody understand their role, how important it is, talk about the integration and essentially how things affect each other. This is part of the Team Leads’ responsibilities, Jean informed, as well as the Implementation Oversight Committees’ and how crucial it is for this committee to talk about such issues as this one, to try and overcome the barriers, fears and solve the problems. Kamlesh reiterated that it is also the Team Leads’ responsibility to stress the open door policy where one can go to others for assistance. Patricia suggested pushing the Change Management Team up to the
top because she feels that it is very important. Kelley suggested maybe the Change Management Team needs to meet with all the Team Leads. Diane stated it’s also important to reassure people that they have the option to be retrained if they are not getting it all right now.
HUMAN RESOURCES TEAM – Mary Smith, Team Lead
The Human Resources Team as not met yet however Mary is currently in the process of researching the day and time when the meetings will be scheduled. It will be decided in the next couple of days. Mary noted that she was very thankful to Kelley and the things that they have experienced in the Core Team because she has learned a lot about how to approach the HR Team, etc.
STUDENT SERVICES TEAM – Jean Roberts, Team Lead
Jean announced that John Morano has been added to the Admissions Team. The Student Academic Management Team has been created which condenses curriculum/faculty information/records and registration all into one. The first meeting is on Friday, 1/13/06 @ 10:30 a.m. The training dates will be 2/21, 22 & 23/06 changed from 2/22, 23 & 24/06. There are ten members: Jean Roberts, Terri Jourden, Chris Nowak, Bea Halverson, Darlene Peklar, Kathy Krentz, Judy Eistedt, Lynne Wood, Vilene Rodgers, Cindy Panici and
Patricia Werly. Patricia informed that she is not so much a Team Member on every committee she likes to sit in to get an overview and get a feel for the people. Admission training dates have changed to 3/28, 29 & 30/06 from 4/4, 5 & 6/06. Bruce asked if these new dates are out on the web. Some of the changes had just occurred the day before and Jean is waiting on a couple more changed dates therefore she has to make the changes on the master list and then email it on to Julie to post. The Accounts Receivable Team and the Degree Audit Team have not met as of yet.
FINANCIAL AID TEAM – Bruce Wierda, Team Lead
There will be a Financial Aid staff meeting today. Financial Aid Team meeting will be meeting Thursdays @ 3:00 p.m. Practically everyone on the Team is a staff member with the exception of just two. The first training dates won’t be till the end of May 2006. Business practices are already completed and procedures will be put in writing.
IV. FIT PROMOTIONAL STUFF
There has been requests for items such as shirts, bags, etc. with FIT printed on them. Teresa researched and reported that Land’s End can accompany us. Teresa will obtain and distribute Land’s End catalogues to each Team Lead. Teresa and Jean asked if each Team could leave something in the training room to decorate, give it life as well as promote celebration. Examples were given. Monies for promotional and celebratory matters have been budgeted. All requests by Team Leaders will require approval by Jean and Teresa.
V. OFF CAMPUS RETREAT
Dr. Rule had suggested the Implementation Oversight Committee schedule an off campus retreat combining work (20%) and celebration (80%). Teresa mentioned that an afternoon would be best and individual Team celebration ideas will be one of the agenda items. Jean and Teresa reiterated how crucial it is to celebrate and recognize. Teresa asked everyone to please contact her by Friday, 1/20/06 with their date preferences.
VI. CAMPUS VISITS
Visits to other Colleague user colleges can be arranged if needed. Seeing the software in actual use and talking to people that have gone through an implementation could greatly aid in Teams learning. Kamlesh informed that he has spoken with the CIO at Delta College and they would be more than happy to assist. Not only does Delta College use the same version as MCC, they are cutting edge and tech savvy. Kelley felt that this would really help the Core Team. Jean suggested that it would be a great idea to schedule a visit even for the Teams that haven’t met or trained as of yet. We need to be more proactive, Jean added, so people will be less overwhelmed and fearful. There being no further business, the meeting was adjourned at 9:11 a.m. The fifth “Implementation Oversight Committee” meeting is on Thursday, 1/19/06 @ 8:30 a.m.-9:30 a.m. in the President’s Conference Room #112.
Minutes recorded by Kelli Loughrige.
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