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FIT TEAM – MINUTES
“IMPLEMENTATION OVERSIGHT COMMITTEE”
January 26, 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
Diane Krasnewich – Change Management Lead
Rosemary Zink – Financial Application Lead
Julie Weller – Communication Lead
Kamlesh Sanghvi – Chief Information Officer, ERP
Perry Goodwyn – Systems Consultant-Project Plan & Project Timeline
ABSENT:
Patricia Werly – Information Technology-Legacy
The meeting opened at 8:30 a.m.
I. APPROVAL OF MINUTES
January 19, 2006
Minutes for the meeting of Muskegon Community College, FIT Implementation Oversight Committee,
January 19, 2006, have been distributed.
RECOMMENDATION: Approval.
DISCUSSION:
ACTION:
Motion that the minutes of the FIT Implementation Oversight Committee of January 19, 2006, be approved as presented: Julie Weller
Second: Kamlesh Sanghvi
Vote: Unanimous Approval
II. STANDING IMPLEMENTATION TEAM REPORTS
CHANGE MANAGEMENT TEAM – Diane Krasnewich, Team Lead
No report.
CORE TEAM – Kelley Conrad, Team Lead
The Core Team continued to work on data spreadsheets in preparation for their consultation next week. Many of Core Team Friday morning meetings have been moved to Training Room 1300. The Team is collecting College policies, rules and regulations as well as any state and federal rules, regulations and laws that will need to be aware of. There will be a collection in the Training Room 1300 for all Teams to access and add to.
FINANCIAL TEAM – Rosemary Zink, Team Lead
GENERAL LEDGER TEAM – The Team has been practicing in Training Room 1300 and everything is going well. As the Team inputs MCC data into Colleague questions that arise are written down so they can be addressed in the meetings. The next consultation is 2/14 & 15/06.
ACCOUNTS PAYABLE/PURCHASING TEAM – This Team has been practicing in Training Room 1300 and recording questions as well. There will be remote consultation on 2/17/06.
HUMAN RESOURCES TEAM – Mary Smith, Team Lead
The first HR Team Meeting will be next Wednesday, 2/1/06. Jean Roberts had sent Mary some sample workshop and training agendas. From reviewing them Mary noticed it had stated that one of the perquisites for HR/Payroll training was to have completed the Core training. Mary questioned this. Jean forwarded this concern onto Cyndi Bryan, Business Practices Manager, Datatel. Cyndi reassured though it’s not absolutely imperative, the only part of training that Datatel would like to have participants complete prior to other training is basic Navigational Training. She stated that the IT Department could schedule such training and to speak further with Perry. Perry informed that he has some documentation on navigation which shows the different pieces of the screens, how to log in, etc. This documentation has been sent to Patricia Werly, Joan Jolman and Kamlesh for review and updating if needed. Jean inquired when Navigational Training could be available. The Navigation training would take no more than an hour, could be offered in a number of sessions in one afternoon and be available in a week, replied Perry, however he would first like to wait for Patricia and
Joan’s return from San Francisco at the beginning of next week. Kamlesh suggested doing the Navigation Training remotely using Linktivity, which is a Collegis application that makes it possible for the persons in training to see what the remote trainer is doing on their screen. Patricia and Joan will be gone the week of 2/13/06. Another concern Mary had was in regards to having all Team members go through the actual training. If the person recruited will be doing the majority of the data entry into Colleague during the course of the implementation, Cyndi explained, then most likely you’d want them to be part of the trainings and or consultations. It all depends on what data a particular Team member will be entering; for instance, in the case of entering direct deposit information all one would need is to teach that particular screen. Straight data entry no decisions need to be made. The question of possibility converting information into Colleague was also asked to Cyndi. For a school our size, Cyndi explained, by the time it would take to map the data from HR and payroll so it could be uploaded or converted into Colleague all the data entry will be completed in the meantime anyway, therefore she recommended entering everything ourselves. Kamlesh was curious has to how Cyndi arrived at that judgment.
STUDENT SERVICES TEAM – Jean Roberts, Team Lead
ADMISSIONS TEAM – The Admissions Team met yesterday, 1/25/06 and are benchmarking with other Datatel MI colleges, mostly about their business and application processes. Having made contact with persons from these colleges and looking at websites has made the Team very excited. In thinking ahead, an issue Jean felt that needs to be addressed soon is in regards to computer based
testing as well as determining who does the decision ultimately fall under, since this is a college-wide issue. MCC current testing system is a “homegrown” one which testing is used for placement. Recently MCC faculty reviewed and polled two computer testing systems: Accuplacer and Compass, Jean informed. In review Accuplacer offered students instant results/scores and most of the colleges who currently have Compass testing are looking at switching over to Accuplacer. The faculty choice was split 50/50. Having a computer based testing system be compatible with other college’s testing is another issue. Students that have had Accuplacer or Compass testing at other colleges have become upset in the past because they were required to take our “homegrown testing” due to the fact that MCC doesn’t have a computer based testing system. Rosemary inquired how this issue impacted Colleague. Jean informed that in the Datatel guidelines on forming teams had indicated to have a position of downloading/uploading of testing on the Admissions Team. Jean further explained that it wouldn’t be working efficiently because MCC’s testing system is “homegrown”, making students wait longer for test results in return holding up their registration process therefore effecting enrollment. In addition
she stated that with the implementation of Colleague it might be a good time to think about our business processes and change them if needed. Perry stated that he knows some Colleague user colleges which are using Accuplacer but is unsure of how it bridges together but it could be done. Kamlesh believes MCC needs to go to computer based testing and reiterated that Colleague shouldn’t
determine what third party application to purchase, choose one that works for, fits with MCC the best and a bridge can be explored.
Rosemary understands the issue, believes a decision needs to be made but thinks it is not this committees’ decision. Teresa explained this committee is a recommending body and the President’s Cabinet makes the decisions. The social security number policy was discussed as well as in the Student Academic Management Team Meeting. Curriculums codes were also discussed and are being researched. Patricia Werly had made a comment that the Legacy system is not going away. Jean as well as others wanted clarification on her statement. It is only for few to know that yes for a time the Legacy system will be there for reference, however, Kamlesh stated we don’t want to rely on it and impede the implementation. It had been discovered when going to shut down another college’s Legacy system, Kamlesh explained, that instead of reporting if something couldn’t be done in Colleague they were using their Legacy system which in returned caused panic. Kamlesh stressed and encouraged everyone never to say the legacy system is not going away. As far the general community is concerned the Legacy system will be gone. He’ll pass it onto Patricia.
STUDENT ACADEMIC MANAGEMENT TEAM – The social security number policy was discussed as well.
ACCOUNTS RECEIVABLE TEAM –
No report.
DEGREE AUDIT TEAM –
No report.
FINANCIAL AID TEAM – Bruce Wierda, Team Lead
Last weeks meeting was cancelled therefore there was no report.
TECHNICAL TEAM – Kamlesh Sanghvi, Team Lead
Kamlesh reported that Patricia Werly and Joan Jolman were currently in San Francisco attending their first training and will be returning next week. He informed that there is now a key to the Training Room #1300 at the Help Desk as well as a log. Kamlesh announced that he had just received approval for the Team to attend the Datatel Users Group in Washington, D.C. from March 19-22, 2006. Perry Goodwyn informed that the annual Datatel Users Group is held every spring in Washington D.C. at the Marriott Hotel. Virtually all the Datatel’s 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 and network. Many Datatel
collaborative partners/third party vendors will be present as well, for instance, National Student Warehouse, Blackboard, Liquid Matrix, etc. There will be one particular session dedicated to new clients in which one can talk to others who are going through implementations. He further explained there will be a welcome reception on Sunday evening, 3/198/06, Monday, 3/20/06 and Tuesday, 3/21/06 will be full of presentations, an expo hall and only a half of day on Wednesday, 3/22/06 to allow for return travels. Perry and Kamlesh encourage everyone to attend and reserve by 1/31/06. This year will be the first paperless presentation and users can go
to the website, www.datatel.com to print out materials, learn more about the event and to register. There will be links on the website he believed in the client section to register for the conference as well as the hotel. From what he understands the hotel is booked but there is another hotel across the street called the Omni and was unsure if they had registration available through Datatel’s website. Flights will have to be booked separately and there will be plenty of transportation, shuttle systems, etc. Perry educated on how to first register as a client of Datatel on the website, www.datatel.com in order to register for the event. On the website, www.datatel.com go to the lower right hand corner and click on “Need help logging in?” it will take you to a screen on how you can “Request a log-in now”. It will ask you to put in your personal MCC email address, your chosen password, confirmation of that password and will be then sent
for verification. If for some reason the database does not match you up it will get sent to Perry for verification.
COMMUNICATION TEAM – Julie Weller, Team Leader
Julie reported that she hadn’t received any material or ideas from the Teams for the FIT newsletter and encouraged participation. Jean has started an article. She would like it completed and sent out by the first week in February and from there send one out monthly. She will be interviewing a Team member who has gone through training. Jean suggested possible getting quotes from other college persons who have gone through Colleague implementations. She further explained that we need to try and stay ahead of the game with positive spins on the future Colleague benefits. Kelly recommended Julie to talk to Larry Visconti who is teaching a class on how to eliminate self defeating behavior.
III. OFF CAMPUS RETREAT
Teresa Sturrus reiterated that this was Dr. Rule’s suggestion to build ourselves as a Team. Dates given to her didn’t coincide and no other ideas were stated therefore Teresa will come up with a date. Teresa asked for ideas of what to do and where to have it. Teresa recommended having Team building exercises, a speaker to speak about change, Russ’s or the Double JJ. Jean suggested making it a breakfast meeting, incorporating the Implementation Oversight Meeting and possibly shorting the time frame to 2 or 3 hours.
IV. LOGO
Teresa has received some negativity on the idea of polo shirts. One of the groups suggested polar fleece vests. Concerns of not being able to wear them year around were stated. It was decided to purchase a logo from Land’s End and give Team members three items to choose from. Jean showed two logo ideas: a circle with a red line slashed through it containing the saying “Because it’s always been that way” and the MCC logo with “Think – outside the box”. Concerns and issues were discussed about each, such as changing the MCC logo to the FIT logo, having the logos implying certain things and or other campaigns. Rosemary suggested not only offering the promotional prizes to Team members but to their co-workers as well because they are working just as hard picking up the slack. Jean and Teresa agreed that was a good point. She also recommended making it random, by a drawing instead of by nomination and one can only win once. Julie suggested giving a certain promotional items for example a logo stress ball to everyone that is assisting whether they are Team members or not and T-shirts for the “FIT Fact of the Week”. Teresa will research items/options that are available, see how it fits within the budget and will report at the next meeting.
V. STANDING AGENDA FOR ALL COMMITTEES
As another way to communicate, get the word out about the implementation, Jean suggested putting FIT as a standing agenda item at all College wide committee meetings. Kelley was concerned that it might be overkill because many of the same persons serve on different committees they would be hearing the same thing over and over again therefore we would still only be hitting 20% of the same people. Another possibility, Kelley referred to Richard Doctor and Joe Doyle who had gone to every department meeting to report and or update on a particular issue.
There being no further business, the meeting was adjourned at 9:48 a.m. The seventh “Implementation Oversight Committee” meeting is on Thursday, 2/02/06 @ 8:30 a.m.-9:30 a.m. in the President’s Conference Room # 112.
Minutes recorded by Kelli Loughrige.
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