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IOC Minutes
Meeting Logistics
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Project
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FIT
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Topic
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· IMPLEMENTATION OVERSIGHT COMMITTEE
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Date
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Thursday, 3/16/06
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Time
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8:30 a.m.
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Location
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PCR
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Room #
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112 (PCR)
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Call-in #
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Facilitator
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Co-Project Chairs Jean Roberts & Teresa Sturrus
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Scribe
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Kelli Loughrige
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Discussion Items and Summary
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ID
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Discussion Item/Summary
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Facilitator
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1
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Approval of 3/2/06 IOC Minutes
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Jean Roberts, Co-Project Chair
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2
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New Reporting System was reviewed, discussed and examples were distributed:
· Agenda Format
· Team Member Status Report Format
· Meeting Minutes Format
It was requested that Team Leads all Teams begin using these formats.
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Jean Roberts & Teresa Sturrus, Co-Project Chairs
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3
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Conversion Conference Call with Ed Jahn 3/6/06 Notes were distributed. Trying to schedule a remote meeting about cleaning up data with Doreen Fletcher.
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Jean Roberts, Co-Project Chair
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4
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Scribes from all Teams will need to receive Web Minutes Training from Julie Weller by the next IOC meeting. These training sessions can be done in a one-on- one setting. Julie stated that she will be out of the office from Thursday, 3/23/06 to 3/31/06 and would like to try to complete all the training by then. Jean asked Julie to email all the Team Leads on who will be designated to post the minutes on the web and to arrange trainings. Julie agreed.
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Jean Roberts, Co-Project Chair
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5
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Datatel Leadership Training for Team Leads is still tentative. Possible dates include 4/19/06 if so Cyndi Bryan, Business Practices Manager, Datatel possibly could be administering the training.
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Jean Roberts, Co-Project Chair
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6
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If Cyndi is available to do the Datatel Leadership Training on 4/19/06 she could possibly speak on how the Web Advisor is handled as well.
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Jean Roberts, Co-Project Chair
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7
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TEAM REPORTS started with Change Management Team Report: No report.
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Diane Krasnewich, Team Lead
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7
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Financial Aid Team Report: No report. Jean inquired if he had met with Christine Ryan last week. Bruce reported that he had and stated that this Team was ahead of the curve on formatting.
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Bruce Wierda, Team Lead
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7
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Communication Team Report: Kamlesh recommended sending an announcement via email to all staff marketing the new FIT website. Jean explained that they hadn’t gotten word that the website had been completed. Julie reported that all the Team information is on it as well as all the past minutes are posted and caught up. Teresa presented the FIT Logo from the “Trophy House” and explained that all the colors of the FIT letters will be changed to the same darker color. The FIT Logo Shirt order was distributed and Teresa reiterated all orders are due tomorrow, Friday, 3/17/06.
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Julie Weller, Team Lead
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7
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Technical Team Report: Datatel has a way of distributing software updates in the form of patches and the schools decides on how these patches are downloaded and installed on the system. Patches can be installed monthly, quarterly or semi-annually. Kamlesh and Perry recommended monthly because all the patches do add up that doing it less frequently creates a nightmare for testing. Perry and Kamlesh distributed and reported on the “Datatel/Colleague 2006 Scheduled Patch Dates”. Patching will be an ongoing process even after implementation as a means to keep the system up to date and maintained. Having gone through a similar implementation, Dr. Rule explained a problem experienced was the designation of replacements. Perry has been researching testing scripts, written procedures for individual departments that would address the concern of if a certain staff member is unable to test it would then state who their replacement would be. Datatel Users Group will be taking place next week 3/19, 20, 21, & 22/06.
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Kamlesh Sanghvi, Team Lead
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7
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CORE Team Report: CORE recommendations to IOC; see below “Decisions Made”.
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Patti D’Avignon, representing Kelley Conrad
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8
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Since 7/1/06 is a Sat. Teresa explained questions have arisen if Financial is still going live that day. Perry and Kamlesh reiterated it will be.
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Teresa Sturrus
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9
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Dr. Rule reported how glad he was to see everything progress, everyone is doing a great job and stressed the how critical it is to make the 7/1/06 Financial Live date. If something is needed for any of the Teams, David reiterated not to hesitate to make it known to himself and the President’s Cabinet. This implementation is a great investment for the future of MCC; the Board of Trustee’s and the President’s Cabinet are very supportive. Adhering to such crucial time lines Dr. Rule emphasized to be careful not to burn out. Bruce inquired about getting a lap top. A lap top request can be submitted in writing demonstrating its exclusive use for the FIT project. Since there are no equipment/software policies currently in place at MCC, no standardization and scattered budgets, Dr. Rule explained that there is a freeze on lap top requests. OIT is in the process of creating policies including a lap top policy. Ink jet printers are now banned due to the high cost of ink cartridges. High speed network printers are being discussed. Dr. Rule offered visiting Team meetings.
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David Rule, Ph. D., President
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Issues/Risks
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ID
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Issue/Risk and Description
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Owner
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Date Entered
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Date to Review
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1
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None
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Action Items
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ID
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Action Description
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Comments
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Owner
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Status
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Planned Completion
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1
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New Reporting System
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It was requested that all Team Leads inform their Teams and begin using the new formats.
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Team Leads
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Open
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2
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Training for Web Minutes
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Julie to email Team Leads on who will be designated to post the minutes on the web and receive the training as well as arrange those trainings.
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Julie Weller
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Open
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3/23/06 IOC Meeting
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3
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Present CORE and IOC recommendations to President’s Cabinet for approval.
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Patti to present to the President’s Cabinet the CORE recommendations that IOC approved for recommendation for President’s Cabinet approval.
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Patti D’Avignon, representing Kelley Conrad
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Open
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President’s Cabinet Meeting, Tuesday, 3/21/06
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Decisions Made
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ID
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Decision Item
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Discussion
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Motion
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Second
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Approval
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1
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Motion that the minutes of the FIT Implementation Oversight Committee of March 2, 2006, be approved as presented:
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Diane Krasnewich
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Bruce Wierda
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Unanimous
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2
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Motion that the Colleague generate number remain the single, identifying number for each individual or organization be approved for recommendation for President’s Cabinet approval as presented:
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Bruce inquired if current students will get issued new Colleague numbers. Patti explained yes, however the system will allow the student to be looked up by their old student number. Patricia Werly educated to correctly call them Colleague ID Numbers not student numbers. Colleague ID Numbers will not contain any alpha characters. Who gets to register first will be determined by the highest number of credit hours. Concern arose about running out of numbers. Perry stated he has never seen college’s run out of numbers. Dr. Rule inquired if the determination has been made on when to issue a Colleague ID Number to a prospect. Peggy explained and reiterated more efficient research will go into assigning Colleague ID Numbers.
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Kamlesh Sanghvi
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Teresa Sturrus
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Unanimous
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3
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Motion that the Householding option in Colleague not be used be approved for recommendation for President’s Cabinet approval as present:
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Other Colleges were benchmarked and they do not use the Householding option. The trainer and Perry recommended not using Householding as well.
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Bruce Wierda
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Julie Weller
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Unanimous
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4
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Motion that the “single-hit” address resolution feature in Colleague be used be approved for recommendation for President’s Cabinet approval as presented:
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Perry stated the importance of trying to eliminate duplicates before they even go into the system because it is very difficult to get rid once they are in. The “single-hit” address resolution helps eliminate duplication of records. Patti stressed before entering a new record - please research, research, research. CORE is working on a policy/procedure recommendation on the proper way to enter information. Peggy Jacobks informed Financial Aid Department records are first created by social security numbers. Patricia informed at that time it will not create a Colleague ID Number until a switch is activated to admit.
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Bruce Wierda
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Teresa Sturrus
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Unanimous
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5
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Motion that the Non Academic Affairs Institutional Hierarchy with changing the school code PR to PI; the description Marketing & Public Relations to Public Information; and the department code PREL to PINF and Academic Affairs Institutional Hierarchy be approved for recommendation for President’s Cabinet for approval as presented:
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To create consistency the numbers of letters constitutes meanings: two letters are school codes, three letters are division codes and four letters are department codes. Julie Weller corrected that Marketing & Public Relations on the Non Academic Affairs Hierarchy should be accurately called Public Information, therefore changing the department code and school code as well to better reflect.
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Julie Weller
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Bruce Wierda
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Unanimous
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6
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Motion that the Demographic Data Codes be approved for recommendation for President’s Cabinet for approval as presented:
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Patricia reminded to inform OIT of all code changes. Perry stated if needed codes can be added later, however codes can not be deleted. Two-three codes are still being researched. Patti emphasized there has to be validity to add a code.
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Patricia Werly
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Bruce Wierda
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Unanimous
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Invited Participants
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ID
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Name
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Title
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Department
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1
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Jean Roberts
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Co-Project Chair & Student Services Team Lead
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Records/Registration
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√
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2
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Teresa Sturrus
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Co-Project Chair
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Academic Affairs
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√
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3
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Kelley Conrad
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CORE Team Lead
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Counseling
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S
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4
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Perry Goodwyn
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Systems Consultant
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SunGard Higher Education Managed Services
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√
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5
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Diane Krasnewich
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Change Management Team Lead
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Math/Science
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√
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6
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Kelli Loughrige
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Scribe
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President’s Office
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√
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7
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Kamlesh Sanghvi
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CIO
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OIT - SunGard Higher Education Managed Services
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√
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8
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Mary Smith
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Human Resources Team Lead
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Human Resources
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N
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9
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Julie Weller
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Communication Team Lead
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Public Information
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√
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10
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Patricia Werly
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Systems Analyst
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OIT - SunGard Higher Education Managed Services
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√
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11
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Bruce Wierda
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Financial Aid Team Lead
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Financial Aid
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√
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12
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Rosemary Zink
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Financial Team Lead
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Financial Services
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N
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13
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Patti D’Avignon
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Secretary
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Student Life
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R
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14
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Peggy Jacobks
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Assistant Director of Financial Aid
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Financial Aid
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R
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15
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David L. Rule, Ph. D.
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President & FIT Champion
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President’s Office
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G
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[i] 4: critical/severe; 3: high; 2: moderate; 1: minimal/minor
[ii] √: attended meeting; N: not present; S: sent representative; R: representative; G: guest
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