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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 3/16/06 IOC Minutes:
Please see “Decisions Made” ID #1.
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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2
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IOC Changes:
Teresa informed that Jean Roberts has stepped down as FIT Project Co-Chair and will still be serving as Team Lead for the Student Academic Management module which is the largest of all Colleague modules. Jean was honorably recognized for her many years of dedication and hard work with the FIT project. Rosemary Zink will be the new Project Co-Chair. Kamlesh Sanghvi is also serving as Project Co-Chair.
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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3
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TEAM REPORTS
Change Management Team Report:
There has been no formal meeting because Team Members are having difficulty in finding a time in common. Diane has been going from person to person. There are additions to the trainings list: mail merge and Access. Trainers are being researched and Denise Passage has been spoken to. Rosemary and Teresa stressed utilizing the HR Department. Diane agreed and stated that Aaron Hilliard as well as Diana Osborn are Change Management Team Members. Kamlesh informed that Mark Porcaro, Instructional Specialist from SunGard will be starting here on Monday, 4/3/06 and recommended using him as a trainer as well as he could possible serve on this team. Kamlesh suggested communicating, moving and adding some action plans quickly on this because many are going through change already.
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Diane Krasnewich, Team Lead
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3
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CORE Team Report:
Kelly informed that all the Institution Hierarchy Proposals were not passed by the President’s Cabinet. Changed MCC Institutional Hierarchy Proposals were distributed. Kelley educated that this Hierarchy information/codes will be used in Colleague for the purpose to hang positions and courses. Additions can be made later however it is difficult to delete. Please see “Action Items” ID #3 and “Decisions Made” ID #2.
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Kelley Conrad, CORE Team Lead
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3
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Financial Team:
General Ledger Team:
Rosemary reported that some of the Chart of Accounts is being redone in changing some of the categories. Rosemary has meet with two Vice Presidents and plans to meet with the rest to review the departments put under their categories. All funds are established. Some accounts still have to be researched in order to make them more useful and consistent across departments.
Accounts Payable/Purchasing Team:
The Team is testing and they have been working with Perry on a few issues that need to be taken care of. They are also researching all the delivered reports to see if they are needed; replacements, etc. VAL (validation) Codes are finished and ready to be loaded. A testing plan is being created.
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Rosemary Zink, Financial Team Lead
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3
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Human Resources Team:
Mary reported HR Training had occurred on 3/14, 15 &16/06. In the HR Meeting held Wednesday, 3/29/06 they started working on the VAL Codes and worksheets. There is a lot of work to do before the consultant returns at the end of April 2006. Mary stated how excellent the consultant, Peggy Burns is.
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Mary Smith, Human Resources Team Lead
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3
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Financial Aid Team:
Bruce reported that the Team is working on process mapping.
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Bruce Wierda, Financial Aid Team lead
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3
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Student Services Team:
Student Academic Management Team:
Jean reported there had been a remote consultation with Mike Brubaker on Friday, 3/24/06. Jean stated Mike was an excellent trainer. Action plans were discussed because there had been a Trip Report that was incomplete. Assignments are currently being worked on. Jean has put the requested for the test accounts to be installed onto their Team Members’ desktops. Curriculum, files and VAL code are being researched as well as the complex prerequisites. Delimiters are being decided upon. The Team will bring their recommendations their trainer, Mike by Tuesday, 4/11/06 then onto IOC for approval.
Admissions Team:
Training is currently going on having started on Tuesday, 3/28/06 and going through Thursday, 3/30/06. In the training it was discussed how critical the CORE decisions /codes were so as to test. The Admission’s Team is happy with their trainer as well.
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Jean Roberts, Student Services Team Lead
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3
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Communication Team:
Teresa stated to have the scribe from each Team contact Julie upon her return from vacation to set up training on how to post the minutes on the FIT Web Site. Please see “Action Item” ID 2.
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Julie Weller, Communica-tion Team Lead
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3
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Technical Team:
Kamlesh informed that a recommendation is being put together to present to the President’s Cabinet for approval. Please see “Action Item” ID #4. WebAdvisor decisions on when going live and with what module will be made soon. There will be a WebAdvisor demonstration given at the next IOC Meeting. Perry encouraged to use and informed that there is a new folder called “Datatel Documentation” on the shared “G” drive which contains all current documentation which will offer quicker access in lieu of the time consuming downloading off Datatel’s website.
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Kamlesh Sanghvi, Technical Team Lead
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4
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Project Plan - Sample Reports:
OIT will be handling putting a Project Plan together. In order for this to be successful the reports each Team completes are essential for monitoring progress and where help is needed. Rosemary distributed “Action Items” and “Issues Log” report format examples which she has found to be extremely helpful. Not only has she used these in her Team but in her department also. Jean has used them as well and agreed. She recommended passing it out to every Team Member at the beginning of training so they can fill it out and then take it to their Team Meetings to be addressed. These are to aid in tracking decisions and the reasons why they were made. Rosemary will email them out to all the Team Leads. Please see “Action Item” ID #5. Teresa explained that it is critical to bring issues that are inhibiting progress to IOC meetings so solutions can be offered plus keeping everyone informed.
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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5
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Training – Wednesday, 4/19/06:
Cyndi Bryan, Business Practices Manager, Datatel will be conducting an all one day Leadership Training for Team Leads on Wednesday, 4/19/06. Training not only will include on leadership but what to expect, project plan ideas, etc. If you wish to attend please contact Teresa Sturrus. Please see “Action Item” ID #6. Kamlesh informed Team Members who have gone through trainings, etc. will be interviewed as to investigate what some of the struggles were so as others will not have to go through them.
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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6
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Collection & Keeper of Codes:
There have been previous discussions on CORE keeping a master list of codes. Kelley inquired if everyone is in agreement to this. It was voted upon please see “Decisions Made” ID #3. Perry educated that even after the implementation is complete there will still be the need for a body that meets on a regular basis to discuss issues like upgrades, patch management, and as the institution evolves we may find the need for other coding schemes.
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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7
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Thursday, 4/6/06, IOC Meeting:
Due to vacations all agreed upon to cancel next week’s, Thursday, 4/6/06, IOC Meeting. The next IOC Meeting will be on Thursday, 4/13/06 @ 8:30 a.m. in the PCR.
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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8
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Other Issues:
Kamlesh stressed for everyone to review their Trip Reports. Rosemary explained that a Trip Report identifies what occurred during training and what the homework assignments are and is generated to the Team Lead from the trainer two weeks after training. Kamlesh wanted it understood the reason why different Teams or departments are in the same trainings is so that one understands what the other is doing, so that there is a link. At the very end there will be a full live simulation where every module will be present.
Bruce asked for clarification on an email Mary Williams had sent regarding upcoming meetings. Perry informed that the first meeting on Thursday, 4/13/06, @ 1:00 p.m. is a pre-meeting conference call with Doreen Fletcher on “Conversion Mapping” on converting MCC data from the Legacy system into Colleague.
Rosemary inquired how is the data history in Legacy going to be maintained. Kamlesh answered for the time being the Legacy system/server will be there for verification/reference only, not to be used. Later down the road all the Legacy data will be converted into some type of database. Discussion occurred about converting microfiche records/transcripts used by the Records/Registration Department to CD.
Rosemary asked Perry about forms that are needed to go live, for example purchase orders and existing check stock. Perry replied that they will need to meet to discuss and research this in further detail.
Kamlesh reiterated that as Team Leads to really look at their processes. Just do not dictate a process and then put it into Colleague, he recommended to think outside of the box on how one can improve that process. Jean inquired about further process mapping. Kamlesh informed that this will come up in trainings. Also one can sit down with the trainer and/or Perry as well.
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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