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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, 4/13/06
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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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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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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 3/30/06 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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TEAM REPORTS:
Change Management:
Rosemary announced Aaron Hilliard as Co-Lead of the Change management Team. Diane reported that the Team has met twice since the last IOC meeting. Diane presented two proposals: 1. An equivalent to the Center for Teaching and Learning be available for non-faculty. At this particular site/area an individual would be available to communicate, assist and facilitate with non-faculty staff. 2. Potential areas of training were reviewed. It was determined that there are three major areas of training: “Stress Management”, “Realistic Time Management” and “Embracing Change”. It was felt for these areas trainers should be from the inside because they are better acquainted with the situation. Mark Porcaro, Instructional Specialist, SunGard will be the trainer for quite a few of the other trainings, like Microsoft Word, etc. The above are proposals for sessions to offer as soon as possible.
Aaron inquired if IOC agrees to what the Change Management Team is accomplishing. Teresa believes that this Team is right on track, offering different training in a wide variety of areas and making them available to all. Kamlesh liked the proposals and requested the Team to bring the trainings’ details (what the training entails, how often the training is offered, etc.) to the IOC table as well. Diane stressed the above is always on going, there is always change.
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Aaron Hilliard & Diane Krasnewich, Team Co-Leads
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2
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CORE:
Kelley reported that the MCC Institutional Hierarchy was approved by the President’s Cabinet, Wednesday 4/12/06; please see “Action Items” ID 5. One code change and one addition was motioned on, please see “Decisions Made” ID #2. Perry stressed to be conservative on setting codes now because codes can always be added later on but once they are used you are committed to that code. A Remote Training occurs Friday, 4/14/06 @ 9:00 a.m. Kelley asked everyone to please get their issues that need answers to CORE before the training.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial:
General Ledger:
Rosemary reported that the Team has been putting in entries, running testing and reports on them and deciphering which ones to use or not.
Accounts Payable/Purchasing:
Onsite Consultation is next week. The Team has been doing a lot of testing, requisitions, and purchase orders. Perry has been assisting.
CF Val Codes:
CF Validation Codes sheets were distributed. Rosemary informed that these are the Colleague Financial Validation Codes set up in MCC’s system which the Team has been testing. Val Codes are specific to each module and are coming to IOC for information. Code files and tables need to come for approval. “Tax Forms” and “Item Condition” codes are needed for Colleague Financial however they reside in CORE. CORE approved them Friday, 4/7/06. A motion was made for IOC approval; please see “Decisions Made” ID 3. Other CF Val Codes are being worked on in conjunction with CORE. Rooms and buildings will need to be inputted, Jean explained before the Student Services Team can build courses. CORE has been working on them which requires a tremendous amount of work; Kelley reassured that the Team will be discussing it further in the CORE Team Meeting, Friday, 4/14/06. Rosemary explained that individuals from other areas may have to be contacted.
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Rosemary Zink, Financial Team Lead
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2
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Human Resources:
Mary reported the Team had a working meeting Wednesday, 4/12/06 for two hours. The Team continues to work through Val Codes tables. Next weeks meeting will be on Thursday, 4/20/06 time to be determined. There is a great deal of homework that needs to be completed before the next HR Training on 4/25, 26 & 27/06.
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Mary Smith, Human Resources Team Lead
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2
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Student Services:
Admissions:
Jean reported that Training occurred the week before last. They have a lot of homework to complete before their next training. A meeting between Admissions and Records/Registration department will need to occur. Rosemary reiterated that as we get further in to the modules there may be an increasing need for individual Teams to meet together. Jean informed that there are special things Cindy Panici wants in Continuing Education that has to do with billing. The trainer recommended that she might want to sit in on the Accounts Receivable Team. Val codes and code files have been put into test and will be brought to a later IOC meeting.
Student Academic Management:
The Team had a Consultation on 4/11 & 12/06. Jean reported that their trainer is awesome and made all Team Members feel very comfortable. Joan and Perry were present and the trainer built some things into test. They are running into things in test that require buildings and rooms to be installed. More students need to be entered into test as well. Only a couple of courses, sections and programs have been built in which much more needs to be built.
The trainer inquired Jean about importing CIP codes. CIP codes, Kelley explained, are a federally/nationally coding system for hundreds of career areas at all different levels and are used on things like grants applications, federal and state reports, etc. There are thousands of CIP tables to choose from. Perry explained that is isn’t a problem to import CIP charts but the difficult part is in tying them to MCC’s courses/programs. Kamlesh asked Patricia to please print a report on MCC’s current CIP codes, furthermore Kelley asked for a report explaining which CIP code are currently assigned to which program as well; please see “Action Item” ID 2. Rosemary asked Jean if she would coordinate a group to meet to review and discuss CIP codes. Jean agreed; please see “Action Item” ID 3. The Team will need to confer with the HR Team on the faculty information module, non-instruction work loads, who is responsible to run the reports, entering the data, etc.
Accounts receivable:
Degree Audit:
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Jean Roberts, Student Services Team Lead
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2
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Financial Aid:
Bruce reported that the Team is house cleaning, flow charting, process mapping and bench marking in efforts to be as prepared as they can.
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Bruce Wierda, Financial Aid Team lead
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2
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Technical:
Kamlesh informed that WebAdvisor goes by module by module. He will be meeting with Cyndi Bryan next Tuesday, 4/18/06 to discuss when each module of WebAdvisor will be going live. Kamlesh and Perry are planning to review the pros and cons of going live with each module/WebAdvisor. Cyndi Bryan is questioning some of the technical part of this issue therefore a technical meeting is being called involving Christine Ryan, Kamlesh, Perry, Teresa, and Rosemary. Kamlesh did discuss this with several individuals at SunGard’s headquarters when he was there and they agreed that it was a sound plan.
The President’s Cabinet approved the Colleague Software, Release 17/Release 18 recommendation; please see “Action Item” ID 5.
Rosemary has started working on the Security Classes for the CF module. Kelley inquired how they will know what each department requires. Kamlesh emphasized they will not determine who will have access to what they are working on best practices, policies, procedures, etc. Rosemary explained that some will be common knowledge, some will be by trial and error, and others are not going to be known right away and will have to be done at a later date. Security Classes will be done by job description/position which Datatel recommends. Patricia currently is creating a spread sheet on current security classes from TIP for each department head to refer to.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie reported that only one scribe has completed the training on how to post minutes on the FIT Web Site and another has contacted her and a time just has to be set up. She hasn’t heard from any of the other scribes; please see “Action Item” ID 1.
Teresa reported that the FIT logo shirts order will go out Friday, 4/14/06, which should arrive in approximately two weeks. Additional orders can be made at no extra cost.
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Julie Weller, Communica-tion Team Lead
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3
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Conversion & Mapping Meeting Thursday, 4/13/06 @ 1:00 p.m.:
Team Leads are supposed to attend. Questions arose if Sub-Leads should attend. Patricia Werly sated that it couldn’t hurt. Perry informed that this meeting in particular will be more about the process, data conversion, etc. and not the actual details. Since there would not be much notice Kelley suggested offering it to the sub-leads but emphasize that there is no pressure to attend.
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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4
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WebAdvisor Demo:
Perry gave a brief WebAdvisor demo. If wanted a full length WebAdvisor demo is available online. It gives a good overview of what WebAdvisor does. Perry can email everyone on how to register and view the WebAdvisor Demo online.
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Perry Goodwin, Systems Consultant
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5
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Other Issues:
There is an all day Leadership Training on Wednesday, 4/19/06. Cyndi Bryan will be conducting the training. This training will offer ideas on what to expect, things coming up in implementation phases, understanding of what others are going through, team building, etc. A room has not been determined as of yet.
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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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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Julie Weller to conduct training on how to post Web Minutes
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Team Scribes to contact Julie Weller to schedule training on how to post Team Meeting Minutes on the FIT Web Site.
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Julie Weller, Communication Team Lead
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Open
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2
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Patricia Werly to print a report on MCC’s current CIP codes and the programs they are assigned to.
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Kamlesh asked Patricia to please print a report on MCC’s current CIP codes, furthermore Kelley asked for a report explaining which CIP code are assigned to which program as well.
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Patricia Werly, Systems Analyst
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Open
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3
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Jean Roberts to coordinate a group to meet to review and discuss CIP codes.
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Rosemary asked Jean if she would coordinate a group to meet to review and discuss CIP codes.
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Jean Roberts, Student Services Team Lead
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Open
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4
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Present MCC Institutional Hierarchy recommendation to President’s Cabinet for approval.
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President’s Cabinet approved Wednesday, 4/12/06.
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Kelley Conrad, CORE Team Lead
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Closed
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President’s Cabinet Meeting Wednesday, 4/12/06.
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5
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Present Colleague Software, Release 17/Release 18 recommendation to President’s Cabinet for approval.
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President’s Cabinet approved Wednesday, 4/12/06.
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Kamlesh Sanghvi, Project Co-Chair & Technical Team Lead
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Closed
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President’s Cabinet Meeting Wednesday, 4/12/06.
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6
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“Action Items” and “Issues Log” Report Format
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Rosemary emailed report formats to all Team Leads.
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Rosemary Zink, Project Co-Chair
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Closed
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7
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Leadership Training, Wednesday, 4/19/06
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Team Leads to RSVP with Teresa Sturrus.
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Team Leads
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Closed
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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 30, 2006, be approved as presented:
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Kelley Conrad
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Jean Roberts
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Unanimous
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2
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Motion that CH be changed to CK (on check type) and add PO for Purchase Order on the Demographic Codes be approved as presented:
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Kelley Conrad
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Kamlesh Sanghvi
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Unanimous
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3
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Motion that the “Tax Forms” and “Item Condition” codes be approved as presented:
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Perry stated he will check the context of them after approval.
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Kelley Conrad
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Diane Krasnewich
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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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Kamlesh Sanghvi
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Project Co-Chair & Technical Team Lead
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OIT - SunGard Higher Education Managed Services
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√
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2
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Teresa Sturrus
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Project Co-Chair
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Academic Affairs
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√
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3
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Rosemary Zink
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Project Co-Chair & Financial Team Lead
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Financial Services
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√
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4
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Kelley Conrad
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CORE Team Lead
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Counseling
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√
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5
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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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6
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Aaron Hilliard
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Change Management Team Co-Lead
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Human Resources
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√
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7
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Diane Krasnewich
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Change Management Team Co-Lead
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Math/Science
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√
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8
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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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9
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Jean Roberts
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Student Services Team Lead
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Records/Registration
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√
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10
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Mary Smith
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Human Resources Team Lead
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Human Resources
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√
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11
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Julie Weller
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Communication Team Lead
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Public Information
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12
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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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13
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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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[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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