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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, 4/20/06
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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 4/13/06 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:
No report.
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Aaron Hilliard & Diane Krasnewich, Team Co-Leads
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2
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CORE:
No report.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial:
Live simulation is a month away.
General Ledger:
Accounts Payable/Purchasing:
Rosemary reported the Team had On-site Consultation on 4/18 & 19/06. Progress was made and much homework has to be completed.
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Rosemary Zink, Financial Team Lead
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2
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Human Resources:
Human Resources:
Mary reported that there is a working meeting today from 1:00 p.m. – 3:00 p.m., in which the Team will be working on tasks and assignments. There will be an On-site Consultation next week on 4/25, 26 & 27/06.
Payroll:
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Mary Smith, Human Resources Team Lead
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2
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Student Services:
Jean pulled together a meeting regarding CIP codes with Kelley Conrad, Judy Eistedt, Bob Ferrentino, Kathy Krentz and Patricia Werly. Patricia provided copies of currently used MCC CIP codes. Bob downloaded from the Michigancc.net Website Mcc CIP codes that are currently being reported. Much discussion occurred, no decisions were made and further discussions/meetings are needed. Whether or not to import all CIP codes if MCC is not using them was discussed.
Admissions:
Student Academic Management:
Jean reported the Team had met last Friday, 4/14/06, some were absence due to their attendance in a CORE meeting which had ran over time wise. Some decisions were made but not confirmed by a vote. The Team has been very busy with homework. Some of the Team is meeting today to review academic program codes. There is a Team Meeting this Friday, 4/21/06.
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:
No report.
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Bruce Wierda, Financial Aid Team lead
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2
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Technical:
Kamlesh reiterated if anyone needed assistance in viewing the online WebAdvisor demo to contact Perry and suggested having all Team Members view it.
Kamlesh introduced Cyndi Bryan, Business Practices Manager, Datatel. “WebAdvisor Standard Functionality”, “Workflow Descriptions” and “MCC Web Services Implementation Roll Out Checklist” were distributed. Listed were the standard forms that come with WebAdvisor. The ones listed with (Optional) written next to them have been purchased additionally by MCC. Cyndi assigned for Team Leaders to review these forms with their Teams, prioritize, state the current functionality and record a realistic start date when they believe the forms will be first used. If discovered something is left out email Kamlesh. Please see “Action Item” ID 4. Everything can get up and running, however Kamlesh stressed everything takes resources, time, training and testing; really strategize what’s most important in order to go live. Cyndi reiterated that the more you add something has to give time line wise therefore make realistic dates. Once these decisions have been made and the going live date(s) is publicized it will reflect negatively on MCC if those dates are not met. Kamlesh explained WebAdvisor can go module by module, concurrently or afterwards. WebAdvisor is really just a display of what’s in Colleague which is why it is so important to make absolute sure the data set up and inputted in to Colleague is correct and clean before the WebAdvisor switch is turn on to go live, Cyndi explained. The real time consuming part of WebAdvisor is in the end user training therefore a training plan has to be well thought-out and be considered in setting the going live time lines.
Having not seen any Aaron inquired if there were any forms for employee applicants. Cyndi explained there is a tailored/customized program which is a separate purchase called “Vacancy Management” which comes with an on-line employee application and also provides the ability to post positions on-line. Kamlesh asked Cyndi to forward that information onto the Project Co-Chairs. When WebAdvisor for Employees is switched on “Position Summary”, “Leave Plan Summary”, “Missing and Received Documents” and “Stipend Summary” will be seen, Cyndi explained, however there is the option of selecting. For example “Leave Plan Summary” could be chosen to be done at a later date. “Time Entry” sometimes is done when going live sometimes it is not; end user training is the factor in making this decision. The system can be set up by groups. Cyndi recommended going live with Payroll only with hourly employees and phase in non-exempt employees later. Teresa asked if there were any open enrollment forms. Cyndi answered a web benefits form is currently being worked on and when it is rolled out it is not know as of yet if it will be part of the base or it will be an additional purchase option.
Kamlesh explained that there had been a miscommunication with Cyndi about the Colleague Software, Release 17 and Release 18. She had thought MCC was rolling 17 and 18 on top of each other. Clarification that it will happen concurrently was explained. The President’s Cabinet had approved the Colleague Software, Release 17/Release 18 recommendation 4/12/06.
Kamlesh asked for feedback on the Leadership Training which occurred Wednesday, 4/19/06. Jean and Mary felt it was very helpful and excellent.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie reported that there are a few more scribes yet to be trained on how to post the minute on the web. Please see “Action Item” ID 1.
Kamlesh inquired if there were any game plans in place for communicating with the Campus community and stressed the imperativeness of keeping the Campus community informed. Currently the Teams have been too overwhelmed to contribute to the FIT Newsletter, Teresa explained and that more Communication Team Members are needed. Teresa suggested having a Change Management Team Member sit on the Communication Team. Kamlesh recommended Mark Porcaro, Instructional Specialist, SunGard. Teresa informed it was also felt emailing the “FIT Fact of the Week” out on a weekly basis was becoming ineffective. If wished Kamlesh stated Dr. Rule offered to email communications to Campus on FIT’s behalf. In addition to website and email communications Cyndi gave examples used by other colleges such as bulletins, flyers and tent cards for tables. Jean suggested a thermometer like campaign marking the progress. Teresa stated Diane’s idea of using the FIT logo puzzle pieces to build together showing the progress.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
Rosemary stated what data the Financial Team had inputted into test was going to get migrated in to live. Rosemary asked Cyndi to clarify what information will be coming over from test. Cyndi educated that data from all modules can not be moved from test into live; can not copy anything from to test live. What is being done when test is moved to live is the copying of the entire environment (all modules); the data can not be picked. Jean reiterated that is why documentation is so important then. Sample groups are built in test not the entire base.
Jean stated it was helpful that in the Leadership Training it had been clarified that the various sub-modules within the modules will go live at different times. The sub-module Admissions will go live September 2006.
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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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Closed
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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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Closed
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4
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Cyndi Bryan assigned for Team Leaders to review these Web Advisor forms with their Teams, prioritize, state the current functionality and record a realistic start date when they believe the forms will be first used. If discovered something is left out email Kamlesh.
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“WebAdvisor Standard Functionality”, “Workflow Descriptions” and “MCC Web Services Implementation Roll Out Checklist” were distributed. Listed were the standard forms that come with WebAdvisor. The ones listed with (Optional) written next to them MCC had purchased additionally.
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Team Leads
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Open
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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 April 13, 2006, be approved as presented:
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Kamlesh Sanghvi
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Jean Roberts
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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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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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N
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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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√
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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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√
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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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N
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14
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Cyndi Bryan
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Business Practices Manager
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Datatel
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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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