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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, 5/04/06
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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 4/27/06 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:
Aaron reported the Team met Wednesday, 5/3/06. Feeling that adding more meetings into already busy schedules, the Team discussed the idea of doing presentations/sessions during existing individual Module Team Meetings. Ideas on how to aid in relieving stress were discussed; i.e., encourage use of current Campus facilities (nature trail, walking routes, create walking routes brochures) and the planetarium for break sessions playing soothing natural sounds. Also discussed is to have articles on interviews with persons that have had positive experiences with the implementation process/products in the Customer Connections and create a “how to place personal pictures as screen savers” memo. Jean recommended interviewing Team Members that are currently going through A/R Training because they are very excited about what Colleague can do. The Team will be emailing all Campus supervisors and Team Leads to inform them of what will be happening and when. The next Change Management Team Meeting is Tuesday, 5/23/06.
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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:
No report.
General Ledger:
Accounts Payable/Purchasing:
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Rosemary Zink, Financial Team Lead
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2
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Human Resources:
Human Resources:
Mary reported the Team completed three days of On-Site Consultation the previous week in which they ran two payroll simulations. The Team is building positions, benefits, tax tables, etc. There will be a Remote Consultation Monday, 5/15/06 and much homework has to be completed before then. The Team is very please with their trainer.
Payroll:
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Mary Smith, Human Resources Team Lead
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2
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Student Services:
Admissions:
Student Academic Management:
Jean reported that the Team revisited, reviewed and made some recommended changes on the “Curriculum Management Code Files-Partial List”. The “Curriculum Management Code Files-Partial List” approved by SAM on 4/28/06 were distributed to inform IOC which in return will be brought to the President’s Cabinet for information. Teresa inquired if CORE had placed these in the hierarchy. Jean clarified the departments were and majors do not. Kamlesh commented on what a good job the Team did. Kamlesh asked how the required class materials will be researched. Jean explained Judy Eistedt and Kathy Krentz from the Academic Affairs Department are extremely familiar with them and will be assisting/researching. Jean stated that the Team has been doing a great job and work well together.
Accounts Receivable:
Jean reported the A/R Training occurring 5/2, 3 & 4/06 is going well. Team Members are very excited. Judy Eistedt, Rita Ladnier and Chris Nowak sat in the training and Bruce will be visiting this afternoon. Jean pointed out what one module does in one area affects other modules which is really becoming obvious as MCC goes along with the implementation.
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 met last week, there will be another soon and Team Training begins Tuesday, 5/23/06. Teresa stated that the materials should be posted twenty one days in advance to the trainings and Financial Aid Teams’ has not. Teresa has emailed Cyndi Bryan regarding this matter and hasn’t received a response as of yet. Teresa will email her again. Kamlesh asked Teresa to also inquire in that email regarding the date confirmation on the conversion from Greg.
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Bruce Wierda, Financial Aid Team lead
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2
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Technical:
Please see “Action Item” ID 4. Perry informed Kamlesh that materials regarding A/P and payroll checks were sent out on Monday, 5/1/06 and OIT should be receiving them soon.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Please see “Action Item” ID 1. Teresa reported in the Team’s last meeting it was decided to use a sports theme for each Team, i.e., for Financial a baseball theme (Whitecaps game 7/20/06) is being used. When Admissions goes live a football theme will be used. Pete Hoekema made table tents stating “Financial is going live check your mail box” which will be placed in the Cyber Café, Booksider and around Campus. Feeling that emails are going unlooked a hard copy one page FIT Newsletter will go out once a week focusing on one particular subject. A FIT question will be placed at the bottom which can be cut out and dropped into a box. Once Financial goes live there will be a big celebration with cake, punch and a video ipod will be given away to the name drawn out of the box. New members include Brenda McClain, Jerry Nyland and Janice Whitlow. Shirts have been ordered and should be here in a couple of weeks. The FIT web page is being kept up to date.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
Mary asked for verification if she was correct in stating that module specific codes do not have to be approved; they are brought to IOC for information only. Kamlesh confirmed and added that recommendations could be made. Jean inquired and Kamlesh verified that codes are brought to the IOC table also for CORE code record keeping purposes as well.
Clarify who inputs what:
Kamlesh stated the IT department will input CORE codes; module department codes and VAL codes can be inputted by the individual module Teams or their trainers. Jean inquired if the individual module codes can be deleted. Perry replied yes and stressed before deleting make sure that code is not being used; that it is deleted early enough in the cycle so as that code is not being used someplace.
Contacting trainer:
It all depends upon the trainer Kamlesh explained that Datatel can charge extra for questions. To avoid extra charges Kamlesh asked for Team Leads to inform Team Members to please direct questions to their Team Leads which in return will be directed to the Project Co-Chairs then on to the trainer. Also Perry would possibly be able to answer the questions instead.
Teresa made clarification the budgeted $200 given for each Team is for celebratory items. If more money is needed for other items please contact the Project Co-Chairs.
Since the training room #1300 is getting harder to get into Jean inquired if there could possible be an additional room for practice purposes. Kamlesh didn’t see a problem with the idea and he will look into it.
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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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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 27, 2006, be approved as presented:
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Bruce Wierda
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Aaron Hilliard
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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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N-Training
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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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N-Attending an off-campus Retreat
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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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N-Vacation
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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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N-Training
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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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