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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, 5/25/06
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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 5/18/06 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:
Diana reported the Team had a meeting two days before and the next will be in two weeks. Mitch Mieczkowski is investigating and developing outdoor and indoor (one without stairs) walking route maps. Diana has spoken to Jon Truax and the planetarium will be available other than during class times for persons to go, sit, relax and possibly listen to soothing music/sounds. Rosemary pointed out for employees to inform their departmental managers when they go. Stacey DeBrot referred Cynthia Shine who has presented for the Wellness Committee to give talks about stress and changes. Kamlesh inquired if all the above was in place yet. Diane stated that is the next step and all Team Leads will be kept informed of when and where.
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Aaron Hilliard & Diane Krasnewich, Team Co-Leads
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2
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CORE:
“CORE Recommended Protocols: Protocol for Adding a Record to Colleague, Protocol for Personal Data Changes for MCC Students and Staff and Protocol for Name and Address Changes for Institutions” approved by CORE were distributed to IOC for approval which in return will be brought to the President’s Cabinet for approval. “Please see “Decisions Made” ID 2. “MCC Personal Data Change Request” form was distributed for IOC information. Diane recommended flipping “Former Last Name” and placing New Last Name on top. Placing a student employee check box was also suggested. “MCC Institutional Hierarchy #2” approved by CORE were distributed to IOC for approval which in return will be brought to the President’s Cabinet for approval. Please see “Decisions Made” ID 3. Please see “Action Item” ID 3. Mary inquired how soon codes will be entered into test. They are already inputted in to test. Perry will go ahead and input the changes in anticipation to President’s Cabinet approval.
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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 Financial Live simulation went well Thursday, 5/18/06 and Friday 5/19/06. “Funds” (old number to new numbers) which follows state guidelines and “Departments” approved by General Ledger Team were distributed for IOC information. The departments were reviewed three times with all the Vice Presidents. Kelley noticed one department that may be inactive. She will confer with Janie Brooks and get back to Rosemary. Rosemary indicated these will be inputted this weekend so to please notify her of any changes/issues today or by Friday, 5/26/06. Kelley inquired what if a department is moved/combined into another. A new account will be created, explained Rosemary and the old one stays there but will be inactivated. Diane noted that 45190-Kyes Chemistry Fund under Scholarships is not given to people that it is a fund which is used for equipment. Account numbers have not been finalized but most of them will be staying the same and the Team is trying to consolidate them. The Team continues to test and will start inputting into Live this weekend.
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 that the Team continues to tweak Val codes and code files. Benefits and positions will be finished by Friday, 5/26/06 and on Wednesday, 5/31/06 the Team will assign people to them. Perry will have security set up by then. Mary will email him a list of the names.
Payroll:
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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 Perry will be assisting the Team in creating rules. The Team will have Remote Consultation in June.
Student Academic Management:
Jean reported that the Team had training last week with the new trainer Doug and all went well. Records and registration, transcripts and transfer equivalences were discussed. The Team is meeting again today.
Accounts Receivable:
Jean reported that the Team is working on codes and categories.
Degree Audit: No report.
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Jean Roberts, Student Services Team Lead
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2
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Financial Aid:
The Team is in training. Rosemary reported that all is going well.
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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 2. Release 18 has been installed and Perry has been in Release 18 training. Perry reported Release 18 should be almost identical functionality wise to Release 17. Kamlesh reported the Team is currently creating policies, procedures and forms. Most efforts from here on are concentrating on Financial going Live.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie reported the first FIT Newsletters that went out last week were received well. This weeks will go out today or Friday, 5/26/06.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
Rosemary informed that 13 are registered for MUG. Two vans will be needed and plan on leaving approximately at 6:00 a.m.
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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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Closed
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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. Perry will be contacting Team Leads on this.
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Team Leads
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Open
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3
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Present the “CORE Val Codes”, “MCC Institutional Hierarchy” and “CORE Recommended Protocols” recommendations to President’s Cabinet for approval.
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Kelley to present to the President’s Cabinet the “CORE Val Codes”, “MCC Institutional Hierarchy” and “CORE Recommended Protocols” recommendations that IOC approved for recommendation for President’s Cabinet approval.
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Kelley Conrad, CORE Team Lead
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Open
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President’s Cabinet Meeting, Tuesday, 5/30/06.
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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 May 18, 2006, be approved as presented:
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Diane Krasnewich
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Jean Roberts
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Unanimous
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2
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Motion that the “CORE Recommended Protocols: Protocol for Adding a Record to Colleague, Protocol for Personal Data Changes for MCC Students and Staff and Protocol for Name and Address Changes for Institutions” be approved for recommendation for President’s Cabinet for approval as presented:
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Kelley stated that these protocols will have to be given/explained in trainings as well as through the Communication Team. Julie asked Kelley to please write up a paragraph on these protocols for the FIT Newsletter. Rosemary added who will be issued the security in what departments to input additions, changes, etc. and routing of forms will have to be decided as well. Where student employees go to submit changes on their personal information was discussed. Rosemary indicated for all MCC employees’ including student employees name changes a new copy of their social security card is required for payroll. When confirmed, Diane suggested placing instructions on how, why and where to submit changes in the Student Guidebook. Jean recommended on the web as well. Perry educated that a database of institutions will be inputted into the system. Discussion occurred whether to require a form to be fill out for new institutions.
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Diane Krasnewich
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Kamlesh Sanghvi
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Unanimous
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3
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Motion that the “MCC Institutional Hierarchy #2” with the deletion of MEDA-Media Service and change of PR to PI and change of LBSD to LBSC and of Lakeshore BIS Dept. to Lakeshore BIS Center be approved for recommendation for President’s Cabinet for approval as presented:
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Rosemary questioned if ACAA-Academic Affairs Administration should be Academic Affairs Dept. Teresa thinks it is correct as is explaining Academic Affairs is the administration for all the departments, i.e. Health Sciences Dept. In the General Ledger Rosemary asked where International Studies should fall. Since language is being cleaned up Teresa stated the preference is for International Studies refers to the program and International Business is the name of the course. Kamlesh stated that MEDA-Media Services Contracted should be deleted because it is part of IT. Julie noted that PR hadn’t been changed to PI. Rosemary indicated that LBSD be changed to LBSC to better reflect the name LakeshoreBusinessCenter (not Dept).
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Kelley Conrad
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Mary Smith
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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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√
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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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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-Training
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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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