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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, 6/22/06
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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 6/15/06 IOC Minutes:
6/01/06 Minutes still need to be brought to the IOC table for approval.
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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:
Diane reported the Team had a meeting on Tuesday, 6/20/06. The Team is considering creating a tri-fold brochure tailored for different groups. Connie Mundinger performed three FIT Team member interviews with Kathy Krentz, Chris Nowak and Mary Ottman and will being doing more. Questioned asked were about how they feel about the change, learning Colleague, is there anything they would have liked to know before training commenced, etc. For the most part the evaluations of the training were good; no one felt they needed anything ahead of time only a better forewarning on how quickly things would move and the amount of work required. Rosemary suggested placing some of these interview responses into the FIT Newsletter. Diane two of the three people gave permission. From Julie’s understanding some will also be placed in the Customer Connections newsletter.
Diane informed that the issue of consistency/standards with the individual module manuals written by MCC personnel had been brought up in the Team meeting. Not per say in the individual module’s content but in the common languages/words, protocols, etc. Rosemary agreed there should be and recommended Diane speak with Joe Doyle who has completed two manuals. Jean agreed too and informed that she had obtained manual copies from other colleges at DUG to refer to. In agreement also, Kamlesh stated that OIT will create the standard log in documentation/procedures. This issue will be further researched and discussed.
Diane inquired if she could attend/sit in on some of the trainings. Kamlesh instructed her to set up a “Basic Navigation Training” with Joan Jolman. At a later date there will be College wide trainings.
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Aaron Hilliard & Diane Krasnewich, Team Co-Leads
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2
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CORE:
Revised “CORE Recommended Protocols-Personal Data Name Changes” approved by CORE were distributed to IOC which in return will be brought to the President’s Cabinet for approval. It was approved by all. Please see “Action Item” ID 2.
Revised “MCC Institutional Hierarchy Proposal” “OFFICE.CODES”, “ADREL.TYPES” and new “Facilities Codes” 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. Please see “Action Item” ID 3.
Rosemary inquired
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial:
General Ledger:
Rosemary reported funds, departments and some parameters have been inputted into the Live system. The Team is working on object codes and tying the account numbers together. An example of the new check stock was distributed which is printed in the Financial Office. Rosemary informed the Financial Services Office also has a folder sealer machine (for various sizes) that anyone is welcomed to use.
Kelley asked Rosemary if they had codes in Live which haven’t yet been given to Patti D’Avignon to record in the Master List. Rosemary stated that they are updating their worksheets and will get a copy to Patti as soon as they are complete.
As more modules go Live, Kamlesh stated we will be going more paperless because individuals will have the capability to view information on the new system. Diane inquired about grade reports. Jean informed the Team is initiating elimination of sending out the grade reports because it will be available on the new system.
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 had met Wednesday, 6/21/06. The Team continues to work on the sample group, tweaking things making sure when checks are printed on 1/1/07 they will be correct. The Team’s consultant will not be back until 8/06 and suggested the Team set up a phone consultation with her between now and then.
Payroll: Please see above Human Resources.
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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 she and Brenda Mitcheltree will be meeting with Vice President of Student Services, Janie Brooks about the decision to move a student right away as soon as they apply. The Team continues to work on education and career goals. The Team is working on the application itself and benchmarking with other college. The Team is relooking at residency policies to make them more concrete to figure out how to input them into Colleague.
Student Academic Management:
Jean reported the Team is working on registration codes, user groups and controls, etc. Instant enrollment which is a way to enforce payment-have to pay before you register was discussed. MCC’s continuing education department does it this way now.
Accounts Receivable:
Jean reported the consultant assisted the Team in building tuition tables, A/R codes and rules. Rosemary stated they had to call some people down from Admissions and Registration to answer some questions to aid in the building. DeltaCollege is quite interested in how we set ours up because they may go to that when they go to Colleague, Release 18. Team members entered themselves as students, registered for classes, paid some bills, posted cash receipts, etc. Rosemary reported that the training earlier in the week went well.
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:
Bruce reported that the Team will meet later this afternoon in Training Room #1300. The Team continues to work in the workbook, build different screens in test, enter information into test, naming the different awards and coming up with common categories for federal and state.
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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 1. Kamlesh reported that there are 7 business days and 9 calendar days until Financial goes Live. Kamlesh commented on how pleased he is to see everyone in good spirits and doing well. Today Perry and Joan Jolman are working with Datatel on installing FRX which is the software Financial will be using. Kamlesh inquired if everyone received an email today on a patch. Patches come from Datatel and are changes in the system which will be continual. Emails on patches will be emailed monthly; they will be entered into test the first week of every month, tested for two weeks, then will be entered into Live the last week. A patching schedule will be sent out as well. Jean suggested an article about patches for the FIT Newsletter.
Kamlesh reported MCC had purchased an inventory module that will not be used therefore making it possible to make a module purchase. IT is researching other modules and will keep everyone posted.
Kamlesh, Perry, Patricia and Joan Jolman will be meeting next week to do the initial planning for WebAdvisor. Jean questioned when MCC is going Live with WebAdvisor. Kamlesh answered with payroll, January 2007. Aaron inquired if email notification to approve purchase requisitions is a functionality offered by WebAdvisor. Kamlesh answered it does not; WebAdvisor does not do any communication management for purchasing. At MUG Jean mentioned it was stated that if Datatel receives enough requests for change from different institutions they will take it into consideration.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie reported the next Newsletter will feature Change Management. The celebration for Financial going Live will be on Tuesday, 7/11/06 from 11:30 a.m. to 1:00 p.m. in the courtyard by the Tech Building/old library deck. The theme will be baseball. Julie asked for everyone to please RSVP on the bottom of the FIT Newsletter, where the question is to win the IPOD.
Kamlesh informed that OIT has not received any of the FIT Newsletters and therefore probably not the bookstore or Bookside Bistro either. Julie will need a list of names and she will send it out to them for communication as well.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues: None.
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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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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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2
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Present revised “CORE Recommended Protocols-Personal Data Name Changes” recommendation to President’s Cabinet for approval.
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For MCC employees, Kelley stressed when changing a name it must be done in person to Human Resource Office because a copy of their social security card is required. Diane inquired where employees would find this particular protocol. Currently the form or where has not been decided upon or finalized Kelley explained.
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Kelley Conrad, CORE Team Lead
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Open
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At the next President’s Cabinet Meeting, Tuesday, 6/27/06
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3
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Present revised “MCC Institutional Hierarchy”, “OFFICE.CODES”, “ADREL.TYPES” and new “Facilities Code Tables” recommendations to President’s Cabinet for approval.
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Kelley Conrad, CORE Team Lead
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Open
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At the next President’s Cabinet Meeting, Tuesday, 6/27/06
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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 June 15, 2006, be approved as presented:
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Jean Roberts
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Kelley Conrad
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Unanimous
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2
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Motion that the revised “MCC Institutional Hierarchy”, “OFFICE.CODE”, “ADREL.TYPES” and new “Facilities Code Tables” be approved for recommendation for President’s Cabinet for approval as presented:
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Kelley explained:
In the “MCC Institutional Hierarchy”, the “School” code and descriptor was changed from AA-Academic Affairs to AC-Academic Services to better reflect the Academic Affairs administration/VP’s office. AA-Academic Affairs is attached to the departments.
For consistency, in “OFFICE.CODES” ADMS was changed to AD (Admissions), FINA to FA (Financial Aid) and REGR to RR (Registration/Records).
ADREL.TYPES was simplified and prioritized as to how they will show up in the drop down menu to:
1 – HP Home/Permanent
2 – MA Mailing
3 – BI Billing/Accounts Receivable
4 – VE Vendor/Purchase Order
5 – CK Check
6 – BE Business/Employment
7 – WO Web Obtained
8 – E1 Emergency 1
9 – E2 Emergency 2
And AR-Accounts Receivable, CM-Campus, LO-Local and TE-Temporary were eliminated.
A “Facilities Code Tables” has been created. Kelley credited Stacey DeBrot for all her hard work on the “Facilities Code Tables” and stated to please email Stacey if you notice anything missing off the tables. “Code Long Description” will be brought to the IOC table at a later date. If needed the description can be changed if room’s purpose changes.
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Diane Krasnewich
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Kamlesh Sanghvi
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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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N-Vacation
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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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N-Working w/Datatel, FRX Software
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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-Working w/Datatel, FRX Software
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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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