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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, 6/29/06
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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 6/22/06 IOC Minutes:
Please see “Decisions Made” ID 1.
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: No report.
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Aaron Hilliard & Diane Krasnewich, Team Co-Leads
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2
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CORE:
Please see “Action Item” ID 2.
Please see “Action Item” ID 3.
Kelley informed that out on the shared drive where the Colleague information is there is a “read only” Excel spreadsheet/file that contains worksheets for every module that contains approved codes. Patti D’Avignon will be inputting the Institutional Hierarchy and when completed the protocols there as well.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial:
Rosemary reported that the Team ran a first check run Wednesday, 6/28/06, printed them and sent them off to the bank so that they could do their testing. A few bugs will need to be worked out. All general fund accounts are inputted and the team continues to work on the other funds. A couple parameters need to be inputted after the accounts and general funds are in. Today the Team is working on approvers. No one will be permitted into the system until Wednesday, 7/5/06, in order to let IT and the Team time to get in the security/approvers set. An email will get sent out stating as such.
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 that Wednesday, 6/28/0-6 meeting was cancelled due to lack of attendance. Mary sent out some codes via email for approval and has not heard back from all as of yet. Rosemary indicated to go ahead and input those codes.
Payroll:
Next week if all the information is entered the Team should be running a first sample group of the 6/15/06 payroll for comparison.
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Mary Smith, Human Resources Team Lead
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2
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Student Services:
Admissions:
Jean reported the Team is working on the application and will be emailing it to the new Associate Vice President for Student Services for his review. The Team continues to work on the MCC’s residency policy and trying to clarify which documents should be used.
Student Academic Management:
Jean reported that when the module goes Live with WebAdvisor students will be able to get their grades off the web therefore on Tuesday, 6/2706, the President’s Cabinet approved to discontinue the mailing of grade reports then. Also approved is the discontinuation of telephone registration once the module goes Live with WebAdvisor as well. The changing of the minimum grade of a C- for transfer in credits policy to a C will go to IAC-Instructional Affairs Council. Currently there are 263 courses inputted into Test which the Team still has to add more details to. Kelley asked Jean about some of the data disagreements with the institutional list. Jeans answered that the Team hasn’t had a chance to review it with Patricia Werly yet. Kamlesh discussed this issue with Christine Ryan and Patricia yesterday, Wednesday, 6/28/06. It will be worked on.
Accounts Receivable:
Jean reported the Team tested billing with the inputted students and all 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: No report.
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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. “Conversion and Mapping Dateline” sheets were distributed for review. Conversion-mapping involves the bringing of the data from the legacy system to the new system, Colleague. Kamlesh reported he had a conference call with Cyndi Bryant, Greg, Mary, Christine and Perry Goodwyn and discussed conversion and mapping. It is very critical to complete the mapping, Kamlesh stressed and to keep it rolling. Dates are tentative and Kamlesh will be emailing the Dateline to Greg today. Kamlesh stated the target is to complete all the mapping by the end of August 2006.
Kelley questioned CORE scheduled date of next week. Kamlesh said CORE’s mapping is done therefore they will just have to complete a couple of changes. Patricia informed that there is a meeting Monday, 7/3/06, to review with different Team Members from various modules of what she will be sending to Datatel to make sure there are no discrepancies. Kelley will go over CORE’s with Patricia. Before anything is sent to Datatel Kamlesh informed each department will sign off on it first.
After the information is passed to Datatel, Rosemary asked when does it get converted and uploaded into MCC’s Colleague system. Patricia answered that it will go into a separate conversion system/environment were it can be tested. If all is well after testing then it has to be signed off by each module.
When students have to have their address changes in by was discussed. Kamlesh suggested discussing this with Greg and Mary.
Kamlesh reported the he, Patricia, Perry and Joan Jolman met last week to work on the project plan to migrate from Colleague Release 17 to Release 18. When completed and printed Kamlesh will bring and share with IOC. The scheduled date for this will be on 8/28/06. On Friday, 8/25/06 at 5:00 p.m. the system will be shut down in order to copy the data from Release 17 to the Live environment and then convert it to Release 18. When this is going on IT staff will be going to individual approvers/initiators computers to take out Release 17 and installing Release 18.
Kamlesh informed that Joan Jolman has created a common documentation to ensure consistency throughout all modules. She is also creating FAQ’s for the help desk. Patricia invited for everyone to share their questions so they can be added into the document as well.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie reported there is a Team meeting Friday, 6/30/06 morning. The last FIT Newsletter for now went out this week and features the Technical Team. 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 and the drawing will occur for the IPOD.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
Rosemary highlighted the July training dates off the calendar: Admissions Training will be on 7/12,13&14/06, Financial Aid On-site Consultation on 7/18&19/06, Student Services On-site Consultation 7/20&21/06, and Accounts Receivable on 7/25&26/06. Rosemary will again email the updated calendar which contains only the trainings. Julie stated she would make sure the web version is updated.
Kamlesh informed that he’ll be meeting with all the Vice President’s, Project Co-Chairs and Jean Roberts regarding the Live date for Student Academic Management module/registration.
Rosemary informed that in a conference call with Christine Ryan it was brought up that it would be good to perform a second Live simulation for the Student module. Dates for this would be 2/27&28/07 because both Doug and Joyce were available. The entire Student Services Team as well as Financial Aid Team needs to be present. The first Live simulation will be in December.
Rosemary indicated some problems with the displaying the instructor screen on the monitor in Training Room #349. Patricia will put a work order ticket in.
Rosemary and others stated that they did not know that a lot of other information comes preloaded. Rosemary inquired on how to get rid of the preloaded information not needed, clean it up because once again if it is used inadvertently it can’t be deleted. Kamlesh stated the concern of currently how does one know for sure that certain preloaded information is not needed, when down the road it might be discovered it is needed. This issue will have to be discussed in further detail with Perry.
Jean stated Christine Ryan stated to have the duplicate records in the legacy system cleaned up by December. Jean inquired if that was correct. Patricia said that needs to be cleaned up before the demographics are started. Kamlesh said for her to run it by Perry.
Kamlesh informed that he will be meeting with Mike from Active Campus, a third party software MCC purchased for Admissions.
Jean inquired if the actual date was known for the conversion for CORE. Patricia answered no and that Datatel is waiting for an approval for the mapping. Patricia will check into it.
Patricia asked Kamlesh when entering data in Live for HR and we push out our conversion data to Live what will happen. Kamlesh explained the Colleague ID will have to be entered in the alternate field when entering so if they match it will not be added.
It was discussed the HR Live parallel will be in October 2006 therefore the data needs to cleaned up and entered into Live no later than September 2006.
Kamlesh suggested starting from scratch on having persons being able to log into the system to view the budget and not print it out at all so people don’t get accustomed to printed versions.
There is a problem with online transcripts on the current system which can not be fixed therefore in the meantime students will have to go to the Records/Registration department to obtain a copy.
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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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Approved.
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Kelley Conrad, CORE Team Lead
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Closed
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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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Everything was approved by the President’s Cabinet on Tuesday, 6/27/06 except due to not having the complete information at the meeting Kelley Conrad sent “ADREL.TYPES” out via email to the President’s Cabinet for approval within 24 hours. At the time of this IOC meeting it hadn’t been approved yet.
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Kelley Conrad, CORE Team Lead
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Open
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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 22, 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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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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N-Working/preparing for Financial Module to go Live 7/1/06
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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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N-Vacation
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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-Car trouble
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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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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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N
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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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