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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, 7/06/06
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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 6/29/06 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:
Diane reported a Change Management Team meeting is scheduled for next Tuesday, 7/11/06.
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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. Kelley reported the Team did not meet this week due to the Independence Day holiday. There are some departments that need to be added to the MCC Institutional Hierarchy which will be discussed at the next CORE Team meeting, Tuesday, 7/11/06.
Patti D’Avignon who has been the keeper of the codes and has been responsible for recording them on (read only) spreadsheets on the shared drive inquired to Kelley if each individual module could be responsible to add their own codes. IOC members discussed this issue and determined that Patti remain as the keeper and only the codes that have been approved by the President’s Cabinet and have gone through IOC (for approval or information) get passed onto Patti to input. Sending the approved codes electronically is preferred and possibly using her template would aid Patti in inputting.
Kelley recommended each individual module to keep very detail records of things that are brought to the President’s Cabinet for approval.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial:
Rosemary reported that things were opened up to users yesterday, Wednesday, 7/5/06 and there are requisitions, purchase orders and vouchers out there. There have only been a couple minor glitches which were correctly quickly. The first real check run will be done Friday, 7/7/06. Confirmation was received that the positive pay file sent was OK; however there has been no confirmation on the checks sent. The Team is still working on the cross walk for the general fund and the budget to go along with it. The cross walk for the other funds are done and Rosemary will get it out there.
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 met Wednesday, 7/5/06 and they ran into a couple of road blocks in which Perry assisted in resolving them.
Payroll:
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Mary Smith, Human Resources Team Lead
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2
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Student Services:
Admissions:
Rosemary indicated that Admissions is the next module to go Live, October 2006, therefore Team Lead Brenda Mitcheltree has been invited to attend the IOC meetings until then. Brenda reported that the Team met yesterday, Wednesday 7/5/06 and are getting ready for training next week, 7/12,13&14/06. Rules are being written in English and the Team continues to address how to do secondary admissions for nursing. The Team redesigned the matriculation card which Phyllis and Pete Hoekema are working on printing them. The application form has been redesigned and reorganized and Brenda is currently gathering information to create an instruction sheet to go along with it. Brenda, Jean and Janie Brooks tighten up and rewrote the residency policy and how to prove residency. Jean presented the revised policy to the President’s Cabinet and they made suggestions. Brenda has made those changes and it will be brought back to the President’s Cabinet for approval and then onto the Board of Trustees for approval.
Student Academic Management:
Jean reported that the Team is working on program naming conventions. The Team discussed with Doug on creating inactive programs (Associate of Arts, Associates of Science, etc.) with a Z in front of them and placing them purposely at the bottom of the list. He approved. Jean informed that these inactive programs do not show up on the web however they do internally therefore it will lessen the chance for error by doing it this way. The Team continues to build student scenarios so they can be tested and are working on adding legacy grade schemes. The Team meets today.
Accounts Receivable: No report.
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 the Team did not meet this week due to conferences and vacations. The Team is meeting today. The Team continues to work setting up their test environment to prepare for training on 7/18&19/06.
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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 now Financial is Live with Colleague Release 17 a Project Plan has been created to go from Release 17 to Release 18. Next week, Wednesday, 7/12/06 one of the test databases will be converted so Financial can test on Release 18. The Project Plan has been created for WebAdvisor as well. A timeline will be given on which module will go Live with WebAdvisor.
“Colleague Password Policy” draft sheet was distributed for information. Patricia informed that when people log into Colleague it will force them to change their password and this sheet will give them guidelines to do such. Rosemary asked what to do if someone has a current password that doesn’t meet these guidelines. Patricia in 90 days users will be forced to change it so possibly change it to meet the guidelines then. Kamlesh and Perry will also check in to it. Rosemary indicated to make reviewing the “Colleague Password Policy” an “Action Item” ID 3 to be discussed at next weeks, Thursday, 7/13/06 IOC meeting.
“Colleague Access Control Policy and Procedure”, “Colleague Access Request” (pink paper), “Colleague Security Class Setup” (beige paper), and “Colleague Financial User Account Set-Up” (green paper) draft sheets were distributed for information. Many suggestions and changes were recommended. Patricia will complete the changes accordingly.
Kamlesh informed that the Team is just waiting for confirmation from Greg at Datatel on the “Conversion and Mapping Dateline”.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie report the Team is meeting today to go over last minute details for the celebration for Financial going Live on Tuesday, 7/11/06 from 11:30 a.m. to 1:00 p.m. Teresa passed out foam baseballs with our FIT logo on them. These baseballs will go out to everyone who attends the celebration. Teresa reiterated for everyone to please RSVP with Janice Whitlow in the Business Office, ext. 318. Teresa informed that there is a big sign with “We’re Live” printed on it and explained that for each module that goes Live a pendant will be placed on it. On Thursday, 7/20/06 there is the Whitecap game celebration please RSVP with Teresa via email at teresa.sturrus@muskegoncc.edu. FIT Team members along with one guest are allowed.
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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 “ADREL.TYPES” recommendations to President’s Cabinet for approval.
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Due to not having the complete information at the President’s Cabinet meeting on Tuesday, 6/27/06 Kelley Conrad emailed “ADREL.TYPES” out to the President’s Cabinet for approval within 24 hours. At the time of the 7/06/06 IOC meeting Kelley hadn’t heard back form all the Cabinet Members therefore she will bring it to the next President’s Cabinet meeting.
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Kelley Conrad, CORE Team Lead
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Open
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The next President’s Cabinet Meeting
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3
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Team Leads to review “Colleague Password Policy” and discuss at Thursday, 7/13/06 IOC meeting.
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Rosemary indicated to make reviewing the “Colleague Password Policy” an “Action Item” ID 3 to be discussed at next weeks, Thursday, 7/13/06 IOC meeting.
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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 June 29, 2006, be approved as presented:
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Kelley Conrad
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Diane Krasnewich
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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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N
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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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√
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14
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Brenda Mitcheltree
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Admissions Team Lead
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Student Services
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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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