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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, 7/13/06
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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.
There will be no recorded 6/01/06 minutes.
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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 that the Team meeting had to be postponed and there will be a possible Team meeting next week.
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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. Rosemary reported the Team met and approved some codes and will be approving more to bring to the IOC table next week.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial:
Rosemary indicated that the Team has been troubleshooting the system and things are going well.
General Ledger:
Accounts Payable/Purchasing:
Rosemary reported that the first Live check run occurred on Tuesday, 7/11/06.
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Rosemary Zink, Financial Team Lead
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2
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Human Resources:
Human Resources:
Payroll:
As indicated last week the Team had a few problems running payroll, Mary reported that these have been resolved. A payroll was ran yesterday, Wednesday, 7/12/06 and everything looks good. The Team will be troubleshooting some of the numbers next week to make sure everything matches.
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Mary Smith, Human Resources Team Lead
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2
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Student Services:
Admissions:
Jean indicated the Team is currently in training.
Student Academic Management:
Jean reported the Team is preparing for training next week, 7/20&21/06.
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 that he has received the Team’s May Trip Report. The Team is meeting today, continues to work on their workbook and has training next week 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. Please see “Action Item” ID 3.
Patricia has been working with Rosemary on fine tuning the forms: “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). Patricia thanked everyone for their participation and input.
Perry reported the Team is working with converting the existing Live and test accounts to Colleague Release 18 and hopefully will get that turned over to Financial today or tomorrow. The functionality will be compared for the next couple of weeks if everything checks out fine then everything else will be converted in late August. Perry had dinner with the Communication Management consultants last night and made them aware of Release 18. Perry stated his goal for trainings is that at the end user will not be able to tell any differences from Release 17 and 18, only at the IT end.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie report the celebration for Financial going Live, Tuesday, 7/11/06 was a success. Jodie Matuz won the video IPod and leather case – Congratulations Jodie! Next the Team is working on the Whitecap game celebration, Thursday, 7/20/06. Teresa reported there that there are a few tickets left; therefore she will be opening the invite to all. Please RSVP with Teresa via email at teresa.sturrus@muskegoncc.edu. A meeting will occur before the end of the month to focus on the next module going Live.
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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, 7/22/06 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, 7/22/06 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 July 6, 2006, be approved as presented:
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Diane Krasnewich
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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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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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√
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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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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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