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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, 7/20/06
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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 7/13/06 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: No report.
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Aaron Hilliard & Diane Krasnewich, Team Co-Leads
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2
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CORE:
Code additions to “BUILDINGS”, VETERAN.TYPES” and “MCC Institutional Hierarchy” were distributed by Kelley. Please see “Decisions Made” ID 2. Please see “Action Item” ID 2.
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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 is still troubleshooting the system and have completed a couple of check runs and will be running another today. There will be no more manual checks. The biggest thing the Team is working on is the crosswalk for the general fund and budget.
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 yesterday, Wed., 7/19/06 and they are finding out that the 3 ½ hours meeting time is not enough time.
Payroll:
Mary reported the Team is still troubleshooting payroll and have made quite a few changes.
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Mary Smith, Human Resources Team Lead
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2
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Student Services:
Admissions:
Brenda reported that the Team’s training went very well last week. Names are being inputted into test and then moved to student. Homework needs to be completed for the communications piece before On-site Consultation on 8/8&9/06. The Team has added another work session and will be meeting twice a week for 2 hours each.
Student Academic Management:
Rosemary indicated that the Team is in training today and tomorrow, Fri., 7/21/06.
Accounts Receivable:
Rosemary reported that the Team met yesterday, Wed., 7/19/06 and will have On-site Consultation next week, 7/25&26/06. It has been discovered that what is occurring in Admissions and Registration is affecting billing, therefore there is a lot of communication going on the between the two Teams. Discussion occurred on making it mandatory to enter a residency code to register a student.
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 due to the power outage Tues., 7/18/06 training was cancelled; therefore the Team is trying to schedule additional days on 8/17&18/06. A lot of rules need to be written and it’s a great benefit receiving help from the consultants. The Team met yesterday, Wed., 7/19/06 and got a lot accomplished. Homework assignments have been received. The Team is looking to increase their meeting times.
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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.
Revised “Colleague Password Policy” was distributed for information. One revision had been made on storing passwords stating, “Be sure to store passwords in a secure location”.
Patricia reported they are still 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). Rosemary indicated that they have had people filling them out trying to see how they work and with the questions and comments from that modifications were made to the forms. Patricia stated as the other modules come up more revisions may be required on the forms.
Patricia informed that Colleague Release 18 is available to Finance for them to test. Rosemary said they have been out there and Shirley has put some requisitions in.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie report that there will be approximately 75 people attending the Whitecap game celebration tonight. Teresa asked everyone to please remind people that meal tickets are required to eat and that they were in the envelopes along with the entrance to the game tickets.
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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”, “BUILDING” codes and “MCC Institutional Hierarchy” codes 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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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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Closed
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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 13, 2006, be approved as presented:
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Mary Smith
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Bruce Wierda
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Unanimous
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2
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Motion that the addition of “BUILDING” and “VETERAN.TYPES” codes and “MCC Institutional Hierarchy” codes be approved for recommendation for President’s Cabinet for approval as presented:
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The following codes were added in “BUILDINGS”: MGOA-Mercy General Oak Campus and MGSH-Mercy General Sherman Campus. Added in “VETERAN.TYPES”: VET-Veteran, DEP-Dependant, VOC-Voc/Rehab, and RES-Reserve/National Guard.
The following was added to the “MCC Institutional Hierarchy: AA Academic Affairs, DIS-Distance Learning, DIST-Distance Learning; AA Academic Affairs, ASM-Assessment, ASMT-Assessment; AA Academic Affairs, BAY-Bay Window, BAYW-Bay Window and IR Institutional Research, IRDV-Institutional Research/Dev.
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Mary Smith
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Kelley Conrad
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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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N
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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
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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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N-Teaching class
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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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N-Training
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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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