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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, 8/10/06
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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 8/03/06 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:
Diane reported that in their meeting the team discussed the role of ombudsperson and decided not to designated specific persons, however have the Members of the Change Management Team be available to lend an ear. Draft brochures on stress relief were distributed for review and will be discussed at the next IOC Meeting. Please see “Action Item” ID 4. The brochure will be professionally designed containing the FIT Logo and will be p-assed out to everyone along with the brochure and information on MCC’s “Employee Assistance Program”.
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Aaron Hilliard & Diane Krasnewich, Team Co-Leads
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2
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CORE:
Please see “Decisions Made” ID 2. Please see “Action Item” ID 5.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial:
Rosemary reported the Team continues to test Colleague Release 18 and on Monday, 8/14/06 they will test patches in Release 17. There has not been as much troubleshooting needed. Rosemary informed an issue of people not being trained to in put a password on log in ID for approving and Joe is addressing that. At the end of next week Rosemary and Beda Dubois will be attending FRx training, which is report writing for general ledger.
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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 training schedule for next week has changed to next Wednesday, 8/16/06 afternoon, all day Thursday and Friday morning. The sample groups of employees are coming along and the Team will have many questions for the trainer next week.
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Mary Smith, Human Resources Team Lead
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2
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Student Services:
Admissions:
Brenda reported the Team had just ended two days of excellent training. The Team worked on report writing and finished communications. The Team will possibly be meeting in Training Room 349 with Perry to go over things but that may have to be rescheduled due to Team members participating in training and orientation today. The Team has to input 200 additional names that will not be used for the Live simulation in December. The Team has a few codes to wrap up.
Student Academic Management: No report.
Jean and the Team were in training.
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 is gearing up for training 8/17&18/06. The Team meets Thursdays afternoons for three hours. He received the last Trip report. Bruce extended an invitation to Patricia Werly and Joan Jolman to attend the training. The Team has a three hour working meeting Thursday afternoons. Rosemary and Bruce will be meeting to discuss some general ledger accounts on the Trip 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. Please see “Action Item” ID 3.
Patricia distributed the agenda for Datatel’s, GLUG - “Great Lakes Users Group” which is taking place on 9/25&26/06 in Toledo, OH. She noted that registration before 8/31/06 is a $30 price savings.
This weekend starting at 4:30 p.m. Friday, 8/11/06 and early Saturday Colleague will be down perform configuration changes in regards to Colleague Release 17 in order to incorporate Release 18. Notification of when down and back up will be emailed to all.
Perry gave a demo on WebAdvisor. Perry informed that other colleges have different ways they branded and marketed WebAdvisor by using another name and some just call it WebAdvisor; therefore MCC may want to think about this. Perry will email instructions and a link to obtain the demo given today. Patricia asked for everyone to please write down their questions, order, features needed, etc. to aid IT in putting it all together. Aaron inquired if there is an open enrollment product in WebAdvisor. Perry will research. Julie inquired if MCC is going to require Continuing Ed participates to be issued a student number. Perry answered it can be done without a student number in Colleague however that is an issue MCC needs to discuss. With WebAdvisor Aaron inquired if employment applications will be able to be done online. Kamlesh indicated MCC that portion wasn’t included in the purchased package and it will have to be discussed in further detail. Diane inquired if their will be instructional ways for persons whom are not computer savvy. Patricia stated that aid and training will be offered to students as well as staff. Discussion on forming a WebAdvisor group was discussed. Diane inquired if there will be help buttons for end users to utilize on WebAdvisor. Perry said it could be done and indicated there will also be allowances for MCC to be able to put comments, blurbs, etc. on the screens also, for example “MCC is closed due to weather”.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie reported the Team organized a traveling root beer float stand and supervisors/Cabinet Members will be serving them in honor of those not involved with FIT called the “FIT Booster Team” which will occur on Wednesday, 8/23/06, at 2:00 p.m.
The event to celebrate Admissions going Live will be a tailgate party and details are still being worked out. The Team is also creating and organizing for the other modules Live celebrations for next year as well.
The FIT Newsletter will be starting again soon featuring Admissions in the first one. It will run approximately every other week.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
Teresa announced the passing of highly respected CEO of Datatel, Russell “Russ” Griffith (1947-2006).
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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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Teresa stressed to please contact Perry Goodwin, Joan Jolman or Patricia Werly with questions before contacting a trainer because some financial charges are being accrued.
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Team Leads
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HIGH
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7/27/06
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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 “VETERAN.TYPES” codes recommendation to President’s Cabinet for approval.
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Kelley Conrad, CORE Team Lead
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Closed
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Approved at the 8/08/06 President’s Cabinet Meeting
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3
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Determine automatic Colleague access standards for specific employee positions.
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Aaron is currently working on a position tree.
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Aaron Hilliard, Change Management Team Co-Lead & Teresa Sturrus, Project Co-Chair
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Open
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4
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Review draft brochures on stress relief which will be discussed at the next IOC Meeting.
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All
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Open
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At the next IOC Meeting
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5
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Present the addition of TECI code to the “MCC Institutional Hierarchy” recommendation 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
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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 August 03, 2006, be approved as presented:
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Mary Smith
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Diane Krasnewich
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Unanimous
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2
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Motion that the addition of code TECI be added to the “MCC Institutional Hierarchy” be approved for recommendation for President’s Cabinet for approval as presented:
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Kelley reported the departmental code TECI needed to be added to the “MCC Institutional Hierarchy” for technology improvement, such as, overtime, temporary services charges, etc
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Rosemary Zink
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Brenda Mitcheltree
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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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√
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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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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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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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√
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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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