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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, 8/31/06
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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 8/17/06 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:
Please see “Action Item” ID 2. Please see “Action Item” ID 3. Aaron reported that Child And Family Services has changed there name. There is a Team meeting scheduled for next week. Teresa informed that the Healthy Lifestyles group will be working together with the Change Management Team.
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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 4. Jean indicated that the five year absences rule has to be discussed yet. Kelley reported an issue that has not gotten resolved yet regarding “99999” on how they’re going to be brought over to Colleague. Some of the “99999” are deceased some are just unknown addresses. This issue was discussed and Patricia will get a count for the next meeting so it is known how many there is to deal with.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial: No report – in training.
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Rosemary Zink, Financial Team Lead
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2
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Human Resources:
Mary reported the Team had Consultation 8/16&17/06 and it went very well. The phone Consultation has been changed to Wednesday, 9/27/06. The Team is close to finishing up the sample groups. Val codes and code files are being tweaked and will be brought to the IOC table at soon and from there they will be entered into Live.
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Mary Smith, Human Resources Team Lead
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2
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Student Services:
Admissions:
Please see “Action Item” ID 5. George reported the Team had there final phone consultation on 8/25/06 only one hour and 15 minutes were used therefore forty five minutes are able to be used at a later date. Communication management questions were reviewed. On Saturday, 8/26/06 from 8:00 a.m to approximately 3:00 p.m. the Team tested Release 18 Test and found only a couple of glitches in which Patricia have been informed on. The transfer equivalencies screen was also tested and found a couple of data entry errors. The Team is ready to do communication management training and felt that a graduated approach would be best. There will be three components: Friday, 9/15/06 UI Training (one hour), Friday, 9/22/06 Prospect and Admissions Entry Training and lastly on Communication Management Training (date to be determined). With the help of IT a Power Point training regiment will be created to go along with training for future employees or for review. Brenda explained how the trainers and facilitators where chosen. George stated that he is real confident Admissions will go Live on 10/1/06.
Student Academic Management:
Jean reported the Team did not meet last week or this week due to Faculty Seminar days and the first week of classes. The Team also tested Release 18 on Saturday, 8/26/06. Program screens were tested and some registrations were done and all went well. Working on getting the academic programs ready for Admissions. Jean brought up the issue of the obsolete programs. Patricia said to communicate the final list to her and then it can be entered into Live Release 18. Kathyana has been working on the duplicate records and Darlene Peklar is double checking everything. Approximately six hundred are done. The Team added an additional weekly meeting, Thursdays @ 10:00 a.m.-12:00 p.m. and Fridays @ 10:00 a.m.-12:00 p.m.
Accounts Receivable:
Degree Audit:
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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 had Training on 8/17&18/06 and the Trip Reports have been received and been passed it along to Patricia. He commented on what an excellent trainer the Team has. The Team has their homework for October working on Communication Management. Bruce inquired what exactly will be done in the Live Simulation and asked if the trainer could be present. Perry will be there. This issue will be discussed further. The Team meets for three hours today.
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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 2.
Kamlesh thanked those who came in on Saturday, 8/26/06 to test and reiterated that testing is never complete and that patching will always have to be tested every month. Patricia will send out a packet next week on patches. Kamlesh inquired if the IOC wanted to review the packet first before they are sent out. Everyone liked the idea therefore Joan Jolman will present the packet when available, regarding what the patch affects, what needs to be tested, etc. and answer any questions any one may have.
Patricia brought up the issue of how many sessions a user can have open. Colleague Release 18 uses two licenses per session and the Technical Team recommended to IOC to start out limiting each person to one session opened and go on a case by case basis as to opening up more than one session per person. Kamlesh explained from Release 17 to 18 Datatel doubled the licenses to 130 because of the way the new system is set up; one license is used for the application and one is used for the database; therefore two licenses are used for one session/one user. George inquired on the cost of licenses. Kamlesh answered that each licenses purchase price is approximately $1,400.00 per year. Teresa mentioned she’d like to see future discussion on the determination/authorization of who will be able to open two sessions and have it brought to the IOC table. Jean inquired about student accounts. Perry explained that if there are a certain amount of licenses have been allocated for students if all of them are being used then the web processing will actually wait and put student in a queue/line. Please see Decisions Made” ID 3.
Teresa inquired on an issue regarding an automatic time out period from a user not having log out of Colleague and shared the idea of internally promoting to log off. Perry explained that there are some for WebAdvisor but for UI sessions there are none set as of yet. This issue was discussed.
Patricia informed the Admission Team would like to customize one of their screens to require the residency code be entered and the Technical Team recommends that if the customization affects more than one area the customization request should be brought to the IOC table for approval if not then it be brought to IOC for information. Please see “Decisions Made” ID 4.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie reported the traveling root beer float stand on Wednesday, 8/23/06, honoring the support given from those not involved with FIT was a great success! Teresa informed of the future themes: Admissions-Football, HR-Hockey, Student Services-Horse Racing and Financial Aid-Car Racing. To celebrate CORE the Team is recommending a disco party “Staying a 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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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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Determine automatic Colleague access standards for specific employee positions.
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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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3
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Present brochure on stress relief with changes recommendation to President’s Cabinet for approval
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Diane Krasnewich, Change Management Team Co-Lead
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Open
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At the next President’s Cabinet Meeting
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4
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Present the addition of TECI code to the “MCC Institutional Hierarchy” and the PERSONAL.STATUSES codes: blank screen indicates status is active, D-deceased and I-inactive 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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5
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Present the Admissions/Recruitment Management Code Files and VAL Codes recommendation to President’s Cabinet for approval.
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George Maniates, Admissions Team Co-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 17, 2006, be approved as presented:
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Kelly Conrad
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Mary Smith
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Unanimous
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2
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Motion that the PERSONAL.STATUSES codes: blank screen indicates status is active, D-deceased and I-inactive be approved for recommendation for President’s Cabinet for approval as presented:
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Kelley explained if the Deceased Date is entered on the BIO screen, this field automatically fills with a D.
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Brenda Mitcheltree
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Kamlesh Sanghvi
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Unanimous
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3
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Technical Team recommended to IOC to start out limiting each person to one session opened (one session per user).
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Teresa mentioned she’d like to see future discussion on the determination/authorization of who will be able to open two sessions and have it brought to the IOC table.
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Unanimous
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4
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Technical Team recommended to IOC that any customization on field restrictions and requirements request(s) be brought to the IOC table for approval on ones that affect other areas and only for information only if they do not.
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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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N-Training
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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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N
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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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N-Vacation
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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 Co-Lead
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Student Services
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√
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15
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George Maniates
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Admissions Team Co-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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