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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, 9/07/06
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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 8/31/06 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 Employee Assistance Program/Child And Family Services has changed their name to Work Life Services/Hackley Life Counseling. The Team met Tuesday, 9/5/06. The Team will meet again in two weeks.
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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 4. Kelley reported they had met with Rosemary on protocol on entering organizations. Kelley and Julie will meet to create a card sized (cheat sheet per say) on protocols for how to look up people and organizations to easily be kept by every ones’ computers and to minimize duplication.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial: No report.
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Rosemary Zink, Financial Team Lead
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2
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Human Resources:
Mary reported the Team met yesterday, 9/6/06 and worked through the payroll with just a couple of open items and the rest balanced out. Rosemary, Beda and Mary will be meeting tonight to discuss the Val codes and code files.
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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. Brenda reported an issue when going through all the procedures on how to check for duplications it was discovered there was no way to check by address. Patricia mentioned there is a way and will get with Brenda. The PowerPoint to accompany the training regiment is being worked on. The Team will be working on their patches next week.
Student Academic Management:
Jean reported the Team is meeting today and Friday, 9/8/06. The Team will test the patches tomorrow. Worked on the decision workbook. There is a Remote Consultation on Monday, 9/18/06.
Accounts Receivable:
Rosemary reported issues involving Financial Aid. Rosemary and Bruce will be meeting.
Degree Audit: Not meeting yet.
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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’s next step is to coordinate with Registration and Admissions. The Team uploaded ISIRS and creating students, registering, etc. and will be discussing more on it next week. The Team meets this afternoon and will start with their patch packet.
Rosemary inquired if the Team has entered any financial aid on any of the students because A/R haven’t been able to test due to this. Bruce answered the Team has entered and tested and awarded some financial aid. Bruce explained the coordination with the other departments has to happen first to go further. Jean added first the students have to be moved from students to admissions which is being worked on. The final step would be a transfer to A/R.
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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 reported that there will be an Active Apply kick off on Thursday, 9/28/06 time to be determined. Jean and George requested for the afternoon due to meetings in the morning.
The WebAdvisor dateline of what module is going Live when will be distributed in the next couple of weeks. Rosemary inquired if it will be put into test first and Kamlesh answered it will.
Kamlesh informed that a separate server is being purchased just for applications.
Joan Jolman distributed and gave a detailed explanation on the first (months proceeding up to 9/1/06) “Patch Packet” which included “Business Process to Patch Colleague”, “Test Script” and “Detailed Report”. Being the first the format may change to an electronic version than a paper one and all suggestions are welcomed. Joan highlighted areas in particular to each module. Patches will be sent out the first Tuesday of every month and Joan will attend the IOC meeting the Thursday before. Joan stressed to please notify IT ASAP with issues so deadlines are met and put into Live. Rosemary stated she’d like to do patches quarterly. The issue was discussed. Kamlesh, Perry and George reiterated the benefits of performing them monthly. Patching and testing will be done monthly however there may be a couple months out of the year due to schedules they may be skipped.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie reported the Team meets tomorrow and will be pinning down a date for the Admission’s Live football themed party. The FIT Newsletter will be going out next week and Julie welcomed any topic suggestions for it by Friday, 9/8/06 or Monday, 9/11/06.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
Rosemary inquired about “the Admission Team would like to customize one of their screens to require the residency code be entered” from the 8/31/06 minutes and thought there was a rule already set up thus would require customization then. There is a rule however Perry and Brenda explained customize the screen so that a field be populated and require it to be filled in before it will go to the next screen.
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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 to IOC for approval
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Aaron Hilliard, Change Management Team Co-Lead
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Open
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At the next IOC 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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Approved.
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Kelley Conrad, CORE Team Lead
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Closed
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Tuesday, 9/5/06 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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Brenda informed that the remarks of the Val Codes were backwards therefore changes were made and it will be represented at the next IOC for approval to recommend to the President’s Cabinet.
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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 31, 2006, be approved as presented:
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George Maniates
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Jean Roberts
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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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N-Leadership West Michigan
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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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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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√
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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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16
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Joan Jolman
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Administrative Application Specialist
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OIT - SunGard Higher Education Managed 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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