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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, 9/14/06
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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 9/07/06 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.
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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 and 3. 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: 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 continues to work with the sample group. Mary inquired if the problem of a document printing in the background had been taken care of. Perry knows the problem and it will be fixed today. Getting close looking to finalize the Val codes, code files and positions. The Team is excited on how close they are getting
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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 4. George reported that the Team was in training yesterday and made all (admitted) 250 students that ISIRS were brought in by Financial Aid Team. It was discovered there were some natural teachers in the Team who will them be instructing. The Team is already for UI training Friday, 9/15/06. Next Friday, 9/22/06 will be the first aggressive training with the staff. The Training PowerPoint is complete.
Student Academic Management:
Active Academic Programs sheets were distributed. Please see “Decisions Made” ID 4. Please see “Action Item” ID 6.
Accounts Receivable: No report – in training.
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 met with Admissions and Student Services at their weekly meeting. They worked out a plan to get students moved from prospects to students, to develop some transcripts to run the standards of progress program, etc. Bruce extended his appreciation to the other departments. The Team will not be doing the standards of progress until Training on Tuesday, 10/17/06.
In regards to the FA Live Simulation Perry mentioned to run several students from start to finish. In addition, Kamlesh said to see the life cycle of the students.
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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 FRX was installed and training is going on. Perry is working on getting a test instance of WebAdvisor installed and mapped to the test system.
Kamlesh inquired on the naming of the portal of WebAdvisor. It will be called WebAdvisor and the naming of the portal was discussed. Perry gave examples. George suggested a student contest. Teresa liked the suggestion. Jean recommended do it via student email. Julie recommended giving the students name choices to vote from. Perry added it would be a great way to get out literature on WebAdvisor as well. Prizes were discussed. This will commence next fall.
Teresa announced there will be a student newspaper.
A server was purchased just for and Colleague application Live. It is being worked on to back up the Colleague server every fifteen minutes and backed up offsite as well.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie reported the Team didn’t met last week and will be meeting tomorrow. The Admission’s Live Party date will be determined. The FIT Newsletter went out today and Julie thanked Jean and Kelley for the information. Julie recommended something on Financial Aid for the next FIT Newsletter. When closer, Kamlesh mentioned doing something on WebAdvisor.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
Kelley asked Perry inquired about documentation in the shared drives. Perry did the same thing with Release 18 as with Release 17 and they will be updated.
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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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Perry stated it will be on the project plan.
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Team Leads
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Closed
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2
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Determine automatic Colleague access standards for specific employee positions.
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Teresa reported this is ongoing and she is making progress on Academic Affairs lists.
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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 Admissions/Recruitment Management Code Files and VAL Codes recommendation to IOC for approval.
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George reported two categories were flip flopped, 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 IOC Meeting
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5
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Present OFFICE.CODE related to Communications Management for documents that were used but should not be used again use the codes: ZAD-Don’t Use-Admissions, ZFA-Don’t Use-Financial Aid, ZRR-Don’t Use-Records/Registration and Communication Management Code Naming convention as follows: the first two characters identify the office that owns the communication, the third character identify a document or a communication (a D or a C), and the last five characters would be defined by the office who owns the document or communication (descriptive as possible) 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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6
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Present the Academic Program codes recommendation to President’s Cabinet for approval:
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Jean Roberts, Student Services 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 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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2
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Motion that the OFFICE.CODE related to Communications Management for documents that were used but should not be used again use the codes: ZAD-Don’t Use-Admissions, ZFA-Don’t Use-Financial Aid, ZRR-Don’t Use-Records/Registration be approved for recommendation for President’s Cabinet for approval as presented:
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Kelley reported CORE’s recommendation was to use codes: ZD, ZA and ZR in keeping with the two character consistency by just replacing the first letter with a Z. Discussion on these codes occurred. Perry explained since these codes will not be widely used and when one moves a document over it’s not changing the name of the document just the office it is associated with, therefore it is not as necessary to keep them two characters and recommended what was motioned.
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Kamlesh Sanghvi
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Jean Roberts
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Unanimous
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3
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Motion that the a Communication Management Code Naming convention be as follows: the first two characters identify the office that owns the communication, the third character identify a document or a communication (a D or a C), and the last five characters would be defined by the office who owns the document or communication (descriptive as possible) be approved for recommendation for President’s Cabinet for approval as presented:
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Jean Roberts
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George Maniates
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Unanimous
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4
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Motion that the Academic Program codes with one correction of under code CUST_PROF computer to read customer be approved for recommendation for President’s Cabinet for approval as presented:
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Jean explained the naming convention: the first 4 characters are the major, underscore ( _ ) means it’s a certificate/professional and a dot ( . ) an applied or associates degree. CE-Continuing Education was kept as CE because of it’s recognizably. CESYSTEMASSIGNE is a default CE program which automatically assigns the CE program to a record. Programs were also created to coincide with the educational goals on the application screen and for Academic Affairs reporting.
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Kelley Conrad
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George Maniates
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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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N-Vacation
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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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N
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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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N-Vacation
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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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