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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, 9/21/06
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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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Caesar Lounge
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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 9/14/06 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.
Please see “Action Item” ID 1. Please see “Action Item” ID 2.
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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. Please see “Decisions Made” ID 2. Please see “Action Item” ID 6.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial:
Rosemary reported that the GL budget has been exported and is able to be viewed. The Team received Budget Management training and will have additional training in two weeks. The Team also had FRX reporting last week, which is a report writer for the GL system of Colleague. A hindrance for the Team is that all the data is not in Colleague financial system yet to complete certain reporting because A/P is only Live and until all the information is on one system it’s hard to do reports.
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Rosemary Zink, Financial Team Lead
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2
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Human Resources:
Mary happily reported the Team successfully balanced the payroll on Monday night. The Team is close to finalizing the Val codes and code files to bring to IOC for information. Aaron is almost finished with the position tree and will be doing position descriptions and codes. The Team has Remote Consultation next Wednesday, 9/27/06.
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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 3. George reported that the Team is ready to start training, learning to do prospect and admission applications on the new system tomorrow. George commended and introduced Chris Nowak and Kim Vanderlinde as the trainers, Kim will be training the morning session, Chris in the afternoon session, George and Brenda will be on hand as well. The Team has Training in mid-October for Communication Management which has been moved to Room 1300. Brenda commented on what a remarkable job the Team has and is doing. A few minor loose ends need to be tied up and it will be a go for Live on 10/1/06. Kamlesh inquired about the nursing wait list. Brenda answered that it will be addressed after Admissions goes Live and so far Colleague is unable to address the waiting list the way it needs to be.
Student Academic Management:
Please see “Action Item” ID 5. Jean reported they have to make sure all the screens in Test are updated, tweaked and clean up what is in Test, etc. The Team had Remote Consultation on Monday, 9/18/06 which went very well. Code questions were answered and others brought up like the eight year rule for nursing, etc. and will be on the agenda for the next Remote Consultation on Wednesday, 9/27/06. There are issues on Phi Theta Kappa and benchmarking with other schools on how they plug it on transcripts.
Accounts Receivable:
Rosemary reported the Team has been meeting, testing and trying to determine what statements to print. The Team is waiting for some financial aid to test and how that affects the student accounts. The Team met Tuesday evening. Communication via email has and is occurring between other modules to solve questions.
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Jean Roberts, Student Services Team Lead
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2
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Financial Aid:
Peggy Jacobks reported the Team has been pulling down ISIRS, loading and packaging them. The Team is very excited and everything is working out. Peggy expressed that the Team is finding out they are dependant on others modules/departments/individuals for information, answers, etc. and the current system is manual so things are going slower than expected. Like transcripts aren’t available yet. Jean stated her Team is working on inputting history in for 25 students. Issues of doing real parallels were discussed.
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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. Kamlesh reported the Team is preparing for Admissions to go Live on 10/1/06. There is a meeting today at 1:00 pm with Active Apply which is the online student application that allows what the student types in to transfer to Colleague. The kick off for this will be Thursday, 9/28/06 with a scheduled Live date of January 2007 for the new students starting in Fall 2007. There will be a meeting with all Team Leads next Tuesday, 9/26/06, on WebAdvisor in which everyone is welcomed to attend. WebAdvisor is the web interface for Colleague system that will allow one to have access offsite to the system. There is a tentative Project Plan which has dates of when WebAdvisor is installed, tested and when receiving training. OIT will be emailing when IT will migrate from Novell to Microsoft Active Directory for the network and WebAdvisor so people will not have to remember multiple passwords, email will still be in GroupWise. Datatel’s password will always be separate from the network account and WebAdvisor but can change the Datatel’s password to match your other.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie reported the Admission’s Live football themed tentatively is scheduled for mid-October. The FIT Newsletter will be going out next week.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
FIT Team Group Meeting:
Because Admissions going Live will affect all other modules this meeting was called together to address issues and questions. Co-Lead Brenda Mitcheltree introduced the Admission Team Members: George Maniates, Co-Lead, Mary Ottman, Chris Nowak, Sche Cornelius, Donella Cooper, Vicki Henderson, Kim Vanderlinde and John Morano. George explained that Admissions will be running two systems (TIP and Colleague) parallel for a while. The students impacted by Datatel are new Fall 2007 applicants which will be on Colleague. Jean added by next April 2007 existing/continuing students will be registering for Fall 2007 on Colleague by web only. Jean clarified that registration for Summer Session will be in the Legacy system. There will be a new admissions application and prospect cards. Rosemary addressed questions of when converting over history and how to ensure that there will be no duplications with two different systems. George made clear that conversion mapping is already under way with Patricia and there will be a way to flag duplicate records. George stressed that the training that will be taught to everyone will stress on data entry integrity, how to search for duplicate records before adding. Kelley, CORE Team Lead, further explained that there will be protocols to research before entering (assume that they are in the system first concept of thinking) and at first the philosophy is to start out tight - not many will have authorization to enter, change, etc. into the system before opening it up. There is a scheduled meeting next with the VPs to discuss the minimum amount of data required to enter in a record. Kamlesh mentioned another problem is misspelled words, if data is incorrect it affects every module and stressed accuracy. The current registration system runs by student number Peggy inquired what will drive priority registration in Colleague. Jean answered by credit hours and explained the fairness of doing it by credit hours and how it will aid in limiting high traffic registration periods. Beda inquired about web registration. George clarified that classification of credits will determine when one can register thus if it’s not a student’s classification time the web will not let them register. Jean inquired how it is going to be set up to start out with only currently enrolled students to register on the web next April with the credit hour priority system in Colleague. Perry explained a query tool will be set up in registration controls and mentioned for Jean to mention the methodology to their trainer, Doug. Beda and Lois inquired on what will be the currently enrolled student criteria? It has not been finalized yet, however, George and Kamlesh said if the student is enrolled in Winter semester 2007 they are considered currently enrolled. Jean mentioned in the Spring they will be trying to target students who are physically on campus which would be Winter 2007 enrolled students and set up training areas for them. Starting with Winter Semester 2007, George mentioned MCC will emphasize online payment and payment deadline dates. If a student does not pay their bill in time they will be dropped, no longer is holding their classes an option. George reiterated to make our payment policy have teeth to it. In return it will also aid financial aid because students will be coming to them sooner then. Possible quick payment stations will be available, inserts will be inside the bills to further reiterate online payment. Beda asked if students are paying on the web how will financial services know what semester as well as was system, etc. Rosemary said that will be looked into. Kamlesh mentioned the students have to log in to pay online and an issue is a lot of parents pay for them. Beda suggested a touch tone phone option payment as well. Jean mentioned phone registration will eventually end to stay FERPA compliant. Financial Services will have all the payroll students in the system commented Rosemary. Kamlesh reiterated that their will be a checks and balance for that. Lois inquired what if a student applies for Fall (Colleague system) and then changes their mind to sign up for Summer as well (TIP system) will they have two different numbers. Kamlesh answered that she was correct in her statement. George explained the student already has a record, Fall Session in Colleague, importing from summer will not overwrite an existing record, Fall and a flag will go up. Patricia further explained that that student’s Summer Session will have to be entered in manually to Colleague. Beda questioned about
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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Students/records that have no social security numbers. Patricia answered that has to be researched further. Vilene inquired about student deposits and payment due dates. Rosemary answered the student will register in May and their payment will be due August. The only thing possibly changing is going from three payment due dates in Fall down to one and really push online payments. Outstanding balances letters will go out to students who haven’t used their student email accounts as well George explained. Rosemary inquired if OIT can tell who has not used their student email accounts. Kamlesh said the only way is by how many emails are sitting in their mail box. He reiterated for everyone (staff and faculty) to stress to students that their student email account is the key communication factor here at MCC and they are held accountable to check it. Lori inquired about the refund policy, Beda on posting financial aid and Lois on accurate tuition rates. Rosemary stated that in April with online registration it will not be know what the tuition rate for Fall it’s not decided until the June Board of Trustees Meeting. This issue will need to be discussed by the President’s Cabinet and the Board. Additional FIT Team Group Meetings will be occurring periodically.
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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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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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2
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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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3
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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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4
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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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Closed
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Approved @ Tuesday, 9/19/06 President’s Cabinet Meeting
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5
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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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Closed
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Approved @ Tuesday, 9/19/06 President’s Cabinet Meeting
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6
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Present code TR for Transcript Request be added to ADDREL.TYPE 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 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 September 14, 2006, be approved as presented:
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Kamlesh Sanghvi
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Mary Smith
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Unanimous
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2
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Motion that code TR for Transcript Request be added to ADDREL.TYPE be approved for recommendation for President’s Cabinet for approval as presented:
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Kelley explained the TR code will be for when Records receives a request to send a transcript to another institution it will frequently have a different address than the main institution’s address.
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Kelley Conrad
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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 MI
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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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N
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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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Peggy Jacobks
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FIT Team Member
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Financial Aid
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√
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17
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Lois Smith
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FIT Team Member
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Financial Services
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√
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18
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Donna Warner
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FIT Team Member
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Financial Services
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√
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19
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Judy Eistedt
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FIT Team Member
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Academic Affairs
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√
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20
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Joan Jolman
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FIT Team Member
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OIT - SunGard Higher Education Managed Services
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√
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21
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Lori Haggerty
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FIT Team Member
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Financial Services
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√
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22
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Lynne Wood
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FIT Team Member
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Academic Affairs
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√
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23
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