Future Information Transformation (FIT)

Human Resources Application Team

Minutes

July 12, 2006, Meeting

Present: Mary Smith (Team Lead), Dee Crews, Beda Dubois, Lori Haggerty, Aaron Hilliard, Jody Kuhn, and Donna Warner

Absent: Joan Jolman and Rosemary Zink

Meeting began at 8:45 a.m.

Mary distributed copies of the AGENDA.

AGENDA/DISCUSSION ITEMS:

1.         Approval of 7/5/2006 Minutes: A question was asked about the meaning of “Discussion held on LIVE parallel” mentioned under No. 3 Benefit/Deductions (BEND) Additions. A correction was noted on the following: Under Action Items, No. 3, the text should read “Clerical vacation is pre-loaded for the year, not vacation and sick leave. Beda moved, Donna seconded, to approve minutes with noted correction. All agreed. Minutes then approved as presented. Beda asked Mary if the AGENDA could be given to Team before the scheduled meeting so members could have time to look over items up for discussion or action. Mary supported the request.

            Beda reported additional information regarding her MUG (Michigan Users Group) meeting in Troy, Michigan.

-          Distributed copies of email addresses of the MUG HR/Payroll group. Copy attached to these minutes.

-          AlpenaCommunity College struggled with implementation due to several changes in staffing during the same time period.

-          All colleges there, except for MCC, have the Union invoice dues that are owed. There is no percentage or flat rate or specific procedure. At MCC, the Union usually gives Payroll what the employee owes and Payroll does the calculations.

-          At three of the colleges, one person was in charge of benefits and another person was responsible for leaves.

-          St. Clair Community College had the best MPSER reporting

-          Union dues were paid over 20 pay periods.

-          Had discussion on the tracking of FAML and method of accruing.

-          WEB site – couple of schools had questions and they were answered from the WEB Advisor. The Web Advisor was recommended for usage.

-          Direct Deposit – One college waives a $25.00 fee if the employee signs up for direct deposit; 2% of attendees do not have direct deposit.

-          WalshCollege and KelloggCommunity College have been on Colleague the longest.

Mary, Beda and Rosemary met with Perry Goodwyn about the procedures in entering stipends. Mary had sent an email to Peggy Burns asking about this item and others as well. Peggy responded to the questions. A copy of the email is attached to these minutes.

Beda would like to test MPSERS and Batch reporting. Need to check entries.  

2.         Sample Group Update/Troubleshooting:  Discussion held.

3.         Other Issues – Procedures, Agenda Format:

-          Mary noted the new format of the HR APPLICATION TEAM AGENDA.

-          Jody will do minutes in new format.

-          Beda is working on a procedure booklet. One was created for Financial Services and she suggested two procedural ones for us: one for HR and one for Payroll. Individual pages would be printed using the same format as Joe Doyle did for the Purchasing training manual. Menu steps would be at the bottom of each screen. Team agreed this would be very beneficial. Beda said Team could view Financials manual.

-          Team reviewed and discussed steps for STIPENDS. The problem was indicating the funding source. Page 3-8 in the Personnel Learning Guide was used for assistance.

-          Need to look at every position to assess its funding source.

-          Team practiced and then entered stipends and overloads.

-          Team reviewed steps for Payroll Processing – see page 4-2 in Payroll Learning Guide. Names were entered for processing. 

-          Discovered some students had not been set up correctly in the Test Group. The students should be entered POSITIVE not Exception.

-          Beda will research how to designate to a funding source any hours used for working on FIT.

Meeting adjourned at 12:00noon. Mary, Lori and Beda continued working on Payroll Processing Procedures and closed out.

Next meeting date is Wednesday, July 19, 2006, at 8:30 a.m. to 12:00noon in Room 349.

Respectfully submitted,

Jody Kuhn, Scribe