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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, 9/28/06
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Time
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8:00 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 9/21/06 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:
Aaron reported the Team meets next week. 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:
“Cheat” sheets were circulated and Kelley who asked for everyone to review them. Rosemary reported that some in her department tested them, they worked well and to check with Beda Dubois as well. Please see “Decisions Made” ID 2 & 3. Please see “Action Item” ID 4. Kelley reported there was a meeting with her, some of the Vice Presidents, Rosemary, Jean and Brenda and discussed data integrity which will be as follows: the minimum data required to create a “person” record in Colleague will be name, address and date of birth for prospective students and for individual attending an MCC program or event; and name, address, date of birth and social security number will be required to become an MCC student applicant or to register for any class, including classes offered through Continuing Education and the Business and Industrial Service Center. Rosemary inquired on requiring the social security for CE classes or just the last four digits. Perry mentioned could use all 9’s before the four digits to fill in the social security field. Kamlesh stated he is against that and wants taking social security numbers a requirement because we can’t afford to chance duplicate records in the system. Jean agreed.
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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 had Phone Consultation Wed., 9/27/06 and had all of their questions answered. The Team will start entering in Live next week. Please see “Decisions Made” ID 4. Please see “Action Item” ID 5. Mary and Rosemary will be entering the HR codes into Live. Jean inquired about entering module codes into Live, like program codes. Perry explained Val codes can be copied over from test to Live. Rosemary stated for GL and A/P the Team entered all their codes and didn’t bring anything over from test because there was some garbage they didn’t want copied over. Brenda mentioned that programs need to be Live for Admissions. Rosemary stated Jean and her Team are welcomed to enter them and Kamlesh explained it just depends on the comfort level of the Team. Jean has to clean up the programs and it was decided Perry will enter the programs 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 “Decisions Made” ID 5. Please see “Action Item” ID 3.
Student Academic Management:
Please see “Decisions Made” 6. Please see “Action Item” ID 6.
Accounts Receivable:
Rosemary reported the Team met yesterday, Wed., 9/27/06. The Team is continuing to test and the refundable and non-refundable didn’t calculate correctly so more classes will be registered and the Team will talk with Judy. The Team has many questions for their next Remote Consultation in a couple of weeks. The Team is working with Financial Aid to get information for A/R to test. The Team is discussing changing the registration statement that is printed off because it currently does not show excess contact hours. A printer is now in Financial Services to test printing of receipts and doing some research on ecommerce.
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: No report.
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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. Patricia reported that there are over 30,000 students with out social security numbers, from Fall 2004 to current there are 73 students and currently enrolled there are 19. None are CE students. Jean would like to see counts further back than 2004 because we have students do a 10 year programs. Kelley inquired on how many were foreign student. Patricia did not know. Patricia will do some further investigation and bring it back to IOC. There was a meeting on WebAdvisor and met with Admissions to tie up going Live. The Team is working with Mary on the institutions which will be done by the end of the day. Perry further explained the institutions are in the conversion account, they will be reviewed and then inputted into Live. Patricia explained if a school only has one CEEB code it will be in there only once but each satellite campus may have a different code resulting in more CEEB codes.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie reported the Admissions Live party is Thursday, 10/26/06 @ 11:30 a.m. to 1:00 p.m. This week’s FIT Newsletter will contain an RSVP form. Teresa reiterated to please RSVP to get a better count for food purposes.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
Kelli has added the responsibility to post all the modules minutes to the FIT Project Website. Please email approved minutes in word format to her at kelli.loughrige@muskegoncc.edu. Also she was trained on navigating the site and can make any requested updates or changes on any of the modules on the site.
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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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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 Recruitment/Admissions Management Validation Code Tables 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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4
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Present code TR for Transcript Request be added to ADDREL.TYPE; code FOU description be changed to “Foundation”, delete COM and VET; add Dept. Codes: OVOP, THPE, ACCT, MKTM, AMTL, APRT, PLAN, PKDI, PKLL, PKED, PKWI, PKSP, SFTY, SCOP, GVSU, WMIU, VETA, WBKT, MBKT, WRES, WVLB, WSFT, MBSB, MGOL, WTEN, ATRK, WING and Division Code: PRK to the MCC Institutional Heirachy recommendations 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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5
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Present HR Code files and Val Code Tables recommendations to President’s Cabinet for approval:
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Mary Smith, HR Team Lead
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Open
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At next President’s Cabinet Meeting
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6
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Present Academic Programs code changes: CJCO_PROF, CJUS.AAS and CJUS.ASA recommendations to President’s Cabinet for approval:
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Jean Roberts, SAM 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 21, 2006, be approved as presented:
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Jean Roberts
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Mary Smith
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Unanimous
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2
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Motion that the code FOU description be changed to “Foundation”, delete COM and VET be approved for recommendation for President’s Cabinet for approval as presented:
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Kelley Conrad
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Brenda Mitcheltree
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Unanimous
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3
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Motion to add Dept. Codes: OVOP, THPE, ACCT, MKTM, AMTL, APRT, PLAN, PKDI, PKLL, PKED, PKWI, PKSP, SFTY, SCOP, GVSU, WMIU, VETA, WBKT, MBKT, WRES, WVLB, WSFT, MBSB, MGOL, WTEN, ATRK, WING and Division Code: PRK to the MCC Institutional Heirachy be approved for recommendation for President’s Cabinet for approval as presented:
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Kelley Conrad
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Jean Roberts
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Unanimous
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4
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Motion that HR Code files and Val Code Tables be approved for recommendation for President’s Cabinet for approval as presented:
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Mary explained in the Code Files under Fund “please see attached” is the chart of accounts and she had one present for anyone who needed to look at it.
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Kelley Conrad
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Julie Weller
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Unanimous
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5
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Motion that the Recruitment/Admissions Management Validation Code Tables be approved for recommendation for President’s Cabinet for approval as presented:
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Kelley Conrad
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Mary Smith
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Unanimous
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6
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Motion that Academic Programs code changes: CJCO_PROF, CJUS.AAS and CJUS.ASA be approved for recommendation for President’s Cabinet for approval as presented:
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Jean explained CJCO_PROF/COR was changed to CJO_PROF-Crimal Justice-Corrections-Professional Development Credit; CJLA.AAS/LAW to CJUS.AAS-Crimal Justic/Law Enforcement Option-Associate in applied Science; and CJUS.ASA/CJ to CJUS.ASA-Crimal Justic/CJ Option-Associate in Science & Arts.
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Kelley Conrad
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Mary Smith
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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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√
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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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N
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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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