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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, 10/19/06
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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 10/05/06 IOC Minutes:
Please see “Decisions Made” ID 1.
The IOC Meeting for Thursday, 10/12/06 had been cancelled.
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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 “Decisions Made” ID 2. Please see “Action Item” ID 4.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial:
Rosemary reported that there was nothing new.
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Rosemary Zink, Financial Team Lead
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2
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Human Resources:
Mary reported the consultant is back next week, 10/24&25/06. The Team is going to wrap a few questions resulting from entering position, people, benefits, etc. into Live and run a parallel payroll (one from October). The Team has been extremely busy inputting information 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 “Action Item” ID 3. Kamlesh inquired about Active Apply. Patricia explained an email was received just very recently, she went through the mapping part of it and codes have to be filled in yet. Finish supplying the information to them so they can complete their end.
Student Academic Management:
Jean reported the Team is working on finalizing codes, CIP (Classification of Instructional Program) codes, screens and questions. Kelley stressed the concept of only downloading CIP codes that correlate to MCC programs will be brought to the IOC table. Rosemary asked for Jean to bring a sample of codes along with the concept. Jean is waiting for aid on the CIP codes from Academic Affairs. Jean explained when a new program is added, IAC would be responsible to assign what CIP code belongs to that program at that time. The Team is also figuring out some things on reporting for special populations; where to put into the system, etc... The Team has a Remote Consultation Friday, 10/20/06.
Accounts Receivable:
Rosemary reported the Team completed an Onsite Consultation last week and went over remaining questions. Financial aid assisted. The Team also worked on Communications Management: on how to send out bills, etc. Bruce inquired on how MCC will bill students. Rosemary informed that we may start out with a combination of mail and email but it has not been finalized. Rosemary prefers going paperless by emailing them. Bruce stated the concern on properly instructing new students on their MCC student email accounts. Jean stated in a Students Services Meeting was discussed about revamping orientations – that orientation is ongoing.
Degree Audit:
Jean reported the Team working on dates to meet yet (the dates from Cyndi will not work) and Chris Nowak will be the Team Lead. Possible training in June 2007 and consulting in the end of July 2007.
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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 had training on Communication Management and the main letter is set up. The Team works this afternoon. A/R had many questions for Financial Aid which ties in to Jean’s area, Records and Registration - when is aid going to be applied and what/who determines the census dates. Jean explained the census date used to be the State Report date however it has been moved to the last day of the semester therefore its not tied together anymore. The trainer for the SAM Team inquired does the date matter for Financial Aid purposes. Patricia stated the old State Report date is on the Legacy system for Financial Aid and for “W “s for transcripts. Bruce explained with Colleague our census date will be the last date a student’s financial aid is locked in. Determination of the date may be a President’s Cabinet or Board issue/decision. Jean inquired if there were any Federal mandates when the census date has to be. Bruce answered no. The Team has more work to as far as creating, getting awards out there, etc. At the Student Services Team Lead Monday Meetings some of these issues will be worked on. Patricia will be attending the Monday Student Services Team Lead and Financial Aid Team meetings as well. Kamlesh questioned if any of the students with ISERS have been registered. Rosemary stated they have not shown up in A/R yet and they will need ten students to duplicate schedules to what is on TIP to do an exact simulation. Bruce explained there were many lists and discrepancies were discussed. Bruce explained that awarding went well – a hundred awards are in the system. Kamlesh inquired about when awarding monies for the Fall semester. Rosemary stated they do know disperse it later than before. This issue will be discussed further.
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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 asked for Perry to get with Kelley on E-advising. Jean inquired how E-advising ties works/screens together in Colleague. Perry will research other colleges that use E-advising. Perry emailed Kamlesh, Joan Jolman and Patricia the link to WebAdvisor. Patricia has gone over it with Brenda and have given them approximately sixteen student s to go out and play with in WebAdvisor in the Admissions Team Meeting tomorrow, Friday, 10/20/06. Patricia will meet and set up with other modules to do the same. Perry will get the Web Pay Advice to Rosemary. Kamlesh mentioned that there is a need to work on query builders. Training will be set up for the IOC Team. A demonstration will be given on it and show how Delta uses theirs. Patricia stated the Team is targeting the HR parallels. Kamlesh explained the parallel payroll will be done on a copy of the system. Due to the migration last week Kelley informed that the shared drive is not there. Scott is working on it.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Rosemary reported the Admissions Live party is Thursday, 10/26/06 @ 11:30 a.m. to 1:00 p.m. There will be FIT Town Hall Meetings in room SC 1100 on Thursday, 11/16/06 @ 10am and 2pm in which all Team Leads are requested to be present. Jean mentioned persons in her department may not be able to attend due to heavy telephone registration times. The Project Co-Chairs will be getting together to determine the agenda. Perry will not be able to attend due to ‘Knowledge Share”.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
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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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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 added Dept. Codes: MTPL, OPPL, WOLI and MILI 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 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 October 5, 2006, be approved as presented:
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Bruce Wierda
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Jean Roberts & Mary Smith
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Unanimous
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2
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Motion to add Dept. Codes: MTPL, OPPL, WOLI and MILI to the MCC Institutional Heirachy be approved for recommendation for President’s Cabinet for approval as presented:
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Kelley and Rosemary mentioned these codes will be used for Human Resources for payroll - attaching salaries to departments.
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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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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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N
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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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N
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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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N
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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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