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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, 11/09/06
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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 10/26/06 IOC Minutes:
Please see “Decisions Made” ID 1.
The IOC Meeting for Thursday, 11/02/06 was 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:
Please see “Action Item” ID 1. The Team met Tuesday, 10/31/06 and narrowed down the College’s EAP Programs that will be offered in which the representative will be returning in two weeks to put together the list. Change Management Team Member, Stacey DeBrot who is also on the Health and Wellness Committee mentioned a concern is attendance. The College does give two free seminars per year for the EAP. The Team requested for all Change Management Team members to be present as well as all Team Module Members and the IOC Team. Please see “Decisions Made” ID 2. Please see “Action Item” ID 2. Patricia asked Aaron to please let her know when the Change Management Team meetings are.
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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 3. Please see “Action Item” ID 6. Kelley reported that the Team thought it was a good idea to set up an informal “Data Dictionary” out in the shared drive, explaining what a term means and what it is in Colleague. Kamlesh recommended when that is done please send out an email informing that it is out there. Julie recommended a link to the “Data Dictionary” on the FIT Website. The issue of pass word protected documents and “read only” was discussed. Kamlesh suggested to set documents as “write access”. To make that happen contact HDO and OIT can set it up that way.
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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 first Live payroll for the 10/5 pay was closed. Rosemary and her staff entered adjunct faculty and students and are beginning to enter time sheets, stipends, etc. for the 10/19 pay. Changes will be made to the benefits for the first pay in November. The Team is working Monday evenings, Tuesday evenings and Wednesday mornings.
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Mary Smith, Human Resources Team Lead
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2
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Student Services:
Bruce reported at the Student Services Team Leads Meeting it was decided that Financial Aid would provide 200 students for the Live simulation and will get a the list to Rosemary and Jean. He believes another 1000 students will be created through Admissions. Kamlesh inquired on what Jean is inputting and what classes. Bruce informed that Jean will be preparing student histories, admissions applications, folders, etc. Rosemary answered that the classes would not necessarily be the same because all courses have not been loaded. There is a test sample of 9 students and it was decided on a four digit year code. It was also decided, Bruce added, in order to keep the term codes consistent throughout all the different modules Financial Aid terms codes will be changes from 2006FA, 2007WI, 2007SP and 2007SU.
Admissions:
Please see “Action Item” ID 3. George informed that some Teams banned together to work on Communications Management as a cross sectional team. Unfortunately it was not a profitable or good experience. George reported four issues: 1. lack of conceptual basis to perform the task/right time and place as well; 2. not knowing how to batch; 3. meeting/group to determine when a letter or email is generated, letter contents, etc. so as not clutter up student emails accounts where they then won’t read them. Do process mapping on prospective student to completion/alumnus; and 4. examine when to provide training for Teams and how critical as to when do all these pieces fit/melt together. Patricia said it was a snap shot of what is being done in each module. Kamlesh mentioned instead of the trainer from Datatel coming back utilize Perry and other SunGard employees to train on Communications Management. Perry will look into whom and report back to Kamlesh. Kamlesh agreed that we do need to process map with all the modules a prospective student to alumni. We can start the process with a Live parallel. George informed on how frustrating it was to incorporate a word document into Colleague and batch it up. Kamlesh asked George to make a list of issues with Communications Management therefore OIT and SunGard can complete some homework and before coming here. George said January would be best for additional Communications Management training for Student Services and believes a cross sectional group should meet to chart decision points, correspondences write & when, scenarios, etc.) an MCC student from start to finish. The email piece has been enhanced with Release 18 which claims to be easier but George informed that no one seems to know how. Perry is here on the week after Thanksgiving. To assist on all the above issues. Kamlesh inquired about an update with Active Apply. George said he believes the only thing lacking was languages. Patricia clarified that there were three things lacking: languages, countries and CEEB codes and she is working on them. George stated he will communicate today that is unable to view the final product link.
Student Academic Management:
Please see “Action Item” ID 4 and 5. Rosemary read Jean’s written report. Jean reported the Team along with Admissions is working on creating folders, scenarios, applications and spreadsheets from the ISER sheet Bruce downloaded into Colleague for the Live simulation. The Team had remote consulting on Monday, 11/6/06 and continue to work on codes. Over 400 codes created for inactive programs that have to be approved by IOC but are waiting which CIP codes should be used. IAC approved the default grade of an E for incomplete grades and a minimum of a C grade for transfer course being accepted form other institutions. Jean explained the default grade is used when a student doesn’t complete course work by expiration date.
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Jean Roberts, Student Services Team Lead
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Accounts Receivable:
Rosemary reported that the Team met Wed., 11/8/06 and are working on the scenarios to test. Kamlesh inquired if a decision was made on how the bill is going to show. Rosemary indicated that a decision hasn’t been made yet. Bruce recommended placing a disclaimer regarding tuition rate changing and that Financial Aid will always post as a full time award. Discussion will take place on this issue in the near future.
Degree Audit:
Rosemary reported the training has been scheduled for June and July 2007.
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2
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Financial Aid:
Bruce reported that he did a Financial Aid Retransmittal Register and gave it to Lois and inquired how it went. Rosemary stated it did post. He gave a copy to Jean also and she is going to add enrollment statuses to the students. Bruce stated that he had met with Perry and thanked him for his expertise and input.
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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. Perry reported rolling out a little piece of the WebAdvisor to a completely separate account where the 2007 schedule was built, for the students to use to inquire into the 2007 Winter and 2007 Spring/Summer schedule. There will be a link on the home page and it will have the same functionality. Jean inquired how often it will be updated. Perry and Kamlesh answered every hour. Patricia commended Perry on his work on it. Kamlesh further explained that for Winter 2007 scheduling searches will be able to be done more sophisticatedly - by course names, instructors, days, times, etc. and the page will be updated every hour. A WebAdvisor demo will be given at the FIT Town Hall Meetings next week. Patricia reported on the WebAdvisor training schedule and that Kamlesh is putting a link on the web site. Each department will be trained individually on WebAdvisor. HR, Payroll and Admission Teams have been shown. Demos on payroll and PO’s will also be given at the FIT Town Meetings and module timelines. Rosemary suggested working on the FIT Town Hall Agenda today with Kamlesh. Kamlesh informed that by 11/16/06 MCC will be off Novell and on Active Directory for WebAdvisor. Log in for UI is different for AD unless the end user makes them the same.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie reported the Team is planning on the next Live celebration in January 2007 for the Payroll Module. The FIT Town Hall Meetings are in room SC 1100 on Thursday, 11/16/06 @ 10:00 am and 2:00 pm.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
Please see “Decisions Made” ID 4.
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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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The Academic Affairs piece is almost ready to go and the others are still being worked on.
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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 recommendation to President’s Cabinet 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 President’s Cabinet 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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Approved.
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George Maniates, Admissions Team Co-Lead
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Closed
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President’s Cabinet Meeting, Tuesday, 10/31/06
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4
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Present the Placement Non Course (NONC) Test Codes recommendations to President’s Cabinet for approval:
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Approved.
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Jean Roberts, Student Services Team Lead
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Closed
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President’s Cabinet Meeting, Tuesday, 10/31/06
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5
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Present the Placement NONC Other Test Codes College Level Exam Program and Advanced Placement recommendations to President’s Cabinet for approval:
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Approved.
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Jean Roberts, Student Services Team Lead
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Closed
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President’s Cabinet Meeting, Tuesday, 10/31/06
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6
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Present the SS (Student Services) Dept. code ATHT (Athletic Training) be added to the Institutional Hierarchy and LANGUAGES, VISA.TYPES, OVERALL.EMP.STATUS and OFFICE.CODES codes 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 26, 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 the brochure on stress relief with changes
be approved for recommendation for President’s Cabinet for approval as presented:
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Aaron informed that the Team got rid of the ombudsman person idea and placed all the Change Management Team on the brochure. The Child & Family Services name changed to Hackley Life Counseling & Work Life Service. Aaron will get with Diana on the affirmative action statement.
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Mary Smith
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Kamlesh Sanghvi
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Unanimous
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3
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Motion that SS (Student Services) Dept. code ATHT (Athletic Training) be added to the Institutional Hierarchy and LANGUAGES, VISA.TYPES, OVERALL.EMP.STATUS and OFFICE.CODES codes be approved for recommendation for President’s Cabinet for approval as presented:
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Kelley explained LANGUAGES codes-FR, IT, GR, EN, SP; VISA.TYPES-F1, F2, M1, M2, J1, J2; OVERALL.EMP.STATUS-RT, FT, PT, UN, US; and OFFICE.CODES-FS, ZFS be added. Some of these codes came preloaded. Kamlesh asked to look further into the VISA.TYPES if some codes are missing. OVERALL.EMP.STATUS codes are needed for Admissions. Kelley informed Perry that the “Consultant” code in Live be taken out. Perry will take care of it.
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Kelley Conrad
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Mary Smith
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Unanimous
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4
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Motion that the IOC Thursday, 11/16/06 & 11/23/06 Meetings be cancelled, be approved as presented:
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Due to the FIT Town Hall Meetings and the Thanksgiving Holiday, Thursday, 11/16/06 & 11/23/06 IOC Meetings were canceled unanimously.
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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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N-MACRAO Conference
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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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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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