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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, 1/18/07
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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 1/11/07 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.
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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 and 3. Please see “Action Item” ID 1. When modules go Live, security classes - accesses will have to be set up for CORE screens. OIT will ask Kelley for whom to allow access and give the OK.
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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 that there were very few problems with the first payroll in Colleague last week, mostly just log in questions in which OIT aided in. The Team will start to meet bi-weekly and work on forms and procedures. Bruce inquired about the bi-weekly payroll report he used to receive. Rosemary informed that it is on her list.
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Mary Smith, Human Resources Team Lead
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2
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Student Services:
Admissions:
George reported that there is web remote Active Apply training tomorrow, Friday, 1/19/07. In working with it the application has some major glitches and it doesn’t look real good either. The Team is very disappointed.
Admission’s Communication Management by far is the most complex and Financial Aid Module, stated Michelle Shadrake. George, Perry, Michelle and others discussed the forum on the conference phone after the IOC Meeting adjourned.
Student Academic Management:
Please see Decisions Made” ID 4. Please see “Action Item” ID 2.
Accounts Receivable: No report.
Degree Audit: No report.
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Jean Roberts, Student Services Team Lead
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2
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Financial Aid:
Bruce reported that he has been working with Perry. They are working on setting times to meet with the consultant possibly on Monday, 2/19/07 and agenda is being created. There will be a conference a call with Sherrie possibly on the 5th.
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Bruce Wierda, Financial Aid Team Lead
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2
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Technical:
Patricia distributed the game plan/proposal for Student Module WebAdvisor training for staff, students and faculty for information. She explained that OIT would like to use pilot groups to train others in each of the areas. Please contact Patricia by Friday, 1/26/07 with recommendations for the pilot members. Kamlesh added the belief is others learn by their peers well and the pilot group training will aid into creating the training program/contents itself. Bruce brought up the issue about the regulations whether or not students participating as pilots have to be paid. The issue will have to be investigated further. Teresa inquired about Phitheta Kappa members are required to volunteer services for the College as part of their membership. Kelley answered if they wanted to; however, it is not a requirement.
How to inform everyone about WebAdvisor was discussed. Kelley mentioned the “Bay Window” and Mary said at new employee’s orientations. Teresa added at adjunct faculty orientations and the annual adjunct dinner in early March.
Kamlesh informed that they want to try and piggyback WebAdvisor and going Live with the new email “Outlook”. He will bring making Outlook training mandatory to the President’s Cabinet table. Training will not be one directional, it will be interactive with people logging in as themselves. To be more accommodating weekend and night training will be offered to adjunct faculty as well. OIT is hoping to complete training by the end of Winter term.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie reported the Payroll Live Celebration will be Friday, 2/9/07 from 11:30am-1:00pm, which will have a hockey theme. The Team has contacted the Muskegon Fury inquiring if they can aid in any way with the party.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
Perry introduced Michelle Shadrake from Sungard. Michelle told everyone a little about her background which includes over ten years Colleague experience including Communication Management proficiency.
Kelli announced that she will not be at next week’s meeting to take the minutes.
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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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Present the addition code-PLUS to Building (BLDG) code; codes NET and PM to Rooms (RMSM) and revised Data Integrity Protocol 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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President’s Cabinet Meeting, 1/23/07
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2
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Present the that codes: CJLA.ASA, CJCO.ASA and ZCJUS.ASA be added to PROGRAMS recommendation to President’s Cabinet for approval:
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Jean Roberts, Student Services Team Lead
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Open
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President’s Cabinet Meeting, 1/23/07
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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 January 11, 2007, be approved as presented:
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Kelley Conrad
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Mary Smith
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Unanimous
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2
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Motion that the addition code-PLUS to Building (BLDG) code; codes NET and PM to Rooms (RMSM) be approved for recommendation for President’s Cabinet for approval as presented:
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Teresa inquired if there was process for when new locations are added for classes. There is not a structured process, Kelley answered, but possible later for now contact Kelley and Kathy Krentz has been doing them.
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Kelley Conrad
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Jean Roberts
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Unanimous
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3
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Motion that the Data Integrity Protocol be revised to:
-Name, address and date of birth for prospective students and for individuals attending an MCC program or event;
- Name, address, date of birth and social security number to become an MCC student applicant or to register for any credit bearing class;
-Name, address, date of birth and the last four digits of the social security number for classes offered through Continuing Education and the Lakeshore Business and Industrial Service Center 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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4
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Motion that codes: CJLA.ASA, CJCO.ASA and ZCJUS.ASA be added to PROGRAMS be approved for recommendation for President’s Cabinet for approval as presented:
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Jean explained this is needed for the conversion of curriculum codes from Legacy to Colleague. Jean explained it was brought to the IAC table on having ASA Criminal Justice-Law Enforcement and ASA Criminal Justice-Corrections be two separate programs and looking to keep it consistent across the board, i.e., in the catalogue, etc. Kelley inquired if these programs have CIP codes, in which Jean indicated yes.
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Jean Roberts
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Kelley Conrad
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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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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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