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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, 1/25/07
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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-absent
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Scribe
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Mary Ann Williams
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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 1/18/07 IOC Minutes:
Please see “Decisions Made” ID 1.
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus
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2
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TEAM REPORTS:
Change Management:
The anti-stress training has been approved by President’s Cabinet.
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Aaron Hilliard & Diane Krasnewich, Team Co-Leads
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2
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CORE:
Two CORE Codes need to be approved. Kelley would like to make it say TBP (To be Posted) for room number. Kam always saw TBD when room number wasn’t known. More discussion ensued. Kelley withdrew the motion for TBP.
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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,
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2
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Human Resources:
Mary reported that it was a huge payroll this time-Everything going well. Mary said she has heard positive things. Bruce asked if supervisors would be able to check vacation time for their employees. Work is being done on working out this process. Patricia said she has received a couple comments on printing. The pay advices are printing off the page therefore the user has to reset the printing layout to landscape and change fonts.
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Mary Smith, Human Resources Team Lead
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2
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Student Services:
Please see “Action Items” 1 & 2. Jean has met with President cabinet. Student Services module to go live Juy 2007. There are some issues with prerequisite load. Scenario: If student takes Math 40 in Winter and Math 50 in summer, then wants Math 111 in fall, if it’s not real time, student could not register because it would show pre-requisite not fulfilled.
Kam: It comes down to Customer service and the kind of pressure on students. Want to make a clean cut-off. Have all data moved over from Colleague.
Jean stated that there will be a small time to do parallel systems and Diane asked if this is prime-time registration. Jean said that this will be a slow time Want to keep students from getting confused.
Jean noted that Math test scores are entered and will check to see if it works.
Kam asked if it already automatic from Compass to Colleague? Pat stated that it is a batch. She is talking with other sites to get info on how they are doing this.
George met with the active apply group Friday and they reviewed applications. He announced that next Thursday he will meet with Student focus group and get some student feed back. In the Beta stage. Live-Expect early March. The product has lot of functionality and a nice communication piece in it. No re-typing of apps will be needed.
Communication Management to start Monday Morning. Michelle from Sungard will be here. The schedule is Tuesday for Registrar. Wednesday and Thursday: Business Office: 10-12, Financial Aid will be Wednesday and Thursday afternoon. Will get a room so that at end all can come together, share and ask questions.
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Jean Roberts, Student Services Team Lead
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2
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Financial Aid:
Bruce reported that the Team is meeting weekly and preparing for next week’s meeting. The Team is gathering all letters and electing formats for Communications Management.
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Bruce Wierda, Financial Aid Team Lead
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2
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Technical:
Patricia talked about pilot groups. Asked Diane K if she could suggest a faculty member to be a part. There are no names so far for students to use as trainers. Questions asked: How long would students have to be here? Will there be any compensation for students? Pat said she would like it to be Spring/Summer before Fall semester starts. They can work around groups and can be flexible. George asked if we could film some of this and put on web. Kam noted that down the line yes we could use Camtasia and do this but immediate need is live bodies. Pat: Staff and students will help write documents to be used. It is the hope to get all involved.
There is no monetary compensation for students. Bruce wanted to know if Aaron had researched the labor act to see what the policy is on using students without pay. Teresa noted that this would be no different than students volunteering at the Rescue Mission. George thought if we had a technical writing course where they could collaborate on or use some of the students from the clubs.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie reported that the ‘Staying Alive Party” on Friday 2/9/07, 11:30am-1:00pm is still a go and asked everyone to please RSVP. Furious Fred will be there and the food will be a Tex-Mex buffet.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
Kam announced that there will be a presentation to the board in March during the study session.
Kam mentioned that Cindy Bryant is the liaison between MCC and Colleague. Her assignment will be complete on 3/12/08. He noted that there is the option to pick her up.
Kelley announced that students are eligible to apply for scholarships through Sungard and that deadline was January 31, 2006 which is passed but students were to apply via online application.
Question: What is the proper procedure for sending out email to students?
Kam said to send email to I.T. and it will be approved and forwarded to students. When we go to Outlook, this process will be revamped.
Meeting was adjourned at 9:15 a.m.
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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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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Approved.
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Kelley Conrad, CORE Team Lead
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Closed
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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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Approved.
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Jean Roberts, Student Services Team Lead
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Closed
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President’s Cabinet Meeting, 1/23/07
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Decisions Made
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1
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Motion that the minutes of the FIT Implementation Oversight Committee of January 18, 2007, be approved as presented:
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Approved.
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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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N
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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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√
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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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N
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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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*Please note: Mary Williams set in for Kelli as S
[i] √: attended meeting; N: not present; S: sent representative; R: representative; G: guest
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