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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, 3/22/07
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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 3/15/07 IOC Minutes:
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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 will be emailing a reminder about the “de-stress” seminar next Wed., 3/28/07.
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Aaron Hilliard & Diane Krasnewich, Team Co-Leads
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2
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CORE: No report.
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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 the Payroll Module Team had a conference call on Monday regarding quarterly processing.
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Mary Smith, Human Resources Team Lead
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2
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Student Services: Student Academic Management: Jean reported that the Team is working on conversion testing. There were problems with different levels of demographics; however householding was left on, so things will have to be redone (approx. 200). Perry explained a new conversion account had been built and householding by default is on and hadn’t been turned off. The Team is doing conversion testing with courses and received Admissions programs for Patricia. Admissions will do the high school testing. The Team is working tonight and this weekend.
A/R: Rosemary reported the Team ran into a problem last week when students were dropped for non-payment in dereg the system is adding back all the fees. Perry is investigating, will be talking with Joyce and will take care of that problem. Rosemary questioned Jean if Lois Smith had talked with her regarding dropping CE students so it they can be tested. Jean confirmed it had been done. Testing non-students A/Rs and working on getting E-commerce to work today.
Admissions: Please see “Decisions Made” ID 2 and “Action Items” ID 1. George commended Brenda Mitcheltree and Patricia who had worked on this diligently. Patricia informed that it is a wait list at the admissions level new to Release 18. All of this will be tied into communications management as well, George explained. The Team was here late last night working on communications management and gave kudos to Joan Jolman and Patricia. Email communication is being done currently. Patricia explained that the nursing waiting list will be tied into the Degree Audit Module as well to see if a particular student can be moved up on the list. From what George understands that module will be the largest and most difficult. The initiative to inform students to view communication via their student email is on going with the assistance of OIT. The switch is about to be thrown on Active Apply, George reported. Patricia informed that a refresher will be given to the Team. Kamlesh added that Mike Alstrom has set up all the servers.
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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 devoting most of his time in the past 3 weeks getting ready for Colleague conversion. It is getting real close, the next week or two. Perry and Patricia are working on data conversion in order to draw on the ISERS. Bruce explained how we are not working in silos anymore, how one person/module needs affect so many other people/modules. Due to this, two of the A/R Team members will be attending the SAM Meetings because of this, Rosemary added. The burning issue now is communicating with the students. Perry explained all that is being worked on. George brought up the issue of validity of testing samples. Discussion occurred. Due to the urgency Jean asked what does the SS Module have to complete for the Financial Aid Module to get going. Perry explained that not entire demographic/student database is being importing only focusing on ISERS pending students which are currently enrolled students & newly admitted students (approx. 1800). Patricia explained demographics and student programs are being brought over and not high schools. Kamlesh stressed that the demographics need to be first for FA now. Jean said Patricia had mentioned that something was going to be rerun therefore she just wanted to make sure their end is complete in order of the SS Team to complete what they have to then. IOC Members will be meeting later in the day (2pm) to discuss in further detail.
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Bruce Wierda, Financial Aid Team Lead
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2
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Technical: No report.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications: No report.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
A student focus group of seven had been set up to get feedback on WebAdvisor; however none of the students showed up so Patricia invited ideas on how to obtain student feedback.
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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 of codes: AD-Admitted; AND-Admitted to Nursing Program; ADR-Admitted to Respiratory Therapy; ADT-Admitted to Respiratory Therapy Traverse City; DF1-1st Deferral; DF2-2nd Deferral; MS-Move to Student; WD-Withdrawal; and WL-Waitlist recommendations to President’s Cabinet for approval:
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George Maniates
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Closed
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Approved by President’s Cabinet via email 3/28/07.
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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 March 15, 2007 be approved as presented:
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Mary Smith
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Kamlesh Sanghvi
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Unanimous
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2
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Motion to add codes: AD-Admitted; AND-Admitted to Nursing Program; ADR-Admitted to Respiratory Therapy; ADT-Admitted to Respiratory Therapy Traverse City; DF1-1st Deferral; DF2-2nd Deferral; MS-Move to Student; WD-Withdrawal; and WL-Waitlist for recommendations for President’s Cabinet for approval as presented:
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George explained that the beginning nurse wait list and Respiratory Therapy wait list can be maintained using the admissions wait list feature in Colleague. The student will be moved through using the application status beginning with entering the application using ASUM. Therefore additional application statuses are required. Students will apply, be admitted and moved to student under the pre-nursing or pre-respiratory therapy program. The students will be allowed to take classes to prepare for their chosen program. Once entry level competencies are met, the secondary application will be submitted and the student will be waitlisted. When space is available, the student will be allowed to defer entry twice. Therefore application statuses need to be added.
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Kamlesh Sanghvi
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Bruce Wierda
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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
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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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√
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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-Vacation
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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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