Implementation Oversight Committee

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IOC MINUTES

Meeting Logistics

Project	FIT
Topic	· IMPLEMENTATION OVERSIGHT COMMITTEE
Date	Thursday, 3/29/07	Time	8:30 a.m.
Location	PCR	Room #	112 (PCR)	Call-in #
Facilitator	Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink	Scribe	Kelli Loughrige

Discussion Items and Summary

ID	Discussion Item/Summary	Facilitator
1	Approval of 3/22/07 IOC Minutes:	Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
2	TEAM REPORTS: CHANGE MANAGEMENT: Diane commended Aaron for organizing the workshop. Aaron reported that the workshop went well and surveys will be sent out and upon the completion of them he will report back to the IOC table. Aaron thanked everyone for participating and their support. Teresa added that it was well attended.	Aaron Hilliard & Diane Krasnewich, Team Co-Leads
2	CORE: Kelley reported the Team is working on privacy and directory fields. Beda will be the point person for CORE when Kelley is absent. Blocking certain information to some like student workers to maintain security/FERPA compliant was discussed. Jean thinks the privacy field issue should be further tested and then discussed from there. Rosemary agreed with Jean. Kelley added that benchmarking with other colleges is being done.	Kelley Conrad, CORE Team Lead
2	Colleague Financial: No report.	Rosemary Zink, Financial Team Lead
2	Human Resources: No report.	Mary Smith, Human Resources Team Lead
2	Student Services: Student Academic Management: Jean reported the Team is working on conversion checking, admissions some team members are working at night to avoid disruptions. The microfilm printer broke and it is no longer serviced. Discussion on how to convert to the new system courses/transcripts on microfilm (some transfer credits are not that old on microfilm) occurred. STC is a Datatel conversion program is being looked into. Patricia is working with the Team on this. A curriculum subcommittee consisting of Jean Roberts, Judy Eistedt, Kathy Krentz and Terri Jourden has been formed. A/R: Please see “Decisions Made” ID 2 and “Action Item” ID 1. Rosemary added that E-commerce is up and working and it is being tested. Kelley asked Rosemary to please email the codes approved today to Patti D’Avignon. Rosemary said no problem. Admissions: No report.	Jean Roberts, Student Services Team Lead
2	Financial Aid: Bruce reported the Team is waiting on some information on the data conversion. Perry emailed Bruce on that he is having some issues on the ELF (a Datatel conversion program. Patricia said he is still working on it and explained that where Perry is, is three hours behind MI time. Patricia explained they are going to put it over to a clone first and test it before it goes over to Live.	Bruce Wierda, Financial Aid Team Lead
2	Technical: Patricia informed that restrictions and testing have been uploaded to the Conversion account. Rosemary inquired if they included the delinquency codes. Patricia answered yes. How many credits (12 or 15)/GPA-the policy is a student declared on probation that system will prompt the student that they are required to see a counselor was discussed. Patricia also reported the Team has starting to work on the FA Conversion. Kelley inquired how the not so current students or legacy system students going to know that they have a different student number when they go to register. Kelley and Bruce further explained that some scholarship applications request student/school id numbers. Patricia explained that it is tied into their email account. Rosemary suggested a dummy password type of thing. Teresa suggested placing a start up screen saying something like if you do not have a MCC email address click here type of thing. This will have to be further discussed and worked out. Kelley inquired are we issuing email addresses to students that have not registered. Patricia informed that approximately 25% of MCC applied students did not actually register. Kamlesh explained it would be a waste of allocated resources. Patricia will go back 5 years. When something is decided Jean recommended instructions placed in the schedule as well.	Kamlesh Sanghvi, Technical Team Lead
2	Communications: No report.	Julie Weller, Communica-tion Team Lead
3	Other Issues: None.	Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink

Issues/Risks

ID	Issue/Risk and Description	Owner	Importance[i]	Date Entered	Date to Review
1	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.	Team Leads	HIGH	7/27/06

Action Items

ID	Action Description	Comments	Owner	Status	Planned Completion
1	Present the addition of Accounts Receivable/Cash Receipts codes recommendations to President’s Cabinet for approval:		Rosemary Zink	Complete	Approved by President’s Cabinet via email 4/2/07.

Decisions Made

ID	Decision Item	Discussion	Motion	Second	Approval
1	Motion that the minutes of the FIT Implementation Oversight Committee of March 22, 2007 be approved as presented:		Kelley Conrad	Rosemary Zink	Unanimous
2	Motion to add Accounts Receivable/Cash Receipts codes: CK, VI, MC, DIS, EFT, GC, WEB, NSF, AMT, WRA, WRP, ADJ, RFND, 01, 03, 04, CEFEE, CETUI, NSFFE, PRKFN, REGFE, RRENT, TECFE, TUIFR, SAMWV, BKSTR, CRSFR, CRSFN, LIBFN, MINDW, INDWV, CKREF, BKSTR, OTHFE, REGFE, TUITN, WAIVE, EVENT, FEDGT, STGRT, PRKFN, GRADF, NSFFE, BANK, BMISC, BLIBF, BNSFC, BPRKF, BR054, BR061, BR062, BR063, BR064, BR071, BHOLD, AND BTUIT for recommendation for President’s Cabinet for approval as presented:	Rosemary explained Patricia needs these codes to convert over soon. Diane explained that in the faculty contract faculty are allowed to take one course a year with the fee waived and inquired if Rosemary needed the language on that for a code. Rosemary said it doesn’t affect these codes therefore she did not need the language.	Kamlesh Sanghvi	Kelley Conrad	Unanimous

Invited Participants

ID	Name	Title	Department	Attend[ii]
1	Kamlesh Sanghvi	Project Co-Chair & Technical Team Lead	OIT - SunGard Higher Education Managed Services	√
2	Teresa Sturrus	Project Co-Chair	Academic Affairs	√
3	Rosemary Zink	Project Co-Chair & Financial Team Lead	Financial Services	√
4	Kelley Conrad	CORE Team Lead	Counseling	√
5	Perry Goodwyn	Systems Consultant	SunGard Higher Education Managed Services	N
6	Aaron Hilliard	Change Management Team Co-Lead	Human Resources	√
7	Diane Krasnewich	Change Management Team Co-Lead	Math/Science	√
8	Kelli Loughrige	Scribe	President’s Office	√
9	Jean Roberts	Student Services Team Lead	Records/Registration	√
10	Mary Smith	Human Resources Team Lead	Human Resources	N
11	Julie Weller	Communication Team Lead	Public Information	√
12	Patricia Werly	Systems Analyst	OIT - SunGard Higher Education Managed Services	√
13	Bruce Wierda	Financial Aid Team Lead	Financial Aid	√
14	George Maniates	Admissions Team Co-Lead	Student Services	N

[i] 4: critical/severe; 3: high; 2: moderate; 1: minimal/minor

[ii] √: attended meeting; N: not present; S: sent representative; R: representative; G: guest

Implementation Oversight Committee

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IOC MINUTES

Meeting Logistics