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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, 4/19/07
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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 4/12/07 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: No report.
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Aaron Hilliard & Diane Krasnewich, Team Co-Leads
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2
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CORE: Kelley reported that a sub-group will be meeting, lead by Stacey DeBrot to do the calendar. Bruce inquired on the particulars. Rosemary explained the CORE Module Master Calendar 2006-07 dates (holidays, etc.) are being inputted into test for billing, receivables, etc. to test. Both Bruce and Jean will be on this sub-team.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial: Rosemary reported the Team is testing patches, working on the budget in which they are running into new things.
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Rosemary Zink, Financial Team Lead
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2
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Human Resources: No report.
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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 patches, placement tests (in which codes were changed almost ever year for English and meant different things) and tweaking courses. Team members are working days, evenings as well as Sat. Judy Eistedt is working on a spreadsheet of courses that need sections for & the restrictions. Kelly suggested if the student has a problem with what they are told explain to them that they can take a current test. Fifteen credit hours with a C or better the student obtains the “ready to succeed” requirement, Jean explained that a program has to be written for this so it will not stop a student for registering. She has been working with Patricia on this. Counselors will be advising students in and off of TIP and it may come over differently in Colleague, Kelley inquired when the students histories be inputted as well as the fall schedule. Jean explained it requires a ton of work. Kamlesh stated it will not be perfect but there will be a schedule to look at. Patricia answered by the end of June. Jean added that there have been issues in testing the test scores so the Team is working on that as well.
A/R: No report.
Admissions: George reported everything on their end for Active Apply is complete and the Team is just waiting for the vendor in which Kamlesh is working on contacting them. Communications Management has been put into Live and the Team is testing it. They are questions with group assignments in which George is speaking with Michele S. on it. George explained that this will aid in being able to document the whole flow of communications out of their office, when, how, etc people receive information. A big concern now is getting FA packages out and “missing item” letters and not losing applicants who are weighing their options. Enrollment is a huge concern of everyone! George turned it over to Bruce.
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Jean Roberts, Student Services Team Lead
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2
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Financial Aid: Bruce reiterated the concern. Jean explained in testing test records were merged together. Patricia explained there was a problem when demographics uploaded initially but believes now there shouldn’t be. Jean highly believes it needs to be reviewed & tested again then before inputted into Live for FA to go forward. George agreed & reiterated how crucial this was. Bruce stressed that the decisions made now affect what is done in the future, so try to do it, test it correctly the first time around. A plan was discussed, timelines projected, Teresa drafted and emailed it out right after the meeting:
1. FA clone installed on SAM Team computers (April 19th)
2. List of 50 for SAM team to check (To SAM Team today April 19th)
3. SAM Team check the 50 students (Monday April 23rd)
4. Perry and Sherry to be consulted (OIT will check with Perry and Sherry today. All issues resolved by Monday April 23.
5. New Clone created for Bruce- Items loaded in clone (Tuesday April 24th)
6. Items moved to live (Thursday April 26th)
Please see “Action Items” ID 1.
Discussion of new students & their packaging was discussed. Kamlesh wondered why new students aren’t being packaged and explained that they have nothing to do with the conversion. Bruce said there are new students in the TIP system, like student employees. Jean agreed that there is a concern of duplicating records with new students. Who ever is inputting the application in is suppose to check for duplication, Patricia explained. Jean added that mistakes do happen though. Bruce stated Plan B would be to load into TIP and then the “missing items” letters could go out in 24 hours. Teresa reiterated that everyone at this table we are all in this together & have each others support.
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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: None.
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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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1. FA clone installed on SAM Team computers (April 19th)
2. List of 50 for SAM team to check (To SAM Team today April 19th)
3. SAM Team check the 50 students (Monday April 23rd)
4. Perry and Sherry to be consulted (OIT will check with Perry and Sherry today. All issues resolved by Monday April 23.
5. New Clone created for Bruce- Items loaded in clone (Tuesday April 24th)
6. Items moved to live (Thursday April 26th)
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All
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Open
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Thursday, 4/26/07
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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 April 12, 2007 be approved as presented:
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Rosemary Zink
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?
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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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N
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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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N
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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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