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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, 5/03/07
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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 4/26/07 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: Please see “Action Items” ID 1.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial: Kamlesh reported that the Team is working with OIT on E-commerce.
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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 the Team is done with the sampling and now are checking 1 to 2 students in each program (400 student’s total). Jean thanked Patricia for her assistance. The Team is still working on courses, equivalency codes, and prerequisites. In the future procedures have to be adhered to with changes in perquisites; it has to go through the council system-first has to go to IAC for approval then onto Coordinating Council. Jean said that they need to have faculty added to Live so they can add faculty to the sections. The Team will be starting to check the conversion and are working on priority registration. Kamlesh gave kudos to Jean for working on this, working so it won’t bogged down the system. The Team created a conversion table for the Legacy testing scores to convert into Compass. Many high schools don’t have the computers and still have the paper tests so scores will have to be entered manually for Fall from these. When completed, Jean will email the placement test conversion table to Kelley for the Counseling Dept. George did some research on electronic downloading ACT test scores. Kamlesh mentioned it does not make sense to manual enter them.
Jean reported that a Student FIT Newsletter is being worked on explaining our new and improved system, what to look for, etc. Kamlesh stressed that this should be a big deal, because we are communicating the system to the students. Discussion on what it should contain occurred. Patricia and Kelley recommended putting in something on counseling in it as well. It will come out of the FIT budget. Diane will work on a Faculty FIT Newsletter to inform the faculty. She will email a draft out.
A/R: No report.
Admissions: Kamlesh reported that Active Apply application is ready to go, however, the deadline for integration (batch from Active Apply to Colleague Live) is Friday, 5/11/07. Some things had been missing and Jean helped out in this matter; Kamlesh thanked Jean for her assistance and working late.
Degree audit: Jean reported training will begin in July 2007.
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Jean Roberts, Student Services Team Lead
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2
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Financial Aid: Kamlesh reported that FA is Live! The new system was more efficient in time. Kamlesh emailed out the completed FA numbers:
· 1899 student financial aid applications (ISIRs) were imported into Colleague
· 1117 applications were for returning students, 782 were for new students
· 1095 Missing Item Letters were generated and have been printed
· 804 students were auto-packaged and Award Letters were created. Awards that were auto-packaged include:
o $1,154,600 in Pell Grants
o $1,018,893 in offered college work-study
o $54,400 in campus based aid.
The students won’t have the capacity to view personal FA statuses, etc. via online until Winter 2008 just as a precaution to make sure everything is working properly. Kamlesh explained that this was a perfect example of how one module affects other modules. He stressed how wonderful it was to see everyone coming together as a team to make FA going Live happen. Kamlesh asked for all Teams Leads to emphasis accuracy and procedures; it’s not how fast but more about accuracy for the long run.
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Bruce Wierda, Financial Aid Team Lead
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2
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Technical: Patricia reported that there will be only 2 or 3 more conversions that have to be done for the student module. Jean added that checking the transcript will be a huge project. Kamlesh agreed. Kamlesh gave Patricia many kudos and for Jean for going over and beyond. Jean gave kudos to the SAM Team as well.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications: Julie inquired if there should be a pre-party per say in July sometime before the big final one in the Fall. Julie will work with graphics on jazzing up the Student FIT Newsletter.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues: Kamlesh encouraged and asked every one to start to communication physically to our students about our new system.
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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 code: DR- Duplicate Record, IOC recommendation to President’s Cabinet for approval:
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Kelley Conrad
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Closed
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President’s Cabinet Meeting, Tues., 5/1/07
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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 26, 2007 be approved as presented:
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Kelley Conrad
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Diane Krasnewich
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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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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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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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N
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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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√
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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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N
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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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N
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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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