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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, 5/24/07
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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 5/17/07 IOC Minutes: Please see “Decisions Made” ID 1.
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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 “Decisions Made” ID 2 and “Action Items” ID 3.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial: Rosemary reported that Joan Jolman is waiting on technical response to get FRX installed on Beda’s computer.
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Rosemary Zink, Financial Team Lead
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2
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Human Resources: No report.
Payroll: Rosemary reported there are problems with the retirement reports-codes that have to be fixed as well as problems with benefits and deductions when they are sent over.
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Mary Smith, Human Resources Team Lead
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2
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Student Services: Student Academic Management: Please see “Decisions Made” ID 3 and “Action Item” ID 4. Jean reported that 523 sections have been built and some need to be tweaked. Rosemary recommended having a Live simulation between the entire Student Services Modules. In the Team Lead Meeting possibly next Thursday, 5/31/07, after the IOC Meeting, this will be planned out. Inactive programs in connection with the ISERs were discussed. Patricia will put them in Live. Kelley explained any student that was tagged in TIP with inactive programs was sent a letter to please change your programs and a huge portion was returned. Kelley stated a concern that some programs students can not apply for financial aid. The IR Department aided in discovering deceased alumni and now the Team has to decease 463 alumni in Legacy before inputting into Colleague. Desktop checking of the placement test program which is complicated and timely.
A/R: Please see “Decisions Made” ID 4 and “Action Item” ID 5. Rosemary reported that E-Commerce is working so the Team was able to test transactions both on WebAdvisor and through Datatel. The Team is working to have a student deferred payment plan by July and training for all the Student Module members will be on Monday, 6/18/07. Waivers and which departments handle the processes will be discussed. Bruce inquired on In-District, Out-of-District, etc. codes. Jean explained the code will not be changed however the description has.
Admissions: George reported that the Team did some manual integration with Active Apply explained future batches are not a problem but have to fix past ones. There is a rules problem with communication management in which Perry is still working on it and George inquired of the status. Patricia will connect with him. Kamlesh explained that the integration catches duplicates so that’s why they are testing it manually to see if it is. Two programs: MACRO and Upgraded Job Skills in which the naming code convention isn’t correct in Active Apply not in Colleague was discussed. Waiting to start automatic process until 6/30/07 was discussed. George inquired if we need to continue to keep a paper copy of the application for the future. Jean said a folder needs to be kept for some things for the student. Kamlesh stressed we have to be extremely careful of what we have copies of and let’s not just keep paper copies because we used to do it. Document imagining is not happening now so some copies will have to be kept of other things in students folder, Jean explained, but agreed not a paper copy of applications. What is paper and what electronic record keeping will have to be discussed in the near future & implemented into our system, stressed George. For example GVSU inputs everything into its system and only keeps paper for two weeks after that and then the paper is shredded. Kamlesh encouraged everyone to please review the application in Active Apply because every time there are changes it will cost MCC.
Degree audit: No report.
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Jean Roberts, Student Services Team Lead
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2
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Financial Aid: Bruce inquired about the conversion process in regards to program codes for dual enrolled students and a concern of accidental awarded financial aid. Jean said it will be a Z code of undecided and there is a code of high school guest. George on the FASFA application it is asked if the student has graduated from high school that will be the safeguard also it is still mostly a paper process and he believes that it will not go to an electronic process quickly. Kamlesh stated it is not an MCC problem if the high school dual enrolled student put they had graduated high school. Another issue is Board of Trustee Scholarship high school senior awardees that are not MCC students yet and not into Colleague, convert or do manually into the new system to package. Kamlesh and Patricia explained since there are only sixteen students to input them manually. George inquired if they can put an application into the new system; Patricia stated yes as long as they have a social security number and are assigned a Colleague ID number. Bruce needs to get with Kamlesh to set up the integration with MCC loan server, Nelnet and Datatel/Colleague system. Timeline was discussed. Bruce has talked to Perry about this and he had benchmarked other colleges on this. Kamlesh inquired what Bruce’s plan B is. He answered do everything manually.
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Bruce Wierda, Financial Aid Team Lead
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2
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Technical: With limited resources priorities need to be established. Patricia explained for everyone to compile a list of issues/items that need response by 6/30/07 and ones that can wait till after that date and email it to OIT. Patricia will inquire with Perry on these two issues. Patricia informed everyone of MUG, on Thursday, 6/14/07 and the deadline to register is Friday, 6/8/07. Patricia will email the information to Kelli to forward to the IOC Members. Due to a prior commitment Kamlesh can not attend and invited anyone to take his place on Wednesday, 6/13/07 for a one day Datatel conference at Calvin College for all MI CIO’s. Please email him if you’re interested. Kamlesh explained that there are so many clones currently out there and inquired if any could be deleted. Rosemary recommended waiting until after student modules go Live.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications: Please see “action Items” ID 1 and 2.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues: Issues and concerns on employees’ moral and vacation time in the next six weeks were discussed.
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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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Faculty FIT Newsletter Update Email
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Kelli emailed it out to the IOC Wed., 5/30/07. Please contact Julie with concerns, changes or approval by Thurs., 6/14/07, and cc all IOC members. When that is done Julie will email it out to all and then copies will be given at Faculty Seminar Days.
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Communication Team
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Open
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Thursday, 6/14/07
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2
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Student FIT Newsletter Update
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Julie reported that the initial layout is complete for the Student FIT Newsletter. Discussion of how many are going to be mailed. Should be finalized next week. Kamlesh asked Julie to please run by the best and inexpensive ways to mail it out.
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Communication Team
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Open
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3
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Motion to add MHC-Mercy Home Care to CORE Building Codes be approved for recommendation for President’s Cabinet for approval as presented:
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Kelley Conrad
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Closed
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Emailed out to President’s Cabinet, Thursday, 5/24/07
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4
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Motion to add to test score: ACT.MATH: Short title-ACT Math, Type-T-Test and Category-PL-Placement be approved for information to the President’s Cabinet as presented.
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Jean Roberts
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Closed
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Emailed out to President’s Cabinet, Thursday, 5/24/07
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5
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Motion to add delinquency code BRO72 for Summer Session for the Legacy history being inputted into Colleague be approved for information to the President’s Cabinet as presented.
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Rosemary Zink
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Closed
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Emailed out to President’s Cabinet, Tues., 5/29/07
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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 May 17, 2007 be approved as presented:
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Kelley Conrad
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Jean Roberts
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Unanimous
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2
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Motion to add MHC-Mercy Home Care to CORE Building Codes be approved for recommendation for President’s Cabinet for approval as presented:
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Kelley explained that this addition is because of a name change.
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Kelley Conrad
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Mary Smith
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Unanimous
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3
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Motion to add to test score: ACT.MATH: Short title-ACT Math, Type-T-Test and Category-PL-Placement approved by IOC recommendation to President’s Cabinet for information:
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Jean Roberts
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Kelley Conrad
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Unanimous
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4
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Motion to add delinquency code BRO72 for Summer Session for the Legacy history being inputted into Colleague approved by IOC recommendation to President’s Cabinet for information:
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Rosemary explained that going forward S, F & W along with the year for the sessions will be used. Jean stated a concern that if a different code is required for each session it may cause confusion. Future delinquency code to be used will be discussed at a later date.
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Rosemary Zink
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George Maniates
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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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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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N
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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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√
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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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