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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, 6/07/07
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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 5/31/07 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: Kelley reported the Team is worked on and will be tweaking the directions for the student “Personal Data” change form. The forms and directions have been distributed to several persons to test and report their feedback. Next the Team will work on the employee change form. Students will be able to change address, phone number, etc. on the system. An issue of fraud-students lying on the change form was discussed. Aaron iterated that there is a log in and a secure password that verifies who they are in the system. That takes the liability off of MCC. The forms will be on the common drive, shared drive. Rosemary concerned if getting the correct forms with the right documentations to the correct place. She explained that name changes needs a copy of the social security number for student payroll. Kamlesh suggested it only gets returned to one area. Kelley informed that room capacities are set by the fire regulations are not the capacity of a course. Please see “Decisions Made” ID 2 & “Action Items” ID 3.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial: Kamlesh inquired if FRX was working on Beda’s computer to which Rosemary replied yes.
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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 the Team is getting ready for fiscal year end, entered new calendars for next year, had to clear some totals and then will be testing.
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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 there are 820 sections built in the system, nursing and r/t have to be entered yet and some tweaking will need to be done like with rooms, prerequisites, etc. Still have to enter a different required date for all the late starting classes. Staff/Team will be working overtime until and working all weekend before the Live date of July 1, 2007. Kamlesh explained that TIP will not be available Thurs., 6/28/07 evening and all that weekend. It will be back up on Mon., 7/2/07. Rosemary has concerns on this with payments received. Perry is supposed to get back to them. Jean has not heard back from nursing yet in regards to have them registering first therefore testing the system. Concerns of allowing/having support staff entering grades for adjuncts was discussed. Diane stressed that there will have to be instruction for all on how to enter grades. The concept of having the CTL be involved in this issue as well was discussed. Many concur that this an Academic Affairs issue and not a FIT decisions. Please see “Decisions Made” ID 4 and “Action Items” ID 5. Please see “Decisions Made” ID 5 and “Action Items” ID 6.
A/R: Rosemary passed around the new receipt for information. The Team is completing much testing. Please see “Decisions Made” ID 3 & “Action Items” ID 4.
Admissions: No report.
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 of the proper procedures/routing of the green sheets. There will be an adjunct counselors training Mon., 6/18/07. Bruce and Kelley will meet at a later date to go over things for the training.
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Bruce Wierda, Financial Aid Team Lead
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2
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Technical: Kamlesh reported that the second conversion (everything being brought over) will be done this week. Patricia, Perry and Jean are working on demographics issues. Joan Jolman is working with George on a bridge between Compass and Colleague. ACT will be updated twice a week via the internet. Mike Alstrom is working with Financial Services to get the deferred payment up and running by 7/1/07. Rosemary informed that an overview/training on deferred payment is on 6/18/07.
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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: Due to the MUG Conference next Thursday, 6/14/07, IOC unanimously voted to cancel the IOC Meeting for that particular day. The MUG Agenda and break out sessions 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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Julie inquired via email that she had not received any changes or approvals for the Faculty newsletter. Kamlesh replied that some of the Team met after the FIT IOC meeting for almost an hour and made lots of changes to the document. We are definitely on track to be completed soon. Diane will email all of us document with changes sometime next week. Kamlesh thanked Diane for all her assistance in this matter. This will not only go out by email but be placed into the faculty packet going out in July for the “Faculty Seminar Days”.
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Communication Team
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Closed
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Monday, 6/18/07.
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2
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Student FIT Newsletter/Brochure Update
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Julie reported via email that the brochure is at the printer, and will be mailed early next week. There will be approximately 900 extra brochures for distribution here on campus. Kamlesh thanked Julie for all her assistance in this matter.
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Communication Team
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Closed
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Mailed out Week Ending 6/15/07
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3
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Present IOC approved the addition of room codes: CTC117, CTC119; department code: UPBD for Upward Bound to President’s Cabinet for approval as presented:
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Kelley Conrad
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Closed
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Approved by President’s Cabinet via email Friday, 6/8/07.
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4
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Present IOC approved added A/R code PPLAN for deferred payment to President’s Cabinet for information:
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Rosemary Zink
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Closed
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Emailed out to President’s Cabinet Thurs., 6/7/07 for information.
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5
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Present IOC approved APPL.TEST.SOURCES, VAL Codes: ETS, CB, LG and PLACEMENT NONC TEST CODES for ACT Electronic Upload: ACT.E, ACT.R, ACT.S and ACT.W to President’s Cabinet for information:
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Jean Roberts
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Closed
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Emailed to President’s Cabinet Wed., 6/13/07 for information.
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6
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Present IOC approved added NON COURSE (NONC) TEST CODES: CLEP.ENLIT, CLEP.HSTA1, CLEP.HSTA2, CLEP.HSTW1, CLEP.HSTW2, AP.GOVTUS, AP.GOVTCOM, AP.HISTE, AP.HISTA, AP.MUSIC, AP.PHYSCM, AP.PHYSCEM; and deletion of codes: CLEP.HIST, AP.GOVT1, AP.GOVT2, AP.EHIST, AP.AHIST, AP.MUSIC, AP.PHYSC to President’s Cabinet for information:
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Jean Roberts
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Closed
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Emailed to President’s Cabinet Wed., 6/183/07 for information.
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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 June 7, 2007 be approved as presented:
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Bruce Wierda
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Diane Krasnewich
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Unanimous
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2
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Motion to add room codes: CTC117, CTC119; department code: UPBD for Upward Bound be approved for recommendation for President’s Cabinet for approval as presented:
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Kelley Conrad
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Diane Kranewich
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Unanimous
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3
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Motion to add A/R code PPLAN for deferred payment be approved for information to the President’s Cabinet as presented:
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Rosemary Zink
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Jean Roberts
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Unanimous
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4
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Motion to add APPL.TEST.SOURCES, VAL Codes: ETS, CB, LG and PLACEMENT NONC TEST CODES for ACT Electronic Upload: ACT.E, ACT.R, ACT.S and ACT.W be approved for information to the President’s Cabinet as presented:
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Jean Roberts
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Approved via email Wed., 6/13/07
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5
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Motion to add NON COURSE (NONC) TEST CODES: CLEP.ENLIT, CLEP.HSTA1, CLEP.HSTA2, CLEP.HSTW1, CLEP.HSTW2, AP.GOVTUS, AP.GOVTCOM, AP.HISTE, AP.HISTA, AP.MUSIC, AP.PHYSCM, AP.PHYSCEM; and delete: CLEP.HIST, AP.GOVT1, AP.GOVT2, AP.EHIST, AP.AHIST, AP.MUSIC, AP.PHYSC, and be approved for information to the President’s Cabinet as presented:
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Jean Roberts
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Approved via email Mon., 6/18/07.
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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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√
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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
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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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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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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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