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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, 7/19/07
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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 7/05/07 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 brought up the issue of students being able to change their information. Kelley distributed the Change Request sheet and inquired if & where to put it on the web. Patricia explained that there is an option available in Web Advisor however it goes into a holding file where someone would have to change it. Kamlesh inquired where does this issue fall in priority levels. Jean said well it is important there is a lot of returned mail, bills not getting received thus not getting paid etc. Jean and Patricia will investigate this issue further. Kelley mentioned to do it bath in a PDF format & then on Web Advisor as well. Discussion occurred of all the places to put it out on the web. The duplicate record code/privacy code has been implemented and Kelley inquired who else should have authorization to use this code. Kamlesh wants to make sure everything is defined properly and by their job functions to obtain authorization to use this code. Kelley said it is real tight and everything was approved all the way through the Cabinet level. Bruce will be added.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial: No report.
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Rosemary Zink, Financial Team Lead
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2
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Human Resources: Rosemary inquired about the Fall load sheets. Mary answered that once Student Module is up & running, then OIT will assist HR in this issue. Deadline to have the load sheets ready to go is mid August. Rosemary, Patricia, Kamlesh and Mary will meet separately on this to discuss in further detail.
Payroll: Rosemary reported that they are working on second quarterly reports and cleared out the old fiscal year.
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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 2 and “Action Items” ID 1. Jean reported they are Live and working out some bugs. There are institutional policy issues with permission slips. Faculty has to authorize and override but the student still has to register. Jean had sent an email out to all. Jean, Kelly & Diane discussed it in further detail. The rule of a student can not take a course twice is causing problems as well. Kelley agrees with Jean that this is not a good rule and needs to be changed in the system. Everyone has to stress to the student that they are not registered only authorized when the permission slips are signed therefore they still need to register for that class. Another issue Jean explained some students do not have a residency status come over so they are unable to register, problem with the query. It will be looked into. Jean reported that there have been a handful of duplicate name issues. Jean thanked the OIT staff for all their hard work and assistance in going Live.
A/R: Rosemary reported on sending out statements looks as if the AGST registration statement will be used. An issue has arose of forwarded Summer charges already paid in TIP are showing up on their statements. Perry is calling Rosemary today on this issue. The Team ran statements but it wouldn’t let them print just a term so that will have to be resolved. Some due dates are incorrect because of when went Live so they have to be adjusted as well.
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 and Jean reported that the biggest issue is whether the students have an active program. Bruce quoted 633 with no active programs and 1286 undecided. Undecided can get FA to a certain point then they have to declare a program/major to qualify. Kelley reiterated that this is a financial aid specific issue to have to declare a program. Bruce agreed. Jean said this will have to be added to the communication management in various areas to the student. Bruce will send out letters referring to they are not eligible and a due date when to contact the college by to change it. Kelley suggested a form type of mailing where the student can return mail it as well. Bruce inquired if there are any “unknown address” procedures here to follow. Bruce updates his returned letters in the Word document with the ISERS uploaded information. Kelley is looking into this issue. Kamlesh inquired on the legalities of changing addresses. Jean will benchmark other colleges to see their policies. Bruce met with Nenet yesterday. Looks like next Fall we will be electronic with FA. Bruce is working with Sherrie on standards of academic progress. Rosemary inquired if the same lists will be received and Bruce said yes however it may be in some different form or way to obtain it.
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Bruce Wierda, Financial Aid Team Lead
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2
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Technical: Kamlesh reported .that the communication management letter going out with the Faculty Seminar stuff went to IAC and they made changes. Kamlesh read the letter out loud to everyone.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications: Julie reported that she will try to get out 3 FIT Newsletters before Faculty Seminar Days. Prizes were discussed.
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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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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 IOC approved added codes LHC to BLDG.CODE; CO to OFFICE.CODE; and ASSOC, BACC, PROF, OTHER to DEGREE.TYPES to President’s Cabinet for approval as presented:
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Kelly Conrad
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Closed
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Approved via email on Mon., 7/9/07.
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2
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Present IOC approved changed Subject Code (SUBJ) CEPRI to CEPI-Project Interceptor, added Course Number (CRSU) codes REG-Regular and DV-Domestic Violence President’s Cabinet for information as presented:
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Jean Roberts
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Closed
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Emailed out Friday, 7/13/07 to President’s Cabinet 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 July 05, 2007 with one change under Human Resource that Assignment Contracts is part of the Colleague system & will be instituted 9 to 12 months after the Student Module goes Live be approved as presented:
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Kelley Conrad
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Mary Smith
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Unanimous
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2
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Jean Roberts
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Approved via email Thursday, 7/12/07.
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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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√
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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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