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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, 9/13/07
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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 8/23/07 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: Diane reported the she met with the SAM Team. She and Kathy Krentz are diligently working on Kathy Krentz on standardizing a format for training manuals which they will bring to the IOC table for approval. Diane reiterated that that will be individual manuals but believes there should be a cohesive main manual.
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Aaron Hilliard & Diane Krasnewich, Team Co-Leads
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2
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CORE: No report.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial: Rosemary reported the Team had a meeting yesterday. Process was run and everything went well.
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Rosemary Zink, Financial Team Lead
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2
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Human Resources: Mary reported that discovery sessions on web time entry and assignment contracts were held. There will be trainings in Oct. Diane informed that her departmental secretary positively commented on the new Faculty Load Sheets and process. Mary inquired to Patricia on where to direct departmental secretaries’ questions on positions and they are to contact the Academic Affairs Department.
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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 checking grades. Please see “Decisions Made” ID 2 & 3 and “Action Items” ID 1 & 2. Jean reported with the summer grade conversions there were only approximately 10 glitches. Jean informed that she had sent a College wide email on withdrawal repeat forms and that they might still have to done that way for a tad longer until transcripts will be online. Degrees need to be converted yet and Jean informed that she will need much assistance in proofing. Approximately 200 transcripts get sent out during busy months. Special Populations Department still needs to be met on and discussed using the new system. Jean benchmarked other colleges on this area. Kelley informed of a discussion she had with the Director of Nursing Pam Brown on privacy and liability of information gathered on nursing students. Jean mentioned that they are looking at redoing the transcript format. For CE registration is difficult to obtain proper identification to change names therefore for now Jean authorized allowing changes via over the phone.
A/R: Rosemary reported that they tested loans with Financial Aid yesterday and will test more today before downloading the rest next week. Approximately 1100 signed up for the FACTS mandatory payment plan. If students drop there may still be charged need to be owed from FACTS. Rosemary will investigate. Rosemary said many policies and procedures and policies need to be set up yet.
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Jean Roberts, Student Services Team Lead
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2
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Financial Aid: Bruce reported that everything is going well and that there department is up by a half a mill this year. A/R testing is going well and the refunds will possibly go out in the next 10 days. Bookstore went well. Kelly informed that in a recent meeting Bookstore Manager Kim Oaks stated that she was very pleased how everything went. Patricia recommended putting that in the Fit Newsletter.
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Bruce Wierda, Financial Aid Team Lead
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2
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Technical: Patricia reported that all met with Christine from SunGard. Christine is creating a matrix of all the time requests completed, etc.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications: Julie reported that a FIT Newsletter will be coming out soon. Diane recommended giving kudos and mentioning specific departments in the newsletter. Julie will also contact George Maniates to get the enrollment stats.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues: Project Overview with the President’s Cabinet on Tuesday, 9/18/07 @ 9:00am. FIT IOC 9/20/07 Meeting was cancelled.
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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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None.
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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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Jean Roberts
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Closed
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Via email Tuesday, 9/11/07
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2
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Present the addition IOC approved SAM CCD Codes, Professional Codes and Diploma Codes to President’s Cabinet for information:
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Jean Roberts
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Closed
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Via email, Tues., 9/25/07
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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 8/23/07 be approved as presented:
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Diane Krasnewich
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Mary Smith
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Unanimous
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2
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Motion to add SAM Retake Policy RPOL-R3 & Certificate Codes-OSREC-OSE-Receptionist/Typist, OSINF-OSE-Info Proc Special and EDFC-Family Day Care (FDC) (Instead of EDCD) be approved for information to President’s Cabinet as presented:
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Via email Wed., 9/12/07
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3
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Motion to add SAM CCD Codes, Professional Codes and Diploma Codes be approved for information to President’s Cabinet as presented:
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Jean Roberts
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Via email Tues., 9/25/07
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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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N
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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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√
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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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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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