Loyola College in Maryland - DOC by TR59h6Z

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									                                 Loyola College in Maryland
                           Technology Governance Committee (TGC)
                                      Meeting Minutes
                                       March 6, 2008


Members Present:
Skip Casey                Amy Filardo             Diane Morris (Datatel)   Terra Schehr
Greg Cukor (Datatel)      Debbie Herman           Crystal Mosher           Earl Smith
Pat Dalrymple             Courtney Jolley         Tom Podles               Jen Smith
Louise Finn (co-chair)    Tara Mangaya            Bruce Rice               Rita Steiner

Members Absent:
Helen Aberle              Scott Greatorex         Sarah Mansfield          Marge Vale
David Beaupre             Mark Lee                Barry Rice               Anne Young
David Daughaday           Mark Lindenmeyer        Donna Riley              Steve Rafferty
Elena Hicks               (co-chair)              Rick Satterlee
Chris Gioconda            Mike Mansfield          Rich Sigler


Agenda Items:
1) Core update - Tara                              5) Ruffalocody upgrade – Bruce
2) Release 18.0 Upgrade                                a. Other third party products
   a. Patch and Test Cycles                        6) Enterprise Content Management – Louise
   b. One Card                                     7) Current Project Tracking in ASD – Bruce
   c. Post R18 Business Cycle Customization            a. Track it demo
3) Business Cycle Activities                       8) Project and Portfolio Management – Louise
   a. Star Rez – Sarah                             9) Open Positions in ASD – Bruce
   b. Flexible Enrollment (April 15 – mid July)    10) Other topics
       Skip Calendar Year End 2007 – Earl          11) Next Meetings
   c. Fiscal Year End Closing – Earl                   April 3, 2008
   d. Others                                           May 1, 2008
4) iStrategy/HEA – Bruce

Decisions/Action Plans:

1) Core update – Tara
   Entrinsic – Steve upgrade/version
   Standardizing Track it
   Software update Colleague/Benefactor – major impact on processes
      DMI listserv, Envision custom codes, custom computed columns
   Discussion on patch process within ASD
      Use Blackboard to post more detailed information
   Help Desk point-of-contact communications approach instead of single person contact
   Financial Aid requests more parental data
2) Release 18.0 Upgrade
   a. Patch and Test Cycles
      April 11 patch date – use Blackboard to post year schedule of patches
     b. One Card
         Weeks of parallel testing using production account
                 manual file – comparing to trigger production file
                 Tweeking minor issues
         Returning students – manually removed at One Card level then manually added
     c. Post R18 Business Cycle Customization
3)   Business Cycle Activities – full cycle not completed until October 2008
     a. Star Rez – Sarah
         Using workaround on Datatel bug
     b. Flexible Enrollment (April 15 – mid July
         Full open enrollment. Different from last year’s Web Advisor
         Health Fair – computers available on site
     c. Fiscal Year End Closing – Earl
         July 2 year end closing. Needed support from ASD
         Helen of HR will have list of needed reports
     d. Others
         Performance Appraisal 3/17 – 4/21
         Notify HR to check their database for prospective hires
4)   iStrategy/HEA – Bruce
         Complete upgrade done mid February. Customization made with validation. Additional
         training needed. New hire, Ravi Kumar, starts after Easter.
5)   Ruffalocody upgrade (web based credit card processing) – Bruce
         Need to validate – June 18 working date
     a. Other third party products
6)   Enterprise Content Management – Louise
         Broad/far reaching concepts. Need formal proposal. Document management through
     entire organization
         Regulatory compliance
         Business processes – touch multiple departments, check for deficiencies
         Move towards paperless campus
         Discovery of how processes are handed off
         Document security / destruction
7)   Current Project Tracking in ASD – Bruce
         Using to create recurring tasks calendar.
         Criteria of who has accessibility to Track it
     a. Track it demo
         Three levels
                 Tech maintenance
                 Tech access for users
                 User access
         Open discussion to access
8)   Project and Portfolio Management – Louise
         For next meeting.
9)   Open Positions in ASD – Bruce
         Bus filled – Ravi Kumar
         PM – Tom
       Production – 2 open positions
10) Other topics
       On-line community
       Automated communication to College
               Alumni
               Grad Bus student – network College activities
       Track it usage to encourage communication
       Business case - interest
11) Next Meetings
       April 3, 2008 – Cohn 33, 2 o’clock
       May1, 2008

								
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