LIMT Meeting Minutes

Monday, April 28, 2003

Updates/Announcements
Jan Kleminsky is on vacation for 3 weeks and Sue Iverson will be in Portland the week after next for 5 weeks.  Lee Hallin will fill in for Jan and Thwing Havens for Sue during their absences.

Phase 2 Work Plan
Three handouts were distributed:

• Items already purchased and yet to be purchased Locally developed systems and interfaces
• July 2003 to December 2004 LASR Work Items

The materials provided will be used to determine a work plan outlining LIMT's focus for the next 12-18 months of the project.  LIMT should be prepared to identify critical and non-critical needs at the next LIMT meeting with a goal to provide a high-level work plan and budget to the Steering Committee on May 23, 2003.  A concern was voiced about how to handle calls from staff when locally developed systems and interfaces can no longer be accessed.  Team leaders should determine if there is a way to meet the user's needs without creating another system.
   
Software Upgrades
This will be a standing agenda item to facilitate software upgrades.  Currently, Computer Services is awaiting an OK from Student, Finance, Human Resources and Financial Aid Modules to move General 5.5.2 and Student 5.5.1 from TEST and PPRD into Lane.  Team leaders will respond to Jan's e-mail and to LIMT about the upgrade.

Series 25 Update
Schedule 25 assigned approximately 75% of the classrooms for Summer term.  Classrooms were pre-assigned for sections needing specific rooms.  The final Summer schedule proof is April 30 in PE206.  Work is beginning on the Fall term class schedule.

Student Update
The Student module goes live in 5 weeks.  Work continues on finalizing the text for the Summer term class schedule.  Staff and students will participate in the 3rd, and last, mock registration next week.  The Student Core Team received a good response to the training survey published in the Daily.  The survey was used to help identify the level of training needed by staff across campus.

Human Resources Update
Debra Watson and Germaine Mock are the payroll contact people for the April 16-30 pay period.  Departments need individual employee vacation accrual records for year-end processes.  Human Resources is working with Computer Services to create a departmental report that can be used to identify how much vacation an employee must use before June 30, 2003 and/or how much can be carried over into the new fiscal year.  The report and a cover letter will be sent this week to managers and administrative assistants.  LIMT supported this method of reporting vacation information to departments.  Germaine Mock will attend the Monday morning FIT meetings to ensure communication between Human Resources and Finance.

Finance Update
The year-end closing memo will be distributed to departments next week.  Finance is working to correct an error in how OPE is being calculated.  Finance will send an e-mail to managers and Peer to Peer that OPE rates are incorrect, especially in overtime accounts.  The problem should be remedied within 3 weeks.  Dates for additional budget report training for managers and administrative assistants will be announced soon.

Financial Aid Update
Approximately 500 notifications are going out weekly.  The team is working on packaging parameters and award letters to be mailed out June 2.  The office is taking big steps in implementation and moving away from business as usual and streamlining processes.  Sponsored Accounts staff are working on system development in Banner.  Working with student accounts on billing, collections, etc.  is the next step.  The Student Team is working to load 1,000 Fall term admission applications so Financial Aid applicant data can be loaded into Banner.

Instructional Managers
No report

BWEL Update
No report

Banner 6.0 Upgrade
The Finance and Student Core teams identified August 31 as the date for the Banner 6.0 upgrade in Lane.

Collecting Student Evaluation of Faculty Data
The Testing Office owns the program and process that is used to summarize information gathered during the student evaluation of faculty process.  At the April 4 Steering Committee meeting, Cheryl Roberts informed LIMT that the current process will not be supported after April 30, and requested any assistance LASR can provide in developing a replacement system.  Although the issue is not critical path for LIMT, it is critical that the College identify a way to collect and distribute  this evaluation data.  Stephen Pruch will discuss the issue with the Office of Instruction and Student Services and report back at the next LIMT meeting.  Any thoughts may be sent to Stephen.

Action Items
Identify critical and non-critical needs for the Phase 2 Work Plan
Notify CS of approval of upgrades to Lane.