Monday, May 12, 2003

Brief budget update
Overall, the project budget is in good shape.

Optional 500 hours of consulting time
LCC’s contract with SCT provides an option to purchase 500 additional consulting hours by June, 30, 2003 at $170 per hour.  LIMT will consider purchase of these hours as part of the development of the  Phase 2 Work Plan.   The college maintains an annual agreement with SCT for general support via Action Line and technical support.  This assistance is available to the college without additional costs.

Preliminary Phase 2 Work Plan for Steering Committee
Team leaders will review the LIMT May 12, 2003 draft distributed at this meeting, prioritize items to be purchased for the Phase 2 Plan and notify Stephen if there are items missing.  The Office of Instruction and Student Services wants to keep SCT Banner Connection for WebCT in the mix.  LIMT is waiting for price quotes from SCT to upgrade Oracle, SCT Banner XtenderSolutions and SCT Banner Datamart.   The plan, including a proposed budget and expected expenses through December, 2004, will be submitted to the Steering Committee on May 23, 2003.

Software Upgrades
Team leaders are reminded to respond to Jan Kleminsky via e-mail, with a copy to Lee Hallin, about proceeding with software upgrades.  This process will be ongoing as upgrades are received.

Series 25 Update
No report

Instructional Managers
Managers want to know, when using a Datamart tool, if data can be extracted in various formats.

Financial Aid Update
Packaging for 1,268 students is ready to go for next year, letter generation is going well, Sponsored Accounts and Financial Aid processes are going as anticipated.  System limitations are complicating processing past due accounts.  There are questions about the appropriateness of extending credit to students and how to handle past due accounts. A suggestion was made to prepare a proposal  for LIMT to endorse and take to ET.

Student Update
The SCT distributed training evaluations to 150 mock registration participants last week; 96 evaluations were returned.  Results indicate the registration was successful and students had little or no trouble navigating the system.  The team continues working to improve ExpressLane Help comments.  A meeting is scheduled with Virginia Brady, Telecommunications, to discuss a possible telephone line overload when registration begins on June 2nd.  The Summer term class schedule includes more than 25 policy and procedure changes.  The team emphasizes the importance for staff to understand  these changes to better assist students.

Human Resources Update
No report.

BWEL Update
Continuing Education  needs to know the process for setting up new part-time faculty in the system so they can be assigned to teach classes, and whether the non-credit process will be different from the credit process.  Jane Scheidecker will follow up with Margaret Kimble and Lida Herberger.

Finance Update
Finance requests that the SCT not drop financial aid students who were registered during the mock registration so Finance can test the Financial Aid disbursement process.  The year-end closing memo has gone out to managers and administrative assistants, fixed assets are transferred from CoCo to Banner, OPE is corrected.  The team is on track for corrections by May 15 to position budgets and to make corrections to payroll FOAPs.  An update on the OPE issue will be communicated to departments.  Corrections to FOAPs prior to December should be processed on an ICO with back-up details for auditors attached; January, 2003 forward should be processed as a journal entry  by Human Resources.  A total figure for full and part-time may be submitted to College Finance and they will calculate the OPE and make adjustments.  College Finance will communicate the process to managers and Peer to Peer.  LIMT will discuss long-term training needs and coordinate with Eric Mustoe.

Course Evaluation Issue
Stephen and Linda met with the Office of Instruction to discuss the course evaluation issue.  LIMT will work on the issue when the Office of Instruction identifies who owns the issue.

Stephen Pruch to Serve on SCT National Advisory Board
SCT has invited Stephen Pruch to join their National Advisory Board.

Downtown Center ExpressLane Computers
Jane Scheidecker will contact Deb Lamb regarding computers in the DTC lobby and Linda DeWitt will contact Thad Cowdin about the wiring.

Unsupervised Computers
Computer Services staff are converting computers in the Building 1 lab and lobby area.  A concern exists about computers that are located in unsupervised open areas.  Instructional Computing is working on a  “ghost” for ExpressLane student access machines in relatively unsupervised areas that will restrict access to ExpressLane pages and other services linked from those pages.

System Stress Test
Whether to conduct a system stress test prior to the first registration was discussed.  LIMT agreed that a test would not identify what to do if the system slows down.

Access Requests for Staff
Access to the tools necessary to do one’s job must be an easy process for staff who have been trained on the system.  Access requests can be directed to Lee Hallin and/or Jan Kleminsky.

LASR Update Items
May 16 LASR Updates items include an ExpressLane demo on how students will register using ExpressLane, a support plan for the year-end close and an overview of the Registration training and modules.

Action Items
Feedback to Stephen regarding Phase 2 Work Plan