Administrative Computing Advisory Committee

Administrative Computing Advisory Committee

March 1, 2011

Present:  Jim Fergerson, Joel Cooper, Sue Traxler, Dan Bergeson, Julie Anderson,

Linda Thornton, Julie Thornton, Rod Oto, Roger Lasley

Guests:  Julie Latham, Linda Borene

Agenda:

1.      Approve minutes from 2/4/2011 meeting

2.      Recruitment Plus replacement update/discussion (Linda Borene)

3.      Discuss Data Policy Guidelines (for Data Management Group--Julie Latham, Jim Fergerson )

4.      Discuss/confirm new ACAC charge (please bring any specific suggested changes in wording to the meeting)

5.      Information Security issues (summary of trustee presentation – Sue or Joel)

6.      ITS project list (if time permits)

Approve minutes from 2/4/11 meeting:

The minutes were approved with the addition of Julie Thornton, Dean of Students division, to the committee membership.

Recruitment Plus replacement update:

Linda Borene, from Admissions, joined our meeting to give us an update on the replacement of Recruitment plus software which reaches its end-of-life October 31, 2013.  A selection committee has been formed with the following as members: Linda Borene, Katy Hargis, Jennifer Hantho, Michele Kamen, Karl Madsen, Richard Goerwitz, Mark Heiman, and Mike Kotchevar.  They have started the process of looking at 20 + vendors and plan to narrow that list down to 8-12 to take a closer look at.  The group plans to meet in mid-March to set some timelines and other criteria. In June, Linda and others will be attending a Recruitment plus conference where 12-15 vendors have been invited to demo their products.  There are approximately 140 schools that will be looking for a replacement  to Recruitment plus including some from the area; Macalester, St. Olaf, Concordia, and Augsburg. Some of the features the committee is looking for in a new product are: user friendly, integration with our existing systems, reporting strategies, ease of support, and migration of current data.  At the point where the committee invites vendors to demo their product on campus, they will invite other staff to view them. Right now they foresee having a system in place by fall 2012 and run both systems in parallel while they transition over.  Linda will return to give us another progress update sometime this summer or early fall.

Discuss Data Management & Access Guidelines:

The Data Management Group has been working on this document over the past year and presented it to our committee for discussion. The ACAC committee felt that it was well written and provided good top level general guidelines. This document provides us with a good opportunity to engage the campus in learning more about data management and our responsibility of it as users.  As we reviewed the sections questions arose like - Who are the data owners? Where should sensitive data be stored? FERPA requirements and understanding them?  What’s the plan to distribute and enforce these guidelines?  After further discussion the committee endorsed moving forward with the following:

·         Have the Data Management Group incorporate changes and additions to the document.

·         Incorporate it  into Human Resource’s hiring and training requirements

·         Good topic of discussion for The Occasional Meeting group

·         Publish on the web with links to other existing policies such as; document retention policy.

·         Present these guidelines to the Technology Planning & Priorities Committee.

The ACAC committee plans to look over the finished document again at a later meeting for approval.

Future agenda items:

1.      Discuss new ACAC charge.

2.      Information security issues – summary of Trustees presentation (Sue)

3.      ITS project list.

Meeting adjourned at 4:00pm

Submitted by,

Candyce Lelm