April 11, 2012
Administrative Computing Advisory Committee
April 11, 2012
Present: Joel Cooper, Jim Fergerson, Sue Traxler, Linda Thornton, Julie Anderson, Dan Bergeson, Roger Lasley, Rod Oto
Absent: Julie Thornton
Agenda:
1. Review, approve minutes of March 5 meeting
2. Update on infrastructure, risk management (Joel Cooper)
3. “Ellucianations”—report from the last Datatel User’s Group (Sue Traxler)
4. Begin discussion of developing key indicators for IT (Jim, all)
5. Announcements, items for next meeting
Review minutes of March 5, meeting:
The minutes from the March 5, 2012 meeting were approved with no changes.
Update on infrastructure, risk management:
Last fall ITS began working with the Business Office as part of the Enterprise Risk Management process to identify and evaluate areas of potential IT risk to the College. ITS came up with a list of 44 risks and then we rated them 1-5 by consequence and likelihood. The Business Office then consolidated them into 12 key risk areas. A couple items at the top of the list were 1. Separate infrastructures for IT, Telecomm, EMS, cable TV - creates competition for resources, duplication of expenses, and incompatibility. 2. Data breach – loss of confidential data. Joel Cooper presented this information along with a variety of slides representing overall ITS expenses and spending to the Board of Trustees this past February.
The College is currently in the assessment phase of this process which will be completed next October when the last three remaining departments present their findings to the Trustees. When that is completed, the institution will put all the key risks together, score the items, and bring that list to the Tuesday Group Meeting where they will determine areas of priority to address first.
Linda Thornton gave us an update on the initiatives to collaborate with St. Olaf. Our Presidents have started a dialogue to find opportunities for the two Colleges to collaborate. The Mellon Foundation also has grant money for these types of initiatives that we would like to take advantage of. Currently we are in the process of pulling together groups, in both academic and administrative areas, to actively engage in preliminary conversations. ITS already started discussions last December with the St. Olaf IT staff when we met to talk about collaboration; current and existing, barriers to, and ideas for potential and future collaboration. Since then we have formed a sub-group to continue those conversations and find ways in which the two IT groups can work together. One of the first areas the College is exploring is the HR/payroll system. A meeting has been setup on April 30th to talk with four HR/payroll vendors. One of the challenges we face is clarifying the scope and timeframe of this process. Next steps are for our committee to think about opportunities to collaborate and be aware that there are preliminary conversations going on.
Ellucianations – report from the last Datatel User’s Group Conference
Last week Sue attended the last Datatel User’s Group Conference. Datatel recently purchased SunGard and are now called Ellucian. Eight staff from Carleton attended the conference: 5 ITS, 2 Business Office, and 1 from Human Resources. Sue attended the executive forum and reported the following highlights from it:
· Ellucian owns Advance, Power Campus, Banner, and Colleague
· Size of Community: 2,300 client institutions, 13,500 user group, 20,000 on-line community
· New leadership teams were introduced
· Continue to invest in all products and all roadmaps unchanged for 2012
· Themes from forum:
a. Flexible options – continue with all four products
b. Broader, accelerated solutions
c. Web based service updates –federal enhancements
d. Emphasis on self-service: mobile technology, workflows, student planning
e. Upgrade to portal – need their portal to use enhancements.
Begin discussion of developing key indicators for IT:
We did not have time to discuss this agenda item; however it was suggested we could get some of this information from the Educause Core Data Survey.
Items for next meeting:
1. List of ITS summer projects
2. Developing key indicators for IT.
Meeting adjourned at 3:10pm
Submitted by,
Candyce Lelm