Present:  Linda Thornton, Janet Scannell, Jim Fergerson, Roger Lasley, Dan Bergeson, Julie Anderson, Julie Creamer, Les LaCroix, Mike Kotchevar

Absent: Julie Thornton, Rod Oto

Guests: From Web Services: Jaye Lawrence, Matt Ryan, Mark Heiman,

From the Data Management Group:  Carla Thomas, Peggy Pfister, Shari Mayer, Sara Oster, Melanie Ulrich, Ann May, Richard Goerwitz

Agenda:

1.  Review Minutes from September 24, 2013 (attached).

2.  ITS Updates (Janet Scannell)

        Status of Colleague Makeover "Go Live" (Les LaCroix)

3.  Update from Web Services Team (Jaye Lawrence)

4.  Review DMG Chart of Work (Julie Creamer)

Review of minutes

Minutes from the September 24, 2013 meeting were approved.

ITS updates:  

Janet noted a couple sessions of interest she attended at last week’s Educause Conference.  Ellucian’s student planning module looks good.  It doesn’t address the batch transcript issue, but it’s designed to help students clarify, plan, and track their course of study in order to progress more confidently toward a degree.  A project management session - using a rubric of project management maturity, schools grade themselves keeping in mind self-assessment and other measures.

Colleague Makeover status:

·         After getting feedback from the Colleague User Group we now plan to wait until 8:00 a.m. Nov. 28th (Thanksgiving morning) to shut down the system.  This will give faculty a little more time to enter grades in the HUB.  Due date for entering grades is December 4th by 8:30a.m.

·         Several staff in the Business Office have volunteered to come in on Sunday to do testing.

·         The process will run over the weekend and be up and running Monday morning.  A communication triage is in place so ITS can make the determination by 11:00 a.m. Monday whether to go-live or revert back to the old system.

·         We’re also working on several communications to go out to faculty, students, and staff as it will affect their ability to enter information in the HUB – timecards, payroll, and grades.  Linda encouraged everyone (bi-weekly and students) to complete their timecards and approvals before they leave on Wednesday, Nov. 27^th as this is a Holiday weekend.   

Update from Web Services:

Jaye Lawrence gave us an update on a list of completed, ongoing, and not too distant future projects.

·         One of the Strategic Plan's key initiatives is career advising. The web team recently helped launch two new online tools in support of that initiative:

THE PATHWAYS SITE helps student explore career directions and better understand how their interests, activities, and coursework map to potential career paths. Web Services partnered with Louis Newman and Publications to create the site design and the web team will continue to work with Louis Newman on the next phase of the project (making it easier to maintain).  They will reach out to the Registrar’s Office in order to evaluate if there is a way to capture additional information in Colleague that will make long term maintenance of the pathways site more efficient.

STUDENT PROFILES are a cross between a social and networking tool for students. They can use their profiles to keep track of their Carleton experience, record their growing list of skills, share their career ambitions, and connect with others in the Carleton community who have common interests. The web team worked closely with the Career Center and the Dean of Students.  They will reach out to the Development Services team as they grow this initiative to include greater connections with alumni.

·         In the works to be completed in November are alumni career guide profiles.   Students will be able to connect with alumni whose career field overlaps with the student’s career interests.  It will be a great resource for the Career Center to guide students to those off-campus connections.  The next step will be integration with the course catalog.

·         Faculty and staff profiles were rolled out last year associated to the campus directory or academic gateway.

·         New standard Reason themes –customization of colors, fonts, home page layouts, mobile friendly (adapts to different browser windows and device sizes).  The Web Services Team will host sessions to introduce departmental web site managers to these new features.

·         Launched this fall was a media encoding tool in Reason to upload audio and video.

·         In the planning stages of Homepage redesign and messaging project in External Relations (what do we say when we talk about Carleton).

·         Future projects – revamp Carleton news portal, calendar redesign and event planning.

·         Other things in the works or being discussed are creating advising sites in Moodle, managing advisor/advisee files in On-base, reviewing new Colleague Student Planning Module, Course catalog revamp. It was suggested we develop a holistic strategy when approaching these projects as many of them intersect.   The Committee also suggested the Web Services team keep our OnBase document management system in mind as they move forward with new initiatives.  Richard Goerwitz also suggested the Web Services team touch base in regard to additional resources available within the Data Warehouse.

The ACAC invited the Web Services team to use them as a resource on future projects.

Review DMG chart of work:

The Data Management Group (DMG) was formed about 5 years ago by the ACAC committee.  It meets monthly to discuss issues of information access, data security, and tactical system changes (coding, reporting tools) that may have an impact on data access and uses across offices and across Carleton’s different database systems.  It is charged with creating pertinent procedural documentation for information processes that cross departmental boundaries.  They keep lines of communication open between those that use our various administrative systems to help insure data integrity and accuracy. Topics they will be discussing in the next 7 months included: 

·         Webinar on cyber and intellectual property risk

·         Begin work on new change of address procedures document

·         Discuss Identity Finder implementation

·         Discuss how to get our Data Management Guidelines in front of people who need to know

·         Review ACAC PowerPoint slides that outline software deployed on campus.

·         Discuss technology training offered on campus and if it covers the needs of administrative system users.

·         OnBase deployment demo and update

·         Data warehouse deployment demo and update

 Julie Creamer shared that they committee does not consider itself to have the authority to implement new policies; they evaluate, recommend best practices, and help with data lifecycles with the College.  Their group was formed around specific projects and they strive to make sure data is perceived as institutional rather than departmental.   The group puts people who work with software systems on a daily basis in one room together to ensure that open communications take place, and that changes in systems are well communicated.   Rather than refer to them as Data Management policies, they have developed some “guidelines”.

Janet has been discussing with other committees what they feel are their roles and responsibilities.  Julie commented that their role is to recommend best practices, and advise and recommend in areas of data structure.  The DMG group has a lot of knowledge, they would be happy to help with other things and contribute to other conversations and groups. 

 Meeting adjourned 2:40pm

Submitted by: Candyce Lelm