Administrative Computing Advisory Committee

Administrative Computing Advisory Committee

May 23, 2013

Present:  Linda Thornton, Roger Lasley, Dan Bergeson, Julie Anderson

Guests:  Julie Latham, Les LaCroix, Michael Kotchevar

Absent:  Janet Scannell, Jim Fergerson, Rod Oto, Julie Thornton

Agenda:

1.  Review Minutes from April 18, 2013 (attached).

2.  ITS Updates (Les LaCroix and Julie Latham)

3.  Admissions/Student Financial Services Technology Presentation (Michael Kotchevar)

4.  Discussion on how to Wrap Up our ACAC Software Inventory (open areas Registrar/DoC; Pres/IRA; Others)

Review minutes of April 18, 2013 meeting

The minutes from the April 18, 2013 meeting were approved.

ITS updates - Les LaCroix

·         Janet Scannell has been talking and getting input from a number of administrators, faculty, and staff on campus.  Anyone is welcome to contact Candy Lelm to setup a time to talk with her.

·         The New Technology Request Committee has made their funding decisions and will be sending out a communication to departments by the end of next week.

·         Colleague makeover team is ramping up on project management aspects and working on monthly milestones to be confident that the next conversion date set is met.  Jeremy Kramer is helping out with reporting, programming, and helping others complete their tasks.

·         Richard Goerwitz is working heavily with External Relations getting data into the Data Warehouse for their dashboards.

·         Others are working on new incoming student accounts.  New student checklist – links are being added for the emergency notification service contact screen. We are asking students to supply their cell phone numbers and have added a check-box for them to approve publishing it in the directory listing.  Roger noted that directory information is not protected by FERPA unless the student elects directory surpress.  It was suggested that the on-line wording be updated so this is clearly understood.  Over the summer we plan to deploy emergency notification pop-ups, which will appear in the event of an emergency, on the screens of college owned computers.  Everyone gets an e-mail whether or not they have signed up, but the College is looking for ways to encourage increased participation in the program.  It was suggested that this could be part of HR’s new employee procedures.

·         Julie Creamer reported on progress made with regard to Colleague reporting.  They are finished with Residential Life, Mailing Services, International & Intercultural Life offices.  Almost done are Registrar’s office, Off Campus Studies, and Dean of the College.

·         OnBase news – Julie is working with a number of offices on going paperless.  Dean of Students office is almost done and she recently started working with the International & Intercultural Life office.  She’ll be working with the President’s Office over the summer to redo their process and implementation.  OnBase now has a website and its first newsletter.

Admissions/Student Financial Services technology presentation:

Mike Kotchevar gave us an overview of the technology that is used in the Admissions and Student Financial Services offices.  The ITS liaison for those offices are Michael Decker, Admissions and Julie Creamer – SFS. After Linda Borene left the College last fall, the department put together a temporary team (Mike Kotchevar, Michele Kamen, and Kendra Stroke) to each handle particular aspects of Slate. That team approach has worked out well so they plan to make it permanent.

 Both offices use technology to interface internally and externally and to import and export data to College Board, search lists, and the Department of Education.  Most data in our systems is not created by us, but by third parties.  Admissions and SFS use software to bring in and manipulate data, transfer it to others, and report on it.

·         Slate – key function is prospect, visit and travel management and communication.

·         Colleague – key function is financial aid processing and interface; student employment management.

·         Institutional Needs Analysis System – allows the ability to import, change and recalculate CSS/Profiles. Integrates with Colleague.

·         Institutional Document Services (IDOC) - Service which collects tax documents from students and parents and electronically sends Carleton the information. 

·         MN State Grant Calculator (MSGC) - Calculates MN State grants; create files for upload to MN Office of Higher Education.

·         EDExpress – print final Institutional Student Information Records for eligible financial aid recipients.

·         Data Warehouse – gather data for research and analysis.

·         OnBase – document imaging and storage.

·         Veera – create FAST analysis documentation (being phased out and contracting with new vendor.

·         Safari Report Writer – Colleague reporting (being phased out and replaced by new reporting environment.

·         Advance – primarily used for information checking.

Discussion on how to wrap up our ACAC software inventory:

We have two areas of our software inventory left to review.  Roger Lasley will present on the Registrar and Dean of the College Office at the June 13^th meeting and Jim Fergerson will present on the President’s Office Institutional Research and Assessment area at our July 18^th meeting.  In the spirit of collaboration, Linda plans on sharing our software inventory report with the chair of the Academic Technology Computing Committee.

Meeting adjourned at 12:05pm

Submitted by,   Candyce Lelm