Enterprise Systems Subcommittee

Minutes

March 13, 2015, 1:00 p.m. – 1:35 p.m., SSB 330C

Attending: Kevin Taylor, George Middlemist, Nicole Tefft, Sally Baalbaki, John Carter, Jason Janke, Michael Erksine, Mike Hart, James Lyall, Randy Hyman, Laresh Jayasanker, Diane Watkins, Nicholas Pistentis

Absent: Rae Shevalier, Nancy Sayre, Laura Cline, Cindy Hejl

Introduction:

I.  Welcome Nick Pistentis – Director Unser Support Services

Procedural Items:

I.  Review Minutes from Last Meeting

a.  George moved to approve the minutes. John seconded and they were unanimously approved.

Announcements/Updates:

I.  ITSOC Meeting Debrief

a.  We shared a list of our proposed budget requests for FY 16. It was submitted to ASA Senior Leadership and then to the Budget Task Force. Nothing has been determined from funding. They were primarily one-time requests. Our top two priorities are: Security Audits, some of which are required, and funding for Phase I Proof of Concept VOIP Migration.

i.  Currently our phone service is provided by AHEC. UCD is already in the process of moving to VOIP and be out of the AHEC phone system. Our current system needs a $1 million upgrade, so where are we going to spend the money? It will have a big impact on campus in a positive way in which services are provided. It is integrated with the active directory. We are in the investigative stage of this.

b.  We have also requested funding for an account provisioning/de-provisioning system, which is very manual right now. It will be a role based automated system.

c.  We are intending on becoming a member of Internet2, which will give us enhanced services with vendors, including Blackboard and Help Desk services.

II.  Single Sign-On (QuickLaunch SSO) Update

a.  This is making a big difference. The launch is going hand-in-hand with MarCom. Services presented to students, faculty and staff in an easier way. Rather than look through several screens to find what they are looking for, most services will be on the homepage. We are partnering with MarCom to put everything together and will roll out relatively soon.

III.  Faculty Load and Compensation (FLAC)

a.  All of the work that would be taken care of has been done by hand. We will have kick-off call next week, with full implementation by the end of May.

IV.  Web Time Entry

a.  Currently everyone does paper timesheets. This system will allow you to submit timesheets electronically, as well as leave requests that will automatically go to your supervisor for approval. This will have a big impact for faculty and staff. It also allows for automatic reporting (i.e. to remind you haven’t submitted a timesheet yet, or your supervisor hasn’t approved your leave request). Going to start with student employees early this summer.

V.  Recruiter

a.  We have systems coming on line that will impact new incoming students going forward. It’s a new recruiting tool that is replacing BRM, tracking different types of students we’ve reached out to. The Student Success Collaborative (SSC) is about to go life and will have a big impact on incoming students. DegreeWorks is also coming on line soon, and will help with recruiting, advising, and enables students to see things to help them move forward with their education. It is much more intuitive and user friendly than BRM. The Registrar’s office is working on training for DegreeWorks. Very few faculty knew how to use BRM. We are going to roll out for spring advising, probably in late September. We will use the train the trainer model. It will eventually replace CAPP reports. We are going to start a pilot group with SSC, which has similar functions as DegreeWorks. It looks at historical information compared to current students at MSU Denver. It is based on analysis of 10 years of data on our students. SSC is an advisor’s tool.

VI.  Banner Baseline Changes and Modifications

a.  We are reviewing all of the baseline changes and modifications we’ve made to Banner since we went live in 1997. Reviewing all of our customizations and modifications. Most require enormous overhead costs when we need to do patches. We will definitely contact all departments to determine what’s necessary and what’s not necessary to keep.

VII.  We participated in an EDUCAUSE student survey on technology on what’s important to them.

Next Meeting – Call for Agenda Items

I.  Next Meeting May 8, 2014, 1:00 p.m.

II.  Agenda Items for Next Meeting

a.  Training. We will talk about different options. We have Banner training through Ellucian.

b.  Update on the status of the transition of Rowdy.