Steering Committee for Information Technology
June 18, 2008 Minutes
Members Present: Zoe DuRant, Linda Phillips, Ninette Carter, Jamie Glover, Sherry Hendrix, John
McArthur, Aubree Helvey, Carol Claiborne, Jennifer Holland, Debbie Goode
1. Introductions
Dr. Aubree Helvey, Assistant V.P. for Academic Affairs
V.P. McArthur introduced Dr. Helvey and explained she will be serving on the Higher Learning
Commission steering committee, be involved in day-to-day Banner conversion and keep John
current with status and migration info for the regents, be involved in ITS operations among other
many responsibilities as well as carrying a teaching load.
Sherry Hendrix, Senior Consultant with EduServe
Sherry is currently providing project management for Physical Facilities’ software implementation
of TMA. There will be installation and configuration training July 8-10. July 21-24 will be user
training for the software. The first module to go live will be work orders no later than July 31.
Sherry has Banner migration started. She is looking forward to working with campus users. Sherry is
currently officed in ITS in Admin 201, extension 2256. At some point during the next few months,
there will be an office available for her in North Shepler. Sherry is full-time and available to users.
Glen will send a campus-wide e-mail to announce Sherry’s arrival and contact information. Sherry
spoke with CU’s account manager with SunGard Higher Ed (SGHE), Darren Penn, and he says
SGHE should have a project manager assigned to C.U. by the end of this week. Sherry will meet
with the SGHE Banner project manager as soon as possible. SGHE proposes a campus-wide kick-off
campaign in about three weeks. Sherry is busy developing five teams:
1.
Human Resources
2.
Financials
3.
Students
4.
Financial Aid
5.
Technical
Teams will be established and work will begin prior to the kick-off meeting.
Jamie Glover
Jamie assumes enrollment management responsibilities as of July 1, 2008. She will be working
closely with Lance Janda as she transitions into her new role. Lance wishes to return to his first love
– teaching.
2. Minute Review/Change/Acceptance of May 21, 2008 Minutes – approved. We have a new
website for minutes: http://intranet.cameron.edu/steering_committee
3. 3. Next Meeting – July 16 at 11 a.m.
4. 4. Update on Banner migration is listed under Sherry Hendrix’s introduction.
5. 5. Julie Duncan has created a website for Banner implementation
http://intranet.cameron.edu/banner
6.
Julie created a blog site for WebGUI: http://www.cameron.edu/its/webgui - She automatically
subscribed everyone with a WebGUI account. WebGUI users may post to it with their
accomplishments using WebGUI or request ideas on how to develop something on the web, helpful
tips, etc.
7.
Physical Facilities will be implementing an automated system by TMA - Hardware is installed
and being configured w/ CU’s required server software and that will be completed soon. We will
begin the desk manuals for every position on campus with this installation of software. Physical
Facilities will be our test. There are basic components that should be included in the desk manuals
and then job specific information for the position. Installation, setup and server management will be
completed by TMA July 8 – 10, 2008 in S. Shepler 407. User training will occur July 21 – 24, 2008
in S. Shepler 309.
8.
Labs that have given permission are now upgraded to MS Office 07; faculty that have
requested upgrades are also being upgraded; the 80 new PCs will have MS Office 07 – proposed email for your review:
Greetings,
As many are already aware, Microsoft released Office 2007, on January 30, 2007.
Information Technology Services (ITS) realizes the upgrade from MS Office ‘03 to MS Office ‘07 may have a major
effect on campus users. Textbooks that have MS Office CDs are now coming with MS Office ‘07. The majority of labs
across campus are now utilizing MS Office ‘07. We have tested MS Office ’07 within our computing environment.
While the interface is very different, we are confident you will quickly adapt and enjoy the enhancements that MS
Offfice ’07 has to offer. There is a helpful document located at W:\share\its\Office 2007 User Interface.pdf you may
wish to check out and possibly use for a reference.
Our student techs plan to go across campus this summer renaming computers. Renaming computers will allow us to
more easily roll out software, such as MS Office ’07. There are certainly other opportunities this will assist with as well,
such as when a new printing device is introduced to a department. This will not impact the way you log in or use your
computer.
The configuration of your computer will determine if it will adequately run MS 07. Recommended computer
requirements:
Processor speed: Pentium D or Core 2 duo processor
Memory: 1 GB of ram, but 2 GB is preferred
Hard drive space: 20 GB of free hard drive space
Operating system: Windows XP
You may check your system with the following:
1. Right click on My Computer
2. Click Properties
3. Click on the General tab
4. The operating system, processor’s speed and amount of RAM will be listed under this tab
To determine how much free hard drive space:
1. Open My Computer
2. Right click the local C:\ and select Properties
3. Click the General tab - the free space will be listed in fuchsia-colored area
Faculty with questions regarding how this might impact Blackboard or other issues, please feel free to contact Megan
Carter mcarter@cameron.edu . Blackboard supports MS ’07. For any other questions, please feel free to contact me
debbieg@cameron.edu .
Thank you,
Debbie
This e-mail will go out by the end of June.
9. Larry Arthur is completing I.T.’s audit, focused on financials. Report will be forthcoming by end of
June.
10. Judicial Affairs Management System by Symplicity Corporation www.symplicity.com is under review
by the Office of Dean of Students – Jennifer stressed the requirement for a system to track student conduct
campus-wide. It must be web-based and intuitive. The JAMS system allows for entry of care requests,
violations, correspondence and tracking of alerts. Sherry confirmed the functionality of JAMS as described
by Jennifer is not covered in Banner.
11. Student e-mail addresses - first name.last name is the best choice from an IT perspective. It was
mentioned to consider giving all students a ‘1’ following their last name: debbie.goode1@cameron.edu to
avoid the students with duplicates complaining because they require numbers to create a unique e-mail
address. Students will be left on Exchange until the Luminis portal comes up. Construction of e-mail
address was further discussed. Debbie requested the committee send their recommendations to her by noon
on Friday, June 20, 2008. She will notify V.P. McArthur of the consensus. Sherry will contact Darren to see
what other universities are doing for e-mail construction.
12. Parental logins for MyCU – To accomplish this, every parent will need to be setup in box as well as
require an account be created in SHP database. To accomplish this type of interaction required with parents
and data entry would easily require one FTE. Jennifer mentioned the FERPA system in place serves this
purpose. Sherry will note this should be re-visited with Banner migration.
13. Any other topics for discussion? Linda inquired about DegreeWorks. Debbie understood information
brought back from Summit advised against bringing DegreeWorks up at the same time as Banner
implementation, as problems in the registration module are hard to troubleshoot if DGW is coming up at the
same time as they are integrated. It appears DegreeWorks should be brought up after Banner
implementation is stable. Debbie mentioned a third party scheduling software may be investigated at a later
date as well. Sherry understands Banner is trying to improve the scheduling conflicts and it may not be
necessary to look at third party solutions.
Zoe mentioned there are problems with ok.gov and XAP’s online application fees. Debbie said she was
aware of issues and Kelly Simon advised XAP folks speak directly with ok.gov folks to work out the issues.
Task Lists
Linda Phillips
V.P. Pinkston
Debbie Goode
Debbie Goode
Debbie Goode
Provide justification for full-time employee to perform daily tasks for Linda
and Renee during Banner implementation - Complete
Sign contracts for professional services so Banner migration may begin. –
Complete
Venting from APC rack for the Sun equipment – waiting on Physical
Facilities – still waiting
Investigate more re: student e-mail construction – Recommendation to
committee above – June 20 will be deadline for finalization
Explore possibilities of visitors (parental) logins to SBI – Recommendation
to committee above – Not possible at this point in time. Re-visited with
Banner implementation.