Steering Committee for Information Technology
May 20, 2009 Minutes
Members Present: Aubree Helvey, John McArthur, Linda Phillips, Chris Crandon for Carol Claiborne, Zoe DuRant,
Ninette Carter, Debbie Goode
Members Absent: Jamie Glover, Sherry Hendrix, Jennifer Holland, Glen Pinkston
1.
Minute Review/Change/Acceptance of February 18, 2009 Minutes - Approved
2.
Next Meeting – June 17 at 11 a.m.
3.
Banner Update
Zoe contacted specific Oklahoma universities requesting input on their satisfaction with Banner’s online
application for admission and their use of Xap’s online application for admission. She is also researching the
ease of use of passwords for prospective students when entering their online application for admission.
Chris reported Financial Assistance is working on a change in the university’s Satisfactory Academic
Progress policy that will more closely follow Banner’s model to allow this procedure to run automatically
rather than being a manual procedure. The recommendation will be presented to V.P. McArthur and Assistant
V.P. Helvey for their consideration. It needs to be implemented in time for testing before we go live with
Banner.
Ninette reported the purchasing procedure is quite different in Banner and will require training for all users on
campus involved with this process. We will lose some functionality with the Banner purchase requisitioning
process that we currently have in SBI. A training program will be established for new employees assigned
with purchasing responsibilities. Ninette also mentioned the Business Office will be going live with Banner in
January 2010. They must establish a cut-off date for purchase requisitions as well as all transactions
sometime in early December to allow for data migration that will run into January. V.P. McArthur will have this
on the Council of Deans June agenda to begin raising the level of awareness as December is a busy time for
the academic areas as they purchase supplies and materials for the spring semester.
Linda is concerned with the fact that critical data items CU needs migrated are being cited by Banner that
they do not fall within the Win Scope of Services, when in fact, they are specifically mentioned as being
within the Win Scope of Services. Sherry Hendrix is working through the issue with Mike Pfeiffer.
TCC, UCO, OU and CU are faced with an issue regarding a customization from SunGard Higher Ed to satisfy
OSRHE’s policy for retention GPA. TCC requested a quote for the customization and annual maintenance.
The costs are extremely high. The affected universities will make an appeal to the OSRHE to consider a
change in the policy.
Debbie reported the hardware is on order for the disaster recovery system for Banner. Plans are to house it in
CETES II.
4.
Higher One Update – Ninette reported the tests went well. Data extracts for students enrolled in Spring 2009
and Summer 2009 have been sent to Higher One. The first disbursement for Summer 2009 will be sent on
Friday, May 22, 2009. The cashiers and financial assistance areas are receiving student inquiries about
Higher One. Some of the literature should have more clearly explained other options available for students to
receive their money in addition to the debit card. If the files are transmitted before noon, the money is
available on the debit card by that afternoon if the actual scenario follows the testing. She is pleased with
Higher One’s response and support. The two complaints from students appear to be the fees charged and
the marketing materials not clearly advertising other options to receive their money beyond the debit
card. It is recommended to leave the Higher One marketing information on the lab computers until two weeks
after the start of summer school.
5.
Blackberry Server Update – I.T. has received the hardware and software and plans to have this operational
by the end of May at the very latest.
6.
Update on Capital Purchase for Computers – Debbie stated I.T. is waiting on quotes from Dell. This is
starting the second week of waiting. A Dell field rep is to be on campus May 21, 2009 to speak with us
regarding our displeasure with having to wait so long for quotes. We hope to have computers on order by the
last week in May.
7.
2009-10 Student Technology Fee Proposed Budget – Debbie provided copies of the proposed 2009-10
budget for input before submitting to V.P. McArthur. It was discussed this might be an excellent opportunity
for academic units across campus to participate in this process. V.P. McArthur and Assistant V.P. Helvey will
work on a method for allowing participation.
8.
Smart Classroom Inventory – Debbie provided a spreadsheet prepared by Bill Schemonia, Distance
Learning Technical Coordinator of all multimedia-type equipment residing in classrooms across campus as an
informational item. It was discussed these items must be built in to a rotation schedule for replacement. This
will be a discussion topic for the Council of Deans.
9.
Review Draft of Mobile Computing Agreement Form – Debbie provided a draft copy for the committee’s
review. V.P. McArthur advised the university’s Computer Use Policy needs to be reviewed and perhaps some
additional information added to serve as the overlying policy for this agreement. Debbie will make an
amendment to the policy and submit for consideration.
10.
Expansion of Membership for this Group – Following discussion, it was decided the membership of this
group is correct. Vice President McArthur and Assistant V.P. Helvey will explore other avenues for another
committee structure to review/recommend technology initiatives.
11.
Vice President McArthur and Vice President Pinkston – any guidance and or topics for group’s
information
12.
Any other topics? – A request to broaden VPN services to allow employees to work on Banner
implementation from their homes was made. Debbie will make this an action item to see what might be
offered.