Steering Committee for Information Technology
November 20, 2014 Minutes
Members Present: Ninette Carter, Glen Pinkston, Ronna Vanderslice, Jamie Smith, Zoe DuRant, Brenda Dally, Jennifer
McGrail, Linda Phillips, Greg Duncan, Debbie Goode
Members Absent: Donald Hall
1. Review of March 4, 2014 minutes - approved
2. Unfinished business/follow-up from March 4, 2014
 Increase ITS visibility in functional areas
Debbie expressed appreciation to functional leads for their time in meeting with ITS personnel and
willingness to help ITS better serve the functional areas.
Input from around the table re: outcome of opening up communication lines between functional
departments and ITS:
HR/PY: ITS analyst/programmer attends monthly meeting and comes onsite as needed.
Admissions: Has not had any need for interaction. Did request the analyst/programmer enter an
app through Recruiter to allow them to see the process
Recruiter: Analyst/Programmer currently officed in Admissions area in N. Shepler. Appreciates
ITS analyst/programmer for attending their Wednesday training sessions
Advancement: ITS Analyst/programmer attends meetings on as needed basis
Student: Receives help with all ITS related matters and interacts with three different ITS
employees on various matters. ITS is always available and willing to talk through matters and
offers to come onsite.
Finance: Others within the business office utilize the analyst/programmer and when she has
needed assistance, it has been available.

R23 system fully automated: It is frustrating to functional leads when submitting issues on fairly current R23s,
ongoing systems that are problematic, through support@cameron.edu to receive an email requesting them to
submit another R23. They feel ITS should create the R23. Greg has designed the R23 system to
accommodate anyone creating an R23 and ITS will initiate the R23 on matters meeting this criteria.

Central repository for reports – it will be extremely helpful to ITS for all functional areas to list all the reports
they run and the due dates or the time of the semester or time of year they are due. Please save your file to
w:\workgrps\its_share\reports\name of your department.

Blackboard Transact complete

New student user account creation will require new procedures to be implemented as personally identifiable
information for passwords and verification purposes are in violation of FERPA. The following condensed items
were discussed. There will be a lot of technical planning and backend programming to accommodate the new
procedure. The following is a condensed list of tasks:
 Brenda will incorporate the use of three questions and answers from AggiePass into undergrad and grad
applications for admissions.
 A cell phone number will be requested
 An alternate email address is already required on the current application for admissions
 Kelly and Greg will perform all back end development and programming to accommodate in Banner and
automatically register student accounts in AggiePass and provide an app for verification purposes for
registered users
 Letters sent to new students will require modification
 Student will be directed to answer security questions in AggiePass and create their own password
 International students will continue to be handled the way they are currently handled.
 ITS will determine a way to assist students that have not registered through AggiePass without violating
FERPA
o Walk-ins must present photo ID
o Phone calls – It was suggested to use the emergency contact info, high school graduation date,
anything other than SSN and birthdate
 Web page changes re: password info to be updated:
http://www.cameron.edu/sfscc/user_name.html

http://www.cameron.edu/online/blackboard_faqs.html
http://www.cameron.edu/online/faq.html
https://www.cameron.edu/online/student_prep.html
http://www.cameron.edu/online/logins.html
http://www.cameron.edu/generalinfo/aggieaccess
http://www.cameron.edu/graduation_planner/aggietech-email
http://www.cameron.edu/uploads/dd/f1/ddf1860b30401165874d8b9b3da086fc/Grad-Planner-Interactivehighres.pdf
Proposed implementation: Between Spring and Summer 2015 semesters
Brenda mentioned they are already processing Summer and Fall 2015 applicants, so procedures must be put into
place to accommodate those soon.
Greg will prepare a paragraph for admission letters.
A cutover date in May will need to be set.
Security questions need to be added to the online application for admissions for undergrad and grad as soon as
possible.
Verification items will need to be determined and student help desk personnel will require access to view the
items to be used for phone support.
3. ITS Roadmap
 A server replacement was requested for the Banner database servers dv01 and db02, AggieAccess portal
luminis01 and the backup development server bakdev01 for the 2014-15 budget year, but not funded. The
current UNIX servers were purchased in 2008. The luminis server portal software is end-of-life in June 2016,
so this is becoming critical.

Implementation of new Luminis platform was discussed. ITS suggests it may require 6 to 9 months for
implementation as it is built on a new architecture. New hardware is also required. A committee will need to
be called together early spring to begin the migration. All users maintaining information within AggieAccess
will require re-training. The due date for go live is 6/30/16. ITS will determine if it is feasible to move current
information from channels into the new platform. Glen proposed E.C. members be responsible for insuring old
data is completely removed from the server once the new version is implemented. Note: In checking with
Prakash, he believes he will be able to recreate content from LP4 to the LP5 TEST system.

Banner General upgrade is installed on TEST. Functional areas may begin testing as testing needs to be
complete by close of business on 1/16/15 as PROD will be upgraded on 1/17/15. Estimated downtime will be
5 hours.
4. Banner related discussion
 FI and Fixed Asset System: Nothing to report

HR/PY: Jamie discussed they have a file for classified employees for insurance that needs to be tested very
soon. They will also have calendar year end patches that must be installed in December once they are
delivered by Ellucian.
Glen discussed changes HR/PY will undergo due to the affordable care act. In 2015, new forms for health
care reporting for payroll taxes and report of hours worked for every paid employee will be implemented.
Beginning calendar year 2016, CU will bring payroll process completely in-house as OMES will no longer be
doing automated funds transfer processing for state agencies.

AD: Nothing to report

FA: Not represented

Admissions: Working through the assignment of student ID numbers so students may receive these timely
and students may take their placement tests. Recruiter has changed this process somewhat as ID numbers
are not assigned until applicants are rolled into Banner.

ST, FLAC and DegreeWorks: Linda asked for any feedback on the Imaging System.
Linda inquired if there was a date set when online enrollment might be implemented. No one knew of a
published date at this time.

Debbie asked those that recently received new PCs to please reply to the post-deployment online survey.
5. Microsoft Office 2013 will be available in January 2015 for downloading. ITS is testing now. Users will have the
option of staying on MS Office 2010 as the upgrade is not mandatory at this time.