Administrative Services Managers Meeting
IT Project Priorities Subcommittee
Tuesday, July 12, 2011
2:00 pm
Room 804A
PRESENT:
I.
Craig Hayward, Victoria Lewis, Graciano Mendoza, Roy Pirchio, Ray Rider,
Barbara Shingai, Shelley West
IT Priorities List review (see attached List of Projects)
Craig and Victoria agreed that the list of projects compiled by Administrative Services is
a good way to prioritize the needs from our component. Craig reviewed the document
with Athena as well. The projects have been integrated into the centralized college wide
“Smart Sheet”. The full scope of the “TBD” projects may not be delineated at this time
(items 15 on), but there may be compliance requirements.
Item #1 will require shutting the bookstore down in order to install a second
server, otherwise it is nearly complete.
Item #2: This project is related to a 2009-10 Audit finding on inventory and is a top
priority; we need to demonstrate progress. A team meeting is needed to work out
installation. Software was purchased. Due date could be 6/30/12. Craig asked if
we can use Datatel software. This software feeds into Datatel. Control “in” as well
as “out” flow. We purchased a utility to update the inventory. Serena/Ray point
people.
Item #3: Higher One, phase II; need more ATMs by 7/31/11. Add Paul Anderson
as point person. Once location is chosen, need some facilities input. Outside of
the bookstore in Watsonville. Need to identify second location on Aptos campus.
Item #4: eCommerce: contingent upon having UI 4.3 installed. Out of
compliance until implemented. Due date: 8/31/11. (#3 under college wide
8/31/11 as well; should say 4.3 instead of 4.1 and 4.2.
Item #5: in testing phase.
Item #6: Roy consulted with Athena; it may be possible to switch to web advisor
pay advices and add “employer paids” later. We can pilot it. Support from
Athena is what is needed at this point. Due date: 8/31/11.
Item #7: Building locking systems. Check status with Joe.
Item #8: in good shape; needs a Datatel update installed. Ready to do data
validation with PERS. Will require Athena’s time for data validation checks.
Item #9: Roy consulted with Athena 7/11/11.
Item #10: Check runs (not accounts payable) 75% complete. Item generated by
the county. Craig will check with Steve Wheeler about this item.
Item #11: Contribute software: some departments need to identify someone to be
trained in contribute. Admin Services Departments (Purchasing, M&O, Sheriff’s
office to follow up).
Item #12: Deadline based on HVAC rebates available; due date 1/31/12.
Item #13: Due date 6/30/13. May need to purchase software.
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Item #14: Payment plan testing. Given fee increase, this may move up. Due
date: 12/31/11. Should be on Dennis’ A list. Tested in R16. We own it; need to
test and implement it.
IT/ASM point people will contact each other.
The meeting was adjourned at 2:59 pm.
Respectfully submitted,
Tatiana Bachuretz
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