Priority From: Joyce Brown-Willis Sent: Wednesday, March 17, 2010 9:36 AM To: Judy Cohen Cc: Joseph Bielanski; Eric Gravenberg; Sheryl Queen; Linda Sanford; James M. Bracy; Mickey Mathews Subject: PIT Issues Log Good morning, The Project Integration Team (PIT) requested that I send you the following Issues Log concerning your module within PeopleSoft/Oracle. Please review and let me know whether or not I need to omit or add anything to the list. Thank you and I hope to hear from you soon. FINANCIAL AID % Complete Assigned To Financial Aid Business Team Mickey Mathews Mickey Mathews Mickey Mathews Mickey Mathews & FAOs Brian D’Arcy 80% Mickey Mathews Brian D’Arcy Donald Moore Brian D’Arcy Daniel McCarthy Daniel McCarthy Kyu Lee Minh Lam Task Description Determination of required financial aid documents at FA meeting on 3/19/09. Post draft of Policies and Procedures Manual to W drive Send student issues list to Regent Email Regent about tracking students who change campuses Create a list of required documents to collect from FA students Email testing calendar Submit a draft of the Financial Aid Handbook for review Set up beta test for May Follow-up on a timeline for a SAFE/PeopleSoft interface Follow-up on whether the Regent Diamond System will pick up BOGG B if scanned by the Regent system. He will send Jim Bracy an email once he has an answer. Send the FAOs a request for information with a specific completion date that is required to meet the timeline. Send out a workflow chart for processing checks including steps involved, who is responsible, and completion dates for successful disbursements. SAP Run - Send Daniel the most recent grade information. Regent needs an enrollment file from Peralta IT so checks can be disbursed. The first check run should be July 1. Start Date Target Due Date 3/17/09 3/24/09 3/24/09 4/7/09 3/31/09 4/14/09 4/21/09 4/28/09 4/21/09 5/5/09 4/28/09 5/6/09 5/5/09 5/12/09 5/14/09 5/26/09 6/2/09 6/9/09 6/23/09 6/30/09 6/30/09 7/7/09 6/30/09 7/7/09 6/30/09 7/7/09 6/30/09 7/7/09 Conclusions & Final Decisions 07/06 to 09 Safe needs to deliver the interface Laney & COA Mickey Mathews Daniel McCarthy FA Specialists Working on getting the MIS information from the SAFE system. Scheduled to go to Alamo Community College to view their financial aid system as a possible model for Peralta. He will write an outgoing recommendation to Peralta which will include a policies and procedures manual. Will place missing students that are not in Regent into the system so that MIS can move forward Put together a plan of action for the Fall ’09Spring ‘10 award year, including staffing needs and timelines & send to Jim Bracy Many thanks for your cooperation, Joyce Brown-Willis Admissions & Records Systems Technology Analyst Peralta Community College District 7/7/09 7/14/09 7/7/09 7/14/09 7/28/09 8/4/09 7/28/09 8/4/09 From: Joyce Brown-Willis Sent: Wednesday, March 17, 2010 9:41 AM To: David Betts Cc: Joseph Bielanski; Eric Gravenberg; Sheryl Queen; Linda Sanford; James M. Bracy Subject: PIT Issues Log Good morning, The Project Integration Team (PIT) requested that I send you the following Issues Log concerning your module within PeopleSoft/Oracle. Please review and let me know whether or not I need to omit or add anything to the list. Thank you and I hope to hear from you soon. HUMAN RESOURCES Priority % Complete Assigned To Minh Lam Task Description Applicant Tracking System (General): to track incoming application and maintain a database. Applicant Tracking (Adjunct Pool): to maintain a database for college use of qualified individuals and listed per discipline. Minh Lam Minh Lam Applicant Tracking (Hourly Classified Pool): to maintain a database for college use. Automated Absence Tracking. Minh Lam Minh Lam Background Checks which includes purchasing a new LiveScan machine. Faculty Service Area Tracking/Updates. Minh Lam Minh Lam Minh Lam Minh Lam Minh Lam Minh Lam Review of use and access to the Human Resources Information System Full use of the Position Management module Seniority List query especially for 1021 Method to track TB testing Vacation Leave Accruals Automated Personal Actions Minh Lam Many thanks for your cooperation, Joyce Brown-Willis Admissions & Records Systems Technology Analyst Peralta Community College District Start Date Target Due Date Conclusions & Final Decisions This list was added to the log on 3/17/10 per the request of the PIT. FACULTY/INSTRUCTIONAL Priority RED RED % Complete Assigned To Minh Lam Linda Sanford RED Minh Lam Minh Lam/Sheryl Queen RED Minh Lam RED Minh Lam YELLOW Minh Lam Minh Lam Sheryl Queen Sheryl Queen Minh Lam Task Description Create Rollbooks in Instructor portals without having to use Excel Work to resolve some of the issues related to positive attendance reporting. Follow-up with Sheryl Queen & coordinate with the schedulers about Automation of Dynamically Dated classes for ALL Rosters “My Faculty Center” term rollover vs. changing preferences each term Roster “Submit Button” with Confirmation message Send out information about Peralta student email addresses on class rosters. Also will send out an announcement with the latest Peralta email information. Instructors need to know the dates that census rosters are available for dynamically dated classes. This process is not automated and the schedulers have to do it manually. Need to work on getting calendar posted on the portal with add drop dates for students as well for the dynamically dated classes Variable Unit Classes - Issue, at end of term student may earn a different number of units than they enrolled in. Transferring from one section to another – would be a manually a & r thing, and positive attendance, coming up with incorrect number of hours and faculty don’t have the ability to change within PeopleSoft. SARS is supposed to able capturing hours need method to aggregate the data because there is other data other than SARS. There is one on one tutoring going on but those hours are not being captured, they have to be manually input. PC track, SARS and tutoring, no centralized check in place. Sheryl will follow up. Wait List process and testing. To be implemented for the upcoming semesters. Wait List process and testing. To be implemented for Spring 10' Make the campus email addresses available on class rosters From: Joyce Brown-Willis Sent: Wednesday, March 17, 2010 9:29 AM To: Anita Black Start Date 2008 Target Due Date end of M09 6/16/09 6/23/09 6/16/09 6/23/09 6/16/09 6/23/09 6/16/09 6/23/09 6/16/09 6/23/09 9/8/09 9/15/09 9/8/09 9/15/09 9/8/09 9/15/09 9/8/09 2/16/10 Nov. 09' 3/2/10 Conclusions & Final Decisions This may be a production schedule item and there is a patch/bundle that is available to fix this. Sheryl Queen will look into this issue. Sheryl Queen will break these up Cc: Joseph Bielanski; Eric Gravenberg; Sheryl Queen; Linda Sanford; James M. Bracy Subject: PIT Issues Log Good morning, The Project Integration Team (PIT) requested that I send you the following Issues Log concerning your module within PeopleSoft/Oracle. Please review and let me know whether or not I need to omit or add anything to the list. Thank you and I hope to hear from you soon. Many thanks for your cooperation, Joyce Brown-Willis Admissions & Records Systems Technology Analyst Peralta Community College District