Concordia Administrative Information System

CAIS Council Minutes

30-31 March 2000

Don Sylwester, Eric LaMott, Ron Fonger, Robert Meier, Gene Weeke, Dennis Witte, Ed Dollase, Rick Grosvenor, Robert Roethemeyer, Tom Phillip, Hal Whelply, Scotti Hermansen, Alan Borcherding, Paul Setze

The devotion was given by Don Sylwester.

The minutes of the previous meeting were approved as published.

Change Expectation exercise (Scotti)

Reports

CAIS Project Manager

Scotti Hermansen reported on recent project activities and management issues.

SCT Project Manager

Paul Setze reported on recent project activities and management issues.

Campus reports

Agreed, that the campus status reports will be sent to Scotti on the third Friday of each month.

Reports from the campuses were presented.

Summit reports

Observations from attendees were shared.

Continuing Items

Status of campus Project Definition Documents and Project Plans (Scotti)

Final due date for these documents is April 30. Further delays will impact the milestones due dates.

Status of CAIS Project Plan and report on Milestones (Scotti)

Updated versions of these documents were distributed.

Confirm scheduling of Admission and Alumni/Development Go-Live dates (Scotti)

Agreed, that the following schedule be adopted.

2000, June	Admissions/Recruiting General Person
2000, July 1	Finance
2000, July	Alumni/Development
2000, August	Faculty Load Location Management and Housing
2000, November	Course Catalog Class Schedule
2001, January 1	Payroll
2001, February	Financial Aid
2001, March	Registration
2001, April	Student Accounts Receivable

Congregational codes from LCMS (Scotti)

Scotti and Gene will arrange for the needed written agreements to be completed.

Conversion planning (Kathy)

A revised document was distributed.

Plain paper forms printing (Don)

Within two weeks Don will send to the schools a quote from eVisions as well as an analysis of strengths and weaknesses.

Service Level Agreements (Scotti)

Proposed revisions are due to Scotti by April 14.

Training (Scotti)

Additional mid-level technical training is being scheduled. The current date is June 6-8.

Continued discussion of the migration from 3.x to 4.x (Scotti)

Our prior understanding was that 4.x will be implemented before July 2001, provided that this does not jeopardize the implementation of all core modules on time.

Agreed, that during the July-September 2000 timeframe we will convert all 3.x modules to 4.x.
A go/no go deadline with criteria will be established for early July.
At the next Council meeting the criteria will be decided.

[Alan: Since the next Council meeting is after this date, it will be necessary for Scotti and Paul to get the criteria to the Council for decision by email.]

Web For, Pipeline, and Learning Suite (Scotti)

Agreed, that the following schedule is adopted.

Web For	2001, Jan-Feb	first install
	2001, summer	most campuses will install
Pipeline	2000, summer	St. Paul will unofficially install
	2001, Jan-Feb	first official install
Web For Execs	2001, Apr-May	first install
Strategic Enroll Mgr	2001, Apr-May	first install
Learning Suite	2000, summer	St. Paul will install and report

New Items

Servicemaster

Campus wishing to use an interface to Servicemaster software need to inform Kathy Roberson regarding the version of Servicemaster software being used. Kathy will include this information in the conversion planning documentation.

SCT/CAIS Conversion Responsibilities: Mequon, Irvine, Portland

An agreement has been signed that relieves SCT of the obligation to manage the conversion of data at Mequon (responsibility assumed by the CAIS Service Center) and obligates SCT to manage the conversion of Admissions and Alumni at Portland and Irvine.

CAIS Policy Manual (Al)

The document was accepted with several changes. A clean copy will be sent to the Council and the document will be reviewed at the next meeting.

Agreed, that fiscal matters will be reviewed at the next meeting, primarily to assure that Council members are able to explain our arrangements.

Quality Review plan (Paul)

Agreed, that the Quality Review process and documentation as proposed by SCT be implemented for this project.

Explanation of billing procedures (Scotti)

The document was presented without changes.

TCP: Distribution and installation procedures (Scotti, Paul)

CAIS website will maintain a download source page and notices will be sent to the schools.

Remote DBA Services (Scotti)

The current service terminates in early April. No action will be taken until the staffs of the Service Centers need help.

Schedule next Council meeting (Don)

July 27 (1:00) – July 28 (12:00)

CUENet Satellite program (Alan)

A brief update was presented. Scotti and Alan are handling this situation.

Assignments

WHO	WHAT	WHEN
Servicemaster clients	Info to Kathy Roberson	ASAP
Don	Report on eVisions	4/14
Council	SLA comments to Scotti	4/14
Scotti, Gene	Cong Codes finalized	ASAP
Scotti, Paul	4.x migration criteria