Present: Robert Roethemeyer, Dan Burroughs, Hal Whelply, Dennis Witte, Tom Phillip, Gene Weeke, Ron Fonger, Eric LaMott, Don Sylwester, David Kluth, Scotti Hermansen, Alan Borcherding, Paul Setze
Dennis Witte led the opening devotion.
The Council approved the minutes of the previous meeting as published.
Dan Burroughs, new Dean of IT – Bronxville <drb@concordia-ny.edu>
Scotti Hermansen presented the CAIS Status Report.
Paul Setze presented the SCT Status Report.
Campus project managers reported on Banner activities at their campuses.
CAIS has formed a team to discover significant campus needs and address them. Alan will be calling the campus officers and providing feedback to the CAIS and campus project managers. The CAIS client support teams will be asking campus teams for input regarding major outstanding issues and seeking resolution of the issues.
A decision not to move forward with a purchase of E-Print has been made, primarily due to the timing of its implementation and the personnel resource requirements.
The Ernst & Young system audit has revealed several areas that need improvement, but it is our understanding that no material weaknesses will be reported.
The Council adopted the following resolution.
Resolved, that the CAIS Council accepts the SCT Final Report and authorizes the CAIS Contract Administrator to sign-off on it.
The schedule for completing the upgrade to version 5 was discussed and accepted.
The Council adopted the following resolution.
Resolved, that the CAIS Council accepts the User Groups proposal. Ron and Scotti will develop the proposal in further detail.
Resolved, that the CAIS Council strongly encourages travelers to submit their expenses within two weeks of any event.
Kathy Roberson presented the list of open change requests and the various product enhancement and support issues. Her report was received with thanks.
Report Generation
Ron Fonger presented some issues in the area of report creation. A significant issue is how to define views in a way that is acceptable to all campuses. The User Groups will be asked to list and prioritize the needed views. The design of the User Groups will include specifications on how to get the groups involved.
The repayment worksheet was distributed. A couple of corrections need to be made.
Eric will get an opinion from each campus regarding the matter of paying off the loan in 5 or 7 years. Eric will send a presentation to the Council members that they will use for discussion with their respective CFOs.
The Council recommends that the FTE basis for calculating shares of expense will be based on a three-year rolling average. The basis for repaying the implementation loan will be frozen at the rolling-average percentages in effect for FYE2002.
After the opinions of the CFOs on a 5 or 7 year repayment schedule have been compiled, a proposal will be made to the presidents’ governing board on three items.
1.That the surplus policy state that surpluses above a reasonable cash reserve be rebated back to participating institutions in proportion to the amount paid.
2.That the institutions will repay the Implementation Loan on a 5 (or 7) year basis.
3.That the FTE calculation for sharing operational expenses will be based on a three-year rolling average, and that the basis for repaying the loan will be the three-year rolling average applicable to FYE2002.
The Council adopted the following resolution.
Resolved, that the CAIS Council specifies that surpluses will be rebated back to the clients on a prorated basis, based on payments made in the year on which the rebate is based.
Scotti, Tom, Denny, and Ron will create a new SLA template and prepare a preliminary budget for the December CAIS meeting. The budget approved in December will be forwarded to the Presidents’ Board for action.
Due to the nature of the new CP product and its cost, some sites will probably choose not to implement use CP.
The Council adopted the following resolution.
Resolved, that the CAIS Council agrees that campuses will provide a monthly report to the CAIS Project Manager on project status, due the third Friday of each month. Scotti will continue to provide weekly reports. A quarterly report of CAIS activities and fiscal status will be sent to the Council and the Presidents.
The scheduling of remaining product installations will continue to be developed.
December 10 (1:00) – 11 (noon) at CAIS, with a CIO meeting on Monday morning. The primary topics will be SLAs and budgeting.
April 18 (1:00) - 19 (noon) at Austin, with a CIO meeting on Thursday morning. The primary topics will be disaster recovery and strategic planning for CAIS.
Alan W. Borcherding,
Recorder