Concordia Administrative Information System

CAIS Council

Minutes

18-20 March 1999

Members: Robert Meier, Hal Whelply, Tom Phillip, Ron Fonger, Dennis Witte, Eric LaMott, Don Sylwester, Robert Roethemeyer, Ed Dollase

Staff: Alan Borcherding, Scott Hermansen, Dale Brutlag, Kathy Roberson, Nick Gouskos, Dave Hahn

IC Guests: Alan Meyer, Gene Weeke, Myron Koehn

SCT Guests: Zo Davis, Rita Blackwell, Mike Turnbull, Jack Lemon

Previous Minutes

The following resolution was adopted.

Resolved, that the minutes of the January 1999 meeting at St. Louis are adopted as previously distributed.

Updates on general CAIS matters

Transition to CAIS

CUIS is an auxiliary operation of CURF. As of 1 July 1999 CUIS will become CAIS, an auxiliary operation of the BHE/CUS office. This will include the entire operation -- assets, liabilities, customers, etc.

The CUIS staff is currently trying to fix the value of the assets with correct depreciation schedules.

Participation

Ann Arbor has committed to joining the CAIS program when their current product reaches the end of its life cycle. Austin is still considering joining. Grant funding is being sought to assist Selma, and technical solutions are being explored to reduce their cost. Fort Wayne is evaluating its options.

Cost Model

The term "cost model" is ambiguous. We should refer to "cost allocation" to lay out the formulas for distributing the costs and "cost projection" to predict future expenses. We have little certainty regarding costs after implementation.

Hardware (group purchasing)

Each school will compare prices available to it through local groups with prices available through CAIS group purchasing.

We will try to buy servers in coordinated models to facilitate common support.

Whether to pay through operational or capital expenses is an issue.

Cost Equalization

The expense for prototyping and training will be controlled by a master plan established by the CAIS Council.

Participants in the prototyping will be established by the CAIS Council in consultation with SCT. Attendance is limited to the list. These costs will be equalized.

Cost equalization for off-campus training will be established for a fixed number of participants. Campuses may send additional personnel at campus expense to the extent that space allows.

OIS participation

Corporate synod may collaborate in our activities, but not control them. We will work out the detail later.

Objectives

The meeting objectives were presented.

CAIS Project Objectives

Complete implementation within timeline

Knowledge transfer

Effective training

Satisfied user community

High level of commonality across BHE/CUS

Efficient use of resources, including people and time

SCT Presentations

SCT presented their understanding and proposals regarding various aspects of the implementation project. Topics covered include:

Contract Scope

Organizational Structure

Project Approach

Time-line

Rollout to sites

Logistics

Decisions

Contract Administration

Rita Blackwell is the Contract Administrator for SCT. Alan Borcherding is the Contract Administrator for BHE/CUS. In this capacity their primary responsibilities are:

To assure satisfactory completion of the terms of the contract.

To "sign off" on the satisfactory completion of each milestone.

To facilitate general coordination of the implementation, and lead efforts to resolve conflicts and disagreements.

To provide progress reports to their supervisors and boards

Meetings

April 20-22

Project Management seminar for Council

4/20: 9:30 CAIS Council
4/21: 9:00 start
4/22: 9:00 start, 3:00 end

May 25-27

BPA #1 for FIN, HR, AD

5/25: 9:30 CAIS Council
5/26: 9:00 start, evening session
5/27: 9:00 start, 3:00 end

June 8-10

BPA #1 for ST, FA

June 22-24

BPA #2 for FIN

June 29-July 1

BPA #2 for ST

BPA #2 for HR, AD

July 7-9

BPA #2 for FA

Campus Visits

SCT will make a visit to each of the twelve campuses to begin the planning process, to perform a technical assessment and to participate in "kick-off" events at the request of the campus. Don will coordinate the scheduling of these two-day visits. The eight participating campuses should send their preferences for meeting times between April 26 and May 21 to Don as soon as possible. The remaining campuses will be visited at a later date.

Assignments

Scotti and Ed will discuss capitalizing expenses on the CUBUSMIN and CISAC-VOTER mailservs. This includes campus booking of the implementation charges, server hardware, and desktop units.

Scotti, Don, Rich Helmke, and Tom will study the server options, in consultation with SCT personnel.

All requests for server purchases should be given to Eric, Don, or Scotti for coordination.

Alan will work with Mike to coordinate communication channels.

Scotti and Alan will draft a position description for the CAIS Project Manager. Scotti, Don, and Eric will draft a Service Center "Scope of Services" document.

BHE/CUS Office will establish the sign-off procedure in consultation with SCT. This will include the system of sign-off at campus and Council levels.

BHE/CUS Office will provide a list of mandatory data standardizations by April 5, and begin a list of required reports.

Finance

A portion of the implementation loan is not committed to pay for the SCT contract. This is available for use as needed.

The CAIS Council passed the following resolution.

Resolved, that the CAIS Council recommends to the BHE/CUS office that funds not committed to implementation expenses be used as follows:

Priority One:  Travel and living expenses during implementation, with the expenses to be charged back to the schools on an equal basis.

Priority Two: Allowance for unanticipated expenses.

Priority Three: Possible purchasing of hardware.

Next meeting

April 20, RF, 9:30 a.m.

Respectfully submitted
Alan W. Borcherding