Concordia Administrative Information System

Council Minutes

20-21 September 1999

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

Staff Present: Rita Blackwell, Mike Turnbull, Paul Setze, Scotti Hermansen, Alan Borcherding

Don Sylwester opened the meeting with prayer.

Milestone 2 signoff

Scotti Hermansen reported that Milestone 2 has been completed satisfactorily.

Agreed, that the Council endorse final sign-off on Milestone 2.

Adoption of sign-off process

Agreed, that the Council accepts the sign-off process as described in the Project Definition Document.

Adoption of Project Definition Document

Agreed, that the Council accepts the Project Definition Document and directs the CAIS contract administrator to sign it on behalf of CAIS.

Campus Versions of PDD

It was understood among the Council that the PDD will be reconfigured to reflect campus activities and sent to the campuses for the campuses to adapt to their uses.

Budgeting and billing

An explanation dated 9/9/99 was presented and discussed.

Contingency Planning

Don has been thinking about possible disasters that we should consider.

Citrix Server

Agreed, that Citrix will be implemented at the Chicago SC and the cost shared as a core administrative expense. The CAIS Staff is authorized to spend up to $30,000 without further permission.

Attendance at Council meetings

The question is (1) whether persons may attend in addition to the regular council members, and/or (2) substitutes for council members be allowed to participate in the meetings.

Agendas:

Agreed, that ordinarily the Council Agenda will be made available in advance of meetings to enable on-campus consultation.

Additions:

Agreed, that no more than one person from each campus will attend a Council meeting.

Substitutions:

Agreed, that campuses may send substitutes to Council meetings — without voting privileges.

CAIS Status Report

Scotti summarized progress to date.

SCT Status Report

Rita Blackwell introduced Paul Setze as the new SCT Project Manager.

Mike Turnbull provided a status report.

Each monthly status report will include an updated version of the Project Plan.

Campus Status Reports

Each campus shared comments on recent developments.

Project Plan

The first draft of the comprehensive Project Plan was presented. This will be distributed by email.

Server Selection

Features and pricing do not seem to be significant factors in making a decision between NT machines. Choosing a preferred vendor is the most significant factor.

Specs for a VMS server are available from Eric.

ID Numbers

Agreed, that we will use system generated numbers, with blocks assigned to each campus.

Don will prepare a detailed list of how this will work and distribute it through the Project Managers.

Conversion Planning

Based on a recent informal meeting, plans are being developed to establish conversion plans.

Definition of the Prototype

The relevant section of the PDD was reviewed.

Quality Assessment

The check sheet requesting campus feedback on module progress is serving as an initial check of Prototype quality.

Sub-modules included in Prototype

A grid has been prepared to track which sub-modules are being implemented in the prototype and to track campus satisfaction. This is due to Scotti on October 15.

Cross-module table coordination

Discussion of tables common to more than one module will be placed on the agendas of future BPAs.

Required data definitions

National standard definitions will be used when possible. The data definitions and values involved in this task will be documented with the final Prototype.

Plans for system installations

The survey requesting campus feedback for scheduling installations is due to Scotti by October 5.

Schedule for non-core module implementations

The feedback chart for campus scheduling includes feedback regarding campus intentions regarding the additional modules.

Use of Brite IVR

Agreed, the Brite IVR software will not be implemented.

Report Writers

Agreed, that Microsoft Access will be used as the default report writer.

Agreed, that advanced products will be evaluated when the need arises.

The Prototype Teams will be asked to evaluate the usefulness of canned Banner reports for their areas.

When the report writer search committee at LCMS makes a report this will be reviewed by the Council.

Upgrade to version 4.0

FIN and AD will be deployed in 3.x, then upgraded in the Fall of 2000. The remaining modules will be deployed in 4.x.

Campus Pipeline commerce

Hal, Tom, and Ron will get more information on the advertising component of Pipeline.

Not discussed

Training Attendance, System Education Attendance

Next Council Meeting

Nov 11 (1:00) to Nov 12 (3:00)