Committee Meetings and Minutes

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ERP Systems Steering Committee

Meeting Minutes

Current Status of Minutes: Final
Date	December 7, 2015
Time	2:00 PM - 3:30 PM
Location	HBC 301.7

Members Present
Patricia Behr, Andrew Christie, Ping Chu, Cheryl Coe, David Fretwell, Steven Hassel, Kathy James, Rosario Juarez, Laurin Lewis, James Malmros, Willie Martinez, Glynis Miller, William Moore, Lara Niles, Dianne Olla, Angela Oubda, Marvilyn Reyes
Guests Present
Connie Wall

Item # 01:	Review of November 2015 Committee Meeting Minutes
Presenter	Andrew
Discussion	Minutes from November 2, 2015 meeting approved. {WM, CC}

Item # 02:	Review of Revised Committee Mission Statement
Presenter	Andrew
Discussion	Approved. Mission Statement resides on ERP Systems Committee Meeting Minutes application.

Item # 03:	Update on November Technology Steering Committee Meeting
Presenter	Andrew, Marvi
Discussion	At the November TSC meeting: Colleague Self-Service (Advising/Registration and Financial Aid) was demo'd and favorably received. Self-Service has been 'soft launched' and will be released to the full student population in the Spring of 2016 after a more refined Hold/Restriction enhancement is available to clients. Ellucian Recruiter was demo'd, favorably received, and subsequently purchased. Recruiter is the first part of the 3-part CRM (Constituency Relationship Management) platform that supports the life cycle of a student. (Recruiter -> Pre-Student; Pilot -> Student; Advancement -> Post-Student). The 3rd agenda item at the TSC was a presentation of how the ERP Systems Committee will support the TSC. Due to time constraints, the 3rd agenda item was postponed until an early 2016 TSC meeting.

Item # 04:	Discussion re: Imaging Software
Presenter	Committee
Discussion	In order for the ERP Systems Committee to be able to provide a meaningful set of advice and recommendations on the topic of Imaging Software, it is important to know what departments are looking for and what current functionality is lacking. The Committee Chair asked for committee members to send feedback via email so that this may be collected and a game plan for further analysis be developed.

Item # 05:	Update on CROA
Presenter	Andrew, Willie
Discussion	Committee members who attended CROA demo seemed to like CROA and want to advance a recommendation for purchase. However, many committee members have not yet seen the demo nor some key documents, thus making it impossible to perform a cost/benefit analysis. ERP Committee Chair will make request to get all committee members added to the access list for the CROA folder on Google Drive. Also, Committee Chair will send link to the recorded demo.

Item # 06:	Update on Recruiter
Presenter	Patty, Marvi
Discussion	See Item #3 above. The Enrollment Management office will be driving this project and is currently in the process of hiring an Enrollment Management Analyst. IT plans to play a large support role in this project, as does Admissions & Records.

Item # 07:	Ellucian Live 2016
Presenter	Andrew, David
Discussion	The annual Ellucian Live 2016 conference takes place in Denver, Colorado during April 17 - 20, 2016. There are also pre-conferences that take place on April 15 - 16. Early bird registration ends sometime in January, 2016. All our encouraged to attend, departmental training and travel budgets permitting, of course.

Item # 08:	Update on Self-Service
Presenter	David
Discussion	The Soft Launch is going as well as expected. Early indications are that students and advisers like the ease of use and the real time linkage of planning and registration. Since Ellucian is in the process of improving the Colleague Hold/Restrictions functionality to be more conducive to institutions like ACC where large volumes of Holds are applied, a more general release of Self-Service for Advising/Registration and Financial Aid is expected in the Spring of 2016. The Self-Service Finance product is currently moth-balled.

Item # 09:	Update on Conversion of Web Apps to SQL Server 2012
Presenter	Andrew
Discussion	In Progress. ACC has approximately 50 custom web applications that are being converted to SQL Server 2012. ODS is also in the process of being converted to SQL Server 2012.

Item # 10:	Update on eTime
Presenter	Jim
Discussion	The www3 web server runs software that is now obsolete. In addition, the server certificate expired in early December 2015. eTime has been moved to the newer 'eapps' server.

Item # 11:	Update on Idea of Training Expansion
Presenter	Andrew, Lara
Discussion	Due to time constraints, this agenda item was postponed.

Item # 12:	Update on Coltest Cloning / Software Updates / Self-Service Spreadsheet
Presenter	Andrew
Discussion	As is often the case, the desired date for the next cloning of the Colleague Test environment varies from individual to individual, department to department. Some are anxious for more uptodate data, others are in the middle of complex testing scenarios. And, of course, the actual performance of the cloning is a time-consuming and cumbersome task in itself. But with the federal regulatory processes that are needed in January, the optimum date for the next cloning of the Colleague Test environment would seem to be January 9, 2016. That is the date the cloning is now scheduled for. The R18 Colleague Software Update spreadsheet has been expanded to include Self-Service enhancements. This spreadsheet will be updated and made available to all ERP Systems Committee and CORE Committee members, plus the appropriate user and developer contacts by January 5, 2016. The tentative date for installing this next group of software updates is January 22, 2016.

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