Administrative Computing Committee

November 18, 1996 1:30pm

PRESENT

Ed Wines, Chair; David Heise, Secretary; Merle Bascom, Harvey Brenneise, Rich Forrester, Kendall Hill, Elaine Hoilette, Lisa Jardine, Mailen Kootsey, Rebecca May, Robert Moon, Bob Robinson, Sue Schwab, Karen Wade
APOLOGIES David Burghart, Mark Clayton

PRAYER

Harvey Brenneise

MINUTES APPROVED

The minutes of the October 24, 1996 meeting were approved. The comment was made that posting them on the web is seen as a positive move.

CHAIR's REMARKS

Ed Wines gave a brief report on the functions of the CIO (Chief Information Officer), which will include Computing Center responsibilities, Institutional Research and the Andrews home page on the web.

BANNER UPDATES: ALUMNI

Lisa Jardine reported that Alumni had been live in the TEST database for three weeks, and were planning to go live in PROD on Tuesday, November 19. This would save dual entry of addresses. The receipting problems had been resolved, and user comfort levels have improved. Rich Forrester indicated that cash processing was running smoothly.

BANNER UPDATES: HUMAN RESOURCES

Karen Wade gave a brief report on Payroll, and spoke in more detail about tax rules for non-resident aliens. Misty has attended helpful seminars in this complex area. Karen reported that it is sometimes difficult to get consistent interpretations of tax laws. Starting in January, triggers will be put in place to collect details for all affected persons.

BANNER UPDATES: FINANCIAL

Karen Wade reported that four hands-on budget training sessions were held last week to prepare staff and faculty to enter their own budgets directly into Banner. One eager person had already tried to submit his budget, but was prevented from doing so by a job submission bug that was discovered. Kendall Hill gave a further report on the training. It was found to be a helpful exercise for both presenters and attendees. The hands-on training was especially useful to those departments who availed themselves of the training. Kendall and his staff found it beneficial to be able to interact with others as they talked them through the entry screens person to person. Bob Robinson made the point that ongoing training needs to be planned for new staff.

BANNER UPDATE: STUDENT RECORDS

Sue Schwab gave a report on the status of registration in Banner. At the time of this report, holds had been loaded into Banner. Training had been given to all those affected. Refresher training for the counter operations was planned for next week. All preparations for going live in Banner registration after Thanksgiving were complete. There was some tension in the air while waiting to see if it would all go as planned. Mailen Kootsey reported that the Registrar's Office was planning a major educational program to inform staff and students about the changes in registration philosophy. Students can do financial and academic registration in either sequence, and there is some new terminology - reserved, confirmed, canceled. Teachers need to check class lists for students in an unconfirmed state. The benefit of the new philosophy to students is that they can reserve classes before the break, and have all of the break to c omplete making financial arrangements. Sue has solved the problem with the Banner method of making refunds by writing a script to redistribute the refunds.

FINANCIAL AID UPDATE

David Heise gave a report on the progress of Jason Loucks's work with PowerFAIDS. Jason has resolved all outstanding problems found with the sample of test cases that Doug Miller provided. The data extracted from student records by Mark Clayton has been successfully loaded into PowerFAIDS. All is now set to perform the data entry of the manually awarded aid packages. From Jason's timing estimates, data entry for each student will take approximately 3 minutes. The objective is to enter all of the straight forward cases and as many as possible of the more complex cases in time to have aid on the November 25 statements.

SEQUENT TO SUN CONVERSION

David Heise reported that the machine offered on loan from Sun has arrived, but we were still waiting for the necessary memory and disk expansion cabinets. However, programming staff were still confident that we could be live on the borrowed Sun by Christmas. The more complex task of installing the Banner upgrades would then proceed.

[*]PC THEFT CONTROL

Stickers were being collected by Mailen Kootsey so that a final decision could be made with regard to using a security sticker or applying an indelible stencil as the secondary security measure. The locked cable kit was approved at a previous meeting as the primary measure. An announcement sheet and form for collecting necessary PC details has been prepared.

TELEPHONE RECEPTION

Ed Wines reported on changes that are planned for campus telephone reception and Campus Safety services. Telephone answering will be staffed only during business hours, with an automated attendant at all other times. A menu system will allow incoming callers to select between Emergency, Plant Services, Men or Women's residences. Campus Safety will take over the alarms and radio dispatch that used to be handled by telephone reception staff during certain hours of the night. Incoming callers would have the opportunity of punching in the name of the person they wanted to call. This would require prompt updating of the database after changes of occupants in residences and apartments. It was suggested that a similar facility would be useful for contacting staff in the departments after hours. A concern felt by all was that the University needs to keep a customer orientation in its interface to the public.

ADJOURNED

3:05pm