Enterprise Systems Subcommittee

Enterprise Systems Subcommittee Minutes

February 19, 2016, 1:00 p.m. – 2:00p.m., SSB 330C

Attending: Kevin Taylor, Ramona Morris for Nicole Tefft, John Carter, Jason Janke, Cindy Hejl, Lori Kester, Mike Hart, James Lyall, Nicholas Pistentis, Michael Erskine, George Middlemist, Sally Baalbaki via phone

Absent: Nancy Sayre, Laura Cline, Laresh Jayasanker, Jeff Helton, Patsy Hernandez, Vaughn Toland, Diane Watkins

Procedural Items:

I. Review of Minutes a. Motion to approve by John Carter. Cindy Hejl seconds the motion. Unanimously approved. Announcements/Updates:

I. ITS Service Updates a. The Information & Instructional Policy Subcommittee has moved to push up to ITSOC the security policies, which has gone from 162 to 26 pages of policies. b. Since our last meeting, we are looking at a VOIP telephone system. Make part of a collaboration suite. Can use Outlook. Can forward all calls to cell phone or use head set with lap top. Fax will go to your email. Your voicemail will go to email box. c. Create a forum to make clear what we’re doing in ITS. Communication and sharing with you the whole story of what the projects are. Working on a service catalog. What are the services ITS provide around campus? Using the service catalog to do better with communications and prioritization. This document states that these are the services we provide across this timeline and projects in support of those systems. Want to do better with strategic planning. Trying to tell a better story and talk about where we’re investing the money given to us by the institution. Items for Discussion/Recommendation

I. DRAFT Service Road Map. This is a first pass, many things to be added to this. Quite often Kevin will be in meetings where we discuss the many projects we’re working on. This list is only for this calendar year. There is a 2017 and 2018 road map as well. Where is there going to be competition for resources? We want to talk through prioritization in this group. Many of these impacts other projects. a. Grants module. Liza Larsen would like to bring someone in from Ellucian to see how we are handling grants inside of Banner. b. Position control in HR; bring someone in to look at practices and procedures. c. There are additional items being discussed that aren’t on here yet. d. We hope this document makes conversations easier to have. It gives an overall picture of where we are and where we are headed. e. Webtime entry done by early summer. All hourly employees are on it now. f. Self-service transfer services. g. Curriculog/Acalog. We are going to implement an electronic system to support curriculum. h. Blackboard Analytics provides faculty and deans a learning management system. i. The Student Success Collaborative is being upgraded. j. Jason would like to use the ITS Services Roadmap, as well as a brief narrative, to take to the Council of Chairs. k. The Service Catalog: will ultimately build this kind of planning tool in SharePoint with background information. Having additional information behind would be helpful. l. Another item is the XE upgrade planning. The first couple of modules are student and employee profiles. Additional XE Modules – haven’t decided next steps yet. m. The navigation software project is similar to the student hub, the database is the same. Diane has been working on cascading style sheets that look and feel like Banner self-service. We can use similar style sheets in XE. n. Communication around SCCM and Casper. We are on the second phase of staff roll out. Remaining people will be getting personal attention. Looking at how students are using computer labs which help us to plan and give the best experience. o. We have received a State award for copying and printing services. Ricoh awarded the contract for 5 years. p. Footprints. For departments that need to track information with client base, we have a system good for that, upgrading to a more stable, visually appealing system. q. Blackboard Analytics. We have classrooms with computers that are scheduled like other rooms causing double booking of rooms. We have never been able to assess software usage. We anticipate we will be able to say “this isn’t being used so we don’t have to buy”. Getting away from one size fits all. Continuing to reallocate resources for learning spaces. We have a RFP out for 40 classroom upgrades funded in the current fiscal year. We have two new positions to support this. The way it has worked for a long time, is if you have a class that you really need a computer lab for, ITS would schedule into a lab. We want the registrar’s office to have a global view when do you need to be in there. A shadow system. r. Faculty Certification Program. The ETC has created a program for faculty for online learning. Quality Matters framework. s. Electronic SRIs as a pilot this semester, opt out for the summer, and everyone on in the fall. Integrate with Digital Measures. Get electronic SRIs into Digital Measures. Can faculty see each day real time responses? Michael Erskine is chairing a group to implement. They are exploring two different ways to incentivize students – how to do that? t. DegreeWorks. The 2016/17 catalog available in May. Start changing redirect for students. 2012, 2013, and 2014 go live for students this fall, probably September. Then making degree exceptions for students in catalog before 2012. II. Banner localizations. Customizations change to Banner baseline code. Not really customizations, but an addition to. As we transition into XE, we are building different ways to capture data and reporting needs. We would like to make the transition as easy as can be. We wrote a customization track to see when student’s logged in but we can’t tell if they really tried to withdraw from class, now we can do an audit trail. We are building reports to take out that customization. Meet with module owners to ask do you really need this. It is a sizable project for each module. Makes us more nimble when patches come out. III. Discussion for group membership. Kevin will review and bring to the next meeting. IV. Agenda items for next meeting. You can email to Kevin.

Next Meeting I. April 15, 2016 1 – 2 p.m., SSB330C