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 Administrative Computing Steering Committee

Minutes of Meetings:

August 29, 2000
Time: 3:00 pm, Steinmetz 106

Present: Adey, Brace, Cossey, Gleason, Klein, Manchester, Post, DR,  Tobiessen, Wolf.

Review last meeting minutes:

Announcements:

1. New budget codes for any Information Technology/computer-related purchases took effect July 1, 2000.  Please make sure all items purchased in these categories carry one of these codes.

2. The HR office, with the help of OCS, is continuing to evaluate the Bitech HR module to determine whether it meets their needs.  They have obtained the necessary documentation, and OCS will be installing the software to be able to better assess it.

3. We have a green light to proceed with implementing the integrated advising system.  The Advisor's Advisor web site has been created to bring together advising information from many different campus offices, and also includes many common advising (and non-advising) forms available for download.  We need to work out a more detailed timeline for designing and implementing web-advising.

4. As a continuing investigation of the advantages and disadvantages of portal technology,  click here for a selected list of web-based transactions at Union.

Minutes

1. Announcements (see above).

2. Update on administrative computing general status (see handout).
35 new PCs have been installed in past few months (see handout).

3. Colleague 16 conversion: review of dates past and future (see handout)
Deadline for offices to identify needed Idescriptors for reporting: Sept. 15.
Data conversion test #5 Oct. 15.
214 programs are needed for conversion, including 92 in the first five weeks.   See handout for chronological list of all 214 programs.  Some of these run through the next calendar year.

Final steps:
OCS creates custom programs and Idescriptors and offices test them.
OCS completes data conversion #5 and offices do final review.
All offices prepare new office procedures and train office staffs to use Colleague 16.

4. Schedule for final conversion.
- Alice will be down for the time of the conversion.
- ID numbwillers  be generated in advance, for use if needed.
- Bitech will be available.
- Data conversion will take 4.5 to 5 days of 24-hour operation.
- OCS then needs one full day to do configuration and data checking.
- OCS needs one day for offices to take one day to confirm that the new system is working right BEFORE any new data is entered.
- OCS is reserving two days for a contingency; to recover from un-seen problems.
- Some services will be available for look-up only, by putting backup information on the Apollo test system. We are limited, however, to only 10 licenses.  We will have to decide who gets the licenses.

5. Options for a December 2 vs. December 6 start date.   See handout.  After some discussion, the earlier (Dec. 2) start date was agreed to.

Next meeting:  Tuesday, September 26, 3pm, Room TBA.

© 2000  Union College, Schenectady, New York
Page maintained by J. Douglass Klein, Associate Dean for Information Technology.
Last updated 08/15/2001