Present: CAO Tony Tortorice, VC Budd, VC Gerhard, VC Ikharo, AVC Lam
1. ANNOUNCEMENTS
- Smart-classroom Phase 1 is done, Phase 2 getting underway this week. Next thing is to work on stream-video (consulting with faculty on this).
- VC Ikharo is requesting IT input with all new construction projects. CAO Tortorice will setup meeting with Robert Dias, Linnea Wren and Jon Olkowski.
2. PROJECTS UPDATE
a) FINANCIAL AID
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CAO Tortorice met with vendor and they want to increase cost by 60%. So far the district has paid $600,000. We will renew the contract to keep using the mainframe for one more year and will need to keep Hicks consultants to do mainframe work.
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At the request of the Chancellor Mr. Tortorice met with a PeopleSoft rep to look at the Financial Aid module in PeopleSoft. It will take about a month to gather all necessary information. Gary Nicholes will be involved in this project once the PeopleSoft people need to go over requirements.
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Dominique Benavides has been working with AVC Lam on the feed from SAFE to the finance general ledger. The process should be the same if we switch to PeopleSoft.
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AVC Lam reported he ran into some errors in which payment type needs to be specified.
b) TIME AND LABOR DISTRIBUTION
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Vendors RFQs have been received. Cyber pulled out from the oral interviews.
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Oral interviews will take place on October 13, 2011.
c) PRORATA
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Consultants will roll of on October 26, 2011.
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One of the consultants working on this project is interested in working full-time for Peralta. Looking into hiring him on a part-time basis to fill in the position vacated when Raghu left.
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There continues to be small errors due to the complexity of the data. This project will require ongoing maintenance. There has been no more historical testing since our last meeting. History starts as of Fall 2011. AVC Lam said there will be no more historical testing, but data can be mimicked.
d) ACADEMIC ADVISEMENT (MOVING TO MAINTENANCE STATUS)
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Someone will come in to train Sriram Battineni.
e) FACULTY GRADE BOOK/ROLL BOOK (MOVING TO MAINTENANCE STATUS)
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Phase 1 has been completes. Need to get updated specifications for Phase 2.
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VC Budd is requesting more testing for the faculty grade book.
f) ADJUNCT STEP INCREASE
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In testing phase. No report from Bill Vorhies.
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Gopaal has a template for the testing plan. Also, testing is scheduled for next week and Gopaal will be on vacation.
g) STUDENT HOLDS/DROPS
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Student holds/drops for Financial Aid has been completes.
h) MIS REPORTING
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VC Budd is requesting more development and testing for MIS.
i) ASSEST MANAGEMENT
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Testing will begin next week. According to Bill Vorhies they are on target for a September 30 completion. Kyu Lee has been working with consultants and he will be the contact person for ongoing maintenance.
j) LIBRARY SYSTEM (MAINTENANCE STATUS)
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This project has been completed and is in the maintenance phase.
k) AC TRANSIT
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This project is done. Problems have been fixes and daily reports are being sent to AC Transit.
3. NEW PROJECTS
- Data Warehouse for Finance and Human Resources. We own PS data warehouse for Finance, Human Resources, and Procurements, but not for Student Admin. CAO Tortorice will email information to VC Gerhard.
- Electronic Workflow for Budget Transfers (similar to budget workflow)
- Electronic Personal Action Forms (PAFs): Human Resources got three firms to look into this and their suggestions were a build-on to PS. CAO Tortorice will follow-up with Human Resources.
- Document Management
- Schedule 25: This helps with room scheduling for classes and spatial calendars.
4. OTHERS
- CAO Tortorice is revising all the PeopleSoft licenses that we own to make sure we are making full use of the system. This will be part of the discussion leading up to the budget setup.
- EMC project is scheduled to be done by December 2011. All hardware has been delivered; need to start working on implementation.
Filed under: Meeting Minutes, PeopleSoft Steering Committee
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