Attendees: Dr.William Aguilar, David DeMauro, Lorraine Frost, Lydia Ortega, Bill Takehara, Paul Vicknair, Dale West
Budget
The current CMS budget was distributed and discussed.
Devon, IO Technical Consultant, submitted his resignation ?he accepted another job closer to home ?his last day was Friday, January 23, 2004.?Replacement is not being made at this time, which will create some potential savings.? Ken Kish, IO Technical Consultant, is still scheduled to arrive on campus April 2004.
Steve O'onnell, IO consultant, is reviewing the structure of our department trees. It might be necessary to realign the department tree with our organizational structure. He is meeting with Lorraine on Wednesday, and will have his recommendation completed this week. Solving this problem will allow correct data flow when creating reports.
Student Administration may be deferred for one year (Fall 2008) due to budget shortfalls. SIS+ system will need to be reprogrammed if we go beyond 2009.
Backfill position for Mojdeh Vaziri has been submitted to HR for posting. We hope to have this position filled by March 2004.?We will us this position to work on both 7.5 and the 8.4 upgrade.
Human Resources
A new automated benefits system (ABS) that tracks eligibility has been rolled out at each campus, which was required by the Chancellor Office. This rollout has caused an increased workload because of report cleanup and incompatibility errors.
When should we revisit recruit workforce and leave accounting??At some point, leave accounting will no longer be available through the State Controller? Office.?Anticipated date is 2007.
Finance
Budget Office will have two staff members supporting the CMS office during the implementation; therefore, scheduled trainings need to be scaled back during this time period.?Lorraine will speak with Doris.
Student Administration
A minimum of 16 workstations will be needed when the SA implementation begins. It was mentioned that the ROTC trailer has 25 open offices at the present time ? this needs to be confirmed. The question is, should we start looking now to reserve space or should we wait??David requested that we programmatically identify the needs. ?/span>By the time this rolls out, it is a possibility that we will have other buildings completed, which will free up space.?David stated that we inform Hamid, CPDC, of our space needs.
There is concern that key staff will be ready to retire when the SA project rolls out. William suggested that, if available, retirees return as consultants. A chart of staff needed and project timeframe was previously created, this needs to be updated and distributed again.
Outline the pros and cons, in terms of money, for the SA start dates of 2007 and 2008. New releases will be completed in June 2005.
Since there is a possibility of implementation being deferred for one year, we do not want staff to lose momentum by starting and then stopping the project. Is there anything that can be done during this period? Two scenarios are needed as to what can we do in 2005; and if delayed another year, what will that mean??If the funds are available in 2005, we will move forward.
Ad Astra
Software has been purchased and is on our test server. It will be used for classroom management in SIS+ and for PeopleSoft Student Administration.?Event Scheduling will be able to use this software also, but classroom management will be implemented first then we can offer others.
EMT
Lydia and Bob McGowan are reviewing the electronic communications and recruitment software. Lorraine and Lydia are working on the sole source and purchasing requirements. David stated that only ust haves should be considered due to the budget crunch. It was recommended that this project be deferred.
Lydia feels that deferring this project could cause negative connotations already cutting in the student module.?If the project is mission critical, Frank Rincon needs to discuss it with David DeMauro and William Aguilar.
Miscellaneous
Agenda items for next meeting: Lorraine and Lydia will bring back a Student Administration schedule and scope for this year and next years budget.
The Cashnet and Sevis maintenance funds need to be encumbered, per Lorraine. These funds were previously budgeted.
Not much spending in CMS travel.?Savings are taking place by carpooling to local meetings. Mojdeh and Muriel are the only ones scheduled to attend training at this time.
QI Reports to the Chancellor? Office have not started as of yet. Input is due in March.
Staff assigned to submit the information is Lorraine for Information Technology, Lydia for Student, Dale for Human Resources, and Muriel for Finance.
SSNs
Lorraine and Lydia will be making a presentation to VP council in the future regarding the SSN change project.
Minutes submitted by Aminia Clark