Attendees: David DeMauro, Lorraine Frost, Lydia Ortega, Jerrold Pritchard, Bill Takehara, Dale West
Guest: Twillea Carthen, Jenny Cascillas, Pegeen Davison, Shriley Dorsey
Student
- Cal State, Long Beach document distributed and highlights discussed regarding the implementation of the student system.
- A student survey will take place Fall 2004 regarding a CashNet fee (anywhere from $2-$10).
- It is a must that we move away from using social security numbers as the primary key. Lorraine to revisit the budget to include the cost of changes/updates to the systems.
- Lorraine is working on identifying the number of servers we have on campus. The IRT division alone has approximately 75 servers.
- We have the funds, at this time, to purchase the scheduling software, if we delay the security software until next fiscal year (2003/2004).
CMS Timeline
- Revised timeline distributed and discussed.
- Finance 7.5 will no longer be supported after12/04.
- Open Forum taking place Friday, May 2, 2003 at 11:00am in PL-4005. It was suggested that CMS benefits (positive information) are presented prior to any budget information.
Student Assistant Decentralization
- Decentralization of student assistance was brought back to the table for the three-month review of workflow. Dale stated that it has been a heavy load on his staff to keep up with the extra work. Jenny stated that she had 918 corrections that were made between April 4 and April 25 (these involved position number changes, effective dates, etc.). At least 100 of these corrections were due to Student Affairs modifying their check sort unit. HR and Payroll recommend going back to centralizing the student assistant hiring process.
- David asked to submit more information and analysis prior to making a decision on centralizing the student hire again. He also suggested that another pay period of corrections be included in the analysis from HR and Payroll. The committee will meet again in two weeks with an analysis of the current data.
- Is it reasonable to authorize one person from each division to have the update capability to make the needed corrections? There was concern over expanding access to correction mode.
- Retrain the employees who are making continuous/numerous errors. It was suggested that this be tied to the employee’s performance evaluation
- If student assistant hiring is centralized again, it was recommended that all VPs should assist in funding the position (present to VP Council). If the position is centralized again, it was recommended that the position reside in Career Development again.
- Revisit the deadline date of the 10th of each month to have student assistant payroll due. The 15th of each month would be better.
- Lorraine to look at alternatives on other campuses regarding student hire – SLO’s system (web based).
- Lorraine currently has an analysis meeting scheduled on May 9, 2003 with Financial Aid regarding student assistant hire and work-study.
Security
- A Chancellor’s Office memorandum was received that requires the campus to strength their security procedures. The memorandum requires the Central Human Resources department to house all signed original and approved access forms for faculty and staff.
- Each user must fill out and sign a security form to be granted access to the system. The department administrator must also authorize the form.
- It was recommended to review the use of a banner upon logging into a system to remind users of the confidentiality of information accessed through any university application.
Next meeting is scheduled for Monday, May 12, 2003 at 3:30 p.m. Please submit agenda items to Lorraine Frost at lfrost@csusb.edu.
Minutes submitted by Aminia Clark