Attendees: William Aguilar, David DeMauro, Lorraine Frost, Lydia Ortega, Jerrold Pritchard, Bill Takehara,
Paul Vicknair, Dale West
Guests: Doris SelvaPagan, Javier Torner
Student Hire / Work Study
- Dale presented input problems to Administrative Council on May 5, 2003. The Deans were not aware of any problems their staff were having using PeopleSoft.
- Analysis/Proposal, Student Hire Representatives listing, and Draft LCD Commitment Accounting Process handouts distributed and discussed (attachments).
- Jenny requested that Charlie T. audit additional fields.
- At least one Student Hire Representative in each area have access to Job Data, in which position numbers can be changed – Student Affairs and Academic Affairs main office does not have this capability. This would alleviate some of the work for HR.
- Lorraine suggested that areas with abundant/reoccurring errors be retrained and also focus on the individuals that currently have access to Job Data and train them on making needed corrections. Open labs – when all users from a specific area come together to process their data) have been helpful in the past.
- Our point of attack/recommendation: retrain users; monitor progress and go back to points of failure; have open labs quarterly; and make training mandatory.
- William asked that the recommendation be submitted in writing and presented at the Administrative Council meeting.
- William stated that we should consider: actions needed to bring termination; have mandatory training at the end of each year on processing terminations and mandatory training on processing hiring at the beginning of each year. What is the anticipated timeframe for completion of training? July 1, 2003, per Lorraine.
- Lorraine will present information, along with a schedule of completion, to Administrative Council on Monday, May 19, 2003 or soon thereafter.
- William suggested that the quick references be printed on color paper (attached).
SIS+
- Revisited the issue of cost to remove social security numbers as the primary key.
- Handout of IRT servers (attached) was distributed. There are over 100 servers in the IRT division alone.
- The cost could not be calculated at this time due to the fact that the number of servers on campus is unidentified and the specifics on how each server needs to be changed is also unknown.
- It would be viable to phase out using social security numbers as the primary key over a period of time. As new systems are installed, issue a unique primary key.
- Javier has been looking at an ID Management system, which can be populated with the PeopleSoft system.
- Lorraine will continue working on other options, what would be the best solution, costs, and the priority list of the phase-outs.
- TRACS WebReg Upgrade Proposal (Periphonics) handout was distributed. Upgrade vs. moving to EPOS discussion took place – an evaluation is still underway as to which is the best approach for next fiscal year.
Security
- The Chancellor’s Office has issued a memorandum that all faculty and staff with access to confidential information have a “signed access form” on file in central HR.
- The CMS Access Form is ready to be put on the web.
- Upper management, not the AAS’s, must sign the access form.
- Since the signing of the access form has not been consistently required previously, but is stated in the Administrative Access Policy, getting signatures of current users may be problematic.
- President Karnig wants to know what we are going to do about security and also requesting an overview of the current processes we have in place. PeopleSoft access form is required for the training and staff must have training prior to having access to the system.
- Access forms should include the following systems: Financial Aid, One Card, SIS+, PeopleSoft. One form with all systems listed is preferred – this will eliminate multiple forms for a single person. Lorraine recommended including other systems on the current form that is being used for PeopleSoft.
- A subcommittee was formed to review the approach and current forms. The subcommittee is comprised of Lydia Ortega, Mary Chouinard, Paul Vicknair, Dale West, Javier Torner, and Lorraine Frost. They will report their progress at the next CMS Executive Committee meeting.
Next meeting is scheduled for Monday, June 30, 2003, 8:00 a.m. Please submit agenda items to Lorraine Frost at lfrost@csusb.edu.
Minutes submitted by Aminia Clark