CMS Executive Council Meeting Minutes

Attendees: William Aguilar, Twillea Carthen, David DeMauro, Lorraine Frost, Lydia Ortega, Jerrold Pritchard, Bill Takehara, Paul Vicknair

PAC Status

• The PAC is almost near closure.
• Only executive meetings are happening and reports are being given at the CABO meetings.
• Information given at the CMS Project Directors Meeting should be communicated to the campus via the directors.
• Lorraine Frost shall find out at the CMS Project Directors Meeting if there should be more than one rep. for student module.

Budget

• The cost analysis has been renamed as the “Cost Expenditure Report”. The report has been reformatted and all previous dollars has to be put into the new format by September 26, 2003. The new format differentiates between core and non-core functionality.
• The Core Functionality Document contains a list of what is considered core and non-core functionality. All services that are listed as core must be implemented by June 2007.
• Some of the services listed in the Core Functionality Document were not included in our budget. A request for exemption shall be submitted for the Academic Advisement component.
• We may need to look into a finance plan for $9 to fund the entire CMS project.
• A conscious decision needs to be made on what needs to be done in order to make sure this project gets completed. We can no longer be silent.
• William Aguilar will address the topic of CMS long-term budget at the VP Council Meeting to get some feedback.

Security Procedure

• Chancellor Reed has directed us to implement security procedures.
• New users will need to fill out the Security Access Form.
• Current Users will need to fill out the Confidentiality Compliance Form.
• We need to go in the direction where the VP signs off on the Confidentiality Compliance Form and the Security Administrators grant access to each different system.
• The signed forms shall be housed in Central HR for Faculty, Staff, Students, and Consultants.
• Lorraine will have a packet ready for William Aguilar and David DeMauro to present at VP Council.

Finance Status

• Finance 8.4 requests for bid has been shipped to Kathy Hansen for review.
• We have request bids from: IO Consultants, Cedar, and Ciber.
• The software should arrive on campus by October 14, 2003.
• Timeline
  1. Request for bid should be released by September 19, 2003.
  2. Bids are due on October 3, 2003.
  3. The consultant contract should be signed by October 16, 2003.
• Bids can be place as a fixed rate or an hourly rate.
• We should only need 2 or 3 consultants for the implementation of Finance 8.4. This is a multiphase project, which means the consultants provide service for all areas.

Ownership of Business Processes

• Changes in business processes need to be communicated by the department.

Meeting Schedule

• We are going back to our regular meeting schedule in which we meet on the last Monday of every month.
• The next meeting is schedule for September 29, 2003.

Minutes submitted by Candace Johnson