Meeting & Agendas

Approved. {ET, LN} The Committee is interested in evaluating imaging/documenting software by comparing Fortis with ImageNow. The ERP Committee will forward this request to the Technology Steering Committee.

A draft Mission Statement for the Committee was unveiled. It received some feedback, specifically in a way that expresses its 'advisory' function, and a modified version will be presented at the December meeting. The ERP Systems Steering Committee Chair will coordinate with the Technology Steering Committee Chair. Draft Version #2: The mission of the ERP Systems Steering Committee is to provide rational, logical, cost-effective, and efficient business process recommendations to the ACC Technology Steering Committee based on analysis and review of current processes and knowledge of future trends. The recommendations may include, but are not restricted to automated processes, software solutions, hardware solutions, training solutions, 3rd party solutions, etc. The purpose of the committee is to help promote simplicity, efficiency, and productive business solutions (usually involving an Information Technology component), in conjunction with the goals of the college, and to reduce redundancy, waste, and cost, wherever possible, by making consensus recommendations that reflect the business experience and analysis of the committee membership. The Committee also discussed whether the four Committee Functions that were associated with the Ellucian/Datatel/Colleague Steering Committee still apply. These functions and their status with the ERP Systems Steering Committee are described below. 1. Served as the College body which reviews the systems on an on-going basis. The ERP Committee will continue the review functionality. It will apply to all systems, whether the current ERP, the subsidiary SQL systems, or 3rd party partnerships. 2. Develops conversion strategies as appropriate for all Datatel related modules. Insofar as there is a need for conversion strategies, the ERP Committee will provide advisory recommendations for those strategies. 3. Develops testing and implementation guidelines for all related modules. The ERP Steering Committee may, in the near future, make a recommendation that ACC establish a QA team responsible for working with departments to ensure successful testing of new software. 4. Develops training and development opportunities for faculty and staff who utilize Datatel. The ERP Steering Committee, as one of its first recommendations to the Technology Steering Committee, would like the issue of staff training in software (Colleague, web applications, security practices, etc.) and hardware (computer-related training) be addressed. There are many departments that have fallen behind and need updated training by Ellucian consultants. ACC employees in general need increased training to keep pace with software advancements. It is believed that HR, via the Staff Professional Development division is authorized to provide this training, and that the job description for the Professional Development Technology Specialist includes these elements; e.g.,: #1: Develops, facilitates, and presents basic-level technology related professional development workshops and online teaching/learning modules. #6: May collaborate with IT to prepare training and procedure manuals and documentation, including written training manuals for hardware, microcomputer software adaptation, customized programs, and other system applications. Also included in the lengthy discussion of the Mission Statement was the consensus desire to ensure that software purchases go through a formal request and vetting process. One recommendation was that this Committee create a 'hub' for all software purchases. The desire for improved communication at the college whenever new software is proposed and purchased was expressed loud and clear, and it is important that this committee weigh in on proposed software purchases. Admiration was expressed for the way the college-wide Technology Committee handles software purchases, and the ERP Committee Chair will consult with that department to get more information.

It is believed to still be in a 'draft' mode.

The Colleague Test environment was cloned from Colleague Live on October 24, 2015. The current batch of Colleague Software Updates (with the exception of the ACA patch which was already installed) is now scheduled for Friday, November 6, 2015.

Top Needs as of November meeting: Procedures in place for software puchases, with all products that bypass the procedures put on hold. Imaging Software that allows for electronic signatures and that does not require a new contract whenever a new form is needed is a top concern. Perceptive's ImageNow is a product that is an Ellucian preferred vendor and links seamlessly (or so it is marketed) with Colleague. On the other hand, it is thought that ACC may have the software to make greater use of Fortis without requiring new contracts with the Fortis vendor. Reporting & Analytics software. The Committee would like to review CROA and make a recommendation one way or the other. Civitas also is developing an analytics tool. (Part 2 of the CROA Demo is scheduled for November 5.) The Admissions Applications continues to be an item that receives frequent change requests. It would be nice to know whether Recruiter will be purchased as the Admissions application would then become incorporated into that product. Recruiter has not yet been purchased by ACC, so it is not yet clear as to whether the two current Admissions applications (the ACC version, and the Texas Apply version) will continue to be the main application methods.