onesolution steering committee note taker: shelly allen...get a recommendation on how to proceed...

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ONESolution Steering Committee Note Taker: Shelly Allen

February 9, 2015

10:00 – 11:30 a.m.

Building A-401

Committee Members Present: Shelly Allen, Pam Blanchard, Steve DuMond, Janet Ford,

Sharan Kelly, Carol Moore, Keli Seyfert, Kelly Underwood, Karen Vasquez

Committee Members Absent: Holly Barrett, Polly Blackburn, Richard Carmody, Keri

Common, Terri Kahn, Liz Phillips, Linda Shelby, Regina Smith

Item 1. – Call to Order

The meeting was called to order at 10:10 a.m.

Item 2. – Review Agenda

The agenda was reviewed and accepted with no changes.

Item 3. – Review November 17, 2014 Notes

The notes were approved and one correction was noted for Item #5 WSUGA Conference

- “missed” to be corrected to “mixed”. Follow-up information regarding November

meeting action items:

Action: Carol will fill out the CCPD change request form and submit. No form

was required – updates have been made to the CCPD. Status: Completed

Action: Carol and Sharan will send an email to all-staff to encourage

participation and on-line registration for PD. Status: Completed

Action: Karen will add “module affected” to the problem list and will also add

the word “Subsystem”. Status: Completed

Action: Carol will present the issue to the Admin Team at the 12/2/14 meeting to

get a recommendation on how to proceed with the training of temporary workers.

Issue presented to Admin Team with this conclusion, “Temporary workers who

are planning to be in the position for 3 or more months AND are expected to

create an average of five or more PR’s per month should be trained.”

Status: Completed

Item 4. – ONESolution PD Status

PD – There are issues with not have the capability to send e-mails to staff/student.

Participants have started using the PD subsystem; however instructors have not been as

active. Per Sharan, Carmen Montanez-Rodriguez will not do any additional instructor

training sessions. HR staff expressed disappointment that more faculty have not attended

training sessions. Luis Flores-Gallardo attended a training session to serve as the help

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desk contact for problems. Issues should be reported to Judy Gabriel first and she will

refer them to Luis. Sharan proposed handling future training sessions, however Karen

will not be able to assist with training until after the upgrade to 15.1.

Action: Karen is working on the issue of email from roster not working.

Item 5. – Leave Report (Karen)

Karen reported some security issues related to switching from one server to another. She

will e-mail some committee members to test and send her screen shots of any issues

encountered during testing. Carol briefly demonstrated the report during the meeting.

Action: Testing may take place as a group in A-401 in few weeks. Karen will schedule

group testing.

Item 6. – ONESolution EO/PAF status (Holly)

Carol reported in Holly’s absence. The goal is for employees to update their own

personal data. Kelly will work with custodial staff that do not use myHancock regularly.

Pam reported that ONESolution is not always updating addresses if they are changed in

A&R. Ron wrote a program to catch those changes that may not be updating

automatically. IT staff will investigate the problem.

PAF - Holly started testing the PAF in the fall. Form is not pulling the correct salary

(monthly vs. annual). Carol estimates the cost to fix PAR issues would be around

$13,000 and will submit a PR to SunGard to start the process.

Action: Pam to give Karen some examples of addresses that are not updating

automatically.

Item 7. – ONESolution AO status (Carol)

The AO subsystem has been loaded onto the production system and Karen is sorting out

obvious issues before staff starts using it. Karen reported that there are five types all with

different wording which she is verifying. She got through three types and had two errors.

Kelly would like to expand on the privacy waiver language for references. Karen may be

able to add a second page or edit the language. Carol stated that the primary goal for AO

is for applicant use and that HR may implement other AO features later. Carol submitted

a PR to SunGard a couple weeks ago to request customization to organize applicants by

employee type.

Action: Kelly will provide the privacy waiver language to Karen.

Item 8. – ONESolution Open “Critical” Problem Report (Karen)

Karen provided the updated problem list dated 2/9/15. Most of the problems removed

from the list will be resolved when we upgrade to 15.1. Many of the existing problems

are intermittent, difficult to test/document and may be hot fixes after going live on 15.1.

Item 9. – Upgrade to 15.1 Schedule

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Karen expects to load 15.1 to the test system February 17 – 20. Functional teams will

test for two weeks and meet again on 3/19/15 to report progress. Karen reported that she

will be trained this Thursday on cloning to ensure data will not be overwritten when 15.1

is loaded to the production system. Functional teams were reviewed and updated as

follows: Laure Schaaf – add to HR team, Terilyn Hall add to PD team, Keri Common

and Pam Blanchard – list as co-leaders for Payroll team, Shelly Allen – add to Benefits

team.

Action: Carol will ensure that A-401 is available for testing. Karen will send out link on

how to load test onto individual PCs that may not currently have it. Functional team

leaders will review test plans posted on ONESolution SharePoint site and coordinate

testing. Karen will schedule testing progress meeting on 3/9/15.

Item 10. – Cognos Update

Cognos will not be implemented until after the upgrade to 15.1. Staff training may start

as early as April.

Action: Karen will poll committee members to determine best time to schedule training.

Item 11. – New items and concerns

Committee members stated that issues may still exist with some CDD reports.

Action: Committee members are to report CDD needs to Carol and she will request

additional CDD consultant time.

Next Meeting

Scheduled for 4/13/15 at 10:00 am.

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ONESolution Steering Committee Note Taker: Polly Blackburn

December 15, 2014

10:00 – 11:30 a.m.

Building A-401

Committee Members Present: Shelly Allen, Mike Black, Polly Blackburn, Richard

Carmody, Steve DuMond, Janet Ford, Terri Kahn, Carol Moore, Keli Seyfert, Linda

Shelby, Karen Vasquez

Committee Members Absent: Holly Barrett, Pam Blanchard, Sharan Kelly, Liz Phillips,

Keri Common, Regina Smith






The notes were approved with no changes required. Follow-up information regarding

November meeting action items:

Action: Carol will fill out the CCPD change request form and submit. Status:

No form was required – updates have been made to the CCPD.

Action: Carol will make some changes to the instructor request form and repost

to the documents library. Status: Completed

Action: Carol and Sharan will work on drafting a new email to encourage

participation and on-line registration for PD. Status: Will complete this in

January.

Action: Karen will add “module affected” to the problem list. Status: Karen

added the word “Subsystem”.

Action: Carol will present the issue to the Admin Team at the 12/2/14 meeting to


Status: Issue presented to Admin Team with this conclusion, “Temporary

workers who are planning to be in the position for 3 or more months AND are

expected to create an average of five or more PR’s per month should be trained.”

Action: Karen will update the “User Request Form” and modify workflow to

include Shelly Allen and Linda Shelby. Status: Completed

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Item 4. – San Diego Dinner Meeting

Dr. Walthers, Carol Moore, Tom Amburgey, VP Business Development and Project

Management, Sungard Public Sector, Kevin Lafeber, VP Sales and Marketing, Sungard

Public Sector met at the SUGA conference to discuss issues regarding ONESolution. Dr.

Walthers stressed his concerns about the “clunky” desktop and the cumbersome

purchasing workflow. He also requested an administrative contact for when serious

issues arise. Notes for the meeting have been posted in the ONESolution myGroups

within the 12/15/14 meeting folder. Suggestions noted for process improvement are:

1) Security in ONESolution is a technical challenge. Insufficient time and expertise

was built into the project plan to address this area. As a result, there were many

issues that impacted the functional testing that in the end were corrected with

configuration and security changes.

2) When cases are submitted to be investigated, the person assigned does not always

carefully review the problem description and submitted material before asking for

additional information. The AHC staff is very limited and we find this very

frustrating and time consuming.

Item 5. – WSUGA Conference

The conference participants expressed a mixed review of its success. They provided

good sessions on COGNOS. We will be able to replace all ELF forms with the

COGNOS tool. COGNOS has its own dashboard independent of ONESolution.

Action: Need to schedule COGNOS implementation.

Item 6. – ONESolution PB status (Shelly)

Shelly is done working with Mary. The PB subsystem has an ongoing problem with the

longevity calculation. PB will be used in spring 2015 for the 15/16 budget development.

Data is still being audited for accuracy. Shelly is inputting the district paid benefits.

Every permanent position is in the PB database and is used to run calculations to post to

the GL or use for negotiations.

Item 7. – ONESolution PD status (Sharan)

Work is ongoing to improve instructor forms and automated functions of the PD

subsystem. Two new HR assistants have been hired who will be helping with the

workflow and maintenance of the module.


Work is ongoing to correct the leave report. Holly continues to test the PAF forms.

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Item 9. ONESolution AO status (Carol)

Plan to install AO in the test environment. Will not launch AO in production

environment until new HR director is hired.


Karen provided the updated problem list dated 12/5/14. The number 1 problem is the test

environment. We are unable to run jobs and can’t rebuild security. Without a test

environment we are unable to test and resolve issues presenting in the production system.

Karen noted in the “Other Notes” section on the problem list that some cases may no

longer be a problem.

Action: Please test these problems and report to Karen if it is still a problem or if it has

been resolved.


There is currently no change to the 15.1 release date expected at the end of January 2015.

The testing and implementation schedule will be discussed at the next meeting on 2/9/15.


Need to update ELF forms for checks and PO’s to reflect changes in the Trustee

president, now Greg Pensa and the new Interim Assoc. Superintendent/Vice President,

Administrative Services, Michael Black. Workflow will be updated effective 12/22/14.

Next Meeting


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November 17, 2014

10:00 – 11:30 a.m.

Building A-401

Committee Members Present: Shelly Allen, Polly Blackburn, Richard Carmody, Steve

DuMond, Janet Ford, Sharan Kelly, Carol Moore, Keli Seyfert, Linda Shelby, Regina

Smith, and Karen Vasquez

Committee Members Absent: Holly Barrett, Mike Black, Pam Blanchard, Terri Kahn,

Liz Phillips, Keri Common





Item 3. – Review September 15, 2014 Notes

The notes were approved with no changes required. Followup information regarding

September meeting action items:

Carol updated the changes to the ONESolution Steering Committee description

document and submitted it to College Council. The updates were approved.

Action: Carol will fill out the CCPD change request form and submit.

The Institutional Grants department is beginning to use the Grants module. No

issues have been reported. A meeting will be scheduled with Institutional Grants

and the Grants/Special Projects Specialists to coordinate the use of the module.

Further testing of the CDD reports is required. All members should test the CDD

reports in the test folder and inform Karen of required updates. If there are

multiple reports for the same information identify which form should be available

for use in the production system.

Item 4. – WSUGA Conference

The Conference is scheduled for 12/08/14 through 12/11/14. Keli, Steve, Karen, and

Holly are scheduled to attend. TAC is funding the conference and travel expenses. The

conference agenda is being updated by Sungard. Carol and Dr. Walthers are attending

the conference to meet with the Vice President of Sungard on 12/08/14.

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All benefit information has been input into ONESolution. The data still needs to be

audited for accuracy. Currently there are 4 issues affecting position budgeting; 3 are on

the Sungard case list. 1.) The flat amounts are not calculating when running PBUPCE. 2.)

PBGLBU GL budget does not set the object code level. 3.) Position budgeting model

calculation is not using the object codes from pay. The final issue is regarding the

calculation of longevity. Resolution will require working with a consultant to write new

sequel code to automate the calculation. The work will not be implemented until spring

2015. The current workaround is to manually calculate longevity. Shelly will need to

schedule time with Mary next spring after the new sequel code has been implemented.

CDD reports for position budgeting are being upgraded.


The professional development module is now in use. Training will be provided soon.

Carol suggested that a form be created for employees to become instructors for

professional development courses. The form should then be available for use through the

PD module. The instructor request form is currently available in the documents library

on myHancock. Sharan requested a PD feature that would enable instructors to email the

class participants with a link to the course survey.

Action Items: Sharan will send an email to all FT classified employees alerting them to

the opportunity to be a PD instructor.

Carol will make some changes to the instructor request form and repost to the documents

library.

Carol and Sharan will work on drafting a new email to encourage participation and on-

line registration for PD.


The employee online module is working well with few complaints. The personal leave

report is being worked on and is ready for testing. Holly is reviewing the personnel

action form. After her review is complete a decision will be made regarding whether

customization is required.

Item 8. ONESolution AO status (Carol)

No update at this time. If selection of an HR director is postponed further we will have to

proceed with the applicant online module implementation without HR director input.


Karen passed out the updated problem case list. There are 24 open items and 11

problems that will be resolved with the version upgrades. It is expected that the

implementation of version 15.1 will solve many current system problems.

Action Item: Karen will add “module affected” to the problem list.

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Version 15.1 will be released in Jan/Feb 2015. It will be initially installed in the test

environment. Karen is working on cleaning up the test database. Plan to test the new

version in Jan/Feb after the initial installation. The new version will be installed in the

production environment in Feb. 2015. We anticipate receiving version updates 2-3 times

per year.


What is our plan for ONESolution training for temporary workers? Training takes 4-5

hours of classroom hands-on instruction followed by numerous follow-up calls to ensure

accuracy.

Action Items: Carol will present the issue to the Admin Team at the 12/2/14 meeting to


Karen will update the “User Request Form” and modify workflow to include Shelly

Allen and Linda Shelby.

Next Meeting


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September 15, 2014

10:00 – 11:30 a.m.

Building A-401

Committee Members Present: Shelly Allen, Holly Barrett, Mike Black, Polly Blackburn,

Pam Blanchard, Steve DuMond, Janet Ford, Terri Kahn, Carol Moore, Keli Seyfert,

Linda Shelby, Regina Smith, and Karen Vasquez

Committee Members Absent: Richard Carmody, Sharan Kelly, Liz Phillips




The agenda was reviewed and accepted with the following changes: change item 7 to

read, “ONESOlution PD & EO status (Sharan)”; change item 8 to read, “ONESolution

AO/PAF status (Holly/Carol); change item 9 to Grants; change item 10 to read CDD

Reports; add item 11. New items and concerns.

Item 3. – Review July 21, 2014 Notes

The notes were approved with no changes required.

Item 4. – Review CCPD description of the committee (All)

The description of the ONESolution Steering Committee included in the Councils

and Committees manual was reviewed. All references to IFAS were changed to

ONESolution.

Made the following changes to the Functions section: 3. Review and make

recommendations to coordinate functional departments regarding enhancements

and new releases for ONESolution. Delete functions 7,8,9,and 11.

Made the following changes to the Membership and Appointment section: Delete

the Accounting Technician 1 (Business Services) and the classified member (1)

appointed by CSEA. Add the position of Grants/Special Projects Specialist.

Changed the Length of Appointment to read; Membership is based upon

employment in specific positions.

Changed the Meetings section to read; Meetings are held monthly, usually on the

2nd

Monday, from 10:00 – 11:30 am.

Action Item: Carol will write up the changes to the committee description document and

send to committee members for final review.

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Item 5. – ONESolution Open ‘critical’ problem report (Karen)

Reviewed spreadsheet of Open Issues (attached). The committee discussed if pressure

should be applied for Sungard to resolve issues immediately or if we should wait for the

next version which may resolve some of our most serious problems.

Action Item: Carol will discuss the issues with members separately to decide how to

proceed.


Position Budgeting is a key function of ONESolution and emphasis is being placed on its

implementation. Some benefit information still needs to be input into ONESolution so

that Shelly can generate accurate reports.

Action Item: Shelly will work with Richard to schedule a meeting to prioritize how data

will be input. Shelly needs the permanent employee benefit information input as soon as

possible..

Item 7. – ONESolution PD & EO status (Sharan)

There are two components of professional development (PD); back office and web

interface. The documentation is complete. Problems were reported as follows: the

course ID numbers aren’t incrementing; there is no link on the pending task list; the

single sign on doesn’t work. We will launch with these problems. There is a training

session scheduled for Wed. with Diane and Ana, the faculty coordinators.

Employee Online – the leave report is currently not working. The problem is being

worked on and should be resolved soon. PD and EO will be launched as early as this

week. Currently these modules are not accessible off campus. The software was loaded

onto the wrong server. This will need to be fixed before launch.

Item 8. – ONESolution AO/PAF status (Holly/Carol)

AO – there is no scheduled date for launch of AO. They are waiting for the selection of a

new HR director. PAF – Holly needs to have two more distance learning sessions

scheduled.

Item 9. – Grants

Grant information needs to be input by the Institutional Grants department. This front

end data is necessary for the Grants/Special Projects Specialists to utilize the financial

management applications of the grants module.

Item 10. – CDD Reports

Test the CDD reports in the testing folder. If the reports are good then Karen will move

them to ONESolution or update what is currently on ONESolution. We have to take care

of existing problems before we request Sungard to provide additional consultant time.

Sungard is not currently scheduled for additional CDD problem solving.

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No new items were reported.

Next Meeting


Meeting adjourned at 11:50 a.m.

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July 21, 2014

10:00 – 11:30 a.m.

Building A-401


Richard Carmody, Steve DuMond, Janet Ford, Terri Kahn, Sharan Kelly, Carol Moore,

Liz Phillips, Keli Seyfert, Linda Shelby, Regina Smith and Karen Vasquez

Committee Members Absent: Pam Blanchard




The agenda was reviewed and accepted.

Item 3. – Review April 14, 2014 Notes


Item 4. – ONESolution open ‘critical’ problem report (Karen)

Workflow keeps jamming up. There is a fix for this in the Hot Fix 6 which will be

installed on the Test server. There are also fixes to the timecard entry screen data

problem and the discount issue with AP batches.

The Budget Transfer Web form is being worked on by Keith McElroy. It is not pulling in

the correct balance for prior year encumbrances.

The HR workflow problem has been fixed.

There are script errors on all forms.

Item 5. – ONESolution Test Environment status (Karen)

The data in the Test environment is current through 7/16/14. We need to test the fixes

from Hot Fix 6 in the Test database before it is installed in Production.

Action: Karen to send link for the installation of the Test system.

Teams: Test all the basic operations in 14.1 and compare to current ONESolution.

We have 2 days to test then load Hot Fix 6.


Brian Bovee has been working on the problems with Position Budgeting and thinks it is

working with the test group. Shelly is still adding data. Mary will be scheduled to help

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troubleshoot. Terri has validated the employee benefit information and is working on

updating all the employee’s manually. Terri will update by employee group. Shelly will

run reports for each group separately then combine and audit.


Currently working on entering the courses into the system. Need to train staff. Need to

identify a numbering sequence for the courses. Suggested to use 5 digits with the first 2

digits being the fiscal year then followed by a sequential number, ie;

15001,15002,…Karen and Janet will work on assigning numbers to the courses and

develop a numbering seed. We will launch before August. Training will be by video of

PDF.

Item 8. – ONESolution AO status (Liz)

AO specifications were approved the first week of June. We have asked for a

customization to list positions by type. The cost estimate for the customization is $8,000.

A funding source needs to be identified and approved in order to proceed.

AO is not installed yet but it is a “drop-in” module.


The PARNE replacement is on hold until Fall.

Action: Carol to schedule meeting in October to discuss PARNE replacement.

We are not using the Personnel Action Form due to required customization. We will go

live with EO at the same time we launch PD. We need someone else to test EO. The

instructions have been updated for end users. Holly will send email to employees

describing how to use EO and PD.

Item 10. – SGPS DL’s needed (All)

Shelly is currently scheduled with Brian and Mary. The Grants module progress is

waiting for Holly Chavez to input a new grant to track it through. Unsure if additional

DL will be needed. We need additional CDD time. Various departments have ongoing

needs for CDD development. We will meet to discuss what CDD we need that may be in

other folders and just need to be moved to ONESolution. A CDD meeting was scheduled

for Tuesday, 7/29/14 at 1:00pm to develop a process for CDD updates.

Holly B. needs 40 hours of DL. Shelly needs 10 hours of DL.

Action: Carol will inquire about getting Brian Meyerpeter back as a consultant to

work on our CDD reports.


Batch mode doesn’t work in document capture.

Action: Steve will send Karen screen shots.

There is a problem with reporting for HR that is affecting the TB letters.

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ONESolution training will be turned over to Linda Shelby, Shelly Allen, and Karen

Vasquez. Training is to be scheduled through Judy Gabriel.

Action: Judy will ask Chairs directly if they want to attend training – it is not

required.

Action: Carol, Karen and Judy will check the list of employees who need training

and send out invite emails to those who have not attended a training session.

Next Meeting



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IFAS Steering Committee Note Taker: Polly Blackburn

April 14, 2014

10:00 – 11:30 a.m.

Building A-401


Richard Carmody, Steve DuMond, Janet Ford, Terri Kahn, Sharan Kelly, Carol Moore,

Liz Phillips, Keli Seyfert, Regina Smith and Karen Vasquez

Committee Members Absent: Pam Blanchard, Cyndi Mesaros, Linda Shelby




The agenda was reviewed and accepted.

Item 3. – Review March 12, 2014 Notes


Item 4. – ONESolution GoLive Schedule

IFAS will be inaccessible to all users at 7:00pm on Thursday June 5, 2014. All nightly

jobs will run. Backups will be made of all IFAS data. On Friday June 6, 2014 Sungard

will start upgrade migration. They have been scheduled for June 6th

– 8th

. On June 9,

2014, Karen will give access to ONESolution to all “Power Users”. Validate data and

function test with live data. Nightly jobs will resume on June 9th

. Access for general

users will be granted on June 10th

or 11th

depending on success of data validation and

system functionality. An email will be sent to all users in May notifying them of the

upcoming upgrade to ONESolution.

Item 5. – ONESolution Upgrade Plan

The naming convention for Sungard new software releases has been changed to the

calendar year. We are moving to version 14.1 with hot fixes for certain problems. The

install is scheduled for 4/15/14 in the production environment using the old data. All

system functionality will need to be retested with this version. We will GoLive with

14.1. Karen has created test plans and put them on the facilitator’s pages on the

ONESolution shared site. Please update after testing.

Item 6. – ONESolution Open ‘Show Stoppers’ Problem Report

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We still have some webform and workflow issues. The one show stopper is the jobs

going into a wait state and never executing. This problem is expected to be fixed with the

upgrade to 14.1.

Item 7. – ONESolution Overview for Kevin

The president, Kevin Walthers, has expressed some concerns about the HR functionality

in ONESolution. He has requested a summary presentation of the IFAS to ONESolution

upgrade to include additional modules and increased functionality. Carol will be

coordinating this presentation and will be contacting facilitators as necessary to gather the

data.

Item 8. – ONESolution AO Status

Reviewed paper application with Janet. Redlines need to be shared with HR for review.

Janet will meet with the HR team to review. It is important to ensure that everything

stays on the application that is required in the EMP-Master. We will not sign off on the

custom development specifications for AO until all concerns addressed by the president

have been addressed and resolved. This will push the GoLive date for AO.

Item 9. – SGPS DL’s Needed

DL sessions are needed for HR, CDD, and workflow. Carol will update the estimated

hours spreadsheet and post to the ONESolution group site on MyHancock, in the folder

for 4/14/14.

Item 10. – SBCEO Payroll Escape Plans

SBCEO is upgrading their Finance/HR/PY system to Escape. This is a web based

product. The GoLive is planned for Spring 2015. We will use Escape for our payroll

processing. The kickoff is scheduled for May 1, 2014. We will manage our own security

access through our IT department. The plan is to extract data from ONESolution and

feed it to the county Escape system. We will run payroll in parallel with the current

HP3000 system and Escape prior to GoLive to ensure the integrity of the upgrade.

Item 11. - ONESolution Testing Status

System testing will start over after upgrade to 14.1. Carol has added a new column to the

testing spreadsheet for version 14.1.

Item 12. – ONESolution Training Plans

Training will begin in the next couple of weeks. The training sessions will combine

navigation, workflow, webforms, purchasing, and reporting. There will be 2 separate

sessions; a 3 hour training for general users and a 2 hour training for approvers. Carol

will work with Karen, Linda, and Shelly to coordinate the training schedule.

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Item 13. - New items and concerns

Next Meeting



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March 12, 2014

9:30 – 10:30 a.m.

Building A-401


Richard Carmody, Steve DuMond, Janet Ford, Terri Kahn, Cyndi Mesaros, Carol Moore,

Keli Seyfert, Linda Shelby, Regina Smith and Karen Vasquez

Committee Members Absent: Pam Blanchard, Sharan Kelly, Liz Phillips




The agenda was reviewed and accepted with the following additions: Discussion of

Keith and his work with Karen on web forms, and discussion of user guides prepared by

Karen.

Item 3. – Review February 10, 2014 Notes

The notes were approved with one change to Item 6. ONESolution Testing Status. It now

reads; “Please refer to the ONESolution SharePoint site to review the testing status

reported for 1/13/14.”

Item 4. – ONESolution CDD Development

David Funk has been working on creating new CDD reports to replace the existing Ad

Hoc reports that we will continue to use. He has placed them in the ONESolution Click

Drag & Drill section in the DEV-Karen folder. Karen has created a document on the

ONESolution SharePoint site titled “AdHocReportComments.xlsx”. We are to test the

new CDD reports in ONESolution and record the results in the ADHocReportComments

document.

Brian M. will complete the Budget Transfer report on his own time instead of turning it

over to SunGard to complete.

Action Items:

Karen will run the 8058 report for Regina to compare with her report

requirements.

Regina will provide additional reporting requirements to Karen to forward to

David. Holly will speak with David regarding her reporting needs.

David is still working on the report of student workers.

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Shelly will update Karen’s list of ad hoc reports on the ONESolution SharePoint

site.

Carol will schedule an additional week for David.

Item 5. – ONESolution open ‘show stoppers’ problem report (Karen)

Currently there are 2 reported showstoppers:

System instability

Can’t load Document Capture

Karen will add the showstopper for CR batches using incorrect posting code for records

that do not hit the AR.

Item 6. - ONESolution Testing Status (All)

Please refer to the ONESolution SharePoint site to review the testing status reported for

3/12/14. *Note* HR requires additional programming for ongoing changes effecting

payroll and benefits in IFAS/ONESolution.

Action Item:

Carol to arrange meeting with the HR/PY Task Force to determine the needs and

responsibilities pertaining to these additional programming requirements.

Item 7. – ONESolution Training Plans

Karen has created drafts for the following user guides: Desktop and Navigation,

Purchasing, Purchasing Cheat Sheet, Accounts Payable, Accounts Receivable, Web

Forms, Workflow, and GL Reporting. They are saved in the End User Guides on the

ONESolution SharePoint site.

The system is currently too unstable to begin training users.

Action Item:

Work through the user guides and make updates as necessary in the review mode,

track changes (uncheck formatting).

Karen will be updating the user guides for Cash Receipts and Encumbrances.

Karen will simplify ONESolution workflow to expedite testing.

We will train users before and after GoLive.

Shelly will send her copy of our last GoLive Stress Test plan to Carol.

Item 8. - One Solution HR modules GoLive Schedule

The ONESolution Roll Out Schedule for HR Modules, 2/7/14 was reviewed. Please refer

to the ONESolution group site on MyHancock within the 2/10/14 meeting folder to

review the document. No changes to report.

Item 9. - New items and concerns

Carol has requested that Todd escalate our showstoppers to tier II – it hasn’t helped.

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In light of current system instability preventing thorough testing and training we plan to

postpone the GoLive date. After discussing the best timeframe the steering committee

selected the following dates: June 6th

– June 9th

, 2014 or June 13th

– June 16th

, 2014.

Next Meeting



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IFAS Steering Committee Note Taker: Polly Blackburn February 10, 2014 10:00 – 11:30 a.m. Building A-401 Committee Members Present: Shelly Allen, Holly Barrett, Mike Black, Polly Blackburn, Richard Carmody, Steve DuMond, Janet Ford, Terri Kahn, Carol Moore, Linda Shelby, Regina Smith and Karen Vasquez Committee Members Absent: Pam Blanchard, Sharan Kelly, Cyndi Mesaros, Liz Phillips, and Keli Seyfert Item 1. – Call to Order The meeting was called to order at 10:03 a.m. Item 2. – Review Agenda The agenda was reviewed and accepted without changes. Item 3. – Review January 13, 2014 Notes The notes were approved with no changes required. Item 4. – ONESolution CDD Development David Funk is working remotely this week. He is working on the AdHoc reports required for GoLive. Shelly’s reports requiring modification and transfer to ONESolution have been forwarded to David. Carol will talk to Holly regarding reports she has requested David to work on. Regina will send list of requirements to Karen for CDD reports for salary calculations. The Bookstore Income Statement report is still being worked on by Brian M. If necessary, he will forward the report to David for completion. David is scheduled to work remotely the week of March 10th. Item 5. – ONESolution open ‘show stoppers’ problem report (Karen) There are currently 4 show stoppers:

• The APOHCSWT job never completes • Unable to distribute an AP batch • Unable to view attachments in PR approval screen • Overall system inconsistencies

Unable to load Document Capture on training laptops – Karen will submit as incident.

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Notes: Karen will try to simplify workflow for testing. Keith has been contacted to work on workflow and web forms. Item 6. - ONESolution Testing Status (All) Please refer to the ONESolution sharepoint site to review the testing status reported for 1/13/14. Item 7. – ONESolution Training Plans GoLive is scheduled for 4/4/14 – 4/7/14. Stress testing and performance testing will be scheduled after system inconsistencies have been resolved. User training will begin in March but not before completion of successful stress and performance testing. The training plans will begin with navigation training followed by purchasing training. Budget transfers and reporting will be included. Need to schedule separate session for administrators to include workflow training. Item 8. - One Solution HR modules GoLive Schedule The ONESolution Roll Out Schedule for HR Modules, 2/7/14 was reviewed. Please refer to the ONESolution group site on MyHancock within the 2/10/14 meeting folder to review the document. Item 9. - New items and concerns Next Meeting Scheduled for 3/10/14 at 10:00 am. Meeting adjourned at 11:15 a.m.

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IFAS Steering Committee Note Taker: Polly Blackburn and Keli Seyfert December 16, 2013 10:00 – 11:30 a.m. Building A-401 Committee Members Present: Shelly Allen, Mike Black, Polly Blackburn, Richard Carmody, Steve DuMond, Janet Ford, Carol Moore, Liz Phillips, Keli Seyfert, Linda Shelby, and Karen Vasquez. Committee Members Absent: Holly Barrett, Pam Blanchard, Terri Kahn, Sharan Kelly, Cyndi Mesaros, and Regina Smith Item 1. – Call to Order The meeting was called to order at 10:06 a.m. Item 2. – Review Agenda The agenda was reviewed and accepted without changes. Item 3. – Review October 14, 2013 Notes Official Notes from the October 14th meeting were not available so the hand written informal notes from the meeting were read aloud. No changes were noted. The notes of the 10/14/13 meeting will be typed up and saved to the group’s page and the councils and committees page. Item 4. – SunGard Users Group Association (SUGA) December 9 – 12, 2013 Karen Vasquez, Keli Seyfert, Holly Barrett, and Regina Smith attended the conference. The networking at the conference was helpful. Regina had a good session on inception to date for the Grants module. Keli got several questions answered. Notes from the conference will be posted to the ONESolution shared site. Item 5. –Status of new laptops and training center (A-401) The laptops have been received. Patrick is working on imaging them. He should be finished by 12/23/13. The laptops will be available for checkout. The power is expected to remain up over the holiday break in case anyone wants to work on ONESolution via remote desktop from home. When scheduling room A-401 for ONESolution testing be sure to put ONESolution in the title to reserve the room. This will give the scheduling the highest priority. The laptop carrier containing the laptops has a coded closure. Carol will send an email to the steering committee members with the code information.

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Item 6. – ONESolution Testing Status GL – The GL data was validated from the most recent data migration. JE’s were tested successfully. Unable to meet with Brian Bovee because the system was down. AP – The AP data was validated from the data migration. Keli will test the AP and AR interfaces for the Bookstore when Vicki has completed her work on WinPRISM. AR – The AR data was validated from the data migration. We will begin functionality testing for post migration this week. We have not begun BK testing. Formatting defaults have not been set in ONESolution. Payroll – JE posting of payroll works. Purchasing - Linda reported that the APRV report doesn’t work. Bruce is successfully testing the fixed asset module. Technical – Travel has been added to workflow. Go to the mask NUCSBT to test. Karen will make an end user tab to ease access to budget transfer form. HR – Applicant Online - Lynn Mayer and Liz Phillips will be meeting Wed to input clerical. Plan to GoLive in February 2014. Meeting will be set with Cyndi for January to determine which modules will GoLive in February 2014. Grants – Testing has been successful. Please remember to email Karen when you experience any problems with ONESolution. Item 7. ONESolution Schedule HR/PY DL is scheduled for Jan 6, 2014. Carol needs to reschedule DL’s which were cancelled when the system was down. Data Role is scheduled for Friday, February 21st. GoLive is scheduled for Monday, February 24th. Training should begin in January or the 1st week of February at the latest. Need a training schedule. Will discuss at January meeting. Employee Online training may be scheduled in March after GoLive. Item 8. New items and concerns None noted. Next Meeting Scheduled for January 13, 2014 at 10:00 am. Meeting adjourned at 11:30 a.m.

Mission Statement

Allan Hancock College provides quality educational opportunities that enhance student learning and the creative, intellectual, cultural and economic vitality of our diverse community.

Members:

Shelly Allen Holly Barrett Mike Black Polly Blackburn Pam Blanchard

Richard Carmody Steve DuMond Janet Ford Terri Kahn Sharan Kelly

Cyndi Mesaros Carol Moore Liz Phillips Keli Seyfert Linda Shelby

Regina Smith Karen Vasquez

ONESolution Steering Committee Co-chairs: Carol Moore & Richard Carmody Monday, October 14, 2013 10:00-11:30 a.m. Building X-11

Agenda

1. Call to Order

2. Review Agenda

3. Review September 9, 2013 Notes

4. Review Functional Team Structure

5. Status of new laptops 6. SunGard Users Group Association (SUGA) December 9 -12, 2013

7. ONESolution Testing Status

8. One Solution Schedule

9. New items and concerns

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September 9, 2013

10:00 – 11:00 a.m.

Building X-11


Richard Carmody, Keri Common, Steve DuMond, Janet Ford, Keli Seyfert, Carol Moore,

Karen Vasquez, Regina Smith

Committee Members Absent: Pam Blanchard, Cyndi Mesaros, Linda Shelby



Item 1.A – Review Agenda

The agenda was reviewed and amended to include Item 1.A: Review Agenda and Item

1.B: Review June 17, 2013 Notes

Item 1.B. – Review June 17, 2013 Notes

Notes were reviewed and approved without corrections.

Item 2. – Review Charge of the Committee

Reviewed page 53 of the Councils and Committees handbook. The following changes

were suggested and will be submitted to the next Technology Council and College

Counsel for approval:

Change the name of the committee to ONESolution Steering Committee

Make the following changes to Functions:

Change item 1 to replace the word IFAS with ONESolution

Remove the word IFAS from Function #3 and #5

Remove the word CDD from Function #8

Remove the word annually from Function #9

Make the following changes to Membership and Appointment:

Add Director, PCPA/Auxiliary Accounting

Add Grant Specialist

Remove Accounting Technician I (Business Services)

Remove Classified member (1) appointed by CSEA

Change Length of Appointment to read: Membership is based upon employment in

specific positions and these members are permanent.

Change the section titled Minutes to Notes

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Change the description under Notes to read: Notes are maintained by a designated note

taker and are posted on-line for access by members.

Item 3. – SunGard Users Group Association (SUGA) in December 2013

The SUGA conference is scheduled for 12/9/13 – 12/12/13 in Anaheim at the Disneyland

Resort. The conference conflicts with the scheduled dates for moving building B

occupants to the One Stop building. The conference cost is $100.00. The hotel is $154

per night plus parking. Karen will be submitting a TAC request for funding for the

conference. Members are to let her know if they plan to attend by 09/13/13. Carol

briefly explained that TAC funding has been reduced and TAC spending approval will

now require additional criteria.

Item 4. – ONESolution Schedule

Reviewed the ONESolution schedule for consultants. The ONESolution Schedule

Details will be posted to the ONESolution Shared site on myHancock.

Item 5. – Meeting Dates for Fall 2013

Reviewed the meeting dates for Fall. No changes noted.


Do additional data validation and send the results to Karen by 9/10/13. Then she will

release the system for use by the functional teams.

Functional leads will meet with teams and establish goals and timeline for testing. Each

team should put checklist together with comments.

Use ASTRA to schedule conference rooms for meeting and testing.

Use on-line form to get alarm code programmed for use in X-11. Submit to AHC PD.

Teams need to test functionality and CDD reports in order to report back at the next

scheduled meeting on 10/14/13 with an opinion regarding the feasibility of GOLIVE in

February 2014. Current testing of ONESolution will be accomplished by loading

ONESolution on each members own office computer and use remote desktop in X-11 to

access ONESolution.

New training laptops have been purchased and the functional teams will have priority

access. The laptops will be received in late October. If necessary the laptops will be

available to check out and take home for additional testing.

The next Data Roll is scheduled for late November.

COGNOS will be implemented after GOLIVE.

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Increase length of steering committee meetings from 1 hour to 1.5 hours.

Next Meeting

Scheduled for October 14, 2013


Mission Statement


Members:


Richard Carmody Keri Common Steve DuMond Janet Ford Cyndi Mesaros

Linda Shelby Carol Moore Karen Vasquez Keli Seyfert Karen Vasquez

Regina Smith Terri Kahn

ONESolution Steering Committee Co-chairs: Carol Moore & Richard Carmody Monday, September 9, 2013 10:00-11:00 a.m. Building X-11

Agenda

1. Call to Order

2. Review Agenda

3. Review June 17, 2013 Notes

4. Review charge of the committee

5. SunGard Users Group Association (SUGA) in December 2013

6. One Solution Schedule

7. ONESolution Data Validation status

8. ONESolution Testing Plan

9. Meeting Dates for Fall 2013 Sept 9 Oct 14 Nov 4 Dec 16


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June 17, 2013

10:00 – 11:00 a.m.

Building X-11


Richard Carmody, Steve DuMond, Janet Ford, Cyndi Mesaros, Keli Seyfert, Linda

Shelby, Carol Van Name, Karen Vasquez, Regina Smith

Committee Members Absent: Keri Common, Pam Blanchard




The agenda was reviewed and amended to include Item 2.A: a discussion of the future of

building X.

Item 2.A – Building X

Building X will be demolished in mid-December 2013. We will relocate our meetings to

the training room in A2 as soon as it becomes available in December.

Item 3. – Review April 8, 2013 Notes and May 13, 2013 Notes

The minutes of the April 8, 2013 and May 13, 2013 meetings were reviewed and

approved. They will be posted to the Committees and Councils shared site.

Item 4. – Review ONESolution Project Charter

40 hours for reporting doesn’t seem sufficient. Extra hours will be reapplied to

categories as needed. The charter will not be updated to reflect the reassignment. The

application of additional hours will be reflected in the schedule.

Modifications to accommodate current interfaces will be completed by AHC’s IT Dept.

SunGard’s assistance is not required.

Reports – will convert all standard and ad hoc reports to CDD prior to conversion. All

reports will be tested for functionality and accuracy.

Functional Teams – Carol will add leads to Functional Experts section of charter on page

6. Gay Courtright will remain on AP team. Kristina Aguilar will be added to Applicant

On-Line team. Regina Smith will be added to the General Ledger functional team.

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Todd Hamel will update the SunGard team on page 7.

Item 5. – Review ONESolution Training Schedule

Carol will work on determining who should attend and how to present the Navigation

training. She will put a link to the Navigation video on the ONESolution shared site.

Carol will find a room for the Navigation training scheduled for 7/22/13.

Functional teams will be responsible for updating pertinent manuals.

Item 6. – Review Finance BPR notes

Karen will schedule a Finance BPR review meeting. Please review the BPR

recommendations summarized by Karen prior to the meeting. Karen will post the results

to the ONESolution shared site.

Additional Notes

PE database cleanup – Karen has imported all HR information for active employees into

the IFAS PE database. They have been loaded into owner id EMPNEW. Karen will

begin merging the employees. This will affect accounts payable and accounts receivable.

Coordinate with these departments.

Overtime will be necessary to complete the migration to ONESolution on time. Directors

have requested augmentations to budgets to meet the overtime need. Current status is

waiting on approval.

Next Meeting

Scheduled for July 8, 2013


Mission Statement


Members:



Keli Seyfert Linda Shelby Carol Van Name Karen Vasquez Regina Smith

IFAS Steering Committee Co-chairs: Carol Van Name & Richard Carmody Monday, June 17, 2013 10:00-11:00 a.m. Building X-11

1. Call to Order 2. Review agenda

3. Review April 8, 2013 Notes and May 13, 2013 Notes

4. Review ONE Solution Project Charter

5. Review ONESolution Training Schedule

6. Review Finance BPR notes 7. Other

Next meeting: July 8 or 15th?

Mission Statement


Members:




IFAS Steering Committee Co-chairs: Carol Van Name & Richard Carmody Monday, May 13, 2013 10:00-11:00 a.m. Building X-11


3. Review April 8, 2013 Notes

4. Introduction of ONESolution project manager, Todd Hamel

5. Presentation by Todd Hamel 6. Project planning discussion

Next meeting: June 10 or 17, 2013?

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May 13, 2013

10:00 – 11:00 a.m.

Building X-11


Pam Blanchard, Richard Carmody, Steve DuMond, Janet Ford, Keli Seyfert, Linda

Shelby, Carol Van Name, Karen Vasquez

Committee Members Absent: Keri Common, Cyndi Mesaros, Regina Smith

Guests Present: David Hughes, Todd Hamel




The agenda was not reviewed; proceeded immediately to Item 4.

Item 3. – Review April 8, 2013 Notes

The minutes of the April 8, 2013 meeting were not reviewed; proceeded immediately to

Item 4.

Item 4. – Introduction of ONESolution project manager, Todd Hamel

Todd Hamel and the committee members were introduced.

Item 5. – Presentation by Todd Hamel

Todd Hamel provided a Project Kickoff Power Point presentation addressing Project

Milestones, Project Charter, Scope of the Project, Tools, and the welcome packet.

Project milestones will be installation of ONESolution on test servers at the end of June,

data cleanup, training with distance learning overviews, testing of software, mock

migration in the Fall, verification of migrated data, end user training, GO Live – Feb

2014.

Todd will schedule weekly conference calls to begin in July. Time set at 10am -11am.

Item 6. – Project Planning Discussion

IT has ordered enclosures and new blade servers to accommodate the ONESolution

application. Installation of the servers will require a complete power shutdown to be

scheduled for July. David Hughes will create a virtual environment and load

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ONESolution on the current server. He will migrate ONESolution to the new blade

servers after their successful installation.

Discussion about the HR/PY BPR currently scheduled for 9/30 – 10/4. Todd will talk to

Mary Gohlke and Sidney West about leading the BPR and the possibility of rescheduling.

Briefly reviewed the recommendations in the report by Sidney West on the financial

BPR. Karen will schedule a follow-up meeting to finalize the discussion of the BPR.

Briefly reviewed status of HR/PY implementation. All employees and benefits have

been entered into the database. Ryan is building tables from sample data. They haven’t

started to build the bridge to the SBCEO payroll department. The bridge and the tables

will transfer to ONESolution.

Position Budgeting – The timing of GO-Live will determine whether the tables and calc

codes used by Position Budgeting are built in the existing IFAS 7.7 system or will be

built in ONESOlution as a part of the implementation. If the Go-Live date slips past Feb

2014 then a decision will need to be made regarding the additional allocation of resources

necessary to input the tables and calc codes using Insight in the IFAS 7.7 system.

Functional Teams – Carol distributed the functional teams chart. Changes and additions

to the functional teams were discussed. Roles will be added to the chart. Carol will

update the chart and post it on the ONESolution shared site. Facilitators should plan to

attend the weekly conference call with Todd. User Guides – A baseline template in Word

will be provided for the functional team facilitators to update. Testing and documenting

reporting requirements for each module will become a part of the functional team

responsibilities

Identified risk management and possible mitigation strategies which will be added to the

charter.

Todd will complete the charter and begin scheduling resources.

The next meeting will be scheduled for June 17, 2013.

ACTION Items:

All members- Identify Ad Hoc reports that you will continue to need after the

ONESolution upgrade. Prioritize the list and give it to Karen.

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Karen: Schedule a meeting to discuss the recommendations on the Financial BPR

and to discuss the required and desired ad hoc and cdd reports.

Carol: Update ONESolution Functional Teams chart and post to ONESolution

shared site.


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April 8, 2013

10:00 – 11:00 a.m.

Building X-11


Pam Blanchard, Richard Carmody, Keri Common, Steve DuMond, Keli Seyfert, Regina

Smith, Carol Van Name, Karen Vasquez

Committee Members Absent: Janet Ford, Cyndi Mesaros, Linda Shelby

Guests Present: None




The agenda was reviewed and no items were added or amended.

Item 3. – Review March 13, 2013 Notes

The minutes of the March 13, 2013 meeting were reviewed and approved with no

corrections.

Item 4. – IFAS Upgrade to ONESolution Status

Todd Hamel has been assigned as our Sungard Public Sector (SGPS) project manager.

Carol and her technological team will meet with him via conference call on Tuesday,

April 09, 2013. Carol will request a site visit from Todd to meet the implementation

team.

The COGNOS reporting product will be the available on ONESolution for customer use.

We have purchased COGNOS and CAFÉ.

The Finance BPR is scheduled for April 22-24, 2013. When an agenda is provided,

Richard will invite additional staff as necessary.

Carol has ordered the test database hardware. The hardware will be installed and the

ONESolution test database will be loaded prior to the end of June 2013. IT will build the

security component in July with migration and system testing to begin in August 2013.

The HR/PY BPR is scheduled for September 30 – Oct 4, 2013.


TAC funding for the purchase of laptops will not be available until July 2013. Carol is

negotiating for the creation of a Technical Training Room in the One Stop administration

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building. She plans to equip it with laptops stored in laptop carts. This will be the room

we use for our implementation when building X is no longer available.

ONESolution standard reports are available for our use now. The list of reports has been

posted to the ONESolution SharePoint site. Review the list of reports and let Karen know

if there are any you want to test for our use.

ACTION Items:

Carol- Revisit the topic of changing the committee name to ONESolution Steering

Committee in September.

Inquire if IFAS standard reports (RDF) and AdHoc reports will be migrated to

ONESolution.

All members- Review the list of reports on the ONESolution SharePoint site and let

Karen know which ones to download for testing in the DEV folder.

Set Alert Me settings on the ONESolution SharePoint site to ensure you

are notified of any/all changes to the site.


Mission Statement


Members:




IFAS Steering Committee Co-chairs: Carol Van Name & Richard Carmody Monday, April 8, 2013 10:00-11:00 a.m. Building X-11


3. Review March 13, 2013 Notes

4. IFAS Upgrade to One Solution Status

Intro to PM and pre-planning conference call – April 9, 2013 Finance BPR – April 22-24, 2013 Install ONESolution on Test hardware – June 24-28, 2013 HR/PY BPR – Sept 30 – Oct 4, 2013


SGPS Project manager – Todd Hamel Next meeting: May 13, 2013

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March 13, 2013

10:00 – 11:00 a.m.

Building L-206


Pam Blanchard, Richard Carmody, Keri Common, Steve DuMond, Janet Ford, Keli

Seyfert, Linda Shelby, Regina Smith, Carol Van Name, Karen Vasquez

Committee Members Absent: Cyndi Mesaros





The agenda was reviewed and no items were added or amended.


The minutes of the November 19, 2012 meeting were reviewed and approved with no

corrections.

Item 4. – IFAS Upgrade to ONESolution Status

We officially contracted with Sungard Public Sector for the ONESolution product,

installation, implementation, and training on March 1, 2013. We are awaiting the

assignment of a project manager to work up the implementation plan. Carol stated that

we can’t install until May 2013. She is anticipating a 12 – 18 month implementation

timeframe. We will potentially go live in October 2014. Carol will post the

ONESolution product packet and the migration quote on the ONESolution collaborative

site. Cognos may be dropped as the reporting tool for ONESolution. Carol will contact

our account manager, Todd Enos to confirm status of decision on the reporting module.

Carol will be buying new laptops for the implementation teams using funding from TAC.


Regina Smith is a new member to the IFAS Steering Committee. Carol will add her to

the IFAS Steering Committee in My Groups and the ONESolution collaborative site.

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Carol distributed a list of reports supported by ONESolution. Shelly inquired if these

reports could be used now. Karen will research this information and report back to the

group.

Shelly inquired if the implementation process will be structured in the same way as our

previous IFAS implementation. Specifically, will we have teams for each module that

are responsible for testing, documentation, reporting to the steering committee, writing or

updating manuals, and training? Yes, the process will be the same as our previous

implementation but it is expected to be an easier transition. Karen will put the test plans

on the ONESolution collaborative site.

We will have a dedicated space in building X to conduct our testing. If the building is

demolished prior to completion of the ONESolution implementation then Carol will

procure dedicated space in the One Stop Center or other suitable location.


Mission Statement


Members:



Keli Seyfert Linda Shelby Carol Van Name Karen Vasquez

IFAS Steering Committee Co-chairs: Carol Van Name & Richard Carmody Wednesday, March 13, 2013 10:00-11:00 a.m. Building L-337


3. Review Nov 19, 2012 Notes

4. IFAS Upgrade to One Solution Status


Next meeting: Apr 8, 2013

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IFAS Steering Committee Note Taker: Shelly Allen November 19, 2012 10:00 – 11:00 pm X-11 Committee Members Present: Shelly Allen, Holly Barrett, Pam Blanchard, Richard Carmody, Keri Common, Steve DuMond, Janet Ford, Cyndi Mesaros, Keli Seyfert, Carol Van Name, Karen Vasquez Committee Members Absent: Mike Black, Polly Blackburn, Linda Shelby Guests Present: None Item 1. – Review Agenda Agenda was reviewed and no items were added. Item 2. – Review October 8, 2012 Notes Previous meeting notes were reviewed and no corrections were made. As a follow-up to Item 3, Carol stated that the December 6, 2012 ONESolution Demo will take place in X-10 since the Captain’s Room was not available. Item 3. – SunGard Users Group Association (SUGA) in December 10-13, 2012 Karen shared an updated list of conference sessions. Conference attendees were asked to review the new sessions and make sure that they are enrolled in their selected sessions. Discussion followed on the use of district laptops while at the conference. Item 4. – IFAS Upgrade to One Solution Carol shared the IFAS to ONESolution migration quote with the committee and indicated that on-site training is preferable to DL sessions. The December 6, 2012 demo agenda will include the Cognos reporting tool during the 9:15 overview. Carol asked steering committee members to invite other appropriate staff to the demo and to send her a list of invitees and she will create a sign-in sheet. All demo attendees should plan on attending the 9:00 -10:00 a.m. sessions. Item 5. – New items and concerns Carol created a new ONESolution SharePoint database that can be accessed via myHancock/Work Tools/Collaborative Websites. Steering committee members were requested to review the SharePoint Alert Me and SharePoint Access w/out Login documents. Carol designated Karen and Shelly as “owner” type members and have been given permission to add documents to the database. Meeting adjourned at 11:00 a.m.

Mission Statement Allan Hancock College provides quality educational opportunities that enhance student

learning and the creative, intellectual, cultural and economic vitality of our diverse community.

Members: Shelly Allen Holly Barrett Mike Black Polly Blackburn Pam Blanchard Richard Carmody Keri Common Steve DuMond Janet Ford Cyndi Mesaros Keli Seyfert Linda Shelby Carol Van Name Karen Vasquez

IFAS Steering Committee Co-chairs: Carol Van Name & Richard Carmody Thursday, November 19, 2012 10:00-11:00 a.m. Building X-11 Call to Order - Richard Carmody Minutes

1. Review agenda

2. Review Oct 8, 2012 Notes

3. SunGard Users Group Association (SUGA) in December 10-13 2012

4. IFAS Upgrade to One Solution Agenda for demo of product by SGPS – Dec 6th


Next meeting: Jan 14, 2013

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IFAS Steering Committee Note Taker: Shelly Allen October 8, 2012 10:00 – 11:00 pm X-11 Committee Members Present: Shelly Allen, Holly Barrett, Mike Black, Richard Carmody, Keri Common, Janet Ford, Keli Seyfert, Carol Van Name, Karen Vasquez Committee Members Absent: Polly Blackburn, Pam Blanchard, Steve DuMond, Linda Shelby Guests Present: None Item 1. – Review Agenda Agenda was reviewed and one item was added to review the minutes from the September 10, 2012 meeting. September 10, 2012 minutes were reviewed and no changes were noted. Committee members reviewed the updated IFAS Steering Committee functions/membership page. Carol will add Mike Black’s position of Managing Director, PCPA/Director, Auxiliary Accounting. Item 2. – SunGard Users Group Association (SUGA) in December 10-13, 2012 Carol reported that TAC approved the request to send nine employees to the SUGA Western Regional Training. Room reservations have been made to guarantee the discounted rate. Travel requests will be completed as soon as the registration information is made available. Item 3. – IFAS Upgrade to ONESolution The ONESolution demo has been scheduled for December 6, 2012. Carol will inquire if the demo can take place in the Captain’s Room. Everyone is expected to attend the overview session. Committee members were asked to invite other staff members that would be interested in seeing the demo. Karen inquired about training on the technical aspects of ONESolution. Per Janet, there is a meeting scheduled to discuss those issues separate from the demo. Carol will update her ONESolution upgrade expenditure spreadsheet based on the new quote received from Todd last Friday. The annual license for IFAS (One-Solution) is already included in the budget; however there will be additional annual costs for the grants, applicant on-line, and professional development modules. Carol would need to add those new costs to her multi-year technology spreadsheet to reflect when they would become a district cost.

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Item 3. – IFAS Upgrade to ONESolution (con’t) Keli inquired if a go-live date has been established for ONESolution. Carol indicated that no specific date has been set yet. After the December demo and SUGA conference, committee members will develop a plan for the ONESolution upgrade that will include data migration, testing, technical training, user training, etc. Similar to the Bi-Tech to IFAS upgrade, working groups would be established to facilitate the testing needed for each module and all testing would be done in a “test” environment. Cyndi inquired if the Position Action Request form implementation would be delayed until the ONESolution upgrade. Holly and Shelly stated that Keith has completed his edits on the webform and that they have scheduled a meeting in two weeks to begin drafting the roll out plan. Training guides on the new process need to be developed as part of this roll out plan. A small select group will be trained on the web form before the rest of the campus would be trained. It is expected that the webform will be fully implemented well before the ONESolution Go Live date. Item 4. – Cancel Dec 10th Steering Meeting The December 10, 2012 meeting will be cancelled because most steering committee members will be at the SUGA training. The committee will not reschedule the December meeting due to the short month. SUGA conference attendees will be expected to report on the training at the January 14, 2013 steering committee meeting. Item 5. – New Items and Concerns The November 12, 2012 meeting will be rescheduled to November 19, 2012 due to the holiday. Cyndi inquired as to when applicant on-line would go live. Carol indicated that it would be part of ONESolution, so a likely timeframe of February 2014. Carol will request X-11 alarm codes for steering committee members that need access to that room for ONESolution meetings. Meeting adjourned at 11:11 a.m.



Members: Shelly Allen Holly Barrett Mike Black Polly Blackburn Pam Blanchard Richard Carmody Keri Common Steve DuMond Janet Ford Cyndi Mesaros Keli Seyfert Linda Shelby Carol Van Name Karen Vasquez

IFAS Steering Committee Co-chairs: Carol Van Name & Richard Carmody Thursday, October 08, 2012 10:00-11:00 a.m. Building X-11 Call to Order - Richard Carmody Minutes

1. Review agenda

2. SunGard Users Group Association (SUGA) in December 10-13 2012

3. IFAS Upgrade to One Solution Agenda for demo of product by SGPS – Dec 6th

4. Cancel Dec 10 steering meeting?


Next meeting: Nov 12, 2012

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September 10, 2012

10:00 – 11:00 pm

X-11


Pam Blanchard, Richard Carmody, Keri Common, Steve DuMond, Janet Ford, Keli

Seyfert, Linda Shelby, Carol Van Name, Karen Vasquez


Item 1. – Review Charge of the Committee

Carol handed out the IFAS Steering Committee description document from page 53 of

the CCPD manual. The following changes were suggested: Add the department name,

as needed, to each job title listed under the section Membership and Appointment.

Because the department name is not a part of the official job title include it in parenthesis.

Change the title of Coordinator, auxiliary accounting services to Auxiliary Accounting

Specialist II (auxiliary accounting). Add the positions of: Benefits Technician (business

services), Assistant Director, information technology services, and Accounts

Payable/Purchasing Coordinator (PCPA).

Under the Meetings section change the time to 10:00 – 11:00 a.m.

Polly was designated as note taker. Minutes will be posted to the IFAS group under My

Groups in the myHancock portal. The minutes will be reviewed at the subsequent

meeting and after any corrections are approved will be posted to the Councils and

Committees, IFAS Steering Committee, minutes.

Item 2. – SunGard Users Group Association (SUGA) in December 2012

The 2012 West SUGA Regional Training will be held at the Disneyland Hotel, Anaheim,

CA from Monday, December 10, 2012 thru Thursday, December 13, 2012. Committee

members who would like to attend are: Shelly Allen, Holly Barrett, Polly Blackburn,

Pam Blanchard, Richard Carmody, Steve DuMond, Keli Seyfert, Linda Shelby, and

Karen Vasquez. Funding for the training will be provided by TAC. Karen Vazquez will

inquire about room rates and payment options. She will prepare the TAC request for

submission at the 10/19/12 TAC meeting.

Item 3. – IFAS Upgrade to One Solution

2

Schedule for demo of product by SGPS: Carol will inquire about demo regarding time

and content. She will contact SunGard to schedule the demo for 9/26/12 or 10/10/12 at

1:30 p.m.

Discuss options: Carol passed out the IFAS 7.7 to ONESolution Migration Quote. The

quote was requested to include all possible services. The committee briefly reviewed the

services listed and the members were asked to take additional time later to review in

detail and be ready to suggest additions and/or deletions for both services and suggested

hours to the existing quote for the next scheduled meeting on October 8, 2012. Particular

attention should be paid to unique interfaces and the functions currently accomplished

through Insight. Holly will put this topic on the agenda for discussion at the next HR/PY

meeting.

Discuss timeframe: Carol passed out a spreadsheet of the professional service hours

required for the IFAS implementation. This spreadsheet can be used in conjunction with

the migration quote to arrive at a reasonable estimate of hours required for the migration.

“End of Life” for our current 7.7 version of IFAS occurs December 2012. Our goal is to

have an agreement in place with SunGard ,for the migration to ONESolution, by January

2013.

Item 4. – Meeting Dates for Fall 2012

The meeting dates are agreeable to all members. Carol will send Outlook invites for all

subsequent meetings.

Item 5. – New Items and Concerns

Keli Seyfert needs to be added as a member to the IFAS group under My Groups in the

myHancock portal. Her name also needs to be added to the agenda template for the IFAS

Steering Committee.

Polly Blackburn needs to be given authority to post files and send announcements in the

IFAS My Groups

Carol will create a new ONESolution collaborative website to be accessed under the

work tools tab in the myHancock portal. This website will be used for posting documents

pertaining to the migration.




Members: Shelly Allen Holly Barrett Mike Black Polly Blackburn Pam Blanchard Richard Carmody Keri Common Steve DuMond Janet Ford Cyndi Mesaros Linda Shelby Carol Van Name Karen Vasquez

IFAS Steering Committee Co-chairs: Carol Van Name & Richard Carmody Thursday, September 10, 2012 10:00-11:00 a.m. Building X-11 Call to Order - Richard Carmody Minutes

1. Review charge of the committee

2. SunGard Users Group Association (SUGA) in December 2012

3. IFAS Upgrade to One Solution Schedule for demo of product by SGPS Discuss options Discuss timeframe Discuss approach

4. Meeting Dates for Fall 2012 Sept 10 Oct 8 Nov 12 Dec 10


1

IFAS Steering Committee Note Taker: Joni McDonald

November 5, 2010

10:30 – 11:30 pm

X-11

Committee Members Present: Richard Carmody, Janet Ford, Joni McDonald and Shelly

Allen


Item 1. – Review of Previous Minutes (10/01/10 mtg)

There were no questions or updates from the Steering Committee minutes.

From the 10/29/10 Conference Call minutes:

-Janet confirmed that 11/5/2010 was the expected delivery date for the components for

the Bridge and she would confirm with Santiago in the call later that morning.

-Richard confirmed he received contact information from SunGard for University of

LaVerne, but he had not contact them. He will contact them by our next meeting.

-The Go-Live date of July 18th

was questioned by all. What is going live on July 18th

and

why that date? No resolution and it would be looked into by Richard.

Item 2. – Status Update

No representative for HR was at the meeting to confirm if they had completed their

drawers. At the last meeting they indicated they were on track to finish the 9 remaining

drawers by the end of October.

Shelly reported that her PCN project is back on track now that the audit is complete.

Joni asked about the schedule with Mary and the DL scheduled for next week. We

agreed to meet at 11:30 on Monday to set the schedule for the remainder of the days. She

also asked about working from home over the weekend to prepare for the test payroll run

that needed to be posted for the information Shelly needed for Mary’s visit. Janet

referred her to Carol.

Item 3. – New Items

Richard asked about H numbers and E numbers and why everyone has one of each. Janet

explained that H numbers are in Banner and E numbers are in IFAS. Everyone is in

Banner, but not everyone will be IFAS; Banner feeds myHancock. They do not “speak”

to each other now and there is nothing on the horizon to make it so or to have a secondary

ID to combine the records. The only common item is the SSN.

Mission Statement


Members: Shelly Allen Mike Black Richard Carmody Janet Ford Cyndi Mesaros Carol Van Name HR/PY Members: Holly Barrett Joni McDonald

Financial Members: Polly Blackburn Steve DuMond Linda Shelby Karen Vasquez

IFAS Steering Committee Co-chairs: Cyndi Mesaros & Richard Carmody Friday, December 17, 2010 10:30-11:30 p.m. Building X, Room 11

Call to Order – Co-chairs: Cyndi Mesaros & Richard Carmody Agenda Time

1. Review of previous minutes 5 minutes 2. Review charge of the committee 10 minutes 3. Status Update 45 minutes 4. New items 10 minutes

Friday, December 17, 2010 11:30-12:00 p.m. Building X, Room 11 Conference Call with SunGard Public Sector inside project manager: Santiago Sanchez (530-879-2872)

1. Consultant schedule 2. Open tickets 3. Open action items

Adjourn

1

IFAS Steering Committee Note Taker: Joni McDonald

November 5, 2010

10:30 – 11:30 pm

X-11

Committee Members Present: Richard Carmody, Janet Ford, Joni McDonald and Shelly

Allen


Item 1. – Review of Previous Minutes (10/01/10 mtg)

There were no questions or updates from the Steering Committee minutes.

From the 10/29/10 Conference Call minutes:

-Janet confirmed that 11/5/2010 was the expected delivery date for the components for

the Bridge and she would confirm with Santiago in the call later that morning.

-Richard confirmed he received contact information from SunGard for University of

LaVerne, but he had not contact them. He will contact them by our next meeting.

-The Go-Live date of July 18th

was questioned by all. What is going live on July 18th

and

why that date? No resolution and it would be looked into by Richard.

Item 2. – Status Update

No representative for HR was at the meeting to confirm if they had completed their

drawers. At the last meeting they indicated they were on track to finish the 9 remaining

drawers by the end of October.

Shelly reported that her PCN project is back on track now that the audit is complete.

Joni asked about the schedule with Mary and the DL scheduled for next week. We

agreed to meet at 11:30 on Monday to set the schedule for the remainder of the days. She

also asked about working from home over the weekend to prepare for the test payroll run

that needed to be posted for the information Shelly needed for Mary’s visit. Janet

referred her to Carol.

Item 3. – New Items

Richard asked about H numbers and E numbers and why everyone has one of each. Janet

explained that H numbers are in Banner and E numbers are in IFAS. Everyone is in

Banner, but not everyone will be IFAS; Banner feeds myHancock. They do not “speak”

to each other now and there is nothing on the horizon to make it so or to have a secondary

ID to combine the records. The only common item is the SSN.

Mission Statement


Members: Shelly Allen Mike Black Richard Carmody Janet Ford Cyndi Mesaros Carol Van Name HR/PY Members: Holly Barrett Joni McDonald

Financial Members: Polly Blackburn Steve DuMond Linda Shelby Karen Vasquez

IFAS Steering Committee Co-chairs: Cyndi Mesaros & Richard Carmody Friday, November 5, 2010 10:30-11:30 p.m. Building X, Room 11

Call to Order – Co-chairs: Cyndi Mesaros & Richard Carmody Agenda Time Standing Agenda:

1. Review of previous minutes 5 minutes 2. Status Update 45 minutes 3. New items 10 minutes

Friday, November 5, 2010 11:30-12:00 p.m. Building X, Room 11 Conference Call with SunGard Public Sector inside project manager: Santiago Sanchez (530-879-2872)

1. Consultant schedule 2. Open tickets 3. Open action items

Adjourn

1

IFAS Steering Committee Note Taker: Carol Van Name

October 1, 2010

10:30 – 11:30 pm

X-11

Committee Members Present: Richard Carmody, Holly Barrett, Janet Ford, Joni

McDonald, Cyndi Mesaros, and Carol Van Name.


Item 1. – Review charge of Technology Council and IFAS standing committee

Carol shared that the Technology Council reviewed the charge of the IFAS standing

committee at their last meeting. Cyndi asked that a copy of this be emailed to the group.

Carol took this action.

Currently the CCPD manual shows the membership of the standing committees to be

appointed. Carol said that this is on the agenda for discussion at the Monday College

Council meeting.

Item 2. – Functions of IFAS Steering Committee

Discussed the relationship between the IFAS Steering Committee which in the past met

on Mondays and the HR/PY functional team which was meeting in the Friday 10:30 slot.

Agreed that the steering committee would meet the first Friday of the month at 10:30.

The functional team would arrange their meeting times that were most convenient for

them. Some of the financial steering committee members would join the meetings when

agenda items such as upgrade plans were to be discussed.

The Friday, 11:30 conference calls with our SGPS project manager, Santiago, would

continue on a weekly bases. They would be held in Carol’s office on the non-steering

committee weeks.

Item 3. – IFAS HR Status

Holly reported that 9 out of 42 HR drawers were left to input into IFAS. They are still on

track to complete this by the end of October.

Item 4. – Consultant schedules

Discussed the scheduled consultant visits:

Mary Gohike:

Remote: Nov 8-10, 2010 from 11:30-5:00 with breaks

Onsite: April 5-7, 2011

2

Keith McElroy:

Remote: Week of Nov 29, 2010

Onsite: Week of Feb 1, 2011

Holly suggested that the team needed a GL consultant onsite for GL posting strategies.

This person could also address a couple questions from the IFAS financial group.

Carol took the action to request this during the conference call with Santiago

Item 5. – SBCEO and the Bridge

Bob Sharpton of SGPS is ready to deliver the first 3 pieces of the bridge when we are

ready to start testing.

Janet shared that she spoke to the county earlier in the week to give them an update on

our progress on the Bridge. They agreed to talk again at the end of 2010 to outline

anticipated dates for the testing and support with the county.

The plan is have SGPS deliver all the pieces of the bridge at the same time and to start

the Bridge testing at the beginning of 2011. This will be reviewed with Santiago during

the conference call.

Item 6. – Part-time Faculty Employee Pools

Rick Rantz is working on scheduling a review of the implementation plans to meet the

new part-time faculty agreement. The part-time faculty evaluation process needs to be

finalized first. Carol will need to update the SGPS ticket when more information is

available.

Item 7. – PAR/NEs

Holly, Joni, and Janet will arrange a time to work together to address some of the

unknowns when inputting PAR/NEs into IFAS.

Item 8. – Meetings

The committee agreed to a standard agenda consisting of:

Review previous minutes

Status updates

New items

Joni agreed to takes the meeting notes for the next few months.

3

IFAS SunGard Public Sector Project Conference Call

October 1, 2010

11:30 – 12:00 pm

X-11

Committee Members Present: Richard Carmody, Janet Ford, Cyndi Mesaros, and Carol

Van Name.

SunGard Public Sector Project Manager: Santiago Sanchez


Item 1. – Consultants

Confirmed the current scheduled dates.

Carol asked Santiago to look into the availability of a GL consultant to come onsite for a

week visit.

Item 2. – The Bridge

Santiago agreed to work on a timeline for the delivery and testing of the Bridge to match

our readiness.

Item 3. – Professional Development

We told Santiago that the Sept 29th

WebEx on the new Professional Development module

went very well. After the WebEx, Carol sent an email to Santiago asking for license

costs for:

Upgrade to IFAS 7.9/80

Professional Development Module

Applicant Online Module

Grants Management Module

Santiago will forward request to our Account Manager, Todd Enos.

Item 4. – University of LaVerne

This college has a very similar ERP to ours (IFAS upgrade from Bi-Tech with Banner

Student). Santiago will provide contact information to Richard.

1

IFAS Steering Committee Note Taker: Carol Van Name

October 1, 2010

10:30 – 11:30 pm

X-11

Committee Members Present: Richard Carmody, Holly Barrett, Janet Ford, Joni

McDonald, Cyndi Mesaros, and Carol Van Name.


Item 1. – Review charge of Technology Council and IFAS standing committee

Carol shared that the Technology Council reviewed the charge of the IFAS standing

committee at their last meeting. Cyndi asked that a copy of this be emailed to the group.

Carol took this action.

Currently the CCPD manual shows the membership of the standing committees to be

appointed. Carol said that this is on the agenda for discussion at the Monday College

Council meeting.

Item 2. – Functions of IFAS Steering Committee

Discussed the relationship between the IFAS Steering Committee which in the past met

on Mondays and the HR/PY functional team which was meeting in the Friday 10:30 slot.

Agreed that the steering committee would meet the first Friday of the month at 10:30.

The functional team would arrange their meeting times that were most convenient for

them. Some of the financial steering committee members would join the meetings when

agenda items such as upgrade plans were to be discussed.

The Friday, 11:30 conference calls with our SGPS project manager, Santiago, would

continue on a weekly bases. They would be held in Carol’s office on the non-steering

committee weeks.

Item 3. – IFAS HR Status

Holly reported that 9 out of 42 HR drawers were left to input into IFAS. They are still on

track to complete this by the end of October.

Item 4. – Consultant schedules

Discussed the scheduled consultant visits:

Mary Gohike:

Remote: Nov 8-10, 2010 from 11:30-5:00 with breaks

Onsite: April 5-7, 2011

2

Keith McElroy:

Remote: Week of Nov 29, 2010

Onsite: Week of Feb 1, 2011

Holly suggested that the team needed a GL consultant onsite for GL posting strategies.

This person could also address a couple questions from the IFAS financial group.

Carol took the action to request this during the conference call with Santiago

Item 5. – SBCEO and the Bridge

Bob Sharpton of SGPS is ready to deliver the first 3 pieces of the bridge when we are

ready to start testing.

Janet shared that she spoke to the county earlier in the week to give them an update on

our progress on the Bridge. They agreed to talk again at the end of 2010 to outline

anticipated dates for the testing and support with the county.

The plan is have SGPS deliver all the pieces of the bridge at the same time and to start

the Bridge testing at the beginning of 2011. This will be reviewed with Santiago during

the conference call.

Item 6. – Part-time Faculty Employee Pools

Rick Rantz is working on scheduling a review of the implementation plans to meet the

new part-time faculty agreement. The part-time faculty evaluation process needs to be

finalized first. Carol will need to update the SGPS ticket when more information is

available.

Item 7. – PAR/NEs

Holly, Joni, and Janet will arrange a time to work together to address some of the

unknowns when inputting PAR/NEs into IFAS.

Item 8. – Meetings

The committee agreed to a standard agenda consisting of:

Review previous minutes

Status updates

New items

Joni agreed to takes the meeting notes for the next few months.

3

IFAS SunGard Public Sector Project Conference Call

October 1, 2010

11:30 – 12:00 pm

X-11

Committee Members Present: Richard Carmody, Janet Ford, Cyndi Mesaros, and Carol

Van Name.

SunGard Public Sector Project Manager: Santiago Sanchez


Item 1. – Consultants

Confirmed the current scheduled dates.

Carol asked Santiago to look into the availability of a GL consultant to come onsite for a

week visit.

Item 2. – The Bridge

Santiago agreed to work on a timeline for the delivery and testing of the Bridge to match

our readiness.

Item 3. – Professional Development

We told Santiago that the Sept 29th

WebEx on the new Professional Development module

went very well. After the WebEx, Carol sent an email to Santiago asking for license

costs for:

Upgrade to IFAS 7.9/80

Professional Development Module

Applicant Online Module

Grants Management Module

Santiago will forward request to our Account Manager, Todd Enos.

Item 4. – University of LaVerne

This college has a very similar ERP to ours (IFAS upgrade from Bi-Tech with Banner

Student). Santiago will provide contact information to Richard.

onesolution steering committee note taker: shelly allen...get a recommendation on how to proceed...

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