ITAP Meeting Minutes - Wednesday, May 28, 2003

Brian Miner-Admission, Michael Quiner-WCTS, Varga Fox-Financial Aid, Sarah Jones- Development, Walter Froese-Business Office, Brian Dohe-Conf. & Events, Ron Urban-Registrar, & Sherrie Kamara-WCTS

Items for Action:

• Meet with dept. heads regarding equipment allocation
• Meet with Judy, Varga regarding auditing or querying for financial aid changes and the prebill statement.
• Receipt format with more information
• Monthly billing statements
• Budget distribution via the web

Agenda Summary

• R17 Upgrade: The upgrade is complete, there was about 2 weeks of clean up. No anticipated upgrades for at least 1 year.
• Upgrade of Datatel Server: The Datatel server will be replaced it runs the Datatel database. Orion is scheduled to be replaced this summer which will be the new mail server for students, By moving students from Marcus to the new server we anticipate it increasing the capacity and speed by 4x.
• Equipment Upgrades: Michael distributed lists of which departments are scheduled for new computers, and how many. He plans to meet with each dept head to confirm the computers for replacement.
• Schedule: Computers are replaced every 4 years, summer is primarily faculty and labs, and winter and spring are admin staff.
• Types of Machines: Michael handed out the Dell configuration and shared that all new computers would come with a 15” flat panel. Monitors will not be replaced every 4 years only when broken. Walter asked if machine leasing was an option, he receives many sales calls regarding leasing. Machine disposal is also an issue, we recycle many machines but this may be a value when leasing machines.
• Printers: Printers are not on a replacement cycle, WCTS usually shares the cost if new printers are needed.
• Security Initiative: WCTS is working toward new measures to make our system as secure as possible and to meet federal regulations.
• Mandatory Password changes: Datatel passwords will changeevery 60 days the first change is June 24. Ultimately Marcus passwords will change on a regular basis.
• GLB Act Graham Leach B? act which requires the College to have privacy policies.Since we process loans we need to meet the federal criteria

  New Functions:

• Study Abroad has a new Datatel module for tracking students studying abroad and their location.
• On-Line grades is a new web based tool that was tried this semester.

  Upcoming:

• Prebill prepared anytime. Judy runs into differences in prebill and the current screen when FA makes to the database. There is no historic screen to view in order to look up the status before changes were made.. They asked if a query or audit could be run daily so changes could be noted.
• NWDUG in Lewiston Idaho
• WEB registration will continue this fall, hopefully running smoother with the times spread out and the new server.

  Other:

• Walter asked about a new receipt format that has more info
• Monthly billing statement format for Judy
• Student Time sheets what’s acceptable to the state and can we make them an excel sheet on common files and available on the BO web page.
• Walter would like to see the budget distribution on the web
• Varga asked about textpad software it was suggested she try Ultraedit for the same purpose.

  Next Meeting:

  Next meeting early September.