AITAP Meeting Minutes - Friday, December 12, 2003
Attendance:Mary Luckstead - HR, Jed Schwendiman-Residence Life, Michael Quiner-WCTS, Varga Fox-Financial Aid, Sarah Jones- Development, Walter Froese-Business Office, Brian Dohe-Conf. & Events, Ron Urban-Registrar, & Sherrie Kamara-WCTS
Agenda Summary
- Campus wide document scanning: Ron said the registrar office purchased their own document scanner and with student help this summer scanned all the old transcripts from 1967 and earlier. The system uses it own server to store the data, and an index in excel to search. Ron said scanning campus wide would be a useful tool. He gave the following example of admission making application copies that then go to the registrar which then scans the documents.
Varga said this would be useful if they could be scanned into Datatel. Whitworth College uses document scanning but the price tag is high approximately $30,000/year for this type of service. For larger institutions it may pay off but for smaller ones it is a hard sell. The departments that initially would find this the most helpful are the registrar, admission, Dean of Students, Development. All of which would also face security issues.
Varga asked if Neil could do a study on how scanning would affect the flow of documents between departments.
Walter suggested that an MBA candidate had asked Peter if there were any projects he could do for the College. Walter said he would check with Peter.
- Calendar year-end government filings: The 1098 have a Jan. 20 deadline for filing and Walter said they will need help and priority over other projects.
W2 filing are being generated from Datatel all the work-study need to be on the W2.
- Web based budgeting:
Michael said this is moving forward, he will add more people to the list to try it out in the current form.
- Interactive Forms:
Ron said interactive forms are very helpful for faculty and staff and avoid paper.
Michael said that forms with frequent changes require staff time for maintenance. There are programs such as ColdFusion that we are working with to tie forms to a database and to the web. At this time it is a time consuming issue.
The topic of time sheets generated a lot of discussion. The group agreed that it would be a good trial subject for an interactive form project.
- Equipment Allocation: Fall equipment replacement should be finished by mid December with winter planned for reallocated computer.
Many people commented on how much they liked the flat screens
Brian Dohe asked about the possibility of wiring to the Dance lab for internet access. Michael Quiner said it was unlikely this would occur.
Upcoming:
- WCTS Priority List: Michael handed out a Fall project list for WCTS with priority ratings and fielded questions regarding questions, frustrations with project delays.
- Varga added a request
- Walter asked about report heading and the selection criteria showing on the query but not the report.