Members present: Keiko Pitter, Peter Harvey, Tony Cabasco, Stephanie Johnson, Rich Jacks, Walter Froese, Ron Urban, Deborah Hopkinson, Cindy Waring, Jenny Miles, Judy Ouimet, Barbara Barlow, Varga Fox, Ken Paine, Brian Dohe.

Keiko opened the meeting by thanking everyone for their participation in the Implementation meetings with Linda Kuestner from Datatel during the previous week. Since the original implementation document produced after that workshop was somewhat confusing, Keiko had put it together on Microsoft Project by individual offices. A printed copy of this was distributed. She described - using the Technology Services page - how the plan was displayed (Susan Healy is doing one workshop/month because of her other duties while Barb Barlow will take the fast-track after she is finished with Y2K updates). Keiko will create an html version of the document and put it up one the WEB, updating in weekly. A copy will also be placed in the common directory.

It was noted that the time scale was not necessarily the same for each office. It is also the case that the various Colleague modules do not necessarily divide along office lines. Benchmark dates are noted by diamonds; a black line denotes the duration of the project. Most consultations are a single day - a couple are 2-day. Our attention was drawn to the fact that Admission has two options for implementation, and Stephanie noted that they had a third timeline to check out too (discussed at close of meeting). The advantage of having most of the classes taught on campus is that we can choose our own times around the schedules of the offices in question rather then having to conform to Datatel's dates.

Deborah asked about the schedule for data mapping. Only those offices that have huge amounts of data will do mapping. In some cases is it is more efficient to re-enter the data in Colleague.

The Core module must go up before anything else. Keiko explained that Phased Conversion means "a time overlap," whereby you finish up one term or year on the old system while you start up the next term or year on the new software.

Also, each module goes thru three phases. That means, if an office is involved in more than one module, each of these modules may be in different phase.

Keiko distributed an 'AIS Information Sheet' to the Committee.

• The Steering Committee will remain as stated in the Approach Document, and will be the overseers of the project.
• The Implementation Project Team will be made up of the leaders of the individual Application Module teams, the Project Manager and Director of Administrative Technology.
• The Application Module team will be chosen from members of the staff most associated with the implementation of the system.

There are 4 phases to completion of this project.

The first phase, or the Preparation Phase, is performed only once int he entire implementation project. We are already in the preparation phase.

The remaining steps are:

• Phase I - 40% of the time should be budgeted to this. Identifying tasks, defining data elements and determining workflow are main elements.
• Phase II - 40% of the time should be devoted to this. - Developing test plans, analyzing forms and reports, testing conversion, making decisions about data clean-up etc.
• Phase III will take the remaining 20% and will be the final clean-up of data, conversion and live operation.

Deborah asked about how much reporting would be available at the time the system goes live. Keiko anticipates that the major part of reports will be available by that time, either by using those Datatel offers, or modifying them to our needs. More complex report writing will be done by WCTS. Additional reporting can be added later.

Peter asked about the data definitions of those data items shared by different offices. Decisions on 'ownership' for shared data will be made during the Core implementation.

On the final pages of the AIS Information Sheet is a section on Usage Assessment. This is something that all offices can start now - listing what each task is, how often is it done and why. After listing the tasks, work within the entire office to work out the process. After the module training, each task can then be planned using Colleague. Keiko admitted that this is a tedious process, but absolutely necessary to the success of implementation. Datatel will not help with the initial identification of tasks, but if outside help is required, Keiko will find a facilitator.

Before the next meeting, the committee was asked to address the following:

1. Check the schedule and make sure it will fit within office constraints.
2. Decide who should be the Application Module Team Leader
3. What additional staffing will be required to take care of everyday duties while the staff prepare for Colleague?

Microsoft Project will be distributed when available.

Datatel Users Group meeting will begin March 6 in Washington DC and will be attended by 9 staff members from Whitman, There will also be a NW Users Group in June at Lewis & Clark in Portland.

Members were asked to email their 'black-out' schedules to pmt@whitman.edu.

The next (and probably final) meeting of the IPC will be next Friday (2/12/99) at 10am in Olin 180. The next on-campus visit by Datatel will be Work Flow Management (February 23-25).

Respectfully submitted. Jenny Miles