Attending:  Garrison, Gifford, Owsley, Moore, Curtin, Sawyer, Billingsley, Sutton; CTP:  Fontanese, Lupariello, Ruszig; Maxie-Ashford (visitor).

Organization and Announcements

• Hereafter, to maintain focus on high-level issues with the project (progress on deliverables, resource needs, opportunities), agenda and support items will be distributed on the Tuesday preceding the meeting.  Late-breaking items will be brought forward as necessary.
• Moore introduced new CTP personnel who will be working with project management.

Human Resources  implementation

Payroll

• Decentralized entry of time and leave usage
• Distribution of time and leave usage to the units is being successfully phased in across campus.  The anticipated completion of the transition is March 30, 2001.
• To increase the accuracy of the time reports and eliminate "anticipated pay" (i.e., reporting hours before they are actually worked, as is currently necessary for work done on the last Friday or Saturday of any biweekly pay period), the pay period end date will be moved to Thursday beginning with the pay period of 12/31/00-1/11/01 (pay date 1/19/01).  Monies already budgeted for this year's wages will be used to cover workdays affected by the transition, so that no employees will lose pay in their 1/19/01 pay check.

• Electronic funds transfers (EFT) and pay advice distribution
• Electronic direct deposit of pay will be a condition of employment for all new employees, beginning 1/1/01. The university is working with local credit unions and banks to provide a wide range of choices for the this service, especially for student employees who may not have existing accounts with banks or credit unions.
• About 65% of current employees already use direct deposit.  Because of the university's savings in time and money, all current employees will be encouraged to convert to direct deposit.  Incentives for change will be provided by the university in cooperation with local banks and credit unions.
• The university will phase in online access to pay stubs for all employees with direct deposit.  Access and training issues remain to be resolved, and in the first months of the transition, online delivery will be optional.
• Uniform biweekly pay period for all employees
• Detailed analysis of the proposal to move all employees to a uniform biweekly pay cycle indicates that the annual costs exceed the benefit gained from the proposed change.  The existing pay cycle structure (classified staff paid biweekly on Friday; professional/administrative staff and faculty paid monthly on the 30th) will remain in place.

Expense transfers

• Proper pro-ration of tax and benefits charges for persons with x-pay/supplemental pay has been resolved in the system by the use of unique PCNs for each kind of appointment.  Initial training (130 people) is complete, and clean-up of unresolved transfers from 7/1/00 forward will be completed soon.  After 2/1/01, all expense transfers will be managed via the system with the PCN method.

Applicant Tracking

• The security issue concerning confidentiality of reasons for non-hire has been resolved by blocking access to the interview and selection results panels in the system.  Employment or Affirmative Action staff will need to maintain gender and race codes for applicants and identify the selected candidates within the system so that the necessary reporting information will be available.  This approach will permit the use of the document imaging and workflow functions to turn an applicant into an employee.
• The project team continues to redesign business changes in the application/hire process.  Proposals will be reviewed and approved by the responsible administrator or referred to the steering committee as necessary.

Student Administration implementation

Degree audit is reported on track for submission of the General Education courses (95% complete as of 11/29) by 12/1.  Some academic minor plans have been built and tested in the system.

Transfer credit set up and programming is on track for timely completion 12/22.
 

HTML functions available on the web will be augmented 12/15.  Some require system passwords that are now being generated and will be made available for use on the system.  These processes will be available online 12/15:

• Official transcript requests (for students)
• Unofficial transcripts (for students)
• Class roster (for instructors)
• Instructor schedule (for instructors)
• Advisee class schedule (for advisors)
• Financial Aid eligibility (for applicants)
• Financial Aid award (for applicants)
• Financial Aid history (for applicants)
• Admissions application status (for applicants)
• Course/Grade history (for advisors)
• View prospects (for admissions recruiters)
• View applicants (for admissions recruiters)
• Address change (for students and employees)
• Phone change (for students and employees)
• PIN change (for students)
• Password change (for students and employees)

• Course catalog (public)
• Course schedule (public)
• Grade report (for students)
• Job classification (for employees)
• Summary of account (for students)
• Student schedule
• Position (for unit business managers)
• Budget distribution (for unit business managers)
• Paycheck distribution (for unit business managers)
• Check FRS account (for unit business managers)

Other items

Budget reports and summaries, together with project timelines, were distributed for review and discussion at the next meeting.

Faculty senate and chairs workshop is being planned for Wednesday 2/6, 1-3 pm, for demonstration and review of the system functions.

The next steering committee meeting is 1/4/01.