Minutes from COG meeting
April 24 1:30 pm
Attendance: Jani, Don, Anthony, Jim, Bob, David, Brian, Rebecca, Melore, Janet, Joyce
Review progress on 07-08 tactical plan - Don will post prior to the meeting
Progress:
· SU Online student financial aid application added to list per Joyce’s email earlier in the month.
· Work to make the Registration Module R18 compliant may run into the next fiscal year, but will be started in Q4 per the plan.
· Terri who helped with Admissions review process is coming in to finalize the security class implementation. Will take burden off of ESOP as it will be role based and IT will manage it.
Lots of things in user testing – keep the testing up!!
New work
· Common Application: Melore wants to get Steve Falkowski to do a scope of work for the common application and supplement. That will have to go onto the tactical plan.
ACTION ALL: Admissions should put the common app/supplemental app update in the tactical plan, even if we don’t do it, we should have it anticipated in the tactical plan. Similarly, if there are annual deadlines for SFS federal or state reg updates, those possible work items should be added to the tactical plan.
ACTION: DON: Some completed work are without dates. Don will add dates so Joyce can repost the complete file.
Go over how to complete a Project Request - form and sample will be provided in the meeting for a walk through of how to fill it out. TARGET: Complete project requests by end of May so Don's team can start developing Project Charters (formerly called Service Requests) in June and start on Q1 tactical plan implementation July 1.
Terminology
Project Proposal – client request form to ask that a project get considered for COG to consider. Followed by OIT completing a..
Project Charter – the actual work scope with detailed estimated timelines and client requirements that is the basis of the work done to actually complete the request in the tactical plan.
Timing
ACTION: All: Complete any Project Proposal requests for work to be considered for Q1 by May COG meeting – Email to Joyce and Don.
Timing: The May COG meeting will focus on looking at the holistic list to determine if the suite of requests appears to “fit” into Q1 starts or if we have problems so we can discuss the tradeoffs. The result of this meeting will be that Don’s team can start developing the early Project Charters needed so the first projects can start on July 1.
In June, people should be creating more project proposals for Q2, Q3, Q4 with the goal of creating a roomy plan annual tactical plan by end of July, understanding that June and July will involve the creation of project charters so we can better assess the fit into the plan.
We will continually tweak the plan through the year as things arise, but we should have no surprises around the vast majority of the plan. Key message here, don’t assume putting off creating a proposal will allow us to get it into the plan. Do all you can to get the project proposals all in by July.
Anything on the “wish list”, meaning those items brought up for the 07-08 plan, but which was never placed on the tactical plan, needs to have a project proposal created for it. Only those things on the tactical plan already will be carried over, if need be
Anything over 5 hours needs a project proposal. Anything under 5 hours doesn’t go on the plan. If you don’t know the size, contact Don. Contact Don also if you need some feedback or input on completing the project proposal.
IT Strategic plan - provide copies to everyone at meeting as this plan will be incorporated in request process above.
ACTION: Joyce: Post IT Strategic plan (in full) to the forum and add the timeline and requirements attached to the project proposal and post that.
Follow up with some questions from Dian Blom
- Origin field - who uses it besides ESOP
Joyce will follow up on this in email.
- Student Campus Address, standards and whether those entered each quarter can/should be cleaned up (perhaps a discussion for Joyce with Tim Albert only)
Joyce follow up with Tim Albert offline.
Joyce Allen
Associate Registrar, Systems