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AGENDA ITEMS / DISCUSSION / RECOMMENDATIONS/ACTIONS

Advancement Team Meeting

Date: March 8, 2010

Time: 1:00pM

Place: Maria Hall Conference Room

Present:

Gretchen Fritz, Kevin May, Wendy Brenzel, Elizabeth Morton, Viola Henning, Vickie DeSantis

Absent:

Michael Dickinson

AGENDA ITEMS / DISCUSSION / RECOMMENDATIONS/ACTIONS

Project Web Site

/ Gretchen is Team leader and will post times of next by-weekly meeting

Team Goal and Objectives

/ How to streamline information sent from Fiscal services, the Registrar’s Office, Human Resources, and Admissions / The team will request Student Life and Career Services become a part of the sharing of data for the Advancement Team.
Wendy will send Gretchen the link detailing how to obtain a login for Datatel
The Statement for Objectives and Goals is to be submitted by March 22nd
Wendy discussed the Process Lists and the types of reports that will be required.
Wendy stated that the discovery document would be a good thing to have for RE as the team will need to communicate and interact with many areas. / Wendy will try to obtain Datatel’s advancement discovery document.
Process Mapping / There will be a naming convention for every document, process list and maps / Gretchen will research the web site for information
Kevin asked if there was information available from other schools who have merged RE and Datatel / Wendy will contact Datatel for a few references.
Wendy stated that the Goals and Objectives that the Advancement Team would be sufficient with the omission of Student Life and Career Services / Gretchen will send the goals and objectives with the omission of Student Life and Career Services to Michael Gibbons today
Mike will attend a meeting with each team to help ensure everyone is on the right foot with the new system.
Wendy stated that the Advancement Team will need a master file with all the requirements of the department on receiving and giving out information. This will allow her area to assist the needs of the team and find a central place to store and retrieve this information. She explained that mapping meant all the steps to performing the job. / Kevin will obtain 2 copies of the book on mapping and supply Wendy and Gretchen with a copy.
Kevin stated that Elaine in the cashier’s office had prepared 10-11 process mappings in a simple way. / Kevin will send samples of the process mappings from cashiers office to Gretchen
Wendy explained that process mapping will be a useful tool when the representatives from Datatel come on campus to help assess our needs.
Kevin stated that the mappings should be short, measurable, and achievable. It will be a way to look back and see if the criteria has been met.
Wendy explained that data will be sent back and forth successful making it clear, user friendly, and simplifying the process.
Viola stated that it would be interesting to see if time can be saved using the present system verses the DataTel system.
Questions and Answers / Gretchen was not involved in Team Meetings before this month. / Kevin will send information to Gretchen on previous meetings
Wendy stated that the expectation documents were due on March 29th and all Top 5 Mappings on April 5th and were to be sent to Melissa Saddlemire.
Wendy stated that until the system is underway it was uncertain how the old reports will facilitate with RE and the new system.
Next Meeting / Kevin and Wendy will consult their calendars and call Gretchen
Initials: MS
December 22,2009