OneCarolina Aiken Team
May 25, 2012
Time: 9:08 am
Penland 224
Present: Randy Duckett, Ernest Pringle, Karen Smith, Maria Anastasiou, Lloyd Dawe, Paula Stribling, Andrew
Hendrix, Joann Williamson, Sandy Besley, Gwen Ashley, Vivian Grice and Jan Freeman
Unable to Attend: John Chambers, Maria Chandler, Cheryl Fogle, Tim Hall, Patrick King, Karen Morris, Alisha
O’Banion, Jeff Priest, Gail Ratchford, Glenn Shumpert, Preston Sparks, Chris Spires, Lib Thomas, Jane
Tuten, Stacie Williams, Deri Wills
I.
Minutes: Let Karen know if you have any additions or changes to last month’s meeting minutes. Will
post to website once conversion to new system takes place.
II.
Karen updates:
a. reminded the group that the Open Status meeting from Monday was recorded an the link emailed to all members, some technical difficulties for those actually trying to watch/participate
live on Monday, Ernest did attend in Cola –
b. Barbara Blaney recently provided immunization code info…regarding setting/releasing holds –
c. Karen is providing info on auxiliary (third-party) systems to Joan Amundson at UTS (who works
for Rita Anderson) –
III.
Andrew updated group on SSB (Self-Service Banner) splash page status. Good collaboration and
cooperation from USC Cola staff after rocky start. Feels this is much better situation for all system
campuses. Based on conference call yesterday it appears the current version will be promoted soon.
a. Randy Duckett and Scott Verzyl (Columbia Admissions Director) have been designated as
mediators for the project if there is a sense that the Team Leads do not have the campuses best
interests in mind……
IV.
Updates from Aiken Team Leads
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Student Receivables/Finance: Gwen Ashley – no report at this time;
Sandy Besley – some Bursar testing happening in early June
Data Warehouse and Reporting: Karen Smith (for Cheryl Fogle) – no new reporting, currently
testing Admissions reports/fixing one glitch identified – working on bug fixes in catalog/schedule
– will attend metadata training for Fin Aid in June
Registration and Records: Vivian Grice – nothing very encouraging to report – transfer
articulation table conversion has turned out to be anything but easy, thousands of pieces of info
that need to be corrected – difficult to make the many decisions required without knowing
Banner well enough. Chad Leverette will attend upcoming meeting regarding decisions on ICE
and other faculty-mandated info/requirements – reporting needs for within Records are
minimum, but she is concerned about reporting necessary data out to other offices that need it –
noted that “time ticketing” process for students registering will be very different from what
we’re used to, she is very pleased with Jennifer Burr’s work on this issue and the way she’s
looking out for Aiken –
Degree Works: Vivian Grice – Mike Kelly is keeping them updated on delays in DW – mainly due
to delay of Academic History conversion (now scheduled for Oct. 12) – Vivian, Catrena, and
LeeAnn are all learning scribing
BDMS (Document Imaging): Karen Smith (for Alisha O’Banion), who has been appointed as the
BDMS lead for Aiken. Alisha attended training for the FA piece of BDMS. Has contacted Palmetto
Microfilm Systems, Inc. concerning the price of general maintenance contracts for our scanners
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Recruiting and Admissions: Andrew Hendrix – Spent three days in Cola last week for
testing/training, didn’t do as much testing as Cola UTS staff preferred, brought back to campus to
continue as much possible here – lots of focus on documenting number of scenarios
tested/defects found/etc. There is a Residency Application in the development stages that
students will fill out for legal residency determinations. Janis Hoffman will be getting residency
officers together for a meeting in the near future.
Aiken Admissions plans to go-live August 27, 2012 for Fall of 2013 applicants.
Portal: Patrick King – no report
Financial Aid: Paula Stribling – did BDMS training for Fin Aid last week, some issues/defects
identified (saving/updating images to wrong campuses!) – she attended two days of Cognos
training, offered kudos to Cheryl F regarding reporting…………????? – two days of on-site training
w/Banner rep working on UC4 job scheduling, has concerns about what to do when jobs have
problems (“abort”)…where does support come from? – warned group that due to Glenn’s
retirement she is now the single Aiken Fin Aid rep, feeling a bit overwhelmed –
IT: Joann Williamson – talking with David Stamm (Cola UTS) re OIM, creation of user accounts,
want to be on same page as Cola, will start syncing Aiken and Cola active directories
V.
Karen: Need to do some brainstorming about “under construction” info on www.usca.edu – to alert
constituents that there is new software coming. A new way to apply for admissions, register for
classes, view your financial aid, etc. Randy suggested we may want to ask members of the OCA team
who are less involved in the major portions of implementation to serve on a team to communicate
changes/issues/“heads up” to campus groups
VI.
Future Discussion/Action Items
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VII.
Tech support after go-live – impromptu meeting called last week in Cola by Bob Swab to
begin a conversation, focus on ways to support staff/faculty and support students – high
level early discussion, much more to come –
International students – Maria will communicate with Cola (and possibly Upstate) colleagues
to investigate better ways of handling International students. Karen is to email Barbara
Blaney concerning training, processes, etc.
Lloyd suggested a future conversation about role of error reporting once we’re live in brand
new system, may be a bigger concern since we’ll be working in an unfamiliar system and
probability for errors will be higher – not sure what offices are currently doing.
Andrew shared that he has heard the name “OneCarolina” will cease to be associated with
this project once all modules are live. It is considered an internal term and in the future we
will most likely continue to refer to the student-facing website(s) as “VIP”. Apparently other
entities in the USC system are very desirous of using the OneCarolina name for their efforts.
Next meeting is scheduled for July 27, 2012 at 11:00 am in Penland 110.
Adjourned at 10:40 am
Respectfully submitted,
Andrew Hendrix