Tag Archives: work team

Information Technology work teams report for Nov. 16th

Core Team

  • Work continued on the consolidation timelines for critical information systems and services.  Timelines are being refined as additional information and resources are identified.
  • Worked with Human Resources to communicate to the employees who will have their IDs changed for consolidation purposes. Both campuses are in the process of changing the IDs for the duplicate employees.
  • Worked with Human Resources to communicate instructions for Open Enrollment of the ASU employees in the PeopleSoft SoftServ system at GHSU.  Organized a method with the GHSU Service Desk to address the needs of resetting passwords for employees.
  • Continue working with the IT Consolidation Work Sub-Teams and other Consolidation Work Teams on timelines relating to the consolidated Program of Service listing.
  • Continue to work with the IT Consolidation Work Sub-Teams on identifying dependencies and relationships of services and their supporting components on the consolidated Program of Service listing.

Endpoint Services & Support Work Team

  • Continued testing programs and services on the newly connected inter-campus network.  We will continue to address exceptions or problems as they are discovered.
  • Continued working on the ServiceNow work management system implementation.  All workshops and technical requirements meetings have been completed.  We are now working with Maryville to build our instance of ServiceNow for testing and deployment.
  • Provided support to the ASU campus for Benefits Open Enrollment in the GHSU instance of PeopleSoft.
  • Continued work between both institutions’ IT Service Desk and Field Support teams to make sure we are able to support any transitioning of employees.
  • Continue the building and testing phases of the ServiceNow work management system.
  • Make sure the move for the Nursing department is scheduled and the information needed for a successful transition is in place.
  • Continue to work on cross training and preparation of both campus Service Desks to meet the needs of any customer seeking assistance.
  • Continue working with individuals identified as being duplicates that will need new account IDs for consolidation purposes.

Enterprise & Departmental Systems (E&D) Work Team

  • The Banner Consolidation team continues to work with Ellucian on the database conversion project.  The actual data conversion is now underway.
  • Planning and analysis continues for re-implementing Banner customizations and interfaces.
  • HR continues to load (ASU) data into PS HR (delays due to Open Enrollment).
  • Working on interfaces between GHSU PS Human Resources and ASU Finance.
  • The combined campus Enterprise Systems staff attended work group meetings for Financial Aid, Human Resources, Public Safety, ID Badge Team, Faculty Credentials, and Tuition and Fees.
  • The combined functional & technical team for the Student Information System (Banner) project is working to identify GHSU/ASU specific tasks that will need to be done outside of what Ellucian will be handling. Those tasks will be added to the Banner project plan and prioritized.
  • Continue planning Banner database environment for support of the final production instance.
  • Continue planning CampusEAI upgrade and re-implementation project.

Infrastructure & Communications Work Team

  • Started the process of renaming duplicate accounts in both the GHSU and ASU directories. Work continues to put a process in place to prevent future duplicate account ID’s from being created.
  • Purged ~14,000 inactive user accounts in an effort to reduce the number of users having duplicate user accounts.  This will have a significant impact on users required to change existing user ID’s.
  • Microsoft Envisioning process has been delayed due to consultant availability.  The new scheduled start date is November 26, 2012.
  • Testing of cross-site file sharing is complete.  Processes for supporting this resource need to be addressed.
  • Testing of network functionality between the Downtown and Summerville campuses continues.
  • AD/IDM envisioning engagement with Microsoft has been delayed till November 26th.
  • Develop plans for adding ASU to GHSU Service Desk’s contact center application.
  • Develop plans to support cross-site file sharing.
  • Continue efforts to evaluate options related to consolidation of email infrastructure.  Options include:
    • Office 365 (cloud hosted) for enterprise
    • Exchange (on-premise) for enterprise
    • Hybrid environment with all students in Office 365 (cloud hosted) and all faculty/staff/etc. on premise
    • Hybrid environment of the current ASU Live@Edu and GHS Exchange. (not optional for customer service and support model)
  • Continue rename of duplicate accounts in preparation for email and directory migrations.

Instructional Technology Services & Support Work Team

  • Desire2Learn LMS project is underway with colleges at GHSU to determine their migration strategy and go live date. The schedule for reimplementation of ASU into the NewU LMS is being developed.
  • NewU Mobile Suite implementation team charge has been developed and reviewed at executive level; resources identified; vendor engaged; and go-live goal of January 30, 2013.
  • ASU/GHSU Nursing Consolidation and Move –
    • Instructional Space: We have determined that the Health Sciences building will accommodate the Nursing classes per their schedule provided through the end of FY13 without having to add new distance learning technologies, or moving any Allied Health classes. We are working with Facilities to identify some additional requirements by Nursing including having power to the desktops to support their laptop requirement.
    • Scheduling of Classes: We are working with CON and the Registrar’s office to determine how to schedule the ASU nursing classes in the Health Sciences building given the two Banner systems. Meetings are scheduled for next week to develop a plan of action to address
  • Continue to identify and plan for the Instructional systems that will need to be consolidated and further refine timeline.
  • Continue to work with the College of Nursing and Registrar on the planning and implementation of the Nursing move in January and the curricular support needs in Fall 2013 and beyond.
  • Continue to work with Media Services leadership on the consolidation with Instructional & Research Systems.
  • Continue to work with HR on NewU organization, job descriptions, titling & taxonomy for Instructional & Research Systems.

NewU Domain Work Team

  • While the marketing name of the new enterprise will be Georgia Regents University Augusta, the domain name will remain GRU.edu as registered with EDUCAUSE.
  • The BOR make an announcement January 8, 2013 regarding GRU. Email usage of GRU.edu by both ASU and GHSU is targeted for January 9, 2013 as will be a limited number of externally facing web pages. Then a phased rollout of project implementation will occur over the following months through August 28, 2013 and perhaps longer if an extension is needed with EDUCAUSE.
  • GRU logos are anticipated in mid-December.
  • ASU has cloned the environment of the new CampusEAI portal version where rebranding work will occur. Tentatively the production environment is named “Paws”.
  • The Microsoft contracts do not renew until July, and we will still be running with parallel names at that point. Teams are meeting and are prepared to implement. No server name changes will be necessary at this time. The Hospital AD domain will be used by the enterprise as we move forward.
  • An environment has been stood up for the GRU.edu web presence.
  • Obtain estimates for vendor work from Huron for IRB, D2L for Desire2Learn, and other know vendors that will need to make changes for NewU Domain.
  • Investigating the work needed for iTunes U.  GHSU currently does not require authentication for iTunes U, but ASU does. The recommendation has come back to set up a new site and migrate both GHSU and ASU. Once the new site is setup, timing will be critical as there will only be 45 days to make any changes in terms of authentication.

Security Services Work Team

  • Gained approval for the Mobile Device and Remote Access Policy and awareness strategy for the new enterprise.  The objective is to define the policy and guidelines for the authorization, connectivity, use, storage, and transmission of ASU/GHS data and information systems when using mobile devices and/or use of computers outside of the enterprise’s protected network.
  • Continued working through the enterprise-wide risk assessment process with the scope to include all ASU and GHS entities.  Current ServiceNow project should provide additional clarity on inventory of campus and
    hospital information systems and resources.
  • Develop strategy to expand existing GHSU PCI Network Architecture to include Summerville campus.
  • Expand SecureWorks network monitoring to Summerville campus.
  • Develop Password Policy communications for ASU campus similar to GHS.  The password policy changes are necessary for the consolidation of the identity and access management process.
  • Work with ASU Human Resources and IT Services to complete the listing of Security Authorities for new departments created in GHSU’s PeopleSoft HRMS for ASU.
  • Continue to work on enterprise-wide risk assessment.

International work team report for Nov. 16th

  • Complete College Georgia Team has met to discuss Study Abroad business plan.
  • Job Descriptions for immigration services have been submitted to Dr. Guion for review by Senior Leadership.
  • Job Description for Study Abroad Coordinator is in process. Work Team will coordinate this process with budgeting and workforce management- Continuing efforts with this plan.
  • ASU Study Abroad Committee will meet to discuss the consolidation of Study Abroad policies- continues efforts with this plan.
  • Per CAT instruction, Work Team members will meet with HR Consolidation Work Team to discuss updates to the policy Employment and Termination of Foreign Nationals
  • Discuss a possible new name for Study Abroad since it also includes Study Away… this will be discussed at Complete College Georgia, and VPAA staff meeting.
  • Discuss new name for combined student and employee immigration services
Deliverable Timeframe
Job Descriptions developed for immigration services and Study Abroad November/December 2012
Policy and Procedure Consolidations Due March 2013
Establish policies for employment of foreign nationals Due March 2013
Establish policies for the enrollment of international students for   Fall 2013 Spring semester 2013

Institutional Effectiveness work team report for Nov. 16th

  • Implemented a transition and joint appointment plan for IE staff and workload of both institutions.  Two staff relocated from the Summerville campus to the Health Sciences campus on 10/19/12.
  • Accreditation Support
    • Received, reviewed and approved all alternative justifications for the Faculty Roster.
    • Completed the Prospectus for the SACS COC. (9/26/12)
    • Launching the 2nd phase of the SACS COC readiness project for the SACS Report & Visit.  We anticipate that the report will be due in early July 2013 and the site visit will be conducted in early September 2013.
  • Strategic Planning
    • The Strategic Planning Council (chaired by Drs. Clark & Inscho) finalized a draft of the Transition Forward Strategic Plan.  The Work Team (chaired by Ray Whiting & Joe Thornton) will review the plan in more detail with the academic, research & clinical leaders to prepare a draft that will be presented to the entire GRU community of faculty, staff, and students in January 2013.  Feedback (through mid-February) will be incorporated for review by the Senior Leadership.  The endorsement of our first Strategic Plan is necessary for FY14 Annual Unit planning cycle which begins in late March ’13.
  • Institutional Research
    • Coordinating IPEDS reporting for Fall ’12 and FY12 given that due dates for some of the sections fall into calendar year 2013 (after consolidation).
    • Supported the data collection & aggregation for the Faculty Credentials roster included in the Prospectus.
    • Managing multiple report requests of enrollment management and workforce for internal audiences.
    • Traveled to Athens on 8/30 to meet with USG and other IR & operational unit reps (Registrars, Financial Aid Directors, Faculty Events staff) from the other institutions undergoing consolidation to discuss academic datamart reporting for the remainder of this academic year (AY12-13).
      • DECISION:  All institutions will report separately to the BOR for Fall ’12, Spring and Summary ’13.
    • DECISION:  Determined not to participate in the Delaware Study/The National Study of Instructional Costs and Productivity in Jan ’13 (for Fall ’11 faculty data & FY12 budget data).  Recommendation:  Review opportunity to participate in January ’15 for Fall ’13 and FY14.
  • Assessment
    • Received the majority of the FY13 unit planning goals, tactics and expected outcomes from both campuses.
    • Transcribing the ASU academic programs’ Student Learning Objectives into Taskstream for the academic program coordinators’ review & submission of changes for Academic Year 2014.
    • Scheduling a meeting in January with representatives from each College to design GRUA’s course evaluation process & standard questions which would be implemented in Fall ’13.
    • Waiting for the faculty governance work team to recommend refinements to the Faculty Evaluation of Administrators process & instrument.
    • DECISION:  Determined that we would not participate in the National Survey of Student Engagement (NSSE) survey until the Spring ’14. http://nsse.iub.edu/html/about.cfm

Financial Aid work team report for Nov. 16th

  • Financial Aid has submitted website information to Communications.
  • Completed Scholarship and Satisfactory Academic Progress procedures.
  • Began discussions of Return to Title IV process.
  • Discussing current refund policies at ASU and GHSU.
  • The DRAFT copy of the E-Application has been routed to ASU and GHSU management for review before forwarding to the leadership.
  • Completed Third-Party and Study Abroad processes
  • Working with GHSU Helpdesk and ITS to resolve the access to C-Instance for ASU staff.
  • Continuing to work on combined Policies & Procedure manual.
  • Continuing to work on web page content and design.
  • FA Team Leads to complete Financial Aid Data Collection (FADC) by November 21, 2012.  OIIT extended the original deadline date.
Deliverable Timeframe
Route DRAFT E-Application to key ASU and GHSU leadership  By December 3, 2012
Complete Financial Aid Testing per Ellucian Timeline December 10-14, 2012
Communication to students regarding expectation for 2013-2014 processing Before January 1, 2013

Facilities work team update for Nov. 16th

  • Facilities managing the following ongoing studies – Quality of Life needs assessment, Parking and Transportation needs assessment, and classroom utilization study.
  • Maximo implementation budget and time line set.  Waiting on Georgia Procurement Registry in order to award the PO to AME.
  • Continuing to meet with the campus Uniform committee to discuss uniforms.  Waiting on campus logo standard. Contract will remain separate on both campuses until new FY.
Deliverable Timeframe
Space Database (Archibus) proposal for ASU to standardize bldg database.  This is ongoing and close to  implementation by end of year. Sep – July 2013
Signage / Wayfinding – RFP out for consultants to do design.  Finalist selection on Nov 16,2012. Jan –July 2013
Contracts reviewed on both campuses –     Consolidated contract list developed.    Jan 2013 we will review those contracts that can be consolidated and   implement with FY14 budget. Jan – July 2013
Maximo (Work Order & Preventive Maintenance System) –   implementation budget and timeline set.    Waiting on Georgia Procurement Registry in order to award the PO to   AME. Jan – July 2013

Graduate Studies work team report for Nov. 16th

  • Proposed composition of Graduate Council
  • Finalized Process for Submission of pre-Appointment Procedures for Membership on Graduate Faculty and Review Process
  • Approved (basic) verbiage for GRUA catalog for “Grades, Academic Performance and Progress” and “Academic Probation and Dismissal” (additional changes pending updates from judicial and student handbook committees)
  • Discussed categories of GRAs, GAs, GTAs  – need proposals from each college/program.
  • Graduate Programs are completing a survey to provide detailed information including:
    • # of students enrolled in program
    • # of GA offered
    • Annual GA budget
    • Grants, fellowships, scholarships, foundations
    • # of hours
    • etc.

Research Technology Transfer work team report for Nov. 16th

The TT/RATT team (Chris McKinney, Kim Gray, Sarah White), assisted by Lee Little and Alana Kyriakakis, has been discussing the draft IP policy along with three additional policies assigned since the October update (Proprietary Control of Photography, Videography and Artistic Design; Guidelines for Authorship; Ownership and Retention of Scholarly Research Records).

Communications work team report for Nov. 16th

  • Working on the brand positioning/messaging/creative development with our  external marketing/branding firm  (Trend Influence, Atlanta GA)
  • Selected a trademark licensing company to partner with and develop a Trademark Licensing Program to manage, market and protect the new university brand (final negotiations  currently taking place with Procurement)
  • Schedule for production, socialization, approval of branding elements and “GRU Celebration” events created
Deliverables Timeframe
New university brand style guide January 2013
Establishment of Trademark Licensing Program January 2013
Update and enhance GHSU intranet site January 2013
Launch rebranded website, gru.edu January 2013

Academic Programs work team report for Nov. 16th

  • Working on remaining policies with appropriate areas.
  • Consolidated catalog implementation is in progress. At this point, responsibility for that has shifted to Registrar’s Office. Edgar Johnson will continue to work with that office to ensure that the project is completed on time.
  • The leaders of this workgroup believe that its activities are complete, and that the work of the group can be closed out barring any additional requests or requirements. Dr. Johnson and Dr. Keskula have been assigned to new work groups . Johnson will lead the group overseeing production of University-Wide Artifacts and Keskua will lead Educational Programs.

PaCE work team report for Nov. 16th

PaCE Division of Professional and Community Education (formerly the division of Continuing Education)

  • ASU and GHSU CE work team leaders have submitted unit plan and goals
  • ASU and GHSU CE work team leaders and Dr. Cibirka met in re: strategic planning
  • Met with English faculty re: planning new creative writing conference
  • ASU and GHSU CE work team leaders met with Hull College of Business faculty re: planning Dental practice management series
  • Met with Dr. Kathleen McKie re: planning for presentation skills, pronunciation, accent reduction classes for medical students speaking English as a Second Language
  • ASU PaCE created schedule of Chinese language and culture programs for spring 2013, and identified several Chinese instructors and faculty members to teach these courses.  A full year schedule has been tentatively planned.
  • Owens and Moore were notified 2 certificate programs have been approved by local Workforce Investment Board .  Registration will begin in December.
  • ASU PaCE certificate programs have moved to next step for certification by VA. Final certification is scheduled by end of year.
  • Owens attended annual LERN conference.
  • ASU and GHSU CE work team leaders will begin to identify strategic suspects and prospects for contract training, grants and sponsor funding.
  • Begin to analyze staff work effort in order to shift certain operations tasks from programmers and sales force.
  • Put together preliminary list of needs for new consolidated website.