•Steering Committee Reorganization Phyllis Nash opened the meeting with a question about the IRIS Steering Committee. Given that the University has achieved the implementation of major modules, consideration should be given to reorganizing the group.   This discussion will continue.

•External Audit Mr. Owen explained the external audit process to everyone. A lot of time will be allocated this year, given the institution’s new financial system. Kathy Hamperian will coordinate the external audit effort for the project. Internal Audit staff members will participate in the process to get training and gain better understanding of processes.

•HR/Payroll Go Live Michelle Bliffen summarized the Go Live outcomes and referenced some of the facts and figures distributed to the group. With the closing of the Command Center, calls are coming directly to HR Team members and most problems are tied largely to human errors. Michelle noted that this should not be a surprise, given all that employees have had to learn and keep up with in this implementation. One process that continues to challenge the campus is the requirement to separate employees who leave after spring semester and who may or may not return in fall.

The Benefits staff is gaining a better understanding of the new system.

Michelle concluded with comments about the new pay statement and its readability. More information now appears on the document, limiting the size of the font that can be used. The possibility of a different background and darker print will be explored.  The challenge of printing a readable statement should serve as an incentive for online statements in the future.

Following Michelle’s remarks, Mr. Owen offered praise for the HR/Payroll implementation and commended the team for its hard work. Given his knowledge of other institutional experiences with payroll system implementations, Mr. Owen expressed delight in the fact that UK’s problems have been minimal in comparison.

•Hospital Inventory Go Live Kevin Stevens reported that interfaces are working fairly well now. More than 3,500 purchase orders have been created since Go Live.

IRIS MM Team members met with UK Hospital representatives recently to discuss Go Live difficulties, sort out issues (IRIS issues, Hospital issues), and develop means for dealing with identified problems.  In response to a request for further training, Kevin and others developed and delivered a special class which 45 employees attended today. Other developments include the initiation of a Hospital Users Group and weekly Storage Location meetings. John Siedlinski will act as the Hospital contact for issues and resolutions.

•Disaster Recovery Plan Preparations for the June 2 DRP test are underway. This year’s test will take place in New Jersey for 96 continuous hours. A test of the portal will be included.

•Plant Maintenance Ben Crutcher, Plant Maintenance lead, shared information with the committee on this Phase II effort. Plant Maintenance will give the University a consistent methodology for working with all facilities on campus and handling preventive maintenance. As part of Plant Maintenance, the team will convert the Stores operation to Materials Management in support of better costing out of materials in work orders. The implementation will require major changes leading to process improvements, such as those for costing out utilities.  The introduction of the Plant Maintenance module will force scheduling, planning, and accountability. Too, the implementation will present some integration challenges, as Plant Maintenance must work well across the modules.

•Budget Preparation Roxanne McLetchie announced that the interim budget preparation process has been accomplished. She outlined the remaining steps for the 2007 budget and noted that the development of the interim solution had gone well. Roxanne and others now are focused on the Phase II effort of building Budget Preparation, including Position Budgeting Control, in IRIS for 2007-08.

•Campus Management

Michelle Nordin gave the committee an update on Financial Aid (Sigma ProSAM), Student Accounting, and Student Administration developments. New freshmen received award letters in mid-April and Law student notices are scheduled for this week. Michelle described progress in training, ISIR corrections process, and web services development for Financial Aid. Don Witt reported on the positive feedback about the appearance of the award notice that he has received from students and parents. Monthly billing and late fee calculation continues in Student Accounting, and dunning via e-mail is now taking place. Team members are focusing on fee calculation configuration. One developer is working on a program to populate the WBS element in FI.Student Administration emphasis now lies with data conversion and portal development. The data conversion is behind schedule due to several constraints. The addition of several individuals should help with the conversion timeline.The Visitor Center application is scheduled for Go Live around May 22. Other efforts underway include a joint application for undergraduate admission,
scholarships, and the Honors program; room scheduling (AdAstra); and grade processing.

The IRIS Coordinating Committee meets next on June 13.