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Coordinating Committee Meeting

Meeting Notes - December 2, 2003

 
  • Update on the Chart of Accounts Project

    • Marc Mathews, the leader for the Chart of Accounts Project, provided an update. On November 20th, a small team (Marc Mathews, Dale Austin, Chris Donohue, Kathy Hamperian, Geoff Malloy, and Phyllis Nash) met with consultants from BearingPoint to begin planning for the Chart of Accounts Project. The group developed project objectives, reviewed assumptions, and developed a two-phased approach. The consultants believe that we can get 75% of the work done on the Chart of Accounts Project before the software vendor is chosen for IRIS. However, the work that will be completed will not be the visible part. Between now and the selection of the software, we will 1) clean up existing account numbers and codes, 2) complete internal research to determine campus reporting needs and define what departmental shadow systems provide that is not provided by our current system, 3) define potential chart of accounts segments by external benchmarking and vendor site visits, 4) conceptually design the chart of accounts structure, and 5) create a draft listing of account numbers and account codes.

    As soon as the vendor is selected, we will 1) inventory all account attributes to determine how they will be handled in the new system, 2) complete a cross walk from the old chart of accounts to the new chart of accounts, and 3) determine aliases to reduce key strokes.

    Marc will provide a detailed update to the IRIS Steering Committee at the January 20th meeting.
  • Request for Proposal Process
    • We have received notice that Oracle will not submit a proposal. The due date for the proposals is December 9th. We have scheduled a meeting for the proposal Evaluation Team Dennis Gallitano, our contract negotiator for December 18th.* The Evaluation Team is composed of the following members:

    Murray Clark
    Barbara Jones
    Clay Owen
    David Watt
    Gene Williams
    Phyllis Nash
    Kevin Stevens, Purchasing, ex officio

    We are trying to setup site visits to universities where we can see the software up and running. Our tentative sites to visit are:

    University of Mississippi, Oxford, SAP
    Mississippi State University, Starkville, SCT
    University of Minnesota, Minneapolis, PeopleSoft

    The site visit team members are:

    Gene Williams
    Kathy Hamperian
    Marc Mathews
    Dale Austin
    Michelle Nordin
    Clinical representation to be named
    User representation to be named
    Functional leader, if selected
    Phyllis Nash

    The dollars to support the staffing backup plans, which were submitted in October, are available January 1, 2004. Backfill dollars will be dispersed to units quarterly. To obtain the dollars for backfill for the first quarter, unit leaders will need to complete the following steps:

    o Talk to all employees in the unit about IRIS
    o Talk to employees who will work on the Project
    o Send a request for backfill dollars for the first quarter to Phyllis
    • An electronic update will be sent to the Steering Committee to keep members informed on the status of the Project.

    •  
    Subsequent to this meeting, the due date for the software proposals was moved to December 23rd and the December 16th meeting of the Evaluation Team was cancelled.