Vice President Business Council

Minutes

May 22, 2001

VP Issues:

ASSP update –

§ Russ indicated that Jana has gotten changes in to Larry Bergman (who is in charge of security) and they have been completed. We are now going through and making sure that each class has been assigned the appropriate clearance. We are currently working on actuals and will run a test close (defining close rules) tonight.

§ Refresh – gives you a clean working space to make sure everything is working correctly

§ Conversion – actuals (revenue and expense transactions) are loading, balance sheet is loaded

§ July 1 concerns for going live – ability to process checks (AP feed), payroll, work orders feed appropriately, financial aid processes, PO process (font size is small and is being looked into)

§ The project is on target for July 2, 2001.

§ Reports – FBM092 report replacement is looking good and should be ready for testing at the end of this week; if there is no budget, it overlooks (but there is a Query report that will address this);

§ Training set for Tuesday on spreadsheets for accountants; Wednesday - end user training planning meeting

§ AP feed test – initial programming is working – now fine tune (final testing for check file and check print should be done this week)

§ Crystal has problems that are being worked on. Crystal is a way of formatting data.

§ Russ will update the issues log and forward a copy to Nasser.

Nasser needs a volunteer for the Combined Fund Drive.

Performance Based Budget – Dr. McIntyre would like a pilot done on a performance measure identified. Each area reporting to Nasser will pilot a measure and submit the information to Nasser. This will be discussed at the BAC next week.

Nasser reviewed the Cabinet meeting.

Appreciation awards ceremony is scheduled for Thursday, May 24.

AVP Issues:

Auxiliary Services Budgets – Rich will prepare a summary page for submission to the Board of Trustees at the June meeting.

QUALF/Kamola Bond consultant timelines – These will be on the BOT agenda for June.

Recommended Seminar – Rich had a seminar flyer that he will share with Norman on Computer Policy and the Law

Financial Services Issues:

Account balances for 00-01 – Joe asked that each area make sure that budget changes have been processed to clean up accounts for year end.

BOT Agenda – Joe will be meeting with the S&A committee this week on their budget which will be submitted to the Board of Trustees.

The final audit report will be presented at a later Board meeting. There are no audit findings. (The management letter will be shared with President McIntyre.)

ASSP Management and Budget FY2002 – Joe reviewed the budget status.

Staffing shortfalls in Financial Affairs – There has been a great deal of staff turn over in Financial Affairs. Joe will provide Nasser with a memo on his staffing needs.

David Kaufmann announced the fish bowl will be closing July 1, 2001.

Joe is on vacation next week.

CTS Issues:

Email policy status – Norman will work with Rich and Bruce in finalizing an email policy.

CTS has 15 new IP phones. Voice is transported on the internet with the IP phones. At this point, it is only for on-campus. Norman will work with Bill as a possible test area.

Feed back from DOP's Leadership Wokshop in Lacey – Norman attended an excellent workshop and recommends it highly to others. Worked on leadership, management, micromanagement, and decision making.

Long Distance RFP – about to be signed. Elltel will be awarded the LD contract.

Facilities Management:

Edmonds bid opens tomorrow. The construction is scheduled to be on a very tight schedule. There will be a construction document meeting immediately after the opening.

Training will be done in the near future on bidding process here on campus.

Work that needs to be done on Tomlinson Field and the stadium will go out to bid this week.

Fuel cell for the computer center is being looked at. This would allow the computer center to take natural gas and generate its own power. Bill will discuss this possibility further with Norman.

Bonneville is here today to discuss our project request.