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Wednesday, June 18, 2008
8:30 a.m. - President´s Office
Present: Jerilyn McIntyre, Wayne Quirk, Rich Corona, Charlotte Tullos, Libby Street
Guests: Don Diebert, Carmen Rahm, Gene Rau, Jim Just, Ann Anderson, Shelly Johnson, Bill Vertrees
I. At 8:30 a.m.: Don Diebert, Carmen Rahm, Gene Rau, ITS and Jim Just, Electronic Document Management System Consultant
Mr. Just reported that CWU contracted with his company, IMERGE Consulting, to complete a high level assessment of the opportunities for deployment of an Enterprise Content Management (ECM). The ECM study assessed the capture and categorization of digital content from all sources including email, native digital content, scanned documents, faxes, etc. across a broad range of CWU departments and offices. In addition, opportunities to use ECM for the automation of business processes were evaluated. Information was gathered using a questionnaire and through interviews conducted with participating departments in spring of 2008. Several reasons that a document management system is important include:
1. Reduces the costs and efficiencies associated with paper documents and manual processes.
2. Reduces the substantial risk associated with paper documents.
3. Discourages the development of "silo" solutions throughout the university.
4. Assures compliance with State/Federal regulations and laws.
5. Increases our flexibility to adjust to changes in technology and student expectations.
The consultants believe it is in the best interest of CWU to establish a budget for deployment, pursue the evaluation of ECM vendors, finalize the five-year cost model for one or two vendors, and to pursue an economically viable approach to an institutional content management and process automation solution. The selected solution should include records management components so that official and vital records are maintained throughout their life cycle in a secure, controlled environment.
Once a five-year cost model has been developed, discussions regarding "where we go from here" will continue.
II. Action Items
1. Approval of Cabinet minutes from May 28, 2008
Motion to approve the Cabinet minutes from May 28, 2008 as presented by Mr. Corona. Seconded by Dr. Street. No further discussion. Motion carried.
III. Discussion Items
1. Enrollment planning and forecasting report
Cabinet members discussed enrollment-planning strategies at length. Dr. Tullos reported that SAEM folks are working very hard on enrollment and recruitment issues. They have also agreed to re-open fall registration early. The freshmen class numbers look really good. Dr. Quirk added that he is currently working with the College of Business on additional courses for fall. A group will be meeting this week to discuss integrated marketing at the University Centers. Additional enrollment data will be available next week.
2. NCATE update
Dr. Quirk reported that we are unable to move up our NCATE visit. The hope is that it will be scheduled some time in Spring 2009.
3. Commencement debriefing
Dr. McIntyre stated that a commencement debriefing meeting should be scheduled as soon as possible. Dr. Tullos will have the group convened in the next few days.
4. HECB budget presentation (July 21).
Dr. McIntyre reminded Cabinet members that CWU´s budget presentation to the Higher Education Coordinating Board (HECB) is July 21. Dr. Quirk will attend the presentation with Dr. McIntyre.
5. Capital planning - Ann Anderson, Shelly Johnson, and Bill Vertexes (10:00 a.m.)
Ms. Anderson, Ms. Johnson, and Mr. Vertrees joined the group to discuss OFM´s new Capital Projects Evaluation System for Four-Year Higher Education Institutions. Ms. Anderson explained that the 2008 Legislature enacted ESHB 3329, establishing a new process for evaluating, scoring, and prioritizing capital project requests by the State´s four-year higher education institutions. The legislation emphasized the role of strategic planning in the facility prioritization process, stating that the new process must emphasize objective analysis, a statewide perspective, and a strategic balance among facility preservation, new construction, and innovative delivery mechanisms.
Each university will submit project proposals for any project that is expected to have total appropriated state cost of more than $2 million during the three biennia beginning in 2009-11. These project proposals will be evaluated and scored within one of the five defined categories: growth, renovation, replacement, research, and infrastructure.
Key dates for the 2009-11 Capital Project Evaluation Process are:
August 15, 2008 - universities submit project proposals
August 18-29, 2008 - OFM reviews project proposals for completeness
September 8-October 21, 2008 - several evaluation panel meetings occur
November 1, 2008 - complete scoring and release results to HECB, legislative fiscal committees, and four-year institutions
November 15, 2008 - HECB budget recommendation submitted to OFM and legislative fiscal committees
November 24-December 20, 2008 - debrief with universities
No later than December 20, 2008 - Governor´s budget proposal transmitted to Legislature
Cabinet will continue to be updated on progress of our project proposals.
IV. Executive Reports
Provost/Senior Vice President for Academic Affairs:
Dr. Quirk reported that the paperwork for the CWU Research Foundation has been submitted to federal government. Faculty are currently submitting applications for the development of hybrid courses.
Vice President for Student Affairs and Enrollment Management:
Dr. Tullos reported that the updates to the Student Conduct Code are complete. She thanked the group that has been working on this project. The CWU Challenge Course is open for business. People are very excited about the course. Leadership Ellensburg has already registered, and groups from all over the state are coming to use the course. It´s a great team building activity. Groups have the opportunity to work on trust, communication, leadership, and group dynamics.
Vice President for Business and Financial Affairs:
Mr. Corona reported that ITS recently received the Hugi award from the Northwest Academic Computing Consortium (NWACC) for technology infrastructure. The goal of the Hugi Excellence Award, named in honor of Joanne R. Hugi, is to recognize and share information about outstanding IT practices among higher education institutions of the Pacific Northwest. Exemplars identified by this program are intended to provide useful models for improving technology resources throughout the region. Deconstruction of Courson and Muzzall is going well. The flag in that area will remain. Mr. Corona distributed the Wildcat Shop Review 2007. It highlights staff, the new location, sales, donations to the community, and many other things that Wildcat Shop provides.
Vice President for University Relations:
Dr. Hall was unable to attend Cabinet today, but provided a written report. She reported that she introduced the University Relations staff at the Board of Trustees meeting on June 6 to celebrate the successful conclusion of the campaign. She visited the CWU-Des Moines Center with Dr. Tullos and met several staff members. She also attended the Retention Group meeting for the first time. She continues to meet one-on-one with all staff in University Relations. She held the first monthly staff meeting recently to establish ground rules about absences, summer hours, and office coverage. In addition, she distributed an article from Inside Higher Education on recruitment and retention issues surrounding first generation college students titled, "The First Double Whammy of Disadvantage" for Cabinet members to read at their leisure.
Chief Planning Officer:
Dr. Street reported that we should develop a list of all COP committees. She added that we must know what issues are being dealt with. The Performance Agreement group will meet again on Friday. Dr. Street recently assisted the CWU Wildcat Shop with a strategic planning session.
President:
Dr. McIntyre reported that we should be thinking about commencement speakers for next year. Suggestions for commencement speakers should be sent to Dr. McIntyre and Dr. Hall. Dr. McIntyre suggested that with the rising gas prices, we start looking at alternative work schedules. Tele work and the option of working four ten-hour days should definitely be options that we consider.
V. Progress Reports
1. Accreditation
Dr. Street reported that NWCCU accreditation is moving along. Dr. Quirk added that they are in the process of scheduling the NCATE visit.
2. Enrollment Planning
Dr. Quirk reported that faculty are currently submitting applications to develop hybrid courses. These will be reviewed over the summer and then a decision will be made on placement of these courses.
3. Innovation Park
Dr. Quirk reported that the paper work for the CWU Research Foundation has been submitted to the federal government.
4. Integrated Planning
Dr. Street distributed the presentation on integrated planning that she gave to the Board of Trustees for review and discussion. She added that she will send the document to everyone electronically, so they can check the Web links that are included. Dr. McIntyre suggested that Dr. Street show the PowerPoint to Cabinet members at their July 9 meeting.
VI. Cabinet reports on community events and meetings attended
Dr. McIntyre: Honors Convocation, 3 Commencement Ceremonies, Picnic for student leaders and their families, Board of Trustees meeting and dinner
Dr. Quirk: Honors Convocation, 3 Commencement ceremonies, Board of Trustees meeting, Picnic for student leaders and their families, Muzzall and Courson deconstruction events, Visited Pacific Northwest Medical School
Mr. Corona: Honors Convocation, 3 Commencement Ceremonies, Board of Trustees meeting, Picnic for student leaders and their families, Muzzall and Courson deconstruction events
Dr. Tullos: Honors Convocation, 3 Commencement Ceremonies, Board of Trustees meeting, Picnic for student leaders and their families, Muzzall and Courson deconstruction events, visited Highline Community College
Dr. Hall: Honors Convocation, 3 Commencement Ceremonies, Board of Trustees meeting, President´s picnic for student leaders and their families, Muzzall and Courson deconstruction events, visited CWU-Des Moines.
Dr. Street: Honors Convocation, 3 Commencement Ceremonies, Board of Trustees meeting, President´s picnic for student leaders and their families, Muzzall and Courson deconstruction events
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