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IT PROJ: p0235- Financial Aid Kaizen Implementation

Summary: Work in conjunction with Datatel Consultants and JCC Financial Aid Office to implement proactive solutions using email and e-Services to decrease paperwork and time necessary for student aid processing.

Completed Milestones:

• Participated in 36 hours of Datatel provided consulting
• Implemented secure FFELP Data Exchange for Loan Processing
• Implemented Financial Aid Award Acceptance and Change Loan Amount e-Services workflows
• Moved major Financial Aid communications to an email format using Communications Management
• Customized content of student communications with the extensive use of Colleague rules
• Improved Student Satisfactory Academic processing to produce more reliable results
• Created an expansive group of queries to eliminate manual review of student records
• Improved Auto-packaging rules for the awarding of Federal Grants and Loans

Remaining Milestones:

Additional Task	Resources	Estimated Time
Celebration of Completion	Financial Aid Information Technology	8 hrs 7 hrs

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IT PROJ: p0258- Professional Development-Colleague Training

Summary:  Create a series of training opportunities and workshops designed to help users best utilize the Colleague software. Eight courses are being offered this year.

Completed Milestones:

• Determined training needs
• Created course outcomes, descriptions, and scheduled times
• Developed lesson plans and activities for two courses
• Two courses have been completed
• Created data guide for the ST application

Remaining Milestones:

Additional Task	Resources	Estimated Time
Develop lesson plans for additional courses	Information Technology	60 hrs
Create data guides for additional applications	Information Technology Business Office Human Resources	40 hrs 10 hrs 10 hrs
Offer additional courses	Information Technology	20 hrs

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IT PROJ: p0234- COMPASS Test Implementation

Summary: Implement the use of COMPASS for placement testing for students entering Jackson Community College. Create a custom ELF specifications to allow the Student Services Office to import COMPASS Test Scores into Colleague.

Completed Milestones:

• Software installed and functional in all labs
• Non-courses and score cut offs determined and set up
• Sample tests administered
• Custom ELF specifications created and initially testing complete

Remaining Milestones:

Additional Task	Resources	Estimated Time
Stress test in labs	Student Services	10 hrs
Generate extract of real tests	Student Services	8 hrs
Additional ELF import testing	Student Services Information Technology	5 hrs 5 hrs
Process Documentation	Student Services	8 hrs
Revise ELF import from testing results	Information Technology	10 hrs

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IT PROJ: p0249- e-Checks Implementation

Summary: Work in conjunction with the JCC Business Office to implement the e-Checks workflow on e-Services. This feature will allow JCC Students and Employees to receive electronic payments from JCC to their chosen bank account.

Completed Milestones:

• Configured feature and reviewed in Test Account
• Resolved issues with file format required by Citizen's Bank
• Created User documentation and FAQs
• Piloted to JCC Employees and selected Students
• Configured feature in Production Account

Remaining Milestones:

Additional Task	Resources	Estimated Time
Review and correct pilot issues	Business Office Information Technology	10 hrs 5 hrs
Fully deploy and create communication plan	Business Office	10 hrs

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IT PROJ: p0159- Colleague Application Security Review and Process Improvement

Summary: Review Colleague Application security to determine weaknesses and develop an improved security structure.

Completed Milestones:

• Established new security structure and standards
• Migrated all current Colleague users to the new structure and standards

Remaining Milestones:

Additional Task	Resources	Estimated Time
Internally audit current user permissions to identify weaknesses	Information Technology	40 hrs
Develop process for creating new accounts	Student Services	40 hrs
Develop process for removal of permissions for internal transfers	Information Technology	40 hrs
Develop process for requesting and granting additional permissions	Information Technology	40 hrs

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IT PROJ: p0XXX Online Training Tutorials

Summary: Explore and identify the best format and tool to use for the creation of  video tutorials for both student and employee use .

Completed Milestones:

• Identify tool and create standards
• Technical web implementation planning
• First recording and editing phase
• One tutorial complete

Remaining Milestones:

Additional Task	Resources	Estimated Time
Final edits and web posting	Information Technology	15 hrs
Additional Tutorial planning	Information Technology Student Services Human Resources	5 hrs 5 hrs 5 hrs
Additional Tutorial creation	Information Technology	50 hrs

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IT PROJ: p0253- Communications Management-Business Office

Summary: Provide the needed support to the JCC Business Office to assist in their efforts to implement Communications Management to automate student and employee communications.

Completed Milestones:

• Participated in Datatel provided training
• Created registration confirmation email
• Migrated Past Due communications in both email and letter formats
• Migrated Back-out communications in both email and letter formats
• Migrated all special communications in both email and letter formats

Remaining Milestones:

Additional Task	Resources	Estimated Time
Create Computed Columns needed	Information Technology	8 hrs
Explore creating communication tracks for future terms	Information Technology Business Office	8 hrs 15 hrs

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IT PROJ: p0125- Custom Code Conversion

Summary: Identify and migrate existing Unibasic code to format compatible with current Datatel programming standards.

Completed Milestones:

• Identified and cataloged all existing and currently used Unibasic programs

Remaining Milestones:

Additional Task	Resources	Estimated Time
Determine best migration method for current programs	Information Technology Student Services Human Resources Business Office Institutional Research	60 hrs 10 hrs 10 hrs 10 hrs 10 hrs
Migration and Testing of programs	Information Technology Student Services Human Resources Business Office Institutional Research	1100 hrs 100 hrs 100 hrs 100 hrs 100 hrs

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IT PROJ: p0090o- Colleague Programming-Social Security Number Code Scanner

Summary: Identify custom programs that may export or print social security number and determine if this use poses any security risks for the institution.

Completed Milestones:

• Identified custom programs that export or print social security number

Remaining Milestones:

Additional Task	Resources	Estimated Time
Determine in social security number usage poses security risk	Information Technology Student Services Human Resources Business Office	5 hrs 1 hrs 1 hrs 1 hrs
Implement resolutions for risks identified	Information Technology Student Services Human Resources Business Office	10 hrs 2 hrs 2 hrs 2 hrs

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IT PROJ: p0084a- Historical Transcript Importation

Summary: Create ELF specification to import historical transcripted students into Colleague for use by the JCC Registrar's Office and the JCC Foundation. This will allow for integration between Colleague and the ImageNow software.

Completed Milestones:

• Source file format determined

Remaining Milestones:

Additional Task	Resources	Estimated Time
Create ELF Specification and Test	Information Technology	35 hrs
Install and Import records into Production	Information Technology	10 hrs

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Updated 08.22.08