Meeting Minutes

Monday, 11/19/18     //     2:30pm - 4:00pm     //     Room 219

Note Taker: Haley Johnson

Attending: Rob White, James Elder, Anya Petersen-Frey, Liza Fuller, Elliott Fraughton, Katina Sifantonakis, Nate Friedman, Christoph Dressler, Mandy Self, Merilee Anderson, Anne E. O'Brien, Dolores Heaton, Lynne Bennett, Lauren Andersen, Jodi Emery

Agenda:

Leveraging Existing Resources - Anya

• We'd like to remind all managers and staff that we do have an evening student team that can complete additional assignments; it can be more than just copying and printing. There are three student employees and Taylor Bond, the supervisor, through 8pm. Please utilize them; they need work to do.
• Haley Johnson, the administrative assistant, is an additional resource that can be leveraged. 
• Action: Haley and the Evening SSI Team will create a list of their skills and things they enjoy working on to share with management so that tasks can be assigned most effectively.
• Question: When Anya meets with the SSI Team, how is the SSI desk covered?
  • Haley is the go-to backup; she sits there so that there's a presence for the desk, but she is not able to take payments. Sterling can also step in as a back up.
  • Anya meets with the SSI team once a month for an hour.

Portfolio - Anya

• The portfolio process is ready to test. Anya and team are still working on where to house that form (whether that be the knowledgebase or another location). 
• The form is a preliminary step to say "here's the idea I have, here's how it helps CECE, and here's what it costs." If leadership approves the idea, then the staff member making the proposal will go through a more rigorous process providing details. 

Quarterly Numbers and Status of Tuition Reduction - Anya

Quarterly Numbers

• We are starting to look at the CECE budget on a quarterly basis to get an idea of how we are doing. 
• The spreadsheet will be made available to management so that they can review the numbers.
• Expenses are broken down to include marketing costs and shared costs.
  • There is also a shared cost breakdown for those who are curious about the shared costs.
• Currently, we are spending about $800,000 a month as a unit. If we stay on this trend, we are on track to spend $9.8 million for the year, which is over the budgeted amount of $9.2 million.
• We'd like to return to having a 60-day operating reserve, so that's one of the current goals.
• Action: everyone should start thinking about their budget and start making notes so that they aren't rushing at the last minute to get it done. 

Tuition Reduction

• Anne and Anya met with Cathy regarding tuition reduction and found out that we can ask for money to cover tuition reduction in our budget for the next year, but we have to come up with an alternate way of phrasing it in order to get approved.
  • Anya will be getting numbers on how much money we've spent investing in the U, especially out of fund 2000, so that we can make that part of the story.

Off Boarding Concerns - James

• Services has been looking at processes that span the entire organization and met with Danielle, Chris, and Katina in order to generate ideas on creating an off boarding process.
• Currently, we drop the ball a lot when people leave CECE, meaning that former employees will often still have access to things they shouldn't have access to anymore. 
• The group is getting together and collecting a list of everything services needs to do when somebody leaves. Once compiled, the list will be shared with the management team so that everyone is aware of the process.

IS&T Highlights - James

Registration System and RFP

• We closed the RFP for the Youth Education system and are at the evaluation phase. James is hoping for a January 1st goal of figuring that out. February 1st at the latest.
• The larger CE registration system will require having people from the registrar's office and UIT involved, so James is going to let that ride a little bit longer.

Salesforce vs. Projects

• The question "where are we at with the salesforce implementation?" is something that James gets asked a lot and it's difficult to answer because as a whole it is a very large undertaking. Instead, we'd like to focus on specific projects and sticking to those outcomes. 
• Currently, the biggest project that IS&T is working on is ELI. Go Learn will be next.
• In Anne's recent IS&T update, she focused on the projects that are happening rather than mentioning salesforce implementation specifically to reinforce this different way of framing things. 
• For each project, we'll designate a Project Team Lead on each side (the Service side and whichever other department is involved) to make sure that the project is being driven forward. James will be Project Team Lead by default and can reassign that to any of his team members as deemed necessary and the other department involved will choose their Project Team Lead. ELI is using this approach with IS&T currently and it's helping, so it's something Anne wants to see everyone using moving forward.

Reserving the CE Vehicles - Rob

• Vehicle reservations are being shifted off of the intranet and onto outlook calendars. This will work the same as reserving conference rooms.
• Staff with current reservations through the intranet system will need to manually move them over to the outlook calendar before the calendars are made available to the entire staff.

Box Drive for Group Storage - Rob

• Tje N: and O: drives are being migrated to Box with very few exceptions.
• The goal is to have this complete by December 7th.
• Rob is going to start the initial migration next Tuesday 11/27.
  • The data folks will go through the training that Rob has laid out for everyone first so that he can see what he may have missed and refine the process before the rest of the departments go though. 
  • The aim is to go through one group every other day until complete.
• Question: Is there a good way to manage having multiple box folders shared with you?
  • Yes! All of the group folders moving forward will have the prefix CE. This will group all shared folders together into one area, making it much easier to sort through your files if you belong to multiple groups.
  • Rob will also add recommended naming conventions in his tips and tricks for Box.
  • Action: if forming a new committee/group/collaboration and wanting a shared box file, approach Rob/IT and let them create the shared folder for you.
    • This ensures that all of the naming is standardized and makes that data easily accessible in the event of staffing changes.

All Hands Energy, Keep it Alive - Anne

• We had some really great energy and participation in the All Hands meeting this year, so let's make sure we keep that energy alive.
• Thanks again to Nate, Jodi, Haley, Marketing, and the Party Planning Committee for their involvement in making everything happen.
• Everyone is encouraged to look at your team's results from All Hands and see how you can make it real and move it forward.
  • If you came up with really long-term goals that you can't get to right away, consider going through the exercise as a team again in order to come up with something that you can implement immediately. 
• Action: We'd like to be able to post everyone's goals up on the knowledgebase, so please email that information to Haley once you've got it complete so that it can be compiled.

Additional CECE Items

Holiday Scheduling

• It's really helpful to be able to understand what teams will and won't be here throughout the holidays. If your department is closing down and/or no one is going to be here, you need to know what your backup plan is.
• Action: add your planned closures and relevant information to the CE calendar so that the people who are here throughout the holidays know what's going on and how they should respond to a situation requiring your department's attention.

11/21 Early Out

• Reminder that the Wednesday before Thanksgiving is an Early Out day. All staff is free to go at 3pm.
• The SSI Desk will be closing at 3pm along with everyone else so that those staff can enjoy this benefit as well.

Campus Partnerships/Meetings Being Pursued to Share

• Nate has created a channel on slack so that staff can communicate with each other regarding meetings/relationship they have with other areas of campus. This way, we can all help each other moving forward by leveraging existing contacts.
  • Channel is #partnership_meetings
• This is also a new agenda item for the end of each meeting, so we'll have a chance to talk about it during management meetings. 

Town Hall Meeting

• Being moved to the end of January so that more staff can attend.
• If  you have questions that you'd like to be addressed during the upcoming Town Hall, please submit those to Ask Anne Anything on knowledgebase.

Program Updates

• Academic Programs is offering a pilot class, PHIL 3640 World Religions, for the first time during spring break 3/11-3/15. This class has 29 student enrollments so far and looks like it could fill to capacity. There is some concern about students dropping at the last minute with a more attractive spring break option, so they plan to overfill the class to allow for drops.
• Go Learn Spring registrations could use some love, so any extra eyes on the website and ideas of how to spruce things up are greatly appreciated. Let Christoph know what you think!