Minutes--Draft

MN CARS-Collaboration CIO Group

Bethel College

11/13/03, 2:30 – 4 pm

1. Announcements

· CFO’s will meet with Jenzabar on the 21^st of Nov. at Northwestern from noon – 4 pm.

· Mary, Patrick, and Geri will organize a meeting for technical folks to prepare for the demos. It will tentatively be held on Nov. 25 at Mac.

· Mac has info at macalester.edu/adminplan about its efforts to analyze business process flows. Joel graciously invited us to visit the site and to inform him if we feel any posted group-owned process materials should not be included.

2. Discuss vendor demos

Some vendors have requested changes in the schedule. The group empowered Al to deny changes or to accommodate them as he feels is best based upon vendor discussions he will have.

Communication to participants

· Steve and Bill will put together an initial electronic communication packet to be sent to participants on Nov 17 if possible. It should include a cover letter (Al will provide a draft of one he was working on), the schedule as it currently stands, evaluation documents and instructions, lunch instructions, a reminder of the suggested number of users per institution, a map and parking instructions for William Mitchell, and dates for follow-up meetings.

· CIO’s will convene and moderate the meetings for the department groups with which they previously worked. CIO’s will attempt to limit questions to only those persons who attended the previous inter-institutional sessions.

3. Demo evaluation by participants

· During the sessions, on a provided form participants will record free form comments beside each want/need and will assign a value of 2 (need met), 1 (need partially met), or 0 (need not met).

· On 9 December, each department will return to the CIO at its campus a completed form (provided) showing its summary evaluation of each vendor. On a 0 – 10 scale, departments will first assess each vendor in three categories (functional richness, screen layouts, ease of use), and then determine an overall assessment. Since the three categories do not necessarily carry equal weight, the overall assessment should be an independently determined value, not an average of the three. Finally, the departments will create an overall ranking of the four vendors from 1 to 4, 1 being first choice.

· On Dec 11 at Northwestern for two hours, departments will participate in another round of inter-campus meetings to share the rankings created on each campus and reach consensus on a consensus ranking ( 1 to 4) of our vendors. A summary rating sheet will be provided for this activity.

4. Summative demo evaluation by CIO’s

On Dec 15, tentatively at Bethel (at Wm Mitchell otherwise), CIO’s will summarize the inter-institutional data. The summary data along with pricing information and a list of qualitative variables will be used to reach a consensus recommendation of a final vendor, a recommendation to be presented to the CFO’a at a subsequent joint meeting. We will also need to set up site visits to campuses using our winning vendor’s product.

5. Next CIO/CFO meeting

Tentatively on Dec 16 or 18 at Northwestern, CIO’s and CFO’s will discuss the CIO recommendation. If CFO’s choose not to endorse the CIO recommendation, plans for how to proceed will be drafted at that time.

6. Final decision process (January)

We did not have time for discussion of this section of the agenda.

Final CIO/CFO recommendation discussed by each institution

Presidents and Boards make final decisions

Decisions are communicated to group

CIO/CFO meeting for participating institutions set at that time to determine next steps