Data Integration Action Project Description


Q.1Start Date:
  • February 26, 2008
Q.2Completion Date:
  • August 15, 2008
Q.3Describe this project's goal in 100 words or fewer:
The primary objective of this project is to implement credit and non-credit assignments systems that promote data integration within or, when necessary, in conjunction with Datatel. This system will benefit employees by fully integrating Datatel modules, such as student, position budgeting, human resources, payroll, general ledger, and budget management. In order to address the need, the solution must be flexible, improve communication and access to information, as well as capture historical information. Successful outcomes will include the improvement of processes (effective, efficient, and integrated), strategies, tasks and responsibilities for all stakeholders.
Q.4Describe briefly your institution's reasons for taking on this Action Project now - why the project and its goals are high among your current priorities:
The President and Executive Cabinet have identified the need to integrate various database applications as a result of the Datatel conversion. The faculty assignment process in Academic Affairs became critical when the existing system no longer worked with Datatel Release 18. The current process for assignments, which is manual and spread across several functional units of the college, is inadequate for the organization’s needs. Numerous functions are impacted including HRIS, LotusNotes, Datatel, payroll, and various other systems related to employee assignments. A cross-functional Team is needed to describe, analyze, and provide solutions.
The integration of data applications related to faculty assignments will provide an efficient method for monitoring employee benefits associated with these assignments; integration will also result in better and more accurate information. In addition, a solution to the described problem is required prior to Fall of 2008. For these reasons, this project is high among the institution's current priorities.
Q.5List the organizational areas (programs, departments, divisions etc.) most affected by and/or involved in this project:
  • Academic Affairs
  • Accounting
  • Corporate Services/Continuing Education/Workforce Development
  • Human Resources
  • Information Systems
  • Institutional Research
  • Student & Administrative Services
  • Any department/area dependent on complete, accurate and timely information regarding credit and non-credit assignments and instructors
Q.6Name and briefly describe the key organizational process(es) that you expect this Action Project to change or improve:
  • Improve accuracy of data entry
  • Reduce manual effort
  • Payroll processing
  • General ledger posting
  • Budgeting process
  • Adhering to CBA (including, but not limited to)
    • Degree level tracking for full-time faculty
    • Sabbatical tracking for full-time faculty
    • Maintenance of preference points list
    • Part-time to adjunct tracking
    • Step tracking for adjunct faculty
    • Part-time tuition waiver
    • Part-time sick leave bank updates
    • Tracking part-time faculty non-teaching (related to preference points list)
    • Management of pro-rata low-enrollment faculty assignments
    • Tracking of full-time temporary assignments
    • Tracking of cross-divisional assignments
  • More flexibility to accommodate both data and process changes
  • Convenient and timely access to information
  • Improved accuracy of data and reports
  • Use of Cognos report writing tool

Q.7Explain the rationale for the length of time planned for this Action Project (from kickoff to target completion):
The work of the Team should progress to Step 5 (Implementation) prior to the Fall 2008 Semester. A rough timeline for the team’s work is sketched out below.
  • Following the completion of this Action Project description, the Team will work to define the current state of the contracts database administration, etc. The first phase will consist of data gathering and description.
  • By early April 2008, the Team will begin a formal analysis of the current situation using quality tools and methods.
  • By the middle of May, the Team will begin work on a formal improvement theory and recommend a course of action to integrate the systems under review. A formal presentation will be made to the President and Executive Cabinet.
  • Implementation of the solution adopted by the President and Executive Cabinet will begin immediately upon approval. Prior to this point, the appropriate employees who perform the critical functions contained in the solution will be brought into the process. The recommended solution will be in place during the month of August 2008 in time for the required functions prior to Fall Semester 2008.
Once implemented, the new process will be monitored and assessed for effectiveness (CQI Step 6) in September/October of 2008. In December of 2008, a review of the assessment will be conducted to adjust, standardize, or make further plans regarding the new process.
Q.8Describe how you plan to monitor how successfully your efforts on the Action Project are progressing:
We will develop a flexible action plan that evolves as completion criteria are established. The action plan will include:
  • Specific timelines for completion of required steps
  • Critical milestones built in to facilitate project progress
  • A tracking mechanism to ensure that milestones are met
  • Assessment of the plan and project progress will be built into AP team meetings with updates and reports from functional areas identified in the action plan.
Q.9Describe the overall outcome measures or indicators that will tell you whether this Action Project has been a success or failure in achieving its goals:
  • Accuracy of faculty pay based on accuracy of semester assignments
  • Accuracy in posting to the accounting ledger and in expenses charged to appropriate cost centers
  • Ability to accurately track instructional hours with detailing of classroom, laboratory, and clinical assignments along with tracking of non-instructional assignments such as reassigned time as part of the faculty semester assignments, by faculty member and by cost center
  • Ability to track non-credit assignment activity
  • Enhanced ability to generate efficiently and accurately, reports that meet each department’s needs
  • Improved ability of end users to access readily departmental, divisional and individual faculty information as appropriate in a timely manner
  • Reduction in manual data entry for all involved departments’ staff
  • Movement to decrease or eliminate use of LotusNotes as for assignment history
  • Documented reports of satisfaction from end users that their information needs are being met
Q.10Provide additional information such as publicity efforts, key people who can support the project's outcomes, and specific impacts on students and/or the community:
The committee feels that there is a front end commitment from administration. To this end we suggest that Datatel consultants be utilized for set up and training on the system and that other colleges that are already live be consulted for their opinions and recommendations on how to implement this process.
Communication is a vital part of this project. The committee intends to share information with the impacted members of the college. Our goal is to ensure that all involved parties understand and support the goals and objectives of the project and that they communicate their support. As part of the communication process the committee will ensure that there is a website presence similar to the other AQIP action projects.
The final piece of communication and implementation will involve emails, flyers and training to ensure a quality and accurate process.

Mott Community College
Academic Quality
Improvement Program

Data Integration
Action Project

Amy Fugate
Mark Kennedy

Team Leader:
Steve Robinson

Additional Team Members:
Cheryl Bassett
Ken Boldig
Bernadette Coleman
Crystal Croffe
Sylvia Green
Phyllis Holbrook
Gail Ives
Joe King
Renee Kirby
Wendy LaCroix
Patricia Markowicz
Ethel Mason
Jennifer McDonald
Brenda Phillips
Lynne Reynolds
Dolores Sharpe
Chuck Thiel
Linda Uren

Contact Us:
AQIP Team Member
Contact Information