Sunapsis Project Meeting Minutes

January 22, 2015 1-2 p.m.

Participants :  Sherri Mines, Joseph Ng, Lark Cratty, Chien Shih, Mahmood Hasan, Lisa Hocevar, Matt Rayczynski, Chris Dubeau, Deepa Prasad, Linda Koyama

1. Chien introduced the ETS project team members and their roles
   
   
2. Overview of the Project by Sherri
1. Started about 3 years ago, to create a paperless admission system for the international students.  We currently have approximately 3000 international students between the two colleges; and process approximately 6000 applications per year.
   
   
2. Admission process is quite involved:  Need to process English proficiency documents, transcripts, financial documents,health insurance plan enrollment etc.in addition to the need to report on 35 items continually to the government for Homeland Security immigration,
   
   
3. After researching options, decided on Sunapsis, which was developed by Indiana University. Has over 45 clients (65% Banner, 35% Peoplesoft), been in business for over 10 years. We are the 3rd community college to purchase this software.
   
   
4. It is an enhancement to Sevis.  All the reporting we do in Sevis is manual.  Sunapsis will automate this process.  Sunapsis can pull current students' data from Sevis and can do what fsaAtlas can do but with more capabilities.
   
   
5. We will not be bringing historical data over.  The fsaAtlas system and Louise will continue to run for 3 or 4 years and can still query the data but input will stop.  
   
   
6. We will be hosting Sunapsis ourselves.
   
   
7. Purchase order has been submitted for Cold Fusion which is needed for the software.
3. The team reviewed the project scope and critical success factors.
   1. Project Goal:  Turn on internally by fall 2015.
      
      
   2. Students initially will have limited access outside the portal and once they are admitted they will have full single sign on access inside the portal. 
      
      
   3. Need to be able to e-mail students from within Sunapsis.
      
      
   4. There is document management within Sunapsis itself (paperless admissions), and also  will import transcripts to BDMS from Sunapsis.   The only paper documents are U.S. college transcripts.
      
      
   5. When students enroll in classes, they are automatically enrolled in a health insurance plan, and the student is automatically billed along with their tuition fees.  It is necessary to report to the health insurance company who are still enrolled.  Sunapsis has an health insurance management module.
      
      
   6. The on-line application, which is being developed by Sherri, may not be ready by August 2015.  We don't plan to use the OpenCCCApply International application because it doesn't meet our needs.  
      
      
   7. The online gateway needs to be developed in conjunction with each college's webmaster.
      
      
   8. We will add the following to the  project scope:  Configure Sunapsis to connect with SEVIS and allow batch transactions to be sent separately for each campus.
      
      
   9. ETS will provide the infrastructure of a two or three tier system. New server will be needed. We will depend on Sunapsis' security design to keep confidential information secure.
      
      
   10. Hasan can give an estimate on delivery of the test and production instances once he receives the technical documentation and talks with the consultant at the kick-off meeting from Sherri.
       
       
   11. A kick-off meeting and regular project team meetings will be scheduled.
       
       
   12. The Sunapsis site visit is currently scheduled on July 20, 2015.  After much discussion, it was decided to see if the Sunapsis consultants could reschedule their preflight check visit to October 2015.  Once that date is finalized, the other dates can be finalized.
       
       
   13. After the Sunapsis visit, Chien suggests to add a second round of pilot testing.
       
       
   14. The Go Live date for the public will happen roughly 3 months after the internal Go Live date.
       
       
   15. Indiana University offers demos twice a month.  ETS members are interested in the demo.