Governing Board A. CALL TO ORDER (5:30 p.m. ... - Chaffey College

New and Enhanced Colleague Functionality
• Successfully completed the migration to Release 18 of Colleague (the latest version of
the college’s administrative software system.)
• Continued preparations for fully implementing the personnel and payroll modules in
Colleague as part of the overall plan to become fiscally independent. This included
purchasing two additional servers to provide redundancy and fail-over capabilities;
developing a new faculty assignment form and payroll stipend calculation program for
paying part-time and overload assignments; developing required extracts to be provided
to the County Treasurer’s Office and the Auditor/Controller’s Office; developing a
process to convert six months’ worth of payroll data (01/01/08 through 06/30/08) stored
in the county’s database into Colleague; and developing a process to post payroll data to
the general ledger in the format required by Accounting and Budgeting Services. The
college is on schedule to go live with payroll processing July 1, 2008.
• Implemented the FACTS payment plan which allows students to make structured
payments toward their enrollment and other related fees. This required the development
of a two-way interface between Colleague and the FACTS system.
• Implemented the use of Tier 1 Technologies and swipe card readers for card-present
transactions. Implementing Tier 1 has provided for streamlined payment processing,
eliminated the need to manually enter credit card data into the system, and facilitated the
automatic processing of student refunds.
• Automated the processing of student refunds via a batch process. Implementing a batch
process to handle this process has saved the Cashier’s and Accounting offices
numerous hours of staff time. Additionally, it has eliminated the need to post carryover
credit balances from one term to the next; something that was a manual and very laborintensive
process.
• Implemented a process to generate emails directly from Colleague. Implementing email
functionality in Colleague has allowed emails to easily be sent to targeted groups of
students (e.g., sending a pre-deregistration notification to students who have
outstanding balances for a given term.)
• Developed an interface from Colleague to SARS-TRAK. SARS-TRAK is a product that
allows students to schedule and/or check themselves in for counseling appointments.
Developing the interface from Colleague to this system has provided for the necessary
refresh of data required to use the product effectively.
• Implemented add code authorizations for web registration. This process allows faculty,
after the first day of class begins, to provide students with a special code that allows
them to log onto MyChaffeyVIEW and register for the faculty member’s class. In the
past, this could only be accomplished via a hard-copy “add card” provided to students,
which they then had to personally take to the Admissions Office in order to get enrolled.
• Implemented the “Instant Enrollment” module in Colleague for Community Education
web registration. Implementing this module has allowed for virtually anyone (whether or
not they are a current Chaffey student) to log onto the college’s website and register and
pay for community education classes.
• Implemented the TMA Maintenance Work Order system to facilitate the submission and
tracking of work orders for the Maintenance and Operations Department.
5 6/26/08 Regular Board Meeting