ISSG MEETING MINUTES Wednesday, November 4, 2015 Morrison County 213 SE 1 st Street Ave, Room #1 Lower Level Little Falls 10:00 am 3:00 pm

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1 100 Empire Drive, Suite 201 St. Paul MN Phone (651) Fax (651) Website: Call to Order ISSG MEETING MINUTES Wednesday, November 4, 2015 Morrison County 213 SE 1 st Street Ave, Room #1 Lower Level Little Falls 10:00 am 3:00 pm Chair Kyle Jerviss called the meeting of the ISSG Group to order on November 4,, 2015 at 10:10 am. Introductions were made of all present. Attendees shown below: Introductions Introductions were made of all present. Attendees shown below: Tiffany Ahearn Blue Earth County Rick Kelsven Becker County Rick Meyer Brown County Steven McDonald Martin County Michael Nelson Chisago County Sharon Robinson Stearns County Jon Eckel Chisago County Lisa Wu Carver County Mike Disher Morrison County Amy Herold Morrison County Mary Sprieter Meeker County Lisa Meredith MCCC Tim Richardson Cass County Kyle Jerviss Wabasha County Gregory Walsh Watonwan County Michael Virnig Mille Lacs County Agenda Approval Motion by Mike Disher of Morrison County, seconded by Jon Eckel County, to approve the agenda with one correction to remove item J; motion carried. Approval of Minutes Motion by Rich Meyer of Brown County, seconded by Mike Disher of Morrison County, to approve the minutes; motion carried. ISSG Goals and Training: Still working on the January workshop, Lisa is doing some follow up. Lisa Wue will be doing the VDI presentation George Sawyer from Sawyer Training has seen some of the proposal and is interested, but Lisa suggested that he wait. ISSG AUGUST 2014 MEETING MINUTES Page 1 of 7

2 Collaboration Report Review: The report from the conference in the area of the MCCC to do collaboration found that it mostly IT related. There is a long list of projects to take on like: Contract Management Tools Sharing of policies Next step is to determine which project to go ahead with. Talked to venders about doing a session at the 2016 conference. NOTE: The February ISSG meeting will be hold at the Chisago County and the May meeting will be held at MnCCC. (Corrected 2/4/2016) User Group Liaison Reports A. Tax: a. Thomson Reuters: Mike Nelson of Chisago County and Tiffany Ahearn of Blue Earth County: i. Next meeting for the group will be November 6, at this meeting the group will be possible looking to vote on the TR contract between TR and MCCC. ii. Several members attended the Data Model training in Scott County. The training was very informative. The attendees were paired as in most cases as subject matter and Technical person. iii. The Report committee will focus on getting the Assessor and Auditor reports out by the end of January b. Xerox: Kyle Jerviss of Wabasha County: i. The October meeting was cancelled, but they did hold a conference call yesterday. They reviewed the project plan with some questions as to why some of the group s documents have been ignored. The group learned that Hennepin County s project is behind and the vender is putting the blame another vendor ii. There is meeting scheduled October 8, 2015 to discuss the issues that the steering committee has identified. c. CAMA: Sharon Robinson of Stearns County i. Team has not meet, but the Marshal and Swift component will be coming very soon which will include all the regional adjustments. B. Finance and General Government: IFS, Xerox and JIC: Jon Eckel of Chisago County: - (See attachments). OSI: Tim Dent of Clay County: ISSG OCTOBER 2014 MEETING MINUTES Page 2 of 7

3 A. There is two version of the Time and Attendance software by two different vendors. The PC version is looking good. C. Community Health Service: Amy Herold of Morrison County ( See attachments) D. Law Enforcement: Judy Hiller of Waseca Nothing new to report except that they will be having their next meeting on March 29, E. County Attorneys: Dayle Moore of Nicollet County (Lisa M. reporting): a. Next meeting is scheduled for November 20, The attendance for the next meeting is looking very low because of the upcoming holiday. They are looking to reschedule this meeting. Some discussion about the formation of some sub committees that will handle different parts of the project. F. Corrections: Randy Johnson of Goodhue County: a. Did not meet in October, their next schedule meeting is next month. G. State Update: Corey Survis of Martin County and Vince Traver of McLeod County: a. Nothing new to report. H. PIUG: Steve McDonald of Martin County a. The group met on October 19, 2015 and they form two subcommittees. b. Pictrometry did a demo of the change finder feature c. Snyder will be providing some training. d. The next meeting will be in December and will be an in person meeting to review the contract. I. MnCCC Update: Rich Meyer of Brown County. (See attachment) Financial Report Lisa Meredith Some questions about the Financial Report that needs some clarification, It was decided to relook at the February 2016 ISSG Meeting. Committee Reports Standards Committee Lisa Wu (Chair), Kyle Jerviss, Jon Eckel, Dayle Moore, Rich Meyer and Mike Disher. a. The team meet after the last ISSG meeting in September and are currently working on assigned projects: By-Law Review Committee Rich Meyer, Kyle Jerviss (Chair), and Dayle Moore a. The team will be scheduling their next meeting shortly Training Committee Kyle Jerviss (Chair) a. The team talked after the last meeting: i. Provided update on what session have been booked such as VDI, SSRS and SSIS. They are still waiting some other session to be committed. ISSG OCTOBER 2014 MEETING MINUTES Page 3 of 7

4 Other Business There was some discussion about courts needing to do e-charging (e-filing). They are finding that in some conditions that this option is not a valid option. They are looking for some suggestion or ideas to resolve some of these issues. The RAM contract has been signed. They also have setup some webinar training. Some discussion that when we have 10 clients using this softer that Finance and General Government will take ownership of the product. Adjourn Meeting Next meeting of ISSG will be in February 3, 2016 at the MnCCC office in St. Paul. A motion by Rick Meyer of Brown County, seconded by Gregory Walsh of Watonwan County, to adjourn the meeting at 1:30 pm; motion carried. Submitted by: Michael Nelson of Chisago County, ISSG Recording Officer. ISSG OCTOBER 2014 MEETING MINUTES Page 4 of 7

5 ISSG User Group Liaison Report Attachments CHS Update to ISSG Committee 11/4/2015 Submitted by Amy Herold CHS User Group met on October 23rd, Xerox. Discussion was had on the Business Associate Agreement. This seems to be finalized and will become an amendment to our contract. Some counties have County Attorneys that also want this BAA signed between the county and Xerox. Xerox is willing to do this but it has to be the same BAA that MCCC and Xerox amended. No changes to the language can be made if this is needed in your county. The User group approved to go ahead with the creation of the.msi installer to replace the current.exe method. Windows 10 was also discussed. Xerox will do a high level of testing on Windows 10 and if any issues arise there are hours allotted to allow them to work on these and then report to the Enhancement Focus group. Mary at Xerox has already tested the 3rd party integrations and has had no issues. The annual meeting in June is when it will be decided on what platforms are all specifically approved. MNChoices was discussed to see if there would be a benefit to try and pull the assessments into PHDOC. MNChoices creates an.xml file however this is encrypted while it is on the local machine. It may be beneficial to some users to have these assessments be pulled into a client file in PHDOC. Discussion around the PHDOC s website ph-doc.net. The website is currently hosted with Xerox and Olmstead has been maintaining the site. Discussion was around who is to maintain it? Who will verify it is up and running? Who decides on updates? Etc It was decided that Xerox will make the updates to the website as requested by the Finance Committee. Xerox will then let the User Group know if the changes will require an abundant amount of hours prior to making those types of changes. Reminder to get talking with partners and decide on how to utilize DIRECT messaging. There was a training session held on 11/3/2015 on using DIRECT in PHDOC with Inpriva. This was recorded and can be accessed on the Xerox website. To start with an Inpriva account contact Dan Jensen at Olmstead or Mary Thompson at Xerox. There is paperwork an individual will need to fill out for the agency. The 1st box from Inpriva is covered by the User Group. Update that MVNA is planning on signing on to the 2 year contract coming up as EPIC doesn t have PH functions currently. Next CHS Enhancement Focus Group meeting is November 20th, Xerox. The Next CHS User Group meeting is January 29th@ MCCC. CHS Update report provided by Amy Herold of Morrison County. ISSG AUGUST 2014 MEETING MINUTES Page 5 of 7

6 ISSG User Group Liaison Report Attachments MnCCC JIC Clearwater MN Winona Co change request 15-33, referred to committee. Beltrami Co change request 15-34, returned for more info. Carver Co change request 15-35, combine this with and and move to enhancement and IT committees. Looking to create a single xml / web interface for others to interface to for e-invoice. Carver Co change request 15-36, denied Itasca Co that was tabled last meeting has been denied. Browser compatibility issue will be the target for Microsoft change of browsers in TriMin will be working on the compatibility issues as top priority. Currently IFS will not work in MS Edge, or Chrome. Discussion about the contract and the process / steps of how it works and how it is approved. December 18th meeting will be face to face assuming the contract is ready for JIC. IFS, Xerox and JIC report provided by Jon Eckel of Chisago County ISSG AUGUST 2014 MEETING MINUTES Page 6 of 7

7 Notes from Board meeting 10/8/15 ISSG User Group Liaison Report Attachments Legal Description training was well attended 120 attendees For any excess attorney fees for Xerox Tax Contract issues, MnCCC will be using the Project Management fund for those. Farley gave a lengthy report on progress of the Xerox LRMS project Basically relaying that the project is behind schedule but is moving forward. Finance Gen Govt report highlighted that Trimin will be working on Treasurers Financial and check printing as modules in IFS. This will remove the need for a 3 rd party check vendor such as Accuprint. CAP reviewed vendor Cobblestone Contract Management Software. Basically enter data about contract into a dbase, along with PDF or WORD of the actual contract. Expiration of Contract notices tickler available. Can assign different security based on needs. Potentially Counties could also use same software to track their own contracts, per department. Can drop predefined clauses into existing contracts. So with our Vendor Guidelines we could grab a section on Breach Of Contract language and drop that clause in. Can search on contracts and create ad-hoc reports. Licensing is concurrent or named user. Real Asset Management contract is complete and ready for counties to use. A number of webinars are coming up to demo the software. MnCCC Update report provided by Rich Meyer of Brown County ISSG AUGUST 2014 MEETING MINUTES Page 7 of 7