December 15, 2005
CORE Application Team Meeting

Attendance: Kelley Conrad (Team Leader), Patti D’Avignon, Stacey DeBrot, Beda DuBois, Peggy Jacobks, Terri Jourden, Kathy Krentz, Brenda Mitcheltree, Darlene Peklar, Mary Smith, Pat Werly, Joan Jolman

1. Minutes/Agenda
Kelley distributed an agenda and asked if there were any corrections to the Nov. 29 CORE minutes. The minutes were approved as presented.

2. Meeting Days/Time
The team members agreed to meet every Friday from 8:30-9:30 a.m., beginning Jan. 6, 2006. If a team member can’t attend a meeting, Kelley asked that any questions/input be sent to her before the meeting instead of sending a substitute. Since only CORE members had training on the basic components of that application, it may be difficult for someone else to participate in any discussions.

3. Practice Sessions
Kelley stated that it would be very difficult to get the entire team together for additional CORE system review. It was decided that team members should arrange practice on their own, and if some want to practice together that is fine. Since it may be difficult to leave an
office for training (in room 1300), Pat Werly will check to see “IF” the Datatel training or educational account can be added to an employee’s desktop. Other team members prefer to leave their office for training so they are not interrupted. Check with College Services to see if/when the training room is available for practice.

4. User Survey
Pat Werly noted that the OIT staff will begin meeting with individual users (one on one) to determine TIP system usage. This information will be utilized by OIT to map security in Colleague. Pat noted that security will be established by “position” and not by specific user, and that any user will be able to log on to any campus PC to access Colleague. It will be critical that all users “log in” and “log off” when using different computers in our new system, for both security and licensing restrictions. Protocol will have to be established and communication procedures followed in a timely manner, especially regarding new hires, transfers and employee terminations. End users should also be considering what other information they need and the business processes utilized to do their job more efficiently.

5. Shadow Systems
Joan Jolman shared a plan to combine MCC’s many mailing lists in a central list, which would be assigned to a “gatekeeper” for all data maintenance. This file would be housed and updated outside of Colleague, and OIT wondered if the CORE team would be the appropriate group to make this type of decision. Discussion followed and many members felt that this type of “contact” information could be accommodated via several Colleague applications. It was unclear whether the Colleague system modules that MCC purchased would handle this information as perceived by some participants during the CORE training, or only handled effectively in the Benefactor or Activity/Event modules that weren’t purchased. The potential problem of immediately creating a “shadow system” emerged as a serious concern during further discussion. Pat suggested that Perry address this group (or other appropriate team) to
outline Colleague’s parameters and functionality on this issue. It was suggested that this is a matter to be reviewed by the FIT Implementation Oversight Committee. Beda suggested that all avenues be investigated as this topic is discussed. Would the cost and time required for maintenance of an outside data “mailing list” file be more than the cost and upkeep of another Colleague module? Pat will follow up with Perry and as a member of the Implementation Oversight Committee, Kelley will convey our concerns.

6. Datatel Trip Report
Kelley asked if everyone had received a copy of the CORE training report. Since some members said they hadn’t seen it, she will forward it to everyone on the team and asked that they verify their email addresses on the first page of the report. If there are corrections or questions, please let Kelley know and she will send any changes to Carol Hogan.

7. Next Steps
For the next meeting, team members should review the Datatel Trip Report and begin to develop focus areas for CORE team consideration. Kelley will go through her notes and make a list of Carol’s suggestions during the recent CORE training. Stacey DeBrot will continue collecting the facilities information needed for that portion of the Colleague database. She has already talked to Joe Doyle and identified a lot of the statistics that are required in CORE. Other employees will be contacted to answer any questions that
arise. Facility information including: locations, buildings, and room types/usage/special built-in equipment, is very critical as initial set-up data that applies to numerous modules in Colleague.