January 13, 2006
CORE Application Team Meeting

Meets every Friday 8:30-9:30 a.m.
Attendance: Kelley Conrad (Team Leader), Patti D’Avignon, Stacey DeBrot, Beda DuBois, Peggy Jacobks, Joan Jolman, Terri Jourden, Kathy Krentz, Brenda Mitcheltree, Darlene Peklar, Mary Smith, Patricia Werly

1. Minutes/Agenda
Kelley distributed an agenda and asked if there were any corrections to the Jan. 6 CORE meeting minutes. The minutes were approved.

2. Shadow Systems Decision
Kelley noted that the FIT Implementation Oversight Committee recently met and generally agreed that MCC does not want to create any “shadow systems” when transitioning to Colleague. VP Teresa Sturrus will be reviewing current MCC shadow systems and meeting with appropriate personnel to discuss the use and transferability of this information.

3. FIT Implementation Oversight Committee Report
Kelley reported on several items discussed by the Implementation Oversight Committee: 

• Any training in room 1300 must be scheduled with College Services. (There may be system update maintenance or other training taking place.) 
• Some staff members will be very wary of the upcoming changes. All CORE team members are asked to reassure their fellow employees and keep them in the “know”. 
• The CORE team is viewed as a “model” group based on their enthusiasm, attitude, and cooperation in this huge undertaking. 
• There is money in the FIT budget for promotion on campus. Shirts with a specific logo, contests, etc., were discussed. 
• Delta College, a Colleague user, has invited a group from MCC for an informational visit. Kelley asked if any CORE members would be interested – some were – so she will follow-up with Kam and keep members informed.
• Kelley has received more sample CORE data materials and will have them in her office if anyone would like to review them. 

4. Datatel Responses – from Perry Goodwyn and Carol Hogan
(to questions from Jan. 6 meeting)
On the Demographic Data spreadsheets: “Decision Priority” means high, medium or low “Required by?” means which Office/Department (and eventually the person) who’s the “official keeper” of the data

5. Spreadsheets
Kelley opened discussion of the Person Demographic spreadsheet information that was distributed at the last meeting. She reviewed our role in deciding basic parameters, standards and hierarchy. Kelley suggested looking at the “hierarchy exercise” that was prepared from our initial training session as a thought provoking tool. (Kathy will email this again to all members.) Further discussion included address types, data requirements and permanence, samples, and various needs throughout the College. Beda said that since she has had more specific financial module training, the decisions and work flows become more relevant and meaningful. When Carol Hogan comes back for consultation, she will conduct a basic review and work through the spreadsheet data with us. We are expected to have some basic ideas of needs and desires at that time, and are not required to have all the answers. Pat distributed a list of the Admissions codes currently used in TIP. This should be reviewed as we make suggestions for the new system. Kathy shared a “partial” list of the default codes included in the “Educational” Colleague system that we used for training, which will also give us an idea of some appropriate entries. (Kathy will send a copy of her “work in progress” default code list to all team members.)
Data suggestions/questions: suffixes – add RN, DDS, PhD?; prefixes – add Rev. (Reverend)?; name – LEGAL name (as on social security card). CORE Application Manual Appendix B1 includes Colleague system delivered name and address hierarchies. It was noted that the CORE team doesn’t decide “required” data fields; that is done by application. Kathy asked Pat if there was any preference in establishing numeric vs. alpha codes. Alpha codes that can be tied to the data are probably easier to use and remember (i.e. In-district = “I”).

5. Next Steps 

• Kelley will check with Kam to arrange a visit to Delta College and contact team members. 
• Kathy will send Hierarchy Exercise and her partial default Colleague Code Lists to CORE team. 
• Each member will discuss basic person demographic data needs (i.e. prefixes, suffixes, names, etc.) and current TIP Admissions codes with their departments (as they may relate to data reporting needs) and bring findings to the next meeting.