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IOC Meeting
Meeting Logistics
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Project
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FIT
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Topic
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· IMPLEMENTATION OVERSIGHT COMMITTEE
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Date
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Thursday, 5/18/06
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Time
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8:30 a.m.
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Location
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PCR
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Room #
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112 (PCR)
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Call-in #
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Facilitator
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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Scribe
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Kelli Loughrige
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Discussion Items and Summary
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ID
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Discussion Item/Summary
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Facilitator
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1
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Approval of 5/11/06 IOC Minutes:
Please see “Decisions Made” ID 1.
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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2
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TEAM REPORTS:
Change Management:
Aaron reported some Change Management Team Members attended the Financial Aid Team Meeting Wednesday, 5/17/06. Discussed was the fact that there will be some challenges and changes in ways of doing things. Prior to this meeting a long time Financial Department employee had been interviewed. Their feelings and thoughts on the Colleague implementation were discussed and shared in this meeting. Hearing of individual experiences will aid others through this transition. The Change Management Team will continue this format of doing presentations/sessions during existing individual Module Team Meetings. Teresa mentioned that a temp has been approved to assist Financial Aid.
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Aaron Hilliard & Diane Krasnewich, Team Co-Leads
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2
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CORE:
“CORE Val Codes” approved by CORE were distributed to IOC for approval which in return will be brought to the President’s Cabinet for approval. Please see “Decisions Made” ID 2. Please see “Action Item” ID 3. These Val Codes have already been inputted.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial: No report.
General Ledger:
Accounts Payable/Purchasing:
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Rosemary Zink, Financial Team Lead
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2
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Human Resources:
Human Resources:
Mary reported that there was a Remote Consultation on Monday, 5/15/06. Mary conveyed that their trainer, Peggy is a great motivator. The Team is continuing to gather information on the sample groups and develop positions, benefits and deductions. Two Team Members will be entering information into test on Monday, 5/22/06. The Team has approved some benefit and deduction codes and will be bringing them to the IOC table for information in a couple of weeks.
Payroll:
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Mary Smith, Human Resources Team Lead
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2
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Student Services: No report.
Admissions:
Student Academic Management:
Accounts Receivable:
Degree Audit:
No report.
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Jean Roberts, Student Services Team Lead
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2
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Financial Aid: No report.
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Bruce Wierda, Financial Aid Team lead
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2
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Technical:
Kamlesh reported that there is a Financial Live Simulation today, Thursday, 5/18/06 and Friday, 5/19/06. Colleague Release 17 and 18 are in place. Perry will be contacting all Team Leads in regards to Web Advisor. Please see “Action Item” ID 2. Perry is also working with Rosemary on making sure the checks are printing correctly alignment wise. Kamlesh reiterated that it is the last day to RSVP with Rosemary for “MUG”. Kamlesh informed that MCC will be hosting “MUG” next year so please offer experiences from this year’s event and bring ideas for ours next year.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Please see “Action Item” ID 1. Julie reported that the FIT Newsletter will going out weekly till the end of June. Julie asked Mary to provide labels for interoffice mailing. The Team is going to produce each week’s edition on different colored paper. The FIT Drop Off Box to enter to win an Apple Video iPod will be located in the Business Office, Room 114, near Janice Whitlow’s desk and during the evening by the front Receptionist desk. Teresa reported the final order for the FIT logo shirts will be sent out this week. The Whitecaps Baseball game is still on for Thursday, 7/20/06 to celebrate Financial going Live. In keeping with the sports theme Admissions will be football.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
Kelli informed that she will be on vacation the week of Memorial Day therefore will not be able to take minutes at the Thursday, 6/1/06 IOC Meeting.
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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Issues/Risks
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ID
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Issue/Risk and Description
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Owner
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Date Entered
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Date to Review
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1
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None
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Action Items
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ID
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Action Description
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Comments
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Owner
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Status
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Planned Completion
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1
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Julie Weller to conduct training on how to post Web Minutes
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Team Scribes to contact Julie Weller to schedule training on how to post Team Meeting Minutes on the FIT Web Site.
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Julie Weller, Communication Team Lead
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Open
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2
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Cyndi Bryan assigned for Team Leaders to review these Web Advisor forms with their Teams, prioritize, state the current functionality and record a realistic start date when they believe the forms will be first used. If discovered something is left out email Kamlesh.
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“WebAdvisor Standard Functionality”, “Workflow Descriptions” and “MCC Web Services Implementation Roll Out Checklist” were distributed. Listed were the standard forms that come with WebAdvisor. The ones listed with (Optional) written next to them MCC had purchased additionally. Perry will be contacting Team Leads on this.
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Team Leads
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Open
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3
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Present MCC Institutional Hierarchy and Val Codes recommendations to President’s Cabinet for approval.
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Kelley to present to the President’s Cabinet the CORE MCC Institutional Hierarchy and Val Codes recommendations that IOC approved for recommendation for President’s Cabinet approval.
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Kelley Conrad, CORE Team Lead
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Open
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President’s Cabinet Meeting, Tuesday, 5/30/06.
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4
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Patricia to email information to all Team Leads on the Datatel MUG-“Michigan Users Group” for Colleague which will be on Thursday, 6/8/06 at Walsh College in Troy, MI.
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Patricia Werly
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Closed
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5
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Team Leads to RSVP by Thursday, 5/18/06, for Datatel MUG-“Michigan Users Group” with Rosemary.
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Rosemary in return will register everyone as a group.
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Team Leads
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Closed
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Thursday, 5/18/06
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Decisions Made
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ID
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Decision Item
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Discussion
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Motion
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Second
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Approval
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1
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Motion that the minutes of the FIT Implementation Oversight Committee of May 11, 2006, be approved as presented:
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Julie Weller
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Mary Smith
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Unanimous
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2
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Motion that the CORE Val Codes be approved for recommendation for President’s Cabinet for approval as presented:
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Kamlesh Sanghvi
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Mary Smith
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Unanimous
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Invited Participants
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ID
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Name
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Title
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Department
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1
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Kamlesh Sanghvi
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Project Co-Chair & Technical Team Lead
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OIT - SunGard Higher Education Managed Services
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√
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2
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Teresa Sturrus
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Project Co-Chair
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Academic Affairs
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√
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3
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Rosemary Zink
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Project Co-Chair & Financial Team Lead
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Financial Services
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N-Colleague Financial Live Simulation
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4
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Kelley Conrad
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CORE Team Lead
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Counseling
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√
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5
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Perry Goodwyn
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Systems Consultant
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SunGard Higher Education Managed Services
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N-Colleague Financial Live Simulation
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6
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Aaron Hilliard
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Change Management Team Co-Lead
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Human Resources
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√
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7
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Diane Krasnewich
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Change Management Team Co-Lead
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Math/Science
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N
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8
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Kelli Loughrige
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Scribe
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President’s Office
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√
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9
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Jean Roberts
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Student Services Team Lead
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Records/Registration
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N-Ill
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10
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Mary Smith
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Human Resources Team Lead
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Human Resources
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√
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11
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Julie Weller
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Communication Team Lead
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Public Information
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√
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12
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Patricia Werly
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Systems Analyst
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OIT - SunGard Higher Education Managed Services
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N-Colleague Financial Live Simulation
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13
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Bruce Wierda
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Financial Aid Team Lead
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Financial Aid
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N
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[i] 4: critical/severe; 3: high; 2: moderate; 1: minimal/minor
[ii] √: attended meeting; N: not present; S: sent representative; R: representative; G: guest
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