Attendance: Kelley Conrad (Team Leader), Stacey DeBrot, Beda Dubois, Joan Jolman, Terri Jourden, Kathy Krentz, Darlene Peklar, Mary Smith, Patricia Werly

Absent:  Patti D’Avignon, Peggy Jacobks, Brenda Mitcheltree 

 

Perry Goodwyn, Datatel Systems Consultant joined the meeting via speakerphone. He should be on campus for the next two weeks and hopes to attend our meetings.

 

Agenda: Kelley announced that since several members are absent today (due to mid-semester break and other commitments), this will be a “working” meeting with no formal agenda.

 

Minutes:  The minutes of the February 17 and 24 meetings will be reviewed at the next meeting.

 

Kelley asked if everyone received the updated Demographic Spreadsheets via e-mail. She would really like these finalized at our next meeting. Some of the Code Descriptions are defined in the wrong element and she will correct these by the first of the week. Kelley asked Beda and Mary about some suggested additions to Organization Data Formatted Name field. The suggestions were: foundation, grants, agency, consultant and “doing business as”. Board of Directors was discussed as a possible “role”. Kelley asked all team members to review all items on the spreadsheets, talk to others in their areas, and get final recommendations to her by next Wednesday (March 8). After our next meeting, she will start the approval process, going to the Implementation Oversight Committee (IOC) and the President’s Cabinet. 

 

DeltaCollege Visit:  

 

Kelley asked for a report from each person that went to Delta on Tuesday. She discovered that the counselors there still use pencil and paper, so MCC is actually more advanced technologically in this area. Picture ID’s are required for counseling (a good idea).

 

Stacey – Enjoyed the visit, but their room scheduler doesn’t really use Colleague much. They use a different scheduling system (not EMS) that doesn’t bridge.

Darlene – Admissions and Records process admissions and student files very differently. The counselors get (and keep) the folders after admission. They have mandatory orientation and use communication management very effectively. 

Mary – Her visit with HR and payroll was very helpful and worthwhile.

Terri – Visit was very interesting and insightful. Registration is all web (even in person on campus), no telephone reg/drop/add at all. Student signatures are required for drops and other transactions. Specific offices do name/address changes.

Kathy – Made good contacts and discussed academic level and academic program codes. Tracking special pops and tech prep is done effectively. Both contacts noted that the hierarchy should be decided and entered early (with consideration to GL and HR), and it would be very helpful to develop a “data dictionary” ASAP.

Patti – Liked their student commons area and the easy accessibility to all student services and organizations. Really enjoyed the visit and got some great ideas.

 

DISCUSSION: Picture ID’s should be required for more services, especially in light of FERPA. It would be a drastic culture change and a challenge to educate MCC students for a while, but a good policy to adopt. Regarding address changes, Beda noted that some colleges have one office for any and all changes. Kelley suggested asking where changes are done when benchmarking the name/address change issue.

 

OVERALL: Everyone felt the trip was very worthwhile and it would have been nice to spend more time there. Kelley asked the Delta visitors to jot down some notes regarding their findings and send them to Kathy.

 

Benchmarking: Kelley asked if anyone had completed the benchmarking surveys she sent out. Kathy had reached two of the colleges and shared some of the results. Please send your results to Kelley as soon as they are completed, hopefully by the next meeting.

 

Beda and Mary discussed using a social security card request receipt for proof of the number. When someone requests a copy, their number does not automatically print on the receipt. However, upon request, the number can be printed on the receipt. Kelley suggested benchmarking on this issue also.

College Hierarchy: Kelley would like to finalize this at next week’s meeting. Please review the sample she distributed at the last meeting and get any suggestions or changes to her before next Friday.

 

Codes:  Beda asked if the same codes should be used across all modules. This arose during her recent AP training and it was decided this would be an issue for CORE. Discussion followed regarding CORE being the “keeper of the codes” and responsible for developing any policies or procedures. It’s important to clarify this since the “test” account is being populated with some financial services data and HR training begins soon. Perry agreed that these decisions are critical at this point. 

 

Delta personnel had stressed the importance of using codes carefully and consistently, especially between modules and departments. Fields need to be specified clearly, and efficiently distributed to all end-users.

 

CORE Team: Perry noted that a body such as CORE would be permanent forever to review codes, decide and inform regarding system updates/patches, develop/maintain policies and procedures, and coordinate on-going training. There was discussion regarding the actual mission of this group. Pat will take the issue to the next IOC meeting for clarification and report back.

 

Remote Consulting: The next CORE remote consulting date is Monday, March 13 at 8:30 a.m.

 

 Next Steps

Ø      Write up notes from Delta visit and send to Kathy.

Ø      Have benchmarking survey results done and submitted to Kelley as soon as possible - before next Friday.

Ø      Kelley will send the updated spreadsheets to all members the first of next week. Please have any final suggestions to Kelley by next Wednesday (March 8).

Ø      At the next CORE meeting, Friday, March 10, approve for recommendation to the IOC (IOC’s next meeting Thursday, March 16):

 

·        MCC hierarchy

·        Demographic Data spreadsheets

·        Using the Colleague assigned number as a student number

·        Do not use the “householding” function. The next IOC meeting will be on Thursday, March 16.