Attendance: Kelley Conrad (Team Leader), Patti D’Avignon, Stacey DeBrot, Beda Dubois, Peggy Jacobks, Terri Jourden, Kathy Krentz, Brenda Mitcheltree, Darlene Peklar, Kamlesh Sanghvi, Perry Goodwyn   Absent: Joan Jolman, Mary Smith, Patricia Werly

 

 

Motion to approve: Darlene Peklar                                                                                                      

Support: Terri Jourden

Discussion: None                                

Vote: Passed, unanimous         

 

Kelley announced that Perry has downloaded very helpful Colleague reference material to the common drive (G), labeled “Datatel Documentation”.  There is a Table of Contents, and Perry explained specific search and basic navigational functions. Information from this file can be printed, be careful however, to print by the page as some files are quite large (300-1000 pages).

 

The latest version of the hierarchy sent to members with today’s agenda was approved by the IOC yesterday. Any changes and notes are included at the end of this revised list. OIT will start entering this data and any changes that may be requested after Cabinet approval will be made at that time. This information is critical as financial and curriculum data are entered in the “Test” account.

 

4. New Meeting Day/Time: 

 

Based on team member responses, it appears the most convenient time for regular CORE meetings would be Tuesday mornings, 8:30-10:00 a.m. This worked for everyone and will start May 1. Stacey will check on the meeting room situation, which may not include room 1300 often due to expanded application training. 

5. New Format – Agenda/Minutes: 

 

Datatel has provided specific agenda and meeting minute formats for use by all FIT teams. Kelley explained their use and noted that using these forms is optional by team preference. The most important elements in this format are “Action Items” and “Issues/Risks”. Kathy said it didn’t matter to her and she would be glad to use whatever Kelley and the entire team preferred. She will get a template of the forms and review them for future use. Using the Datatel forms also facilitates consistency, accurate follow-up, cut-and-paste capabilities, and efficient record keeping.

 

With Perry here, Kelley suggested we work through the facility and location codes with Stacey. Especially since she has been the only CORE member working on this large project to this point – and she has done a great job!

Facilities:  Kelley displayed the facilities worksheet that Stacey had compiled. This data was reviewed with Perry, and Stacey asked questions about some of the fields. After some discussion and clarification regarding campuses, extension centers, buildings and rooms, Perry made the following suggestions for MCC:

            CORE CODE TABLES

            Buildings = Name of building (i.e. YMCA, Gerber, Muskegon HS, etc.)

            Locations = City

            Locations.Regions = N/A (Not applicable)

            Other Locations = N/A (double check with Mike Brubaker re: scheduling)

            *Room Types = review

            *Room Usage = review

            Rooms = list all rooms

             *Building abbreviations = use numbers, numbers + alpha; will need to include all space (closets, etc.) Perry will check to          see if  this information can be transferred from EMS to Colleague. We will also need to compare state reporting requirements with the EMS data.

            *Equipment = this information is in EMS, but not coded and may not need to be transferred to Colleague since we will continue using EMS. Stacey noted different terminology between the two systems (features vs. characteristics) and listing permanent and mobile.

           

When asked about “Sched25/Resource25”, Perry indicated that it’s scheduling program like EMS. It is his understanding that we will continue to use EMS and Joan is reviewing data transfer possibilities from EMS to Colleague. Stacey asked what the difference was between “room rates” and “room types”. “Room types” generally relate to annual state reporting needs (square foot, usage, etc.). Beda will check with Rosemary on this item. Stacey has completed the “room rates” field.

 

            CORE VALCODES

            *Access Statuses = special needs, used for room scheduling

            *Building Ownership Statuses = state reporting (Beda & Rosemary)

            *Building Conditions = standard (leave as delivered)

            *Building Sectors = state reporting (on/off campus)

            *Building Types = may be redundant info, look at state reporting needs

            *Construction Types = state reporting

            *Institution Codes = private or for profit, institution to which building belongs (leave as delivered)

            *Location Types = can be used for tracking (leave as is or take out – needed in Texas)

            *Room Categories = similar to room rates (used for Sched25, may use with EMS)

            *Room Characteristics = used for Sched25, may use with EMS

            *Room Rate Classes = Stacey entered from EMS info; Perry will review re: rate data

            *Room wings = could use odd/even? (Perry will review)

            Rooms misc1-8 (miscellaneous categories included for future needs) = leave blank now, for data that may need to be tracked later

 

*Kelley, Stacey, Beda, Rosemary and Perry will review these elements, and hopefully have some recommendations by next week’s meeting. Perry will be available via telephone for that meeting.

 

            Action Items and Issues tabled until the April 7 meeting:

 

            Privacy Code - Kelley and Pat

            Directory Information - Mary and Brenda

            International Info - Darlene

            External Employment - Kathy and Patti

            Role - Kelley, Pat and Joan