Attendance: Kelley Conrad (Team Leader), Stacey DeBrot, Peggy Jacobks, Kathy Krentz, Brenda Mitcheltree, Darlene Peklar, Patricia Werly, Rosemary Zink (for Beda)

Via Telephone: Perry Goodwyn  

Absent: Patti D’Avignon, Beda Dubois, Joan Jolman, Terri Jourden, Mary Smith

 

 

Motion to approve: Kelley Conrad                                                                                                       

Support: Darlene Peklar

Discussion: Darlene questioned the 8:30-10:00 a.m. meeting time listed in the minutes. Kelley explained            that our meetings usually last until 10:00 a.m. so members should plan for it.                               

Vote: Passed, unanimous         

 

Rosemary distributed copies of the CF Validation Codes (for Accounts Payable/Purchasing). Some of the codes will be decided by CORE and others have been developed by the Financial Team. Rosemary, Stacey and Kelley met to discuss the facility/building data elements. Rosemary went through the list and asked for any questions. Many codes are adequately delivered by Datatel, with a couple of changes to the ITEM.CONDITION descriptions. “Scratched” (SC) was added, while “excellent” and “good” were deleted. Rosemary explained these are judgment calls and not necessary.

 

Motion to approve CF Validation Codes as presented: Kathy Krentz

Support: Peggy Jacobks

Discussion: Rosemary further explained the worksheet columns: minimum entry – least number of letter(s) and/or number(s) required to enter to automatically populate field, maximum code size – maximum number of characters allowed for code, zero fill – should the entire field be filled with zeros if the code doesn’t fill the field.

Vote: Passed, unanimous

 

Further discussion: Kelley asked Perry and Pat if CORE codes required a “zero filled” decision and if the maximum code size can be changed. When Perry is here next week, he will review these items with Kelley, Pat and Rosemary.

  

Kelley said Patti has graciously agreed to design and maintain a complete code list, and asked all team members for their ideas and input. Kelley said there should be some explanation for each code.  Peg suggested that it be arranged by module and match the structure in the ST application. Peg also has a program that may help in setting up the list. Brenda also has samples from other Colleague users and will share them with Patti.

4. Facilities Codes: 

 

Kelley distributed copies of the Facilities Code Tables (look up) and Facilities Val Codes (drop down) that she and Stacey had reviewed. The Code Tables were reviewed first and Kelley asked Perry to follow along on his copy and offer any suggestions.

 

BUILDINGS: Generally take “building” out of code descriptions (note: maximum 30 character field). Change: Art Building to Art Studio, GOLF to GCMB Golf Course Maintenance Building, MAAP Maintenance and or & Apprentice Building, OBS Observatory ator @ Waste Water Plant, SHOP to GCPS Golf Course Pro Shop, PUMP to GCPHGolf Course Pump House, STEV to SCHE Stevenson Center for Higher Ed., CTC Career Line Tech Center to Career Tech Center (Career “Line” Tech is a different location), change all hospital codes to HO for the last two characters, add SHS for Shelby High School, add GMHO Gerber Memorial Hospital. It was decided to add any other codes later as needed (i.e. Gerber Products, Career Line Tech Center, YMCA’s, etc.).

 

Kelley asked for a motion to approve the facilities building codes.

Motion to approve: Peggy Jacobks

Support: Stacey DeBrot

Discussion: Another column will be added for a “short” description. The question arose regarding inclusion of off campus locations for some physical education classes (Northway Lanes, Cannonsburg Ski Area). Kathy noted that these classes meet in the Gym for the first class session,  so Perry suggested using the Gym as the building and a note could go in the schedule of classes         regarding later meeting locations.

Vote: Passed, unanimous

 

LOCATIONS: Following previous discussions with Perry on this item, which normally included different “campus” locations, it was decided that it would be best for MCC to include the “city” names in this field.

Kelley asked for a motion to approve the city codes as listed.

 

Motion to approve: Brenda Mitcheltree

Support: Darlene Peklar

Discussion: None

Vote: Passed, unanimous

 

LOCATIONS.REGIONS and OTHER.LOCATIONS: These elements are not applicable to MCC at this time and will not be reviewed.

 

The rest of the code tables will be reviewed with Perry when he is here next week, especially ROOM.TYPES and ROOM.RATES.

 

Stacey asked Perry if the rooms on the “Main Campus (MC)” should have an alpha prefix like the Library rooms. He indicated this isn’t necessary for Colleague processing as it looks at buildings and rooms together, so there can be number repetition if needed. Another clarification Perry noted referred to field size restrictions and use of spaces in room code descriptions. The maximum length allowed is nine (9) characters with no spaces. For rooms like Blue & Gold and Caesar Lounge, abbreviations and dashes (-) will have to be used to stay within the allowable field size.

 

            Review remaining Facility Codes – Kelley, Stacey and Perry

 

Action Items and Issues tabled:

            Privacy Code - Kelley and Pat

            Directory Information - Mary and Brenda

            International Info - Darlene

            External Employment - Kathy and Patti

            Role - Kelley, Pat and Joan

 

Ø      Kelley is very pleased to announce that the hierarchy should now be loaded into the test account.

Ø      Kathy asked if all module code recommendations will be approved by CORE. Kelley said only those in CORE (included in more than one module) will need to be approved by this group. The other codes will be decided by the separate application teams, but organized and maintained with all of the codes by CORE. Kathy wondered if the code decisions from other groups could be shared with other appropriate divisions, since those codes may impact reporting functions across departments. Kelley said that’s an appropriate request and stated a “team leader” training session is coming up, and since she can’t attend, Brenda was asked to bring this issue up then.