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CORE MINUTES
Meeting Logistics
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Project
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FIT
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Topic
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· CORE Application Team
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Date
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May 30, 2006
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Time
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8:30 a.m.
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Location
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HEC
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Room #
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1300
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Call-in #
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Facilitator
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Kelley Conrad
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Scribe
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Kathy Krentz
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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 May 23, 2006 meeting minutes
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Kelley Conrad
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2
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Changes to Institutional Hierarchy (initiated at IOC)
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Kelley Conrad
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3
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Codes: VETERAN.TYPES
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Kelley Conrad
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OFFICE.CODES
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Brenda Mitcheltree
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4
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External Employment
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Kathy Krentz
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5
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Open Issues
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Kelley Conrad
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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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Revise OFFICE.CODES
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Office codes are used within Communications Management; those previously determined by CORE: ADMS Admissions, FINA Financial Aid, REGR Registration/Records. However, only two characters are allowed for the office code when naming documents, so Brenda suggests revising office codes to two characters, facilitating recognition for those using communications management functionality.
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Brenda
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Open
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2
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Re-evaluate ADDRESS TYPES
Currently In Test:
HP - Home/Permanent
AR – Accounts
Receivable
VE - Vendor
CH - Check
CM - Campus
E1 - Emergency 1
E2 - Emergency 2
MA - Mailing
BI - Billing
LO - Local
TE - Temporary
WO - Web Obtained
BE - Business/Employment
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Re-evaluate address types; try to simplify and define for extreme clarity. These codes should be viewed from a data entry perspective and developed to facilitate consistent selection.
Team members are asked to review these codes and define each code for their area. Develop “priority” list for drop-down menu, so the most commonly used codes are at the top of the list. Develop a “dictionary” or a very specific reference list for consistent data entry.
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CORE Team
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Open
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3
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Facilities
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Stacey delivered an update on facilities, stating she and Kelley will be meeting again today to review outstanding issues. The Higher Ed Center (SCHE) is pretty much completed; then Stacey hopes to finish the Gym and ArtBuilding data. They have sent some questions to Carol and Perry.
Stacey also noted that an interface with EMS may be available. A meeting has been scheduled with an EMS rep.
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Stacey, Kelley
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Open
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4
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External Employment
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Kathy reviewed the information she gathered from Nancy Maycroft and Carmella Martinez regarding external student employment. This functionality would be extremely helpful to Nancy tracking internships and co-op. Code and screen usage will need to be decided. Beda and Peg suggested this be discussed after initial implementation to see how it fits with Financial Aid, etc.
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Kathy
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Open
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5
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Decide VETERAN.TYPES
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Veteran programs are “free form text” in Colleague, i.e. Chapters 30, 31/VAVR, 32/VEAP, 35/Dependent, 1606/NG (National Guard), and 1607/REAP. Veteran types in the “education” account are V Vietnam Era, S Desert Storm and D Dependent. Kelley will ask Pat to run a list of current veterans; if less than 1000 we will deal with manually. Coding will be reviewed based on this data.
Peg noted that educational benefits are exhausted for Vietnam and Desert Storm vets (10 year limit), and that any veteran may qualify for VAVR. Financial Aid currently determines vets by their type of award, but there is an automatically populated veteran code on their FAPR screen (she’s not sure where this info is entered).
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Kelley
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Open
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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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Approval of May 23, 2006 Minutes
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Brenda Mitcheltree
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Mary Smith
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Unanimous
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2
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Delete MEDA Media Services from Institutional Hierarchy
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This is now a contracted service under ITEC Info Tech Services Contracted
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Brenda Mitcheltree
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Mary Smith
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Unanimous
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3
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Change LBSD Lakeshore BIS Dept. to LBSC Lakeshore BIS Center
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Beda Dubois
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Kathy Krentz
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Unanimous
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Open Items
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ID
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Item Description
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Comments
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Owner
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Planned Completion
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1
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Decide VETERAN.TYPES
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Get list of VETERAN students coded in Legacy system – then review further
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Kelley
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Open
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2
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Revise OFFICE.CODES
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ALL team members to research use and interaction
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Brenda
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Open
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3
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External Employment
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Suggest determination later – not critical to “Live” start-up
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Kathy
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Delay
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4
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Facilities
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Kelley and Stacey meeting today. Questions to Carol Hogan and Perry
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Stacey, Kelley
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Open
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5
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Privacy Code
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PENDING
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Kelley, Pat
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Open
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6
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Directory Information
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PENDING
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Mary, Brenda
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Open
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7
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Role
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PENDING
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Kelley, Pat, Beda, Joan
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Open
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8
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Bad Address “HOLD”
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PENDING
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CORE Team
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Open
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9
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Bad Phone Number Tracking
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PENDING (Brenda questioned)
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Perry
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Open
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10
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Organization Entry and Data Maintenance
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Research potential users, “ownership” and data maintenance issues
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CORE Team
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Open
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11
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Re-evaluate Address Types
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Review, simplify, define, prioritize
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CORE Team
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Open
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12
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Library needs re: Personal data changes procedure
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Contact Carol Briggs-Erickson – currently receives a list of changes from Records/Registration
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Beda
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Open
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13
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Meeting of all module Leads and “Sub-Leads”
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So many elements and decisions overlap various functions; it may be more efficient to discuss issues at one time by all stakeholders using the data.
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Beda
Kelley will follow up with IOC
Pat will follow up with Kam
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Open
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Note: Beda Dubois, Brenda Mitcheltree, and Mary Smith will not be able to attend the next CORE meeting (June 6) due to training and consulting.
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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Kelley Conrad
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Team Lead
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Counseling
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√
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2
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Patti D’Avignon
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Student Life/Community Outreach
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√
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3
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Stacey DeBrot
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College Services
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√
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4
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Beda Dubois
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Financial Services
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√
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5
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Peggy Jacobks
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Financial Aid
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√
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6
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Terri Jourden
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Records/Registration
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√
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7
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Kathy Krentz
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Academic Affairs
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√
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8
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Brenda Mitcheltree
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Admissions
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√
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9
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Darlene Peklar
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Admissions
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N
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10
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Mary Smith
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Human Resources
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√
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11
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Joan Jolman
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OIT
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N
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12
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Patricia Werly
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OIT
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N
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[i] √: attended meeting; N: not present; S: sent representative; R: representative; G: guest
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