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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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June 27, 2006
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Time
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8:30 a.m.
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Location
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LIT
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Room #
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L167
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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(s)
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1
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Approval of June 20, 2006 Meeting Minutes
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Kelley
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2
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Update on Approvals by IOC and President’s Cabinet
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Kelley
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3
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Facilities Update: Locations
Rooms in off-campus sites
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Stacey, Kelley, Kathy
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4
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Codes: VETERAN.TYPES, VETERAN.PROGRAMS
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Peggy
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5
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CORE Code Change and Hierarchy Change Form
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Kelley
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6
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Open Issues
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Kelley
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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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Update on Approvals: IOC and President’s Cabinet
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IOC has approved the Building, Room and Facility codes recommended to date for Test. The following revisions have IOC approval: Hierarchy, Office Codes (to 2 letters), Address Types, Name Change Protocol (revise HR #3). Kelley will take these to the Cabinet today.
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Kelley
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Open
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2
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Facilities Update:
>Locations
>Rooms in off-campus sites
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Stacey has entered the building and room codes recommended so far into Test. She is collecting info for off-campus sites (addresses, etc.) that Sandy Schiller had prepared. Sandy coordinates the off-campus room assignments and gives the info to Academic Affairs (Judy or Kathy) to enter in TIP.
Kathy has assigned some of the new off campus codes to course sections in Test. An actual “Course Schedule” example can’t be printed (because we don’t have a reporting tool in place yet), but Kathy shared a copy of the CSSC screens which lists sections for a given semester to see how this might look.
Various extension sites will continue to be assigned to sections for testing. Kathy will review the codes with appropriate Academic Affairs and Dept. staff members.
Beda suggested listing all facility elements on the spreadsheet, even those not used, so all application teams can see if/how they’re used. Unused fields may be of use to other areas.
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Stacey, Kelley, Kathy
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Open
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3
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Codes:
VETERAN.TYPES
VETERAN.PROGRAMS
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Peggy reviewed the codes and descriptions presented at the last meeting, and said they look fine. They are not interactive with the Financial Aid module. She will review this info with other SFA staff members and do some benchmarking.
Brenda indicated that Admissions may need to use both the SHAP and APPN application screens, which could include a veteran code.
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Kelley, Peggy
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Open
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4
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CORE Change Form for Codes and Hierarchy
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Kelley noted that Rosemary suggested the development of a form to request code and hierarchy changes or additions. This is standard practice and could continue to be used as this team will probably continue in some fashion after implementation.
Kelley will check with Perry to see if there is a “sample” form available.
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Kelley
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Open
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5
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Open Issues:
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1) Organizations – The deadline to respond to Kelley’s email is June 30, so she will present this information at the next meeting (July 11).
Note: Pam Brown has contacts in Access databases that she can’t access currently. Gene Gifford reported that any of his organization affiliations are with current vendors.
2) “Role” special processing – Kelley will contact Carol Hogan for more clarification in the use of this field and the special processing attached. Beda noted that she has had some problems with entering “roles” and contacts for vendors.
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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 June 20, 2006 Meeting Minutes
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No email vote was conducted on Decision Item #2, Revise Protocol. Perry is researching and will report back to Kelley.
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Patti D’Avignon
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Peggy
Jacobks
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Unanimous
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Prior Meetings - 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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Privacy Code
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PENDING
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Kelley, Pat
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2
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Directory Information
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PENDING
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Mary, Brenda
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3
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Bad Phone Number Tracking
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PENDING (Brenda questioned)
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Perry
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4
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Revise Protocol for:
-Adding/Changing Data
-Return Mail
-Deceased Individuals
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See Comments, Action Item #1, June 20 Meeting Minutes
Kelley will research and revise recommendations.
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CORE Team
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5
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Develop Protocol for Adding and Changing Organization Data – Decide “Gatekeeper”
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Establish after reviewing information from MCC depts. and Carol Hogan.
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Kelley
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6
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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.
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Beda
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7
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ADDRESS.TYPE Usage Protection by Module
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Perry explained the address hierarchy process and will check on usage control.
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Perry
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NEW 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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Facilities – Institutions (Educational Entities)
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Stacey will review school off-campus site information with Jean Roberts, as Records/Registration will be the gatekeepers of institution data
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Stacey
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2
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Facilities – Rooms in off-campus sites
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Assign various extension sites to sections for testing. Review codes with appropriate Academic Affairs and Dept. staff members.
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Kathy
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7/11/06
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3
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Codes: VETERAN.TYPES,
VETERAN.PROGRAMS
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Review with other SFA staff members and do some benchmarking.
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Peggy
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7/11/06
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4
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Code/Hierarchy Change Form
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Kelley will check with Perry to see if there is a “sample” form to review.
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Kelley
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7/11/06
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5
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Organization Data
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Kelley will present email survey results at the next meeting (July 11).
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Kelley
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7/11/06
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6
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“Role” Element
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Contact Carol Hogan for more clarification in the use of this field and the special processing attached.
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Kelley
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7
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Approval Requirements/Flow
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Discuss approval levels and processes, including IOC, the new Council System, and President’s Cabinet
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Kelley
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8
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Code List, Hierarchy and Protocol Availability
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Patti noted that an updated overall code list, including approval dates, will be posted and updated on the “Common” drive as a read-only Excel document. It was suggested that, upon final approval, the Hierarchy and Protocols be included here also. After final review, Patti will email the location to CORE Team members.
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Patti, Kelley
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Announcements
Ø No meeting Tuesday – July 4
Ø Change next meeting start time to 9:30 a.m. on July 11 (only)
Ø Designate in discussions/minutes whether recommendations and approvals are for the “Test” or “Live” environment in Colleague
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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√
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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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13
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Rosemary Zink
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FIT Project Co-Lead
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Financial Services
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G
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[i] √: attended meeting; N: not present; S: sent representative; R: representative; G: guest
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