CORE Minutes 7-11-06

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Approval of June 27, 2006 Meeting Minutes

Update on Approvals by President’s Cabinet

Master List of Codes – All application codes and approved protocols will be posted on the Campus “G” drive in Datatel Documentation folder, Code Master List, at prompt choose “Read Only”. Other Application codes will be included here also when entered in “Live” (see tabs at bottom of spreadsheet pages).

Facilities Codes Update

Kelley, Stacey, Kathy

VETERAN.TYPES and VETERAN.PROGRAMS

Institutional Hierarchy Codes

Organization Information

Action Description

Planned Completion

Update on Approvals: President’s Cabinet

Cabinet approved: changing School Code on hierarchy from AA Academic Affairs to AC; changing OFFICE.CODES to 2 characters (AD, FA, RR); Facility Code Tables as presented; recommendation to eliminate 4 previously approved ADDRESS.TYPES will be presented at the next Cabinet meeting.

Master List of Codes and Protocols

Patti has put the CORE codes with approval info on the Campus “G” drive, Datatel Documentation folder, “Code Master List” file. She explained the worksheet format: Mnemonic Definition, Code, CORE System Module Usage (i.e. DM= Demographics, SV=Staff/Volunteer), Ownership and Approval Dates. Eventually; final codes for all applications will be included here (see tabs at bottom of spreadsheet). Patti asked Mary Smith for the template of HR codes. After discussion, it was suggested that codes not be posted here until entered into “Live”.

Kelley indicated that approved protocols will also be posted on “G”. She will forward the final approved protocols to Beda and Patti.

Note: The Institutional Hierarchy is posted in Datatel Documentation.

Facilities Codes Update

Kathy will assign more locations, especially off campus sites, to course sections in test as soon as courses are updated with correct billing and repeat data (being done by SAM Team). She should be able to assign rooms in test and report back by July 25 CORE meeting.

Stacey indicated that Mercy General Health Partners has two campuses; Sherman and Oak St., so we should develop two building codes (see Decisions Made #2).

Kelley, Stacey, Kathy

VETERAN.TYPES and VETERAN.PROGRAMS

Peg verified that these codes do not interact with Financial Aid; however, rules could be written if needed. Review noted that TYPES are “codes” and PROGRAMS are “free form” descriptive text to be determined by depts. utilizing this field. Pat needs these codes ASAP to continue mapping data for conversion from Legacy. Code needs and descriptions were discussed (see Decisions Made #3).

Institutional Hierarchy Codes

Additional code decisions needed for other applications

Organization Information

Kelley reviewed the Organization info survey results she had compiled and emailed to team members. Jeff Stipes, Sue Meeuwenberg, Pam Brown, AJ Colburn, and Cindy Panici responded. A major issue is CE and the extremely functional Access database critical to course and program planning/reporting.

Patti and Kathy reiterated the functionality of Access for CE, and would like to see us work in Colleague for some time before any decisions are made regarding the continued use of Access for CE. It’s too early to tell if Colleague will handle CE processes as efficiently as Access does now.

Beda suggested meeting with appropriate staff members (i.e. Diana Osborn, Rosemary Zink, Cindy Panici, Kelley, Patti, OIT) to review and discuss this issue before we get much further in Colleague.

Beda noted that a “Principal” contact must be entered before other contacts are accepted, and suggested trying various scenarios in “test” before recommending entry protocol.

After talking to Carol Hogan, Kelley said it appears the “special processing” attached to “Role” in Colleague is basically a numerical prioritization function (1-5). Some users set the “Role” default to “5”.

Practice these elements; the next CORE meeting (July 18) will be all hands-on testing of Organization field entry, etc., and hopefully, will result in protocol recommendations. A determination will need to be made regarding entering, updating, and maintenance of these records; via a timely efficient process.

Approval of June 27, 2006 Meeting Minutes

Facilities Codes Update

Discussed coding consistency, various coding schemes and descriptions, the following codes were approved:

MGOA Mercy General-Oak Campus

MGSH Mercy General- Sherman Campus

DEP Dependent

VOC Vocational Rehab

RES Reserve/National Guard

Institutional Hierarchy Codes

School / Division / Dept.

AA Academic Affairs

DIS Distance Learning

DIST Distance Learning

ASM Assessment

ASMT Assessment

BAY Bay Window

BAYWBay Window

IR Institutional Research

(Division-Don’t Use)

IRDV Institutional Research/Dev

Prior Meetings - Open Items

Item Description

Planned Completion

Directory Information

Bad Phone Number Tracking

PENDING (Brenda questioned)

Revise Protocol for:

-Adding/Changing Data

-Deceased Individuals

See Comments, Action Item #1, June 20 Meeting Minutes

Kelley will research and revise recommendations.

Develop Protocol for Adding and Changing Organization Data – Decide “Gatekeeper”

Huge element with varied scope and use; entire team will research and test during next meeting time. Hopefully a protocol recommendation can then be developed.

Test during meeting 7/18/06

Library needs re: Personal data changes procedure

Contact Carol Briggs-Erickson – currently receives a list of changes from Records.

ADDRESS.TYPE Usage Protection by Module

Perry explained the address hierarchy process and will check on usage control.

NEW Open Items

Item Description

Planned Completion

President’s Cabinet Approval: Revised ADDRESS.TYPES

Recommendation to eliminate four previously approved codes

Next Cabinet Meeting

Practice locations in “Test”, especially off campus sites

Assign to course sections as complete course data is entered (by SAM Team)

Meet to review and discuss CE Access database functionality

Before we get much further in Colleague, meet with appropriate staff members (i.e. Diana Osborn, Rosemary Zink, Cindy Panici, Kelley, Patti, OIT)

Practice Organization Entry

If time permits, enter sample Organization data prior to 7/18 meeting; also consider Organization protocol and “ownership”

>The next CORE meeting (July 18) will be allhands-on testing of Organization field entry (Stacey will check computer room availability).

Invited Participants

Student Life/Community Outreach

Records/Registration

Core

CORE MINUTES

Meeting Logistics AMENDED 7/25/06

Core

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CORE MINUTES

Meeting Logistics **AMENDED 7/25/06**

Meeting Logistics AMENDED 7/25/06