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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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July 25, 2006
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Time
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8:30 a.m.
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Location
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MainBuilding
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Room #
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349
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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 July 11, 2006 Meeting Minutes:
Kelley questioned the approval of codes for “Live” vs. only for the “Test” environment as stated in the minutes. It is the consensus of members present that codes are approved for “Live”, unless otherwise noted; the minutes will be revised.
Patti indicated that Decisions Made #3 included VETERAN.PROGRAMS, which is “free form text” and doesn’t require coding decisions. Mutual agreement and training between the specific depts. utilizing the data will be necessary. Peggy will meet with Pat to discuss. VETERAN.PROGRAMS will be removed from DM #3.
Kelley noted the code recommendations approved July 11 were approved by IOC; she will take them to President’s Cabinet today.
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Kelley
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2
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Codes: ORIGIN, EMPL – Data entry and use of these fields by Admissions was described and discussed.
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Brenda
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3
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Organization Data: work, discussion, and decisions
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Kelley
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4
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Note: NO MEETING last week, Tuesday, July 18 due to power outage
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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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VETERAN.PROGRAMS
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Peggy will meet with Pat to discuss.
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Peggy
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Open
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2
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Codes: ORIGIN -
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Mary Ottman suggested that a “Testing” ORIGIN code be added to identify students whose first contact with MCC is with Testing services, which is the case for many prospective students. Brenda will check with the new Student Services Associate VP regarding the specific use of this element for tracking and reporting. Brenda also explained the admission process for moving individuals from “Prospect” to “Applicant” to “Student”.
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Brenda
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Open
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8/01/06
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EMPL -
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Brenda noted that the codes included in “Test” match those needed for reporting by VP Ferrentino. Codes are: RT=Retired; UN=Unemployed, not seeking employment; US=Unemployed, seeking employment; FT=Full time and PT=Part time. Brenda will confer with Mary and Beda regarding the use of these codes in the HR and CF applications. All team members are asked to review this information, if appropriate, with their depts.
It was noted that there are two different “Employment Status” fields: “Overall Employment Status” OVERALL.EMP.
STATUS (EMPL) and “Employment Status” EMP.STATUS (EMPD). The Overall status is used by Admissions only.
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3
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Organization Data:
Work, Discussion, and Decisions
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All members were asked to practice entering organization data. Kelley noted that the “Home/Permanent” address type code should be used for an organization’s home or main office; not an office in someone’s home.
Discussion: Only one “principal” contact, don’t change this data. Who “owns” this field? Develop protocol re: use and entry of “principal” and “other” contacts. “Role” has special processing behind the scenes; no entry is needed here at this time.
PRACTICE: All team members are asked to practice entering data and using the Organization screens (ORGP, AORG, ORGC, ORCD). Keep track of entries, problems, questions, concerns, etc. for discussion at the next meeting; when a protocol recommendation can be developed (hopefully).
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Kelley
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Open
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8/01/06
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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 July 11, 2006 Meeting Minutes
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Approve as amended (Discussion Item 1)
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Brenda Mitcheltree
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Kathy Krentz
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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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Kelley will research and revise recommendations.
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Kelley
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5
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Develop Protocol for Adding and Changing Organization Data – Decide “Gatekeeper”
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All team members are asked to practice entering data and using the Organization screens (ORGP, AORG, ORGC, ORCD).
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All Team Members
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8/01/06
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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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8
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Practice locations in “Test”, especially off campus sites
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Assign to course sections as complete course data is entered (by SAM Team)
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Kathy
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9
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Meet to review and discuss CE Access database functionality
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Meet with appropriate staff members (i.e. Diana Osborn, Rosemary Zink, Cindy, Kelley, Patti, OIT)
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Beda, Kelley
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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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Codes: ORIGIN -
EMPL -
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Brenda will check with the new Student Services Associate VP regarding the specific use of this element for tracking and reporting.
Brenda will confer with Mary and Beda regarding the use of these codes in the HR and CF applications. All team members are asked to review this information with their depts. if appropriate.
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Brenda
All Team Members
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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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N
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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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N
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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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