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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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August 1, 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 July 25, 2006 Meeting Minutes (Note: amended minutes from July 11 were also sent to all members)
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Kelley
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2
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Update on Code Approvals by President’s Cabinet: The Cabinet approved changes to ADDRESS.TYPES, VETERAN.TYPE codes, additions to the Institutional Hierarchy and Facility Location codes as recommended.
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Kelley
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3
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VETERAN.TYPE Codes: Need to be revised to one (1) character
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Kelley
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4
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ORIGIN, EMPL Codes
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Brenda
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5
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Organization Data: work, discussion and decisions
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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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Codes: ORIGIN -
EMPL -
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A request had been received to add “Testing”
Mary indicated that this element apparently relates more to student workers, not other MCC staff. She will check with the HR consultant. Beda will also review this screen.
Hold until further research completed.
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Brenda
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Open
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2
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Organization Data:
Work, Discussion and Decisions
(ORGP)
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Kelley had reviewed some benchmarking, noting that the Finance or Business Office is generally responsible for Organization data input and maintenance. Beda felt that was too much for only one office to handle. There was discussion about Student Life, student employment/internship and CE staff utilizing this data regularly as well.
Kathy said she had added an organization for an internship; which ended up being a duplicate (Next-IT added, Next It in the system). She added a contact (not “Principal Contact”) and a student intern as an “Employee”. She admitted not performing adequate “research” protocol, and also suggested developing entry standards for hyphens, capitalization, etc.
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Kelley
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Open
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“Role” was discussed and the “special processing” Valcode number (1-5) was located on EMPLOYMT.TYPES. These codes were changed and tested by adding more contacts to MuskegonCommunity College in test. It became apparent that an organization must have an “A Active” status (AORG) in order to add contacts.
Other discussion items included: Principal Contact, Contacts, Employees (see AORG, ORGC, ORCD); Employment Status, Title, Start/End dates (see also EMSU, EMPD).
Kelley will check samples for Organization entry protocol standards. Beda and Kathy will do some benchmarking. All members are asked to review organization info for next week’s meeting.
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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 25, 2006 Meeting Minutes
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Mary Smith
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Peg Jacobks
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Unanimous
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2
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VETERAN.TYPE Codes
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Coding revised as follows:
VET = V Veteran
DEP = D Dependent
VOC = R Voc Rehab
RES = N Reserve/National Guard
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Kathy Krentz
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Mary Smith
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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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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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6
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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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7
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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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8
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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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9
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Codes: ORIGIN, EMPL
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Brenda will review with the Assoc. VP of Student Services. Mary will check with her HR consultant. Beda will also review this screen. Table until further research completed.
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Brenda
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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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Organization Data:
Develop Protocol for Adding and Changing Data – Decide “Gatekeeper”
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Check samples for Organization entry and maintenance protocol standards
Benchmarking (especially “Role”, “Contact” and “Employee” field usage)
Practice and review organization data
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Kelley
Beda, Kathy
All Team Members
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8/08/06
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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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N
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3
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Stacey DeBrot
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College Services
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N
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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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N
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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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√
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[i] √: attended meeting; N: not present; S: sent representative; R: representative; G: guest
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