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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 8, 2006
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Time
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8:30 a.m.
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Location
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MCC
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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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Approve Minutes of August 1, 2006 Meeting – due to low attendance, tabled until next meeting
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Kelley
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2
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ORIGIN Code – the request to add “Testing” as an origin code has been withdrawn
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Brenda
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3
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Institutional Hierarchy addition – for HR/Payroll needs, Rosemary requested the addition of TECI Technology Improvement as a DEPT (for FIT Project expenses)
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Kelley
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4
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ORGANIZATION DATA:
>Beda and Kathy presented questions to be used for benchmarking Organization data issues.
>Kelley hasn’t heard from Perry regarding the exact purpose/use of “Roles” and the related special processing. She will follow up with him.
>Kathy will check with the SAM Team consultant during training later this week to see if he has any suggestions relating to the use of “Organization” fields to track student internships, co-op, etc.
>Organization data (ORGP) was reviewed, changed, entered and tested, especially in the area of “Principal Contact”, “Contacts” and “Employees” (AORG); sample internship students were added for testing. Some data and titles/roles were automatically inserted and relocated by Colleague, with no apparent logical reason or protocol. (ORGC, ORCD, EMSU, EMPD)
Further research, follow-up and discussion are definitely needed on Organization data.
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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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ORIGIN Code
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Decision made not to add “Testing”
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Brenda
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Closed
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2
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Institutional Hierarchy addition
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Members in attendance approved adding the following to AD Administrative Services (School):
Don’t Use (Division)
TECI Technology Improvement (Dept.)
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Kelley
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Open
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Kelley will check with other team members via email for approval
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3
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Practice locations in “Test”, especially off campus sites
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Entered new off-site location room codes in Colleague “Test” and assigned to course sections for continued testing by SAM Team
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Kathy
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Closed
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Decisions Made – N/A (no quorum)
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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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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8
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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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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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Approve August 1, 2006 Meeting Minutes
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Due to low attendance, tabled until next meeting
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Kelley
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8/15/06
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2
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Institutional Hierarchy addition:
AD Administrative Services (School):
Don’t Use (Division),
TECI Technology Improvement (Dept.)
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Kelley will check with other team members via email for approval
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Kelley
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By 8/15/06
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3
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Research Organization Data:
Especially “Roles” and “Contacts”
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Follow up with Perry regarding the exact purpose/use of “Roles” and the related special processing.
Follow up with SAM consultant on this issue to see if he has any suggestions relating to the use of “Organization” fields to track student internships, co-op, etc
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Kelley
Kathy
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8/15/06
8/11/06
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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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N
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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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N
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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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