CORE Minutes 9-12-06

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Approve minutes of September 5, 2006 Meeting

Communications Management Office Code – for “Do Not Use”

Kelley and Patricia explained the need for a separate code for “obsolete” materials; so they will not be selected inadvertently by users. This will also help depts. keep their on-line communication documents up to date.

Various code possibilities including: DU Don’t Use, ZZ, XX were discussed. Each office would change the office code for their obsolete communications. If only one code were created, ALL obsolete forms would be assigned to that code (Admissions, Records, Financial Aid, etc.); raising the question of “ownership” of that code and retrieval issues. Mary suggested separate codes for each office, so they can easily access any archived materials if needed. After further discussion, it was recommended that the first character in the office code be changed to “Z” for obsolete material. This would result in the following codes: ZD Do Not Use-Admissions (active office code = AD), ZR Do Not Use-Records/Registration (active office code = RR), and ZA Do Not Use-Financial Aid (active office code = FA).

When setting up additional office codes, the second character must be reviewed to avoid duplication when using this coding convention.

Admissions Team Recommendations:

a. Communication Management Code naming convention – Kelley reviewed all documentation relating to CM and reiterated the fact that “document” refers to outgoing print (pre-printed) correspondence; “communication” is incoming, received print material that generally triggers action. Some of the instructional information was contradictory, but she generally agreed with the way Admissions (Brenda) had explained the use of CM and the appropriateness of their proposals.

As discussed previously, the following convention was reviewed:

b. Prospect Entry Proposal – This issue will be revisited after minimum data standards have been decided by the MCC Administration (a meeting is scheduled with the VP’s, Associate VP’s, FIT reps and other appropriate staff members).

Person, Organization and Institution Data Protocol

Protocol drafts for Look Up and Data Changes for Persons, Organizations and Institutions were sent to all members and reviewed. It was decided to delete

“5. Address” from the Person look-up protocol. This has been tested and did not prove to be very effective, and the other look-up options are sufficiently comprehensive. The other protocols looked good and no changes were recommended at this time.

Kelley distributed copies of a sample “Muskegon Community College Organization/Institution Data Change Request” form for everyone’s review. She displayed a draft “Add Data” form (will also email to all team members). Peg suggested listing “Source” options on the form. All team members should test, review, revise and share these forms with colleagues for any suggestions. Anyone who processes this type of information now should definitely be asked to review the drafts. Bring responses and recommendations to the next meeting.

Terri questioned “Institution” look-up and the difference between that and “Organization” protocol. Institutions are actually created on the ORGP (Organization) screen, so the same protocols would apply; however, they may also be retrieved via the INST (Institution) screen where other specific pertinent data is entered. Kelley asked if there needs to be an address type for transcripts. This had been discussed in SAM training; Kathy will check with Jean Roberts.

It was the consensus to approve all protocols and forms at one time when complete.

Action Description

Planned Completion

Admissions Team Recommendation:

Prospect Entry Proposal

This issue will be revisited after minimum data standards have been decided for MCC (a meeting is scheduled with the VP’s, Associate VP’s, FIT reps and other appropriate staff members).

Test, review, revise and share drafts with colleagues. Staff members who complete this process now should definitely review the forms.

Additional Address Type

Transcript address type may be necessary. SAM Team has discussed. Kathy will check with Jean Roberts.

Approve minutes of September 5, 2006 Meeting

Communication Management Code Naming Convention

Recommend the following:

1) First two characters identify the office that owns the communication

2) Third character identifies the type of communication:

D for DOC (Document)

C for CMC (Communication)

Communications Management Office Code – “Do Not Use”

Recommendation to change the first character in the office code “Z” for obsolete material, resulting in the following codes:

ZD Do Not Use-Admissions

ZR Do Not Use-Records/Registration ZA Do Not Use-Financial Aid

Person Look Up Protocol for Colleague

Recommendation to delete

5. Addressfrom the Person look-up protocol

Prior Meetings - Open Items

Item Description

Planned Completion

Directory Information

Bad Phone Number Tracking

PENDING (Brenda questioned)

Revise Protocol for:

-Deceased Individuals

Kelley will research and revise recommendations.

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.

Meet to review and discuss CE Access database functionality

Meet with appropriate staff members (i.e. Diana Osborn, Rosemary Zink, Cindy, Kelley, Patti, OIT)

Organization Data:

-Decide “Gatekeeper”

-Develop Protocol for Adding and Changing Data

>Check samples for Organization entry and maintenance protocol standards

> Research automatic Vice President role and other “role/special processing” issues >Benchmarking (especially “Role”, “Contact” and “Employee” field usage)

>Practice and review organization data

> Reconsider EMPLOYMT.TYPES Valcodes: School Principal, Corporate Contact, Director, Employee, Officer, President, Sales Representative, Counselor, HR Director, Matching Gift Contact, Board Member. Try to reduce, simplify and condense options.

Revise all protocols and send to CORE Team members for their approval. Once approved, meet with Julie Weller (FIT Communications Team Lead) to develop a small quick reference card for immediate distribution to anyone needing to enter data.

Create separate forms to request creating and/or updating Colleague record data, for a person or organization. Test, review, revise and share drafts with colleagues.

NEW Open Items

Item Description

Planned Completion

Admissions Team Recommendation:

Prospect Entry Proposal

This issue will be revisited after minimum data standards have been decided for MCC (a meeting is scheduled with the VP’s, Associate VP’s, FIT reps and other appropriate staff members).

Test, review, revise and share drafts with colleagues. Staff members who complete this process now should definitely review the forms.

Additional Address Type

Transcript address type may be necessary. SAM Team has discussed. Kathy will check with Jean Roberts.

Invited Participants

Student Life/Community Outreach

Records/Registration

Institutional Research/Academic Affairs

[i] √: attended meeting; N: not present; S: sent representative; R: representative; G: guest

Core

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