CORE Minutes 9-19-06

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Approve Minutes of September 12, 2006 Meeting

Additional Code: (ADDREL.TYPE) Add TR for Transcript Request

Office Codes – for Do Not Use: Revisit based on IOC recommendation

Kelley reviewed this item as discussed last week and indicated that the IOC had some concerns. Perry suggested creating a new three character office code for outdated documents, and said the document does not have to be renamed. The codes suggested by Perry and the IOC were: ZAD Don’t Use-Admissions, ZFA Don’t Use-Financial Aid and ZRR Don’t Use-Records/Registration.

Discussion of forms to add/change data in Colleague: Kelley reviewed the three forms that were sent to team members: 1) MuskegonCommunity College Personal Data Change Request, 2) MuskegonCommunity College Request to add an Organization or Institution to Colleague, and 3) MuskegonCommunity College Organization/Institution Data Change Request.

The final recommendation on these forms will take place after a meeting on Sept. 25 regarding MCC’s “minimum data requirements”. The forms were discussed, suggestions made and concerns identified.

Discussed ORIGIN, SOURCE and “Change” SOURCE for both person and organization data.

It was noted that the same choices were available for both entities, and not all really apply to both a person and organization. When researching “Help” for the first “Source” field, the header of the Organization window said “HELP information for the field CORP.MULTIPLE. SOURCES” and the Person window said “HELP information for the field PERSON.

MULTIPLE.SOURCES”. Further “help” documentation for both indicated you can enter multiple source codes, but the first code listed “is stored in the SOURCE field in the PERSON/CORP file for use in reporting.” The CORE Person Demographic Worksheet did not include a “Source” Data Element; however, the Organization one did, with the notation “Cross reference with Person Tab”. Before these choices are finalized and added to any forms, Kelley asked if someone would check with OIT on the history and use of these codes. Kathy will work on this for the next meeting. Kathy will also research her notes to locate original discussions of “Origin” and “Source” to aid in the discussion to possibly pare down the options as well.

1) Personal Data Change Request –

2) Request to add an Organization or Institution, and

3) Organization/Institution Data Change Request –

Continue to review forms and contact Kelley with any suggestions.

Action Description

Planned Completion

Additional Code: (ADDREL.TYPE)

Requested by Jean Roberts, SAM Team Lead, to facilitate mailing MCC transcripts to other Institutions

Office Codes for Do Not Use

Kelley asked Brenda if she had training on archiving obsolete documents; which she had not. Brenda noted office codes appear on DOC and DOCI screens, and when she tested the codes (recommended by Perry and IOC) in R18, they appeared to work well.

Approve Minutes of Sept.

Approve Additional ADDREL.TYPE Code

Recommend the following:

TR Transcript Request

Office Codes – Do Not Use

Recommend the following:

ZAD Don’t Use-Admissions

ZFA Don’t Use-Financial Aid

ZRR Don’t Use-Records/Registration

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: (ORGP)

-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.

Admissions Team Recommendation:

Prospect Entry Proposal

This issue will be revisited after minimum data standards have been decided for MCC (a meeting is scheduled Mon. 9/25 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.

Contact Kelley with any suggestions

NEW Open Items

Item Description

Planned Completion

ORIGIN, SOURCE and “Change” SOURCE for both Person and Organization data

Check with OIT on the history and use of these codes. Research meeting notes to locate original discussions of “Origin” and “Source” to aid in the discussion, and possibly pare down the options.

HR Applicants – Data Entry Options

HR can’t ask for birthdates or social security numbers; possibly use “prospect” file - benchmark.

“Contact” and/or “Role” Data

Review (R18 documentation) and “role” as an MCC employee’s relationship to an entity

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

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