CORE Team Minutes 10-24-06

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Approval of October 17, 2006 Meeting Minutes: Kathy questioned the approval of a list of additional Hierarchy codes discussed and recommended at the Sept. 26 CORE meeting (with VP Ferrentino). These have been approved at all levels and will be recorded in these minutes.

Master Calendar in Colleague – what dates should be entered, who decides and enters dates, convene regular (annual, term) meeting to set dates? Current calendar decisions were discussed; further research will be done before this group makes a recommendation.

Data Add/Update Forms: Request to Add an Organization, Personal Data Change Request, and Organization/Institution Data Change Request forms were reviewed. The forms will be finalized for printing and trial use.

Additional Office Code: Financial Services will need a code as they begin using Communication Management.

Student Re-apps: Discussions have taken place within the SAM team and are continuing with Jean Roberts and George Maniates, regarding: using the new MCC application form, data add/update forms, which dept. enters new data to “re-activate” students after a five-year absence.

>Basic Colleague Training – Kelley suggested offering training sessions on basic Colleague use, responsibilities and new forms. Team members agreed and after some discussion, it was decided to investigate the possibility of asking for input at the FIT Town Meetings on Nov. 16. The importance of communication and assessing needs is critical. Kelley will follow up.

>Organization “Contacts”, “Roles” update – The Organization “contact” and “role” problems have apparently been corrected with patches to R18. Kelley has a new manual on these elements that she will review and share. (ORGP, AORG)

>Data Dictionary – Kathy wondered if anyone knew about a “Data Dictionary” being developed. This had been strongly suggested during a visit to Delta and in other benchmarking. The various teams are developing their own training manuals, but it would be very beneficial for CORE to compile a Data Dictionary. Kathy will follow up with Delta and OIT.

Action Description

Planned Completion

Master Calendar in Colleague

A three-year academic calendar was sent to all team members, which is prepared by Judy Eistedt when the faculty contract is approved. Stacey noted that she uses that calendar to update EMS for facility scheduling, as well as entering closures for other holidays and various internal reasons (i.e. Christmas/New Year’s week per President’s Office).

There are other contractual issues related to MCC’s calendar. It was noted that the Registration Planning group meets each term to set reg, drop/add and refund dates. A determination will need to be made regarding the keeper and entry point for a master calendar in Colleague. Kelley will ask Perry about best practices, and contact Judy and Jean for their input.

Data Add/Update Forms

Personal Data Change Form – Birth date correction option was added.

Organization/Institution Data Change Form – Combining the “Data to be added” and “Data to be changed” boxes was suggested, itemizing the following change options: Name, Phone, Address, Contact, Email, Other.

Kelley will review the forms with Jean Roberts and work with Patti to get some printed for trial use.

Additional Office Code: Financial Services

This will be discussed at the next meeting when Beda is present.

The process and responsibility for handling students reapplying after a 5 year absence were discussed. Kathy noted that the SAM team has also been reviewing this issue, and Vilene had suggested using the term “reactivate” instead of reapply. Brenda and Darlene indicated the use of the old admission applications is a concern, as the new apps require more information. Jean Roberts and George Maniates are reviewing procedures.

Basic Colleague Training

Kelley asked for input on the need for some basic Colleague training for all staff. This could include general information, various dept. responsibilities for Colleague data maintenance, and explanation of the new forms and tentative procedures. Kathy suggested that OIT could provide a basic Colleague navigation and screen description presentation, as previously offered.

During benchmarking, it was strongly suggested to develop a master “Data Dictionary” to define global terms used in Colleague and reporting. Kathy will research.

Approval of October 17, 2006 Meeting Minutes

Institutional Hierarchy: Additional Codes

Discussed and approved 9/26/06:

OVOP Overbrook Operations

THPE Theater Performing

MKTM Marketing/Management

AMTL Applied Mfg Tech Lab

APRT Apprentice Training

PLAN Planetarium

Added AA DIV, DEPTs:

PKDI Perkins Voc Ed-Develop Instruction

PKLL Perkins Voc Ed-Local Leadership

PKED Perkins Voc Ed-Economic

PKWI Perkins Voc Ed-Worksite Instruction

PKSP Perkins Voc Ed-Special Populations

VETA Veteran Affairs

WBKT Womens Basketball

MBKT Mens Basketball

WVLB Womens Volleyball

WSFT Womens Softball

MBSB Mens Baseball

WTEN Womens Tennis

ATRK At Risk Program

WING Wings Programs

SFTY Safety Services

SCOP Stevenson Center Operations

GVSU Grand Valley State University

WMIU Western Michigan University

Prior Meetings - Open Items

Item Description

Planned Completion

Directory Information

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.

Organization Data:

-Develop Protocol for Adding and Changing Data

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

> Research/review role and contact issues.

Contact/Role problems have been alleviated with patches to R18. Kelley will review new documentation. For the next meeting, all team members are asked to look at organization types, relationships, and codes for “Contacts” and “Roles”.

Revise all protocols and send to CORE Team members for their approval.

Kelley will review the forms with Jean Roberts and work with Patti to get some printed for trial use.

Colleague “master” calendar data entry and responsibility need to be addressed; as these dates impact other modules. MCC’s academic calendar, contractual commitments, and other closure dates (EMS) need to be considered.

Kelley will ask Perry about best practices and contact Judy and Jean for their input.

Judy Eistedt is compiling a list of codes used by MCC for CORE approval.

NEW Open Items

Item Description

Planned Completion

Additional Office Code: Financial Services

This will be discussed at the next meeting when Beda is present.

Kelley, Beda (10/24/06)

The processes, data requirements and responsibility for handling students reapplying after a 5 year absence need to be determined. Jean Roberts and George Maniates are reviewing procedures.

Basic Colleague Training

Dissemination of general information, various dept. Colleague data maintenance responsibilities, and explanation of the new forms and tentative procedures may be needed. Kelley will research and may include in Nov. 16 FIT Town Meetings.

It has been suggested to develop a master “Data Dictionary” to define global terms used in Colleague and reporting (Delta CC). Kathy will research and report.

Invited Participants

Student Life/Community Outreach

Records/Registration

Institutional Research/Academic Affairs

Core

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