CORE Minutes 11-14-06

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Approval of November 7, 2006 Meeting Minutes

Forms: Reviewed Request to Add/Change Organization and Institution Data and Personal Data Change forms. These were revised and some will be printed for trial use. (Prior Open Item #8)

Organization Data – employment types/role. These elements need further review and testing; roles need to be entered in R18Test for more complete trial. (Prior Open Item #6)

CIP Codes Update – Kelley and Anne Meilof will contact the State regarding code correction and program inventory lists. A final list is needed soon for data conversion. (Prior Open Item #10)

Old Open Items review: Prior Meetings – Open Items 1-14 were reviewed and updated (as noted below).

New Open Items review: 11/7 Open Item #1 update – IOC approved the addition of ATHT Athletic Training to the hierarchy; now being reviewed by Cabinet members for approval.

Action Description

Planned Completion

Request to Add/Change Organization and Institution Data

Personal Data Change

(Prior Open Item #8)

Patti reworked form; added “Name” change option (as suggested after use by Fin. Services and Admissions).

Patti had prepared several samples, which were reviewed, suggestions made, and a trial copy finalized.

Employment Types and Roles

(Prior Open Item #6)

More review is needed. There are no “Role” options in R18Test; it was agreed to add the following roles (OCN.ROLE) for test purposes: Counselor, HR Director, Advisory Committee Member, Auditor, and Internship Contact. Kelley will enter these.

A concern when adding a contact is following established protocol for individuals in Colleague (i.e. legal name, SSN, etc.); if not followed, duplicate person records could easily result. This will need more testing and can be reviewed over the next several months.

(Prior Open Item #10)

Conference call today with Anne Meilof, Director of Institutional Research, and MI Dept. of Ed staff.

Will work with Academic Affairs and OIT to resolve issues by next week.

Approval of November 7, 2006 Meeting Minutes

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. Security issue?

11/14 – Patricia will check with Perry.

Organization Data:

-Develop Protocol for Adding and Changing Data

> Reconsider EMPLOYMT.TYPES Valcodes: School Principal, Corporate Contact, Director, Employee, Officer, President, Counselor, Sales Representative, HR Director, Matching Gift Contact, and Board Member. Reduce, simplify and/or condense options. Noted: These codes will be used in conversion only and not carried over to R19.

Research/review role and contact issues in R18 Test.

Kelley, Kathy, Beda

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

11/14 - Will put on shared drive for all to review.

Kelley will write instructions for each form, review forms with MCC staff, (IOC). Kathy will review Datatel documentation and various samples for protocol standards, and determine what’s automatic in Colleague re: capitalization, punctuation, etc.

11/14 – Forms revised and printed for trial use.

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

Kelley will meet with Rosemary Zink, Judy Eistedt, and Lois Smith to discuss.

Needed in “LIVE”

and “TEST” (for Live SIM)

Judy Eistedt is compiling a list of codes used by MCC for CORE approval. CIP code errors must be fixed (specifically “general education” coding). Needed ASAP for data conversion.

11/14 – Discussed with VP’s, OIT; meeting with Anne Meilof; contacting the State regarding corrections, appropriate coding and MCC program code inventory.

Team members feel this is a Student Services function and that dept. should determine specific record maintenance responsibility. If that is the decision, previously approved protocol must be revised and approved via the FIT Project system. Kelley will follow up with George and Jean.

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.

All team members are asked to note any training concerns or questions identified during the FIT Town Meetings, Nov. 16.

Development of a “Data Dictionary” to define global terms used in Colleague and for reporting; possibly a Word document in a shared CORE folder including (column headings): 1) MCC Word or Phrase, 2) Colleague Word or Phrase, 3) Definition, 4) Colleague Module(s), and 5) Entered By (1^st init, LN). It was suggested that this format be shared for use by all teams, and their input requested.

Kelley will take this issue to IOC for discussion. Sample form available on shared drive for all team members to use/review.

All Team Members

Code Needs: Special Pops

Donella continues to review codes used for special populations, both in CORE and SAM.

Additional Code – Institutional Hierarchy

Code needed for Athletic Training; HR suggests ATHT. Placement of this code under the Athletic Dept. ATHL (Gene Gifford), SS Student Services seems appropriate.

11/14 – Approved by IOC, to President’s Cabinet for a vote via email.

NEW Open Items

Item Description

Planned Completion

Protocol for Entering “Contact” Information for Organizations/ Institutions

Since a person (NAE) record is created in Colleague for contacts, will the same data be required (i.e. SSN, birth date, legal name, etc.)

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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