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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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December 5, 2006
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Time
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8:30 a.m.
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Location
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SCHE
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Room #
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1300
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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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Approval of November 21, 2006 Meeting Minutes
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Kelley
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2
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Approval of November 28, 2006 Meeting Minutes
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Kelley
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3
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Meetings for December 19, January 2 – Due to the holidays and Winter semester rush, the CORE team will not meet on Dec. 26 and Jan. 2, 2007. The Dec. 19 meeting will take place, unless there are no pressing agenda items (Kelley will contact if cancelled). The first meeting next year will be Tuesday, January 9, 2007. Stacey will process room reservations and Patti will email meetings for Winter to all team members.
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Kelley
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4
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CIP Code Update – A complete, approved CIP Code/MCC Program Code list was sent to all team members for information. All codes have received IOC approval and are being reviewed electronically by the President’s Cabinet; if not approved, members will be notified. The final list will be posted on the Common drive.
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Kelley
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5
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Calendar Discussion Update – Kelley met with Judy Eistedt, Lois Smith, Perry and Patricia regarding the “master” campus calendar in Colleague. Apparently, the primary immediate need relates to billing/business days for student financial processes. Perry is researching standard defaults, etc.; when this info is available, more discussion and review will be needed.
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Kelley
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6
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Open Items Review: Prior meeting open items were reviewed, updated and closed as noted.
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Kelley
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7
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Other:
>Duplicate Records – There are duplicates in Colleague already. Kelley has talked with Rosemary, and Rosemary will ask Pat if we can get a report of the duplicates. Discussion followed regarding previously approved protocols, entering prospect data, record selection and maintenance (specifically how to flag a duplicate record so it isn’t used again).
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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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CORE Meetings – 2007
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Stacey will review/schedule winter CORE meetings and Patti will send info to all team members as appointments.
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Stacey, Patti
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Open
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2
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Updated CIP Code List
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Patti will put final list on the Common drive.
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Patti
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Open
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3
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Duplicate Records in Colleague
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Kelley and Rosemary will research, review protocols, etc.
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Kelley
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Open
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Decisions Made
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ID
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Decision Item
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Discussion
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Motion
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Second
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Approval
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1
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Approval of November 21 and 28, 2006 Meeting Minutes
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Mary Smith
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Peg Jacobks
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Unanimous
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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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Revise Protocol for:
-Return Mail
-Deceased Individuals
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Kelley will research and revise recommendations.
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Kelley
(6/27/06)
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4
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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
(5/23/06)
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5
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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. Security issue?
11/14 – Patricia will check with Perry.
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Brenda, Pat, Perry
(6/13/06)
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6
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Organization Data:
(ORGP, AORG)
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> 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.
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Kelley,
OIT, Perry
(6/13/06)
Kelley, Kathy, Beda
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7
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Revised Protocols
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Kelley will post on shared drive – View Only. When considering duplicate records, Kelley will review the approved protocols.
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Kelley
(5/16/06)
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8
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Data Record Forms:
Add, Update
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Forms numbered and posted on Common drive for individual printing and trial use by all depts.
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Kelley,
Patti, Kathy
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Closed 12/08/06
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9
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Master Calendar
(CMPC, CMPS)
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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. The primary need relates to billing/business days for student financial processes. 12/05 Perry is researching.
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Kelley, Perry
(10/17/06)
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Needed in “LIVE”
and “TEST” (for Live SIM)
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10
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CIP Codes
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VP Ferrentino has reviewed the complete CIP code list, approval received from IOC, awaiting email approval from the President’s Cabinet. OIT has begun entering the correct CIP codes.
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Kelley
(10/17/06)
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Closed
12/08/06
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11
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Student Re-apps/
Reactivation
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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.
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Kelley
(10/24/06)
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12
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Basic Colleague Training
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Consensus was that basic navigational training should be planned by IOC and OIT, includes security issues and hopefully establishing/ mandating standard new employee training.
Kelley will discuss with Kam.
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Kelley
(10/24/06)
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13
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Data Dictionary
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Sample form is available on shared drive for all team members to use/review.
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Kelley, Patti
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Closed 12/05/06
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14
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Code Needs: Special Pops
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Janice and Donella continue to review codes used for special populations, both in CORE and SAM. Benchmarking is also being done.
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Kelley, Brenda
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Announcements
CORE team will not meet on Dec. 26, 2006 and Jan. 2, 2007
The first meeting next year will be Tuesday, January 9, 2007
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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√
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3
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Stacey DeBrot
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College Services
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√
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4
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Beda Dubois
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Financial Services
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N
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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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√
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7
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Kathy Krentz
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Institutional Research/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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√
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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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√
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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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