25Live Project Meeting Minutes

January 13, 2017 2-3 pm

 
Attendees: Andrew LaManque, Lorrie Ranck, Kim Te, Mi Chang, Denise Perez, Shawna Santiago, Susan Traynor, Joe Moreau, Chien Shih, Jerrick Woo, Deepa Prasad, Linda Koyama 

1. Immediate Concerns
   1. Current license expires Jan. 31st, 2017.  ETS reassured everyone that we are okay with the license for both colleges.
   2. ETS has requested a new consultant to work with us that has a more technical background.
2. Gathering of questions and concerns
   1. Who will be the moderator of the database?  When creating new descriptions or new rooms and there are conflicts, who will be the overseer?  A team with representatives from both colleges, instruction, facilities management, plant services and ETS could make these kind of decisions and meet as needed.
   2. Similar to Bill Baldwin, who will add and delete users within 25Live?  Who will be the technical go-to person within ETS?  
   3. Can we ask for references from CollegeNet of customers with multiple colleges to see how they manage and segregate data?  
   4. Can drop down lists include only what is applicable for each college?  
   5. Data standards and naming conventions will need to be decided by a joint committee.  As we roll out the training and consulting support, we need to discuss these issues early so that we can be properly trained.
   6. Denise will send the lists of questions that were raised in the past to ETS.  The questions will will be compiled and posted in the Yammer group.  ETS will divide the questions based on what can be answered by ETS and CollegeNet.
   7. From a facilities and finance point of view, Susan will submit questions regarding resource allocation, billing, payment, contact list, with the understanding that the academic scheduling is top priority.  It may be possible to integrate 25Live and the KACE system. 
   8. Down the line, it may be possible to integrate the system with the controller of the stadium lights and electronic access systems, heating and cooling, and lighting.  This would result in saving labor, costs, while achieving our sustainability goals.  
   9. Can we get more support for the issues we are experiencing with R25 since we still have at least four quarters before we switch to 25 Live?  The same event may have two IDs. If the schedulers leave the interface on, it will randomly kick out classes or cancel classes.  Joe is asking both colleges to send a list to ETS of the top ten things that are the most problematic.
3. Tentative timeline for next steps suggested by Joe
1. Questions will be sent to CollegeNet by Tuesday, Jan. 17, 2017.  We hope to receive answers by the end of the month and will post them in Yammer.
2. We will reconvene at the beginning of February to review the answers.
3. Assuming that the responses are satisfactory, ETS and CollegeNet will draft a  project plan and timeline by the end of February and reconvene again for the group's approval.
4. Joe is hoping to conclude the project before winter 2018 schedule production begins (October).  We hope that the fall schedule 2017 will be completed in R25 and winter 2018 in 25Live.  It may not be possible to run the same quarter in parallel in R25 and 25 Live.
4. Takeaways
   
   1. Everyone will send questions to Joe, Chien and Jerrick.  ETS will answer the ones that are answerable and forward the rest to CollegeNet.  Once we receive answers from CollegeNet, we will post them on the Yammer site and call another meeting.
   2. ETS will request CollegeNet to set up our test instance and provide log in credentials to the project team.
   3. Joe will ask for reference clients with multiple distinct units within their organization to see how they segragate data (will ask for one that integrates finance and contracts, and with third party integration such as lighting control).
   4. Both colleges will send ETS their top ten support list issues for R25.