25Live Meeting Minutes

February 25, 2016 11 am - noon

 
Attendees:  Kim Te, Mi Chang, Ryan Anthony, Andrew Van Dyk remotely, Denise Perez, Shawna Aced, Kay Thornton, Andrew LaManque, Chien Shih, Jerrick Woo, Mahmood Hasan, Erwin Widiarta, Bao Pham, Deepa Prasad, Linda Koyama 

1. Andrew Van Dyk, account manager from CollegeNet went over a quick high level demo of 25Live.  
2. Both colleges want to focus on the academic scheduling along with some events; probably will not include web publishing the calendar in the first phase. 
3. There is an option to configure 25Live to allow non login users to see some data on a few set of rooms.  The ability to view is controlled by the viewer seats.   
4. When De Anza loads data from Banner, it currently takes a week so they manually limit the number of  departments that they batch export and to limit the size of the log. During the on-site engagement, De Anza would like to understand all the details of where the department files and import logs will be in 25Live during the business process session. 
5. Kim was wondering if the urls will be different for both colleges.  The look and feel can be customized per college but whether the database will be one or two still needs to be decided. 
6.  Andrew L. was wondering if we could go live by the end of August for fall since it will be very busy for the schedulers in September.  The schedulers would be dedicating time in June and July to this project.   
7. Andrew L. would like to know if we would be able to run in parallel in fall.  ETS would prefer to focus on one instance.  Consultant Andrew recommended that when we implement 25Live, we should be using 25Live only; however, we still have access to R25i and Schedule 25 for a time, because they both save to the same database. 
8. Usually, the data is migrated to the host environment and then cleaned up because it is easier to clean things up in 25Live.   
9. First on-site engagement to discuss the business practices 
   1. Look and feel 
   2. How you want it configured, one database or two 
   3. Targeted for March, dependent on trainer's schedule.   
10. Second on-site engagement:  25Live Upgrade 
    1. Technical Implementation  
       
    2. Targeted for May. 
11. Scheduling Training for our Users 
    1. The class schedule defined on their site. 
    2. Andrew V. has recommended that we sign up for the trainings before the 25Live Upgrade On-site engagement; not required before the business process engagement. 
    3. Andrew suggested to focus on the "Managing 25 Live and Security" and "Configuring 25 Live" courses. (These courses  are not sequential). 
    4. "25 Live User Training" should be taken after the 25Live Upgrade engagement in May. 
12. Andrew would like to know if some of the items on the checklist could be moved into July (especially #15-20).   ETS will work with Andrew V. to update the schedule to review at the next meeting. 
13. We tried to target many of the due dates to June 30th to accommodate the academic deans and faculty schedule.  Foothill felt that would not be necessary since the scheduling staff will mostly be involved with the testing. 
14. We will check the access for item #15 business practices. 
15. CollegeNet conference is being held in mid July. 
16. Every two weeks, 30 minute project status meetings will be scheduled.