25Live Meeting Minutes

February 29, 2016 9-10 am

 
Attendees:  Andrew Van Dyk remotely; Chien Shih, Jerrick Woo,  Linda Koyama 

1. Migration to SaaS as soon as possible
   1. We can migrate one database (De Anza), and then export the data from the second database (Foothill) and add it to the Series25 database.
   2. There is a webservices API  that would pull all the spaces into an excel sheet and then import the data from the excel sheet into the database.  ETS would need to write one XML query to pull the data.  CollegeNet cannot offer assistance with the API.
   3. Maximum of 48 hours down time needed for the final migration to SaaS.
   4. The migration can happen in parallel with the business planning meeting.
2. One database vs. two
   1. The current license is structured for one database.
   2. Adding another database will incur more cost:  Andrew will provide a cost estimation.
   3. We will schedule another meeting with Andrew to review the cost/benefits of using one database before the team meeting.
      1. Andrew suggested to migrate as is and do the clean up in 25Live.
      2. Andrew has worked with Washington State Board Districts, each with multiple colleges using a single database approach.  Most of them were not using R25 so they didn't need to worry about merging data.
      3. Object level security allows one security group to only see De Anza rooms and the other group to only see Foothill rooms, and if desired, another group (district level) can see both. 
   4. Andrew assured us that both college can maintain a separate identity, security, setup, rules and configuration using one or two databases.
   5. Foothill is not using R25 in production; only as a data depository.
   6. Having only one Banner instance is another reason why sharing a single Series25 is preferrable.
3. Maximum Headcounts for 25Live Training included with no additional cost (Andrew will verify with Ben).    
   1. Managing 25 Live data and security:  6
   2. Configuring 25 Live:  6
   3. 25Live user training:  12
   4. Configuring web publishing:  4
4. Andrew said that it is preferred to sign up with the scheduled course offerings but he could probably work with the trainers to get our own FHDA classes.  He suggested to wait to sign up for the classes until after the migration to SaaS and the business planning meeting is done.
5. Chien quickly went over the updates to the project milestones.  Andrew will review and provide feedback.
6. Next steps:
   1. Make a decision regarding one database or two by March 11th.
   2. Andrew will give us a few  possible dates for the first on-site business planning engagement.
   3. LInda will schedule another meeting next Monday with Andrew to further discuss the database option.
   4. Andrew will provide the additional cost involved adding another SaaS database instance today (2/29).
   5. Andrew will review the project milestones updates and give us his feedback.  Andrew is in an advisory role, not a project manager, and FHDA will be responsible for the timeline.