Clockwork Project Meeting Minutes

January 14, 2015 1-2 p.m.

Participants :  Mary Baddam, Marilyn Booye, Stacey Shears, and Jim Haynes (by phone),  Teresa Ong, San Lu, Chien Shih, Jim Clow,  Erwin Widiarta, Katia Rostam Yazdi,  Linda Koyama

1. Historical data:  Historical data: ETS will provide CWID, student first name and last name to import into Clockwork (approx. 1000 records). It will take Mary one or two hours. Jim will need to ask Ryan to put the file on the Clockwork  server.
   
   
2. Chien received the quote for additional licenses. Chien suggests that one college create the PR. Mary wanted to inform everyone that the additional licenses are being purchased from TechnoPro, not Microscience.
   
   
3. Answers to FH questions 
   1.  In the student view, comments submitted will be e-mailed to the designated e-mail that was set up in the administrator.
      
      
   2. To change staff names for on-line booking,  go to the web module setting in the admin. module.  Ryan needs to sync their e-mail account.    Mary needs the list of staff from each dept. as soon as possible, copying Ryan.   We need to document the work flow on how to add a new user.  Mary will send it to Jim.
      
      
4. College webpages:  Updated documentation about Clockwork needs to be forwarded to both colleges webmaster to post on the respective college websites.
   
   
5. Single sign-on:  Now available on PRODN (myportaltest.fhda.edu).  Under student tab, Student, Instructor  and Notetaker links are available.  At some point the instructor links will be moved to the faculty tab. Please let Jim know if the wording of the links is okay.
   
   
6. Inconsistencies about course info: It doesn't seem that current courses are being sent from Banner for DRC and Vet. It may be due to the fact that PRODN hasn't been refreshed for a while. Jim will investigate. FH DRC plans to do a beta test with faculty week 6; it should  be pointing to PROD. Chris will need to limit access to the channel for the instructors who are testing the system. The list of instructor IDs will need to be provided from DA DSPS and FH VRC.
   
   
7. Mary will need to clear the Veterans database before we go live.  Mary will need a few hours the day before so that she can run a query to clear the data.  Mary would like a confirmation e-mail for the go-live date for veterans.
   
   
8. Answer to DA question: When a student fills out the online intake and uploads documents and later comes into the office with more documents to upload, can it be uploaded to the same location? Yes, it is possible. Mary will go over in more detail with DA DSPS.
   
   
9. When a student fill out the online form and upload documentation.  When they come in for an appointment with more documentation to upload, can be loaded in two different places or upload in the same place.
   
   
10. Nightly syncs for vets didn't seem to be working.  Mary will investigate.
    
    
11. 10. DA DSPS met with Lourdes to make sure she has access to the data she needs. Lourdes will test it and get back to them.
    
    
12. Jim will touch base with Ryan regarding the test instance.
    
    
13. You can limit the availability window for appointments. In admin, you can set it for each staff.
    
    
14. You can also limit the number of appointments a student can book per week in the web module settings for appointment booking section.
    
    
15. Teresa would like to schedule a remote admin. only training, possibly in late March.