Clockwork Project Meeting Minutes

January 21, 2015 10-11 a.m.

Participants :  Mary Baddam (by phone),  San Lu, Chien Shih, Mahmood Hasan, Jim Clow,  Katia Rostam Yazdi, Linda Koyama

1. Current Status
   1. Go live date for FH VRC:  February 23rd, 2015.  DA DSPS and FH DRC:   April 1st, 2015.
      
      
   2. The colleges  are working with their respective webmaster for changes to the college websites.
      
      
   3. Working on moving the portlet to production, ready for testing.
      
      
   4. Mary said that the admin url link should be working by the end of the week.  Should not prevent testing.  Users can log in directly to myportal for testing.  The admin link allows instructors to log in as a student in case of problems.
      
      
   5. Nightly batch process is working for VRC, using production data.
      
      
   6. Test data clean-up:  FH VRC and DRC would like the tables cleared on Feb. 13th.  Jim will need to verify with De Anza DSPS.  Demographic and course info will be cleared.  Easier for Mary to do all three at the same time.
      
      
   7. Data Migration:  Target Feb 27th for historical file load for FH DRC.  Jim needs to verify date with De Anza DSPS.  No need to do this for FH VRC.
      
      
   8. FH VRC Forms:  Mary completed some form changes for one particular chapter.  Arvin needs to confirm whether Mary should apply the form changes for the other chapters.
      
      
   9. Room set up for testing:  FH booking and exams testing came up with no availability for the virtual room.  The availability needs to be set in admin. choose the virtual room and click on availability and select dates, apply and save (documented in training manuals).  FH will manually assign the seat.  
      
      
   10. Clockwork vs. Outlook licenses:  Need to check what kind of additional licenses were purchased,  Clockwork license and  Outlook Sync license?   FH and DA need to come up with firm staff numbers that are needed for Outlook sync licenses (extra cost).  
       
       
   11. MIS data collection:  Clockwork schema information is confidential and not shared. Other schools use the report interface to get the data.  Custom reports can be built by Clockwork also.  If FHDA is willing to sign a non-disclosure agreement, is Clockwork willing to share table info?  Mary will consult with her boss.  We can edit  reports templates also and use the SQL queries that the reports use.
       
       
   12. Ryan is working on the test instance.
2. Go live progress
   1. Would like to reserve Mary's time at the end of February 23rd-27th in case of any go live issues (Mary is out-of-office Feb. 17th-25th).  Mary will alert the support people to be ready to take calls from us.   We would like to have Mary on call from April 1st-15th  for post-go-live support.  We can submit support tickets after we go live.
      
      
   2. Mary requested Jim to send her an e-mail listing of the decided upon dates.