Clockwork Project Meeting Minutes

January 28, 2015 10-11 a.m.

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

1. Mary showed us how to use the Admin. url.  Under settings, admin. users need to enter their CWID.  FHDA is requesting  to move the link to MyPortal instead of myportaltest.   Mary will need to touch base with Chris.  
   
   
2. Software release should be available next week.  It should fix the problems they have been having with reports and synching Outlook.
   
   
3. Acrobat needs to be added to the remote server.
   
   
4. DRC intake is different from Vets because it allows them to review the student's info before adding them to Clockworks.  It will require custom programming to have it automatically loaded into Clockwork and synched with Banner.  FH will keep it as is for now.
   
   
5. Reports are available that track appointment hours, similar to SARS (advisor hours by appointment).  Teresa needs a report for all students and total number of hours (requires a custom report request).   Student by Student report is available.  It may be possible for IR to manipulate the SQL queries to create a report for students.
   
   
6. College Web Pages
   1. VRC – In Progress (Met with Web Master)
   2. DRC – In Progress(Met with Web Master)
   3. DSPS -  In Progress 
7. Portal
   1. DSPS will check with Stacey to see if they need to add more CWIDs
   2. 2/12/15 testing with instructors-may need to add CWIDs
   3. 2/6/15 testing with Testing Center-may need to add CWIDs
8. DSPS:  Mary will address the issue with accommodations.
   
   
9. DRC:  For virtual room you do not need to add seats (it's like a holding area).  The challenge is to differentiate between classes at Foothill or Middlefield (Middlefield is like a subcampus for Foothill).  The student cannot book the room themselves.  Campus info needs to be coming from Banner.  An additional step can be added to the test booking wizard, where the student can specify which campus they belong to.  Mary will get back to us to let us know if it will be a custom request.
   
   
10. VETS forms:  Arvin will verify the form changes that Mary has made.
    
    
11. FH DRC forms:  Will continue testing form changes.
    
    
12. DA DSPS forms:  May want to add a few checkboxes for reviewed and approved disabilities identified as P1 and P2.
    
    
13. The DA Alt Media tab is not showing for our Alt Media Specialist.
    
    
14. Feb 13th target for data clean up for veterans only.  We will get back to Mary for clean up for FA DRC and DA DSPS.  Mary is requesting an e-mail list of dates from Jim.
    
    
15. FH needs to provide info for Jim to place on the server.
    
    
16. The PO for addtional licenses will be issued this week.
    
    
17. Clockwork test server still in progress.
    
    
18. FH would like to reserve time with Mary when they are doing testing for students and instructors for troubleshooting (one hour each).
    
    
19. FH and DA would like to schedule more admin. training with Mary (in person or virtual) possibly during the week of March 30th.  We would need to purchase more hours for a virtual training.  Teresa and Stacey will work out a date.  Mary will send a breakdown for an estimate of how many hours needed per module.
    
    
20.  Marilyn is requesting a revised list from Jim of all the links that are currently being used.