Clockwork Project Team Webinar Meeting Minutes

October 10, 2014 12:30 p.m.-1:30 p.m.

Participants: Mary Baddam by phone, Marilyn Booye, Shirley Schooler, Teresa Ong by phone, San Lu, Arvin Salomon, Lourdes Parent, Chien Shih, Jim Clow, Katia Rostam-Yazdi, Linda Koyama

A.  Project History and Progress Status

1. Originally SARs was considered for  the FH and DA disability departments but found that SARS could not accommodate all the needs of  the FH and DA DRC departments (detailed accommodation letter and accommodation codes etc.) which resulted in incorporating Clockwork.
2. Chien emphasized that it is important to get to the next step of having a functioning system so that it can be handed over to the users to test and debug which will require much time and testing.
3. We are spending a lot of time deciding what fields are required; it is important to keep in mind the original scope and purpose of the system.
4. Mary informed us that the average the number of fields from most schools is 25-30 fields; the maximum she has configured is 80.  We are asking for 180 which resulted in Jim creating a temporary table which is refreshed nightly, not pulling data real-time from Banner. 
5. The departments have reduced the number to 53 going line by line.  Is it possible to reduce the number even more?  Is it possible to return to the original process of pulling data real-time?

B.  Walked through De Anza forms

1.  Students who have not registered can still be entered into Clockwork with a temporary ID.  Everything will be added manually to book an appointment.  If they go back and register, you can open up the record by searching by their name and change the temporary id to a cwid.  Non-registered student information will not be added to Banner.
   
   
2. Field labels on the forms need to be changed to be more user-friendly for counselors.
   
   
3. Mary will need to map the rest of the fields, once the list is finailized.
   
   
4. How the student contacts the DRC office:  The on-line intake module is available for new students on the web. They will log in with their CWID credentials, fill out the intake form with questions you want to ask the student and then the form is submitted.  The department will receive an e-mail notification that an intake form was submitted.  DSPS will take the student id and enter it in the student number field, and Clockwork will talk to Banner to retrieve the info for that student.  If the student is not in Banner, this should not stop you for entering info. and servicing the student-the info can be manually entered.  Once the info is available in Banner, the info will be synched.  A report is also available that lists the students who are trying to register with the DSPS office.
   
   
5. Mary walked us through the accommodation tab, and showed us how to generate an accommodation letter. The advisors can print the letter, e-mail the letter to the student or instructor.  Mary suggests that you come up with a standard business process that everyone will follow on how students will receive their letters.
6. Foothill's current process does not require a signature; all the letters are e-mailed to instructors and the students and testing center get a copy.  It will have a date/time stamp.
7. Self registration module:  Returning students do not need to physically come into the office to request letters; they can request them themselves on-line.  They can also request a change for accommodations on the web.  The advisor will be notified and will contact the student by appointment or by phone to approve the change.
   
   
8. Disabilities tab.  There is a drop list to assign an advisor to a student.  Mary can limit the list to only advisors so our departments will need to notify Mary to reduce the list.  The primary and secondary disability is checked in this tab.  Documents can be scanned and attached to this student's record.
9. Sessions notes are based on appointments.  You can click on what was discussed.  Mary feels DA will need a text box as well.  Lourdes feels that FH may need check boxes as well.
10. For Foothill, when they tested the accommodation letter, it wasn't pulling in the data.  Mary will revisit the template to check the mail merge code. 
    
    
11. The users need to come up with a plan on how to launch each module.  To do everything at once would be overwhelming.
12. Tutor Profile is also available. 
    
    
13. (Mary had to leave).

C. Further discussion regarding the 53 fields being pulled from Banner.

1. Fields for Assessment of what student needs from the SCC form are not included in the 53 fields being pulled from Banner. (i.e. original goal).  The goal is to get away from hard copy SCC forms.
2. Need to investigate if it is possible to pull the 53 fields  real-time within an acceptable response time. 
3. Variable length fields are problematic for Clockwork.  I.e. change Multiple holds to active hold? y/n
4. Questions regarding FH VRC:  Classes being paid for through the VA must be verified that any equivalent class was not taken at another college in order to approve payments. Knowing that the veteran has attended another college will prompt the VCR to go to A & R to review previous transcripts to see if the class has been taken before and paid by VA funds. 
5. (Marilyn had to leave).
6. Chien gave an overview of the Banner and Clockwork system.
7. Sustainability must be considered if we try to customize Clockwork to our requirements, Clockwork will not support us in future revisions and if we ever have a problem with the system, we will be on our own.  Chien strongly encourages us to use Clockwork as it was originally designed.