Clockwork Project Team Meeting Minutes
October 22, 2014 10-11 a.m.
Attendees: Stacey Cook, Lourdes Parent, Marilyn Booye, Shirley Schooler, Teresa Ong, San Lu, Chien Shih, Jerrick Woo, Mahmood Hasan, Ryan Anthony, Katia Rostam Yazdi, Linda Koyama
1. Review Banner interface fields.
a. There was much discussion about the list of data fields for the three departments: Foothill DSPS, Foothill Veterans, and De Anza DSPS. The required fields are very different for Foothill DSPS and De Anza DSPS because their processes and work flow are very different. De Anza covers five different departments so the needed information is very different.
b. There was much discussion regarding student hold information. The concern was brought up regarding the hold information in Clockwork being up-to-date; changes may be made in Banner but there may be a delay in updating the info in Clockwork. The users understood this possibility but would still prefer to pull the hold information from Banner.
c. The Foothill DSPS and Veterans list is final; De Anza DSPS decided to reduce their list by eliminating the five hold codes.
d. The final lists need to be forwarded to Mary today 10/22/14 or tomorrow 10/23/14 so that she can start mapping the fields to the forms.
e. For future project team meetings, we will expand the meeting time to 1 ½ hours and reserve 20 minute time slots to discuss the three departments separately. It was suggested to come in person to the meetings to avoid miscommunication. Any future issues, please bring up to the whole team.
f. It was also suggested that the users be allowed to add items to the meeting agenda.
2. Review Luminis single sign on
a. We do not want to maintain another set of user log in and password for Clockwork.
b. We will be using active directory log in to log in to Clockwork web. When students or instructors log into our Luminus portal, we should be able to access Clockwork directly without having to log in again. Will need to consult with Matt or Chris for the connector in Myportal to access Clockwork. Staff will use the terminal server with Clockwork Id and password to log into Clockwork. Needs further discussion.
3. It was confirmed that on-site training is set for December 1-5th. Mary suggested to designate "super users" who can attend the entire training session so that they can train other people in the department. Mary will come up with a training agenda.
4. Teresa has requested a meeting with Mary next week to go over veteran work flow.
5. Project Team Meeting Bi-Weekly Dates: Will schedule webinars for each meeting to review the progress.
a. November 5, 2014
b. December 3, 2014 (training week)
c. December 17, 2014
d. December 19, 2014 (review go live readiness)
e. December 22, 2014 Go Live