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ETS: Clockwork Project Team Meeting
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Clockwork Foothill Veterans Meeting Minutes

October 28, 2014 11 a.m.-noon

 

Attendees:  Mary Baddam (by phone), Teresa Ong, San Lu, Arvin Salomon, Chien Shih, Jerrick Woo, Mahmood Hasan,  Katia Rostam Yazdi, Linda Koyama

1. We need to decide what changes are go-live critical and what changes can happen after the go live date for phase II.

2.  We are asking the FH Veterans team to scrutinize each drop down menu and all the text in the forms very carefully to note all changes that need to be made.

2. Reviewed the Veterans work flow

(clockwork.fhda.edu/Clockworktest/staff/schedule/default.aspx)

    1. We stepped through the forms starting with the  web link home page.  The student (must be a registered student) can either choose  "Benefits request" or  "book an appointment".  
    2. Using the above link, you can log in as another user.  You can log in as a student and can see what the student sees.  This is for students who are already in the Clockwork database.
  2. Benefits request form
    1. Each chapter will have different questions and different work flow.  It is important to go through each chapter to make sure the work flow is correct.
    2. Once the form is submitted, it is locked and you cannot go back and submit it again.  They will need to bring the documents into the office.
    3. Which term are you applying for?  (redundant question, optional, can take off)
    4. Consent to agreement form
      1. It is a dynamic form, you can make changes but the student must agree to all the items
      2. Once they submit, the student will receive an e-mail that they have submitted for benefit request.
      3. The body of the e-mail can be customized. (will be explained in training)
  3. Approval process
    1. Students can go on-line to see the status of their application
    2. Mary will set up the queue (will list all the applications that have come in through the web module).  
    3. Can sort by status, date entered, student number, student first name or last name. Counselors can see all the information that the student submitted.  
    4. Counselors can approve or disapprove and enter comments (student can see the comments as well).
    5. Counselors can see what was submitted in the past term.
  4. Clockwork will update courses that were dropped.

  5. Once the students are approved, IR will need to pull the data from Clockwork and Banner for their reporting.
  6. If we need to add a few more fields in the future, we can.  We don't want to hold up the project.

  7. Mary has the final list of fields for the three departments.
  8. On-line classes will not show in the schedule since they don't have time tables.
  9. Number of credits per course is not available currently.
  10. Mary has set her travel arrangements and is finalizing the training agenda. Goal is to get the system as close to the final system prior to the training.

Action Items before the next Project Meeting:

  1. FH Vet will need to decide what appointment types a student can book with the department.
  2. FH Vet will need to decide whose calendars will be available on-line to book an appointment with.
  3. FH Vet needs to decide which documents are mandatory and which are optional.
  4. Mary asked if there are any testing rooms. Teresa said that they will use virtual rooms but will verify one more time.
  5. ETS will need to check the status of adding a channel on MyPortal for logging into Clockwork.  Will it be available via the web also from the veterans web page; if so  is active directory working?  Single sign on working?
  6. ETS will need to modify the procedure to exclude dropped classes.
  7. Mary will send all the applicable URLs.
  8. Mary will remove the administrator approval process.
  9. Mary will set up the queue.
  10. Need to verify that the e-mail notification is working correctly.
  11. Form changes need to be submitted to Mary by Nov. 5th.
  12. Linda will move the Project Team Meeting out to the week of Nov. 10th.
  13. Mapping the FH DSPS fields and form changes should be done this week by Mary.
  14. By the next project meeting (week of Nov. 10th), we hope to see the majority of the changes to the forms so we can get a good feel of the work flow.
  15. Next step:  User Testing.  ETS will verify that the data is mapped correctly.