Clockwork De Anza Forms Walk Through Meeting Minutes

November 13, 2014 11 a.m.-noon

Participants (4 locations):  Mary Baddam (by phone), Stacey Shears, Marilyn Booye, Shirley Schooler, Chien Shih, Jim Clow, Linda Koyama

1. Jim and work with Mary to work on the labels of the fields to expedite the changes.

2. Mary showed us the web module screen.  She is finishing up the online intake form.  Once that is done, the users can log in to see what the students will see when they want to go online and register with their office.  The users will need to decide which modules to go live  with (displayed) and which ones to activate later.  All the modules will be configured and ready to go when delivered from Clockwork.  No extra cost, all included as part of the support.  ETS would like to have all of the modules tested and working the way the departments need them to when we go live.

3. Session notes:  Session notes were approved as is.  They would like to change the colors of each section within the session notes and Mary will show them during training.  DSPS will need to come up with the colors beforehand.

4.  ETS is requesting DSPS to go over the accommodation list and testing inventory one more time to make sure that redundant items are eliminated and everything they need is included.

5.  Mary will go over a detailed demo when she comes for training; it usually isn't included in project team meetings because of time constraints.

6.  Admins can log in as a student with their student number to see what a student sees.  

7.  Mary will complete all requested changes and functionality by our next meeting on Nov. 19th.  After we complete the training, Mary feels we can go live after testing for two weeks, once training is done.  

8.  Mary is setting up the training schedule for the week she'll be here.  It was decided that De Anza and Foothill DSPS will hold their training separately.  Marilyn is requesting that training is scheduled both for morning and afternoon to accommodate everyone's schedule.  Mary will send an agenda without dates and then the departments can decide what day and time they would like to participate for each topic.  Training will take place at Foothill College in D270.  We'll start off with a kick off meeting on Monday, 12/1/14 and finish up with a wrap up meeting on 12/5/14.

9.  Training:  12/1/14-12/5/14.  

10.  Next meeting:  Wednesday, 12/19/14, 10-11:30 a.m.  Mary will send us the link for the webinar.