Clockwork Project Meeting Minutes
November 26, 2014 8:30 a.m.-10:00 a.m.
Participants : Mary Baddam and Chien Shih (by phone), Marilyn Booye, Shirley Schooler, Teresa Ong, Chien Shih, Katia Rostam Yazdi Linda Koyama
1. Testing scheduled the weeks of Dec 8th and Jan 11th.
a. The departments will need at least 15-20 (the more the better) real student IDs to enter into the system to make sure the information is being brought over correctly and to test that you can provide accommodations and create all necssary reports. Please start to collect the student's CWIDs next week so that ETS can verify that they are in our test system. Will also need pdf or word documents to practice uploading.
2. De Anza DSP&S
a. Labels have been updated
b. Accommodations form has been updated
c. Student Success Core Services is under a new tab (orientation, counseling, placement assessment, probation)
d. Disability drop down lists have been updated
e. Will need to upload documentation on the web to test (pdf, word)
f. Session notes haven't changed; includes text box
g. Changing background colors will be covered in admin. training
h. Section 3 needs to be changed from Foothill College to De Anza College
i. Section VI missing a "P" for DSPS. De Anza will need to add one more fax number.
j. Student needs and limitations form: Mary is not sure how this form will be used (sent 10/29). Marilyn will need to review, may need to be a part of intake? Mary will forward the e-mail to Marilyn. Marilyn will get back to Mary this afternoon.
3. Accommodating a special needs staff member for training
a. The training will be a classroom setting. The staff member is welcome to come but the pace may be different since the staff member will not be able to use the mouse to navigate around the forms.
b. A one-on-one remote session can be scheduled.
c. It would be helpful to have an additional person assist the special needs staff member during next week's training.
4. Chien verified with Mary that the training will cover how to populate all the data fields, and how to run reports so that we can run through everything during testing.
5. The departments need to think about how your internal operation and work process with the Clockwork screens, who will be doing what, and have questions ready for Mary.
6. Foothill DRC
a. The emergency contact is mapped. if it is blank, it is not being sent from Banner.
b. Labels still need to be updated. Mary will be finished today.
c."Lates signed SEC of ED Plan date to "Latest signed SEC or ED Plan date". (Mary changed it during the call). Mary will train the users on how to change the labels themselves.
4. Foothill Veterans
a. A queue was created for requests.
b. The responsibility form was changed
c. Mary wanted to confirm the final questions for each chapter before she deletes the current list of questions from our system. Teresa will need to check with her veteran's staff to go over the work flow for each chapter (without submitting).
d. The same counselors who see DRC students will also see veterans. Teresa will need to send the appointment types and users to Mary today. The two databases will need to talk to each other and there may be a slight lag time for the Outlook sync.
5. It was agreed that access to Clockworks should be through Myportal. ETS will create a channel, one for De Anza and one for Foothill, and Foothill will have two links, one for Veterans and one for DRC.
6. Mary's agenda was approved by everyone.
7. Take away items:
a. Each department will start to think about their internal operation and how the Clockwork system will be used, and who will be doing what.
b. ETS will add the links to Myportal for students to log in.
c. Everyone is in agreement with the calendar and the agenda for the training.
d. Marilyn will report to Stacey Shears about the special needs staff member who is welcome to attend the training but Mary will not be able to simultaneously accommodate his/her training; a remote one-on-one session can be scheduled for him/her at a later date.
e. The training will cover entering data in all the fields, work flow, and how to run reports, starting with a kick off meeting on Monday and a wrap up meeting on Friday to summarize everything.