Clockwork Project Meeting Minutes

December 10, 2014 10-11:00 a.m.

Participants :  Mary Baddam  (by phone),  Stacey Shears, Teresa Ong,  San Lu, Chien Shih, Katia Rostam Yazdi  Linda Koyama

1.   Critical to go live item:  Will add future term info for De Anza and test.
2. Progress Report for Pilot Testing
   1. FH tested the accommodation letter generation and was wondering if the instructor should be getting an e-mail.  Mary confirmed yes, the instructor should be receiving an e-mail.  Teresa changed the e-mail addess to her address and did not receive one.  Mary asked Teresa to send her a list of things that aren't working correctly.  Need to confirm that the web server and app server is connected to the SFTP server.
      
      
   2. DA is not receiving the student confirmation e-mails.  Need to open the e-mail gateway; Mary will check with Ryan.  They are currently using test students and test e-mails.
      
      
   3. Arvin had sent changes to Mary (reorganization of the content).  Mary said that she targets to have them implemented by Tuesday, 12-16-14.  
      
      
   4. FH wanted to change the wording on the web module.  Mary stepped them through it.  Under web module settings, choose which area you want to change and make your changes under "display".  
      
      
   5. FH question regarding workflow for the USF vets.  Mary confirmed that anyone can go into the Clockwork veteran's module via single sign-on; you don't need to add them.  For DSPS, someone will need to add them into Clockworks.
   6. FH will continue to test and add cancellation reasons and to make changes on the wording on the templates.
      
      
   7. Second pilot testing will be scheduled the week of January 26th.
3.   FH vets would like to go live week 6 of winter quarter.  We need to have Yosemite shortcut added to all the laptops in the VRC (total of 5-one Mac and four PCs).  FH needs to provide ETS with a list of CWIDs.
   
   
4. FH and DA DSPS hopes to go live before spring quarter (April 1st).  FH and De Anza are not using workshops, note takers, course notes, tutors and tutees.  We will ask Mary to hide those modules.
   
   
5. ETS will need a final certification by March 15th from DA and FH that all the necessary people have been trained, necessary approvals have been received and we are ready to go live.  ETS will need two weeks to prepare the move to production.
   
   
6. Process for requesting changes:  DA and FH, please compile a list at the end of the first pilot testing.  Any issues please send to Chien first; he will work with Mary to resolve them.
   
   
7. Linda will extend the weekly meetings every Wednesday from 11-noon until we go live.