Clockwork Project Meeting Minutes

March 4, 2015 10-11 a.m.

Participants :  Mary Baddam, Jim Haynes, Stacey Shears, and Marilyn Booye (by phone); Teresa Ong, San Lu,  Mahmood Hasan, Jim Clow, Erwin Widiarta,  Linda Koyama

1.  Mary will be coming out next week 8th-13th, for training with De Anza, and will work with Foothill the following week,  March 16-20th, for admin. training and setting up batch e-mail and reports.  Mary sent an invoice today for the Foothill training.  Mary will need confirmation from Teresa today.  

2.  FH tried to book a test, and the error message said there is no space at this time.  It was set up correctly before. Mary looked at the set up and corrected the room number (two rooms were set up instead of one).  Mary suggested to clear cache and to test again.  They need to set up each virtual room individually since the hours are different (Middlefield is available until 10 p.m.).  

3.  DA has a JAWS compatibility issue.  She will address it when she visits next week.  Marilyn will set up a schedule for Mary.

4.  Historical data load issue:  The data sync stopped working and Mary is investigating.

5.  DA DSPS  are almost finished with changes to their forms (screens).  They are trying to simplify their session notes, accommodations and education limitations and intake form.  Jim is requesting that they e-mail him and Mary when they are done.

6.  Mary will book a day after training to copy production to the test server remotely or if she has time while she is here, she will try and work on this.

7.  Additional licenses have been purchased, 11 for De Anza and 10 for FH.  Mary needs confirmation of these numbers in an e-mail so she can issue new license keys.  She doesn't need names.

8.  College webpage:  DA no longer has a webmaster; Hasan believes Larry Ching would be the contact.  He is at the Omniupdate conference and will return on Friday ext. 8257.

9.  They would like to rearrange the myportal incons.  The schools need to decide on the order and sent to Mary.  FH would like the online-intake to be the leftmost icon.

10.  DA would like to change the wording on tabs on the web forms.  They will work with Mary next week.

11.  DA client version was installed.  Jim would like an update if everything is working well.  Mary will be working one-on-one with her.

12.  Next week's meeting will be canceled due to 3CBG; however, Mary will be here working directly with De Anza.

13.  For FH, on-line appointment system is set for 50 minutes.  Teresa would like to change it to 60 minutes.  Mary took care of it during the meeting.  Teresa needs to add another person and take out one person.  Mary will go over this in training.  It's a two step process, to take away the user list and then remove them from the calendar as well.

14.  DA needs test students on Banner; however, Barry may not be able to provide these test IDs.  Each test student needs a legitimate e-mail.  Teresa will send an e-mail to Roland to contact Joan Pena-Ferrick and Barry Johnson to show them how to set up test students.

15.  When the front end user deletes a student, the info will still be archived in the database.