Clockwork Project Meeting Minutes

April 8, 2015 10-11 a.m.

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

1.  De Anza Notification issue:  For appointments, De Anza  is receiving multiple notifications.  Ryan is checking to see if it is an Outlook problem.  Marilyn and Stacey did not sync their calendars.   Two people having this issue will send screen shots and error messages.
   
   
2.  Marilyn can log in as another user, (Shirley and Henry), to add their personal information;  however, when they log in, they don't see anything.  May be a permission issue.  Mary will investigate.
   
   
3. For some, when the myportal link for instructor login is clicked, (Clockwork DSPS login, Clockwork Foothill Disabillity Svcs), it will take the user to the student screen, rather than the instructor accommodation screen.   The user needs to be defined as an instructor in Clockwork, which will be synched from Banner.  Everyone agrees that it should not default to the student view.  Mary will work on the redirection.  She will contact Jim Haynes or Marilyn Booye for an instructor log in to test.
   
   
4. Additional licenses have been finalized.
   
   
5. DA has developed step-by-step instructions for their front-line staff and will be training them today.
   
   
6. FH Instructor e-mail issue:  It is currently using personal e-mail instead of the FHDA e-mail.  The change to use the fhda email first for instructors will be made today.
   
   
7. It is possible to  exempt e-mail update from the data sync by checking  the box.  Marilyn would like us to encourage all the instructors to use their fhda e-mails.  Foothill is in agreement.  HR should be contacted if the instructor does not have an fhda email.
   
   
8. FH testing center would like to change the name of the virtual rooms.  Under "Manage Room" you  can change the room title (Mary changed the title for all 5) and it will show up in the testing room.  Virtual room 1 (FH) is for face to face classes.  Virtual room 2 (FG) is for online classes.  Virtual room 3 (FO) is for off campus.  Virtual 4 (FM) and 5 (FC) are for Middlefield classes.  Virtual room 1-5 are tied to Banner class codes.  
   
   
9. Mary, Ryan and Chris are still working on the test server.
   
   
10. Teresa would like one more week before we close the project.  Testing Center needs a little more time to practice booking exams; in addition, Chien will be back next week.
    
    
11. San submitted a help ticket and received an immediate response.
    
    
12. Hasan asked about the SSL certificate for the test environments.  We are planning to use Yosemite for both test and production.  Ryan will need to install three systems and configure the dev links.  Mary is concerned about who will have access for testing so as not to confuse users for log in.  Testing will be reserved for a select few.