Meeting & Agendas

Terry and Vanessa presented an overview of the most recent changes to Financial Aid processing, as mandated by the federal Department of Education. Vanessa demo\'d the new Online Services features that allow the student to read all of the relevant documentation associated with the master promissory note and all of the different types of loans, plus the new Accept/Reject functionality.

Back in April, Linda-Marie (Purchasing) emailed Andrew with the confirmation that REIN Auction (REAU), REIN Receiving/Storage (REST), REIN Salvage Item/List (RESL), and Receiving & Inventory (REIN) were not official departments and can be inactivated as ACC departments. Marie (CE) emailed Andrew with the information that department code DEBT is active, valid, and used on all CE course sections. No other updates have been received as far as ensuring the accuracy of the Departments file.

During the CORE meeting, Andrew reported that IT was still having problems with Entrinsik Informer. That situation changed dramatically a few days later when a good, clean install of the most recent version of Informer cleared up the problems with linking, server errors, hung processes, etc. As of June 11, Informer was looking very good. ODS is being used primarily for web applications. But with Informer looking good, as soon as Informer is pointed to ODS in Live, controlled reporting will be possible. IT is developing an implementation and training plan on the use of Informer with ODS/Live. ALSO: OIEA has requested that a number of new ODS transforms be developed. The discovery of the EOFM screen will speed the ODS development cycle.

Only one issue/concern was reported that had not already been discussed in agenda items 1 through 11. The concern was about a CE modification request to the Personnel Authorization (PA) system. IT is scheduled to meet with HR during the week of June 21-25 to discuss any PA System modification requests. The next CORE Committee meeting is scheduled for Monday, August 2, 2010, at 3:00 p.m. in the SVC IT Lab.

Linda presented OIEA\'s case for new Admit Status Code, RAD. Per Linda, Connie will send the information needed to set up the code. There was no Committee objection to the creation of the code. (Connie sent the information and the new code was added to Coltest and Collive on June 17.)

A new Student Type is being proposed (code PDLD), that is an exemption for Peace Officers injured in the line of duty. This exemption will require Board of Trustees approval, but the CORE Committee has tentatively approved adding the exemption pending BOT approval. Linda recommended beginning the process of separating all student type exemptions, as there have been frequent reporting requests where if the student types were separated accommodating the reporting requirements would be easier.

Similar to the Developmental Reading restriction from April, Developmental Writing wants a restriction code. DVW was created in Coltest on June 17.

IT-2010-0083 is an FY10 Project that automates the tracking of \'\'Orientation\'\' classes and the placement of Student Holds on new students who fail to complete Orientation. Coordination of processes and communication amongst the departments is more complex than most projects. This project involves the online Orientation classes being created by the IRT department and the \'\'live\'\' and in-person classes sponsored by the Student Life department. IT is building back-end processes to record student attendance. Additional processes include communication with students and the placement of Holds at the appropriate time to prevent future registration, plus a timely process for automatically removing the Holds once Orientation completion is recognized by the Test Scheduling application/database presently being enhanced by IT Applications Development. The CORE Committee was in agreement that communication is going to be important as this project has many pieces, and many participants.

Maintenance of Colleague\'s INSTITUTIONS file is a challenge for all Datatel clients. New INSTITUTIONS records for the same institution are easily created. There should be only one INSTITUTION record, or only one associated with a CEEB code anyway. A major effort is being performed by IT Applications Development & Admissions/Records right now to clean up INSTITUTIONS records, develop stringent procedures, and modify the ELF and SPEEDE processes to resist the creation of duplicates. This effort is directed at High School institutions presently as a precursor to the automation of High School transcript processing.

The CORE Committee was surveyed about any particular issues that they wanted pursued at the Southern Regional Datatel User Group Conference in San Antonio on June 14-15.

The question lingering from the past few CORE Committee meetings was how to proceed with a review of departmental procedures for \'\'adding a PERSON\'\' to Colleague. The Committee expressed a preference for forming a subcommittee that would do the review and make recommendations. The tentative decision was that the subcommittee would include Linda (A & R), Bobetta (HR), Marie (CE), Connie (OIEA), and a representative from both IT and Purchasing. ALSO: Admissions & Records provided the \'\'Short Application -- SHAP Procedures\'\' document.

Due to time constraints, the Committee did not discuss address procedures. The update on QAS is that the QAS Pro server software has been installed so that it is linked to Coltest. The QAS Pro client software has been installed on Andrew\'s PC. Andrew reports that QAS Pro works just fine on NAE, ADR, and ORGP in Coltest -- on his PC. Brian is working with Kathy and Jim to test the client \'\'roll out\'\' function so that technicians will not have to install the client software manually. ALSO: Andrew distributed a report that detailed the departments and individuals making address record changes.