Meeting & Agendas

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Report: IT Project List: Wait Listing, Online degree audit enhancement, SACS compliance, ABE requests, Automatic degree awarding, E Staffing, updating X processes, QAS, Meningitis, IT is reviewing the Student Recruitment module with seems like it might be a good fit for ACC. and Financial Aid award letter.

Report: Google Apps Document Exposures: ACC uses a tool called CloudLock to ensure critical data at ACC remains confidential in Google Docs or Google Drive. CloudLock provides a full audit of all documents and access rights in our austincc.edu domain. Domain administrators can notify document owners of document exposure or excessive permissions. A new Collection under “My Documents or My Drive” will be listed in your Google Documents or Drive area. This new Collection is named “Exposures”. This Exposure Collection has been added for your protection. You will be able to view if any documents that you own may be exposed. Documents will be classified/ tagged by the following 4 categories: • Public Exposure – Documents that are exposed to everyone on the Internet • External Exposure - Documents that are exposed to outsiders • Internal Exposure – Documents that are shared with everyone in austincc.edu • New Exposure – Includes all the newly exposed documents in the last 7 days If you find that your document is exposed and it should not be, then you will need to change your shared settings - http://support.google.com/docs/bin/answer.py?hl=en&answer=180199 Public apps for Administrative Assistants community Google launched a public apps for Administrative Assistants community - a site where any Administrative Assistant who uses Google Apps can share information and best practices. We\'d like to invite you to be one of the community\'s members. We also need your help to make this community great. Here\'s how you can help: 1) Visit the site here. Explore it. 2) Post questions or start discussions on the site\'s forum about using Google Apps in your role as an Administrative Assistant. 3) Send us your feedback on the community here. Get started by visiting the community here. Online Services ACC Emergency Alert processes went live on Thursday, May 24 Currently working on implementation of a new Student Self-Service which will eventually replace WebAdvisor (Online Serivces) UI 4.3 Live UI 4.3 went live on Friday May 25. There were a few issues with system performance, login and password reset issues that were resolved that afternoon UI 4.4 was released on May 25th as well. This version is supposed to be accessible and work with JAWS for the visually impaired. We are preparing a project plan to implement. This upgrade should have minimal impact on users. Informer issues • Users continue to bring server down because: o They test in live o Reports are too large o Informer has a bug that they will not fix until sometime next year. o Informer is NOT a data extraction tool. It is a reporting tool • Currently have 900 reports written against 15 different data sources • New requirement: Users must create and modify reports in test and ask IT to move them to live • In addition to requiring Informer training we would like to also recommend Ellucian’s “Research Fundamentals” online class. Cost is $400.00 per person. Course Benefits: • Learn how data is stored in Colleague and how to research the data to build better queries and savedlists, write rules, and develop programs in Colleague Studio. Duplicate record process: - Working with Linda Kluck on this; need to alert HR with same issues: • Can’t move email from one record to another because ID is tied to email account. • ACCeID needs to be deleted for “old” id number when records are merged. • Records for “duplicate” IDs should be deleted from Photo ID systems Ellucian Training Needs Assessment Report Need CORE training Possible contract for Ellucian to teach a few classes on sight Need UI training Direct users to Ellucian provided training Discuss Global UI parameter settings Such as advanced search fields Context area data Require CORE and UI training for all new employees before granted a Ellucian login Departments must generate their own procedures Departments identify their own business processes Design a template to guide departments with necessary training components Users need to be able to find ACC defined codes What is the “long name” for each code What are the codes used for What do the codes mean when seen in a record Clean up old codes where possible. (can’t delete history) Use workflow tool wherever possible Logical Processes can be defined, minimizing the risk of not completing Some business decisions can be built into the workflow Define Colleague software update process and responsibilities What should the process be when Ellucian delivers software updates? What should users expect? Who helps users understand the update? How will new deliverables be communicated and integrated into daily procedures? Identify Power users Where are there gaps Power users’ responsibilities: Review Ellucian documentation on how to use their applications Implement processes where applicable and communicate to constituents Review Ellucian Software Updates with assigned programmers Test updates with assistance or assigned IT programmer Implement any new processes delivered with the update Update department procedures to reflect new processes Links discussed at meeting: You will need a login to the Ellucian client site to see these. If you do not have a login you can request one here: http://clients.Ellucian.com/apps/registration.cfm Ellucian Colleague R18 documentation: http://clients.Ellucian.com/support/documentation/colleague.cfm UI online training module: http://Ellucian.mrooms3.net/course/view.php?idnumber=DUI4END101215163751 Ellucian training for cost. There are quite a few online. We may be able to cover costs on some of these for train the trainer possibly. http://clients.Ellucian.com/education/calendar.cfm There are quite a few on-demand Web Demos that are free. These generally announce new products http://clients.Ellucian.com/support/on_demand_demos.cfm

Report: IT has been working with Adult Education to get an online application that the student can complete for admission and once the student gets a GED/graduates that the application can be transitioned to the credit side. AE is hoping that this process can go live by August. AE is also considering giving students a photo ID.

Report: IT is working with IT to develop a rebuild workflow process. The DREG process improvement has been completed by IT. Higher One card problem of students not getting their cards has been fixed.

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Report: These items were tabled for the July meeting.

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