Andrew Christie, Cheryl Coe, Carol Crader, Kathleen Dinse, Marie Fofi, Vanessa Garza, George Lane, James Malmros, Kimberly Martinez, Dianne Olla, Anabel Sanchez, Linda-Marie Schulz, Linda Terry, Noko T. Wilson
Guests Present
No guest attendance has been recorded.
Item # 1:
Review of May 2011 Minutes
Presenter
Andrew
Discussion
May 2011 Minutes approved (Noko) and seconded (Marie).
Item # 2:
Hill Country University Center
Presenter
Andrew
Discussion
Dianne explained that the Hill Country University Center is a set of 2 buildings within the Fredericksburg High School (FBG) campus location.
Item # 3:
New Course Types for CE Exemptions - Student Accident Fee
Presenter
Marie
Discussion
The new Course Types for CE exemption of the $3 annual student accident fee were created in 'live' last week. The programming modifications that handle the new codes has not yet been moved into 'live'. Testing is continuing in the 'test' environment.
The new codes are: SPZ, CRT, and CEX.
Post-meeting Update: The subroutine was moved into Production on September 19.
Item # 4:
XCEA & State Reports
Presenter
Marie
Discussion
Marie reported that XCEA, in conjunction with FASC, is creating problems for one of the state reports. Jim will schedule a meeting that includes the original developer of XCEA, Marie (from CE), and Connie (from OIEA/State Reports) in the near future.
Item # 5:
Fiscal Year Conversion - Datatel & Manual Data Entry
Presenter
Jim
Discussion
Datatel's utility for rolling over GL information has been broken since Datatel upgraded from Release 17 to Release 18. ACC has been one of Datatel's clients to request, each year, that the utility be fixed, as the repercussions are that a Senior Developer must spend a couple of weeks doing manual data entry just to recreate existing data for the new fiscal year. The CORE Committee advised that we notify ACC again, but try to be a little 'louder' in our displeasure of the faulty utility.
Item # 6:
Reporting & Term Balance ''Challenges''
Presenter
Andrew
Discussion
In order to avoid Informer ''crashing'' whenever a huge or a complicated query is run, we are trying to encourage the use of ODS, rather than UniData, for reports that are huge or complicated. For queries involving term account balances, we have run into a snag. Thus far, we have been unable to get any of the term account balance virtual fields into ODS. Hopefully, by the next CORE meeting, we will have met with success.
Item # 7:
Update on ODS for Reporting
Presenter
Andrew
Discussion
Currently in use are 50 ODS HR transforms (or tables), 84 ODS ST tables, 32 ODS CORE tables, 42 ODS CF tables, and several dozen ODS ''Views''. These transforms are updated either hourly, daily, or weekly. IT maintains documentation on the tables, as well as the data elements of each table. Will has made available a Google Doc that is the most accessible of these documents. It can be found as one of the entries near the bottom of the page on: https://sites.google.com/a/austincc.edu/acc-informer/file-cabinet
Item # 8:
Update on X-Process Conversions for UI 4
Presenter
Andrew
Discussion
Datatel has ''encouraged'' its clients to migrate completely to its latest web-based user interface, UI 4.3. The date of September 28, 2011 has been set as the date that most users, barring some sort of reasonable exception, ought to be on UI 4.3.
For IT Applications Development, that has meant the conversion, and re-writing in many cases, of hundreds of custom processes. As ITAD completes more and more processes, more and more custom processes get reported. ITAD is asking all departments to make sure they identify any custom processes that do not work with UI 4.3 ASAP, so that the ordeal can come to a successful conclusion.
As of the date of the CORE Committee meeting, there were 20 known X-processes that were either (a) still being worked on, or (b) in the queue to be done. There were also 2 others that had been converted, but must be re-written anyway in order to include SSN, which, for security purposes, can no longer be made available outside of a pre-written, authorized program.
As an adjunct to the conversion process, the Informer replacement of Query Builder is going well, and most departments are actively using Informer.
The issue of ''active employees'' comes up repeatedly, and IT hopes to include in an FY12 Project, a modification of the eTime system that allows supervisors to identify hourly employees who are no longer considered active.
Item # 10:
Fiscal Year Closing
Presenter
Kathy D
Discussion
Historically, the AP division of Business Services has performed the Fiscal Year-End Closing during one of the first two weekends in December. As with last year, AP will plan to do this on a Friday evening in order to avoid disruption of the now-normal weekend College events. Last year's fiscal year-end close set a new record for speedy completion. This year, however, will be the first one where the closing will be done using UI 4, and this process has not yet been tested. AP will be testing the closing on UI 4.3 as soon as Coltest is cloned next.
AP will also plan to set the official date of the fiscal year closing.
Item # 11:
Emergency Alert Opt-Out Coordination
Presenter
Andrew, Jim, & Kathy
Discussion
A request was recently made to convert the Emergency Alert system for students and employees from an ''opt in'' system to an ''opt out'' system. However, the system was already ''opt out''. The challenge for the student side of the equation is that for text messaging and preferred cell phone numbers to be identified, the information has to be ''captured'' somehow. The challenge for the employee side of the equation is to adequately allow for the distinction between ''Emergency Contact'' information when an emergency affects an individual employee and ''Emergency Contact'' information to be sent globally to all employees whenever a threat (hurricane, violence, etc.) has been identified. IT is working on a plan that will maximize effective communication with the ACC community, in conjunction with the Student Alert Emergency Alert system.
Item # 12:
Miscellaneous Topics
Presenter
Committee
Discussion
Linda Kluck has requested a new restriction code for Early College High School students. She has proposed AR8, so that it is distinguished from AR7. It will work the same way, but with a different description.
The same group of people will be managing it. There will be different mailers and notifications though. Admissions & Records will need to apply these ''holds'' to students in October, 2011.
Austin Community College
5930 Middle Fiskville Rd.
Austin, Texas
78752-4390
512.223.4ACC (4222)
