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AGENDA ITEMS / DISCUSSION / RECOMMENDATIONS/ACTIONS

Core-Demographics Team Meeting

Date: May 4, 2010
Time: 1:00 PM

Place: LRC 319

Present: Cathy Schappert (Team Leader), Tony Spinillo, Michael Gibbons, Rosemary Burger, Christian DiGregorio, Karen Boland (Recorder), Charlotte Woodward, Nancy Gibbons, Jill Schroth, Betty DeMatteo, Julie Gavin, Elaine Orechovsky, Stanley Skrutski, Amy Paciej

AGENDA ITEMS / DISCUSSION / RECOMMENDATIONS/ACTIONS
Colleague Access on Campus / LRC 319 is NOT on the MIS domain (but instead the student domain) and therefore Colleague could not be accessed in this room. / Cathy suggested this be added to the “Using College (Core Training)” Manual. Karen will add that piece to the section on “Where can I access Colleague?”
Draft Charter / Michael stated that the Draft Charter is almost complete with the exception of the goals and objectives of some of the teams. He still needs that information from this Core-Demographics Team. / Cathy made a note of this.

International Parameter (INTL) Form

/ The INTL Form sets date formats, both short dates and long dates. The team discussed specifics such as zero padding, day, month and year order, and whether to use the full name of a month and a two or four-digit year. / Country Code: USA
Short Date Settings:
Day, Month, Year Order: MDY
Zero Pad Short Dates: Yes
Short Date Delimiter: /
Long Date Settings:
Day, Month, Year Order: MDY
Zero Pad Long Dates: Yes
Use Whole Month Name: No
User 4-Digit Year: Yes

International Defaults (PID1) Form

/ The PID1 Form sets the field appearance (or text string) for such things as zip codes, Social ID numbers, and Employer Tax numbers. The team discussed the settings for the various fields on the form. / Zip/Postal Code Text String: Zip
Social ID Number Validation Subroutine: BLANK
Social ID Number Text String: SSN
State/Province/Regional Unit Text String: State
City-State-Zip or Equivalent Text String: Cty/St/Zp
Employer Tax No Validation Subroutine: BLANK
Employer Tax Number Text String: EIN
Alien or Landed Immigrant Text String: Alien
Status/Reg#

ID and LookUp Parameters (PID2) Form

/ The remainder of the meeting was spent discussing the various fields on the ID and LookUp Parameters (PID2) Form.
An extensive discussion began about whether the Person/Organization ID’s Assigned field should be set to Automatic Only or Automatic & Manual. Current IDs will be migrated into one of the Alternate ID fields on the Additional Demographics (DADD) Form. Christian felt that he might need to assign an ID, particularly if he discovered a duplicate record. He gave us an example of discovering a duplicate record just today. Betty asked if it was possible during the HR migration to have a duplicate person record because Fiscal might have already entered a transaction for an employee for something like uniform allowance. / Michael will pose this question to Karen Conine for a response.
Cathy explained the choices for the Default Indexing to use for LookUp field. / The team decided to use Partial Name in this field.
The next three fields were voted to be left blank. / Person ID’s Check Digit Subroutine: BLANK
Alternate Next Person ID Subroutine: BLANK
Additional Person LookUp Subroutine: BLANK
The next extensive discussion centered around the setting for Fixed Length for Person LookUp. Mike felt he needed additional clarification on this field. The help screen did not explain it clear enough. He wasn’t sure if it concerned the assigned IDs. If so, do we have to enter leading zeros? Even though the maximum amount of characters is 10, Colleague will only display 7. / Michael will pose this question to Karen Conine for a response.
The next four fields were basically the same as the previous four except they related to organizations, not persons. / These four settings should be the same as the four settings for persons.
Questions were asked about the Host Organization ID field. What is this ID? The ID comes from the Institutions Maintenance (INST) Form and the Organization Profiles (ORGP) Form which must be entered initially. It is not a CEEB code. / The team would first enter the information on the ORGP and INST forms. This will most likely be accomplished at the team’s next meeting.
A discussion began about the Mail Label Name Width setting. The maximum width for mailing labels is 57. Mike stated that currently we use 40 as the setting for labels. / The team felt we should go with the maximum of 57, particularly because of the length of some names.
The team talked about the setting for Update Activity Counters in Batch. Do we want records to be updated immediately (the setting set to No) or in batch (the setting set to Yes). Jill felt that John Coval would want records updating immediately. / The team agreed that this setting should be No.
The E-Mail Check @ Startup setting. / Set at No
The team discussed the setting for Fixed Length for PIN. Currently all PIN numbers are four digits. Datatel E-Commerce and their 6 digit required PIN was brought up. Another question was whether the four digit PINs would be zero-padded if we set this at 6? / Because we will be moving to E-Commerce, this field was set at 6.
A lengthy discussion was had about the Default Campus Calendar. Tony and Michael are still researching the integration of the Google calendars and will report back to us when complete. The next question was “What calendar is the ‘default’ campus calendar?” Is it the calendar Paula Gethman puts together? Is it the Registrar’s calendar? Should it be the one that involves schedule of rooms, dates, or both? Plus, how many people would have access to edit the default calendar? / Although the team felt there would be multiple campus calendars, they weren’t sure about which was going to be the default. Michael will pose this question to Karen Conine for a response.
The Default Secondary School CCD setting. / Would be left BLANK
The last field on the PID2 Form, Address Parameters, started another discussion among the team. We detailed to the Address Processing Options (ADRO) Form. / Single Hit Address Resolution: Yes
The discussion centered on the Disable Address Householding setting. Rosemary, Christian and Amy felt that householding should be disabled, particularly because it is common for groups of students to live in the same apartment. / The team kept the setting at No but would consider changing it to Yes. Amy would investigate best practices at other universities.
The Keep Address History setting. / Will be set at Prompt User Yes or No
The Primary Deceased Address Type setting / The team wished to come back to this setting at its next meeting
Next Meeting / The team will have two meetings next week on Tuesday, May 11 and Thursday, May 13, from 1:00-2:30 PM.
Adjournment / The meeting adjourned at 2:30 PM.
Initials: MS
December 22,2009