Planning Meeting Minutes

Date: Thursday, July 6, 2006 Conference Line: 877-326-2337

Time: 1:00PM - 2:00PM CDT Conference ID: 7401279

Duration: 1 Hour

Customer: University of Wisconsin - Oshkosh (Oshkosh, WI)

Customer Attendees: Scott, Meghann, Beatriz, Rick, Patti, Dan, Laura

PSI Attendees: Project Manager – Melissa Markert; Project Manager Coordinator - Megan Hild

Purpose: Continue planning for the Financial Aid department. Work to finalize the document types & index values. Review the workflow diagram and begin discussing users & groups.

Implementation Weeks: Financial Aid - Week of July 31st & August 7th

PeopleSoft 8.0 & C-Tree (Unix)

Index Scheme Discussion (Finalize)

1.  Document Type and Indexing Scheme

2.  Index Fields and Values

a.  Drawer: FINAID

b.  Folder: ID

c.  Tab: Last Name, First Name

d.  F3: Aid Year

e.  F4: Doc Type (Pre-Defined List)

f.  F5: Scan Date (To be used as the “Status Date” in the PeopleSoft Checklist script update.)

3.  The list of index values was finalized during the call.

4.  The above Index Values are not set for other departments. Other departments can create and use other Index Values different than that of Financial Aid.

ImageNow Workflow (Review & Provide Feedback)

1.  Review ImageNow Workflow

a.  The team provided Melissa with some minor updates. Melissa will update the workflow documents and send to the team for review.

Review Screenshots

1.  Review the Screenshots

a.  The screenshots that Meghann sent to Melissa were excellent.

b.  The linking screen will be the Financial Aid Status screen. The linking screen is a primary screen that will be used to initially link documents into ImageNow. All other screens will be used as viewing screens.

c.  Users who are scanning & linking documents in ImageNow will need access to the linking screen.

·  Home > Administer Financial Aid > Package and Disburse Aid > Inquire 2 > Financial Aid Status

Users & Groups (Initial Discussion)

1.  Discuss the Financial Aid Groups

a.  All Financial Aid resources have view access to all documents. Group security is based on both document viewing as well as what actions users/groups can perform on documents.

b.  In the Users, Groups & Privileges discussion, the team will need to determine what privileges each user or group has within ImageNow. For example, can student workers add annotations to documents or is this a privilege only for Counselors?

·  For example, FA - Counselors, FA - Student Workers, FA - Scholarship Coordinator

c.  For documents that need to be shared between offices, a new Drawer will need be created to house those documents.

·  Do these shared Drawers need to be implemented now? The Team will let Melissa know if they feel these Drawers should be accounted for during the Financial Aid implementation.

d.  For documents that Financial Aid receives that are for other departments, a virtual mailbox can be created (ie: Registrar Mailbox Queue) for these offices. Documents can then be scanned into the queue for other departments to access.

·  The other departments will need access to ImageNow in order for this to work.

·  Do these Mailbox Queues need to be implemented now? The Team will let Melissa know if they feel these Queues should be accounted for during the Financial Aid implementation.

Script

1.  Script Status

a.  The script will be placed on the “FA Link Queue” queue. The script will run as documents are moved from this queue to the other queues.

b.  Melissa received the directory on the server that the CSV file will be stored.

c.  The Scan Date (ie: the date the document was scanned into ImageNow) will be used to update the Status Date in the Checklist.

d.  An Exception/Error Queue will be implemented to catch items that don’t run through the script correctly. An alarm will be placed on the queue to notify a person/group of documents in the queue that need to attention.

e.  The team determined that the CSV file created each night should have a unique name, which includes a timestamp of when the file is created.

Technical Specs

1.  Scanner Order - Status

a.  The scanner order is being placed today. The scanners for Admissions are already in-house.

Requested Deliverables

1.  Airport Information - Appleton (Midwest Express)

2.  Hotel Information - Meghann to send Melissa hotel information.

3.  Melissa - Send the Team a list of the ImageNow privileges.

Questions

1. 

Next Steps

1.  Schedule next planning call - Friday, July 14th @ 11:00AM.

University of Wisconsin - Oshkosh July 6, 2006 Page 1 of 3

3rd Planning Call Meeting Minutes