Registrar and Admissions Imaging Meeting Minutes - 02/07/06 s1

Next Meeting: Singularity Tech Group Meeting Wed 09/19 3-4:30pm 09/05/2007 Rm. 211 OR Hall

Attendees (9): Derek, Lois, Travis, Michael, James, Jim Absent: Kirk, Pete, Mark, Natalie

Agenda items: 1. Issue tracking/ Review of issues 4. Document Retention project a. Caching 5. Mass/batch printing for Fin Aid b. VMWare 6. Departmental updates c. Upgrade of OS a. Accomplishments/Plans d. Performance – searching b. What’s working/what’s not e. Indexing 7. Summarize action items 2. Review of Action items 3. Reporting – Banner/Singularity-Lois

Parking lot items:  Department Pick List – 1) ownership/responsibility 2) maintenance process/procedures 3) frequency.

Future agenda items:  Capture module – replaces current scan and index modules; possible release May 07 for general population  7.0 upgrade –

Decisions made: 

Action items: Action Item Due Date Who Review Jira issues assigned to Hershey and give Derek list of top 3-4 Everyone for Hershey to work on. Contact Hershey to obtain copies of Capture 7.0 TBD Jim/Travis Get on Hershey schedule to install/upgrade Singularity 7.0 TBD Jim/Derek Create calendar on Imaging website Hold Travis/Derek Determine a global group methodology to allow, doc cart, form view, Jim/Travis form submit etc .permissions. Identify additional functionality which can be assigned at a global level. Write proposal to update Singularity names when names are changed Done Jim in Banner. Route to departments for feedback and submit a SR Submit SR for the Document Retention project SR 12035 Lois 06/01/08

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Discussion of Agenda or Action items:

1. Upgrades 09/09 a. EMC will be in to do some upgrading (hope they are done by kick-off) b. Last of the OS upgrades will be done. 2. Searching performance seems to be okay at this time. 3. Indexing – Travis thinks the MacAfee software is scanning and hanging on to some files causing problems in the indexing process. He will look into options to NOT scan the Scan Folders/files during working. 4. Global print permissions – Jim explained that the various “xx-Print” groups contain permissions to print from specific doc classes. For example, the AO-Print gives permissions to all the doc classes Admissions is responsible for. When a user fills out the Admissions access from, Admissions will approve their request to print from the Admissions doc classes. Each department will be responsible for managing who can print from their doc classes. 5. Global permissions – Jim and Travis will work on setting up permissions for the doc cart, submitting and viewing forms. Derek will assign these permissions when he creates the new user ID. Jim and Travis will look for other functionality which can be added at the global level.

Department updates

Financial Aid

Business Affairs o Stopped working on the form because they lost their temporary worker. o Looking for documents which were not identified as part of the original image load and loading them.

Admissions

Registrar o Travis wrote a VB script to produce the nightly batch count reports/csv files o Travis wrote a VB script to help manage the various scan folder Exception folders. Cool stuff. o Will look at putting together a Singularity training class to cover the basics of searching, viewing, navigating, printing etc. Any detailed training will most likely be done by a department because of the business process knowledge. o EDI – still working on it an with the state developers.

Academic Affairs

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