Agenda - Approved

Meeting Agenda

NAME OF COUNCIL/TEAM: Enterprise Level Scheduling Solution - ELSS (2018-2019)
OBJECTIVE OF MEETING: Introduction to Project, Review of Charter, and Review of Project Objectives.
DATE OF MEETING: 08/31/2018 TIME: 10:00am	LOCATION/ROOM #: Admin Conference Room CALL-IN NUMBER:+1 408 638 0986 or +1 646 558 8665 CALL-IN CODE: 645 765 330
FACILITATOR(S): Kale Braden, Dyne Eifertsen, Kevyn Montano
ASSISTANT: Kevin Porter
INVITED GUEST(S):
SUPPORTING RESOURCES (ITEMS READ IN PREPARATION FOR AND/OR BROUGHT TO MEETING):
Attached Files: ELSS Charter ELSS Charter and Scheduling Process Report
UPDATES AND BRIEF REPORTS
Topic	Person(s) Responsible	Time Alloted
Introductions""	All	10 min.
Overview and History of Enterprise Level Scheduling System Project	Braden, Eifertsen, & Montano	20 min.
ACTION ITEMS:
Question	Person(s) Responsible	Time Allotted
DISCUSSION ITEMS:
Question	Person(s) Responsible	Time Allotted
Discussion of Charter: ~ PROJECT BACKGROUND AND NEED ~ PROJECT PURPOSE AND SCOPE ~ PROJECT OBJECTIVES ~ PROJECT DELIVERABLES ~ SUCCESS INDICATORS ~ PROJECT ASSUMPTIONS ~ PROJECT RISKS, CONSTRAINTS, OR DEPENDENCIES ~ PROJECT TIMELINE/KEY MILESTONES ~ PROJECT ORGANIZATION, ROLES, AND RESPONSIBILITIES	Braden, Eifertsen, & Montano	30 min.
Sub-teams and invited experts/guests.	Braden, Eifertsen, & Montano	15 min.
ITEMS FOR FUTURE CONSIDERATION:
Topic		Contact Person
Ad Astra User Access levels. Recommendations on security levels within the Ad Astra Systems (who has action to view, edit, and add scheduling information).		Braden, Eifertsen, & Montano
Room Preferences/ Restrictions (Establishing the rules by which sections are assigned to classrooms)		Braden, Eifertsen, & Montano
Event Processes and procedures		Braden, Eifertsen, SEARS, & Montano
Recommendations on changes that might be necessary to room numbers and names and processing of those recommendations (if approved) into both the Ad Astra and PeopleSoft systems.		Braden, Eifertsen, & Montano
Developing business practices, protocols, and procedures for utilizing Ad Astra Schedular and Ad Astra Platinum Analytics to develop ARC's schedules		Braden, Eifertsen, & Montano
Protocols and recommendations on utilizing the analytics within the Ad Astra systems.		Braden, Eifertsen, & Montano
Identify and develop additional technological infrastructures needed to support scheduling within the Ad Astra systems.		Braden, Eifertsen, & Montano
OTHER INFORMATION: The ARC Enterprise Level Scheduling System Implementation team will be focusing upon the installation, configuration, and operational protocols of the scheduling software, not building ARC’s Academic schedules.