Notes - Approved
Meeting Notes
Kale Braden
Dyne Eifertsen
Kevin Porter
Linda Zarzana
Joe Rust
Anthony Giusti
Damon Antos
Cristina Domokos
Lydia Engelsgaard
Kevyn Montano
Erika Wescoatt
Diana Hicks
Steven Segura
Cheryl Sears
| 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 |
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| FACILITATOR(S): Kale Braden, Dyne Eifertsen, Kevyn Montano | |||
| ASSISTANT: Kevin Porter | |||
| MEMBERS PRESENT: Charles Braden, Lydia Engelsgaard, Kevyn Montano, Linda Zarzana, Dyne Eifertsen, Anthony Giusti, Kevin Porter, Joseph Rust, Diana Hicks | |||
| INVITED GUEST(S): | |||
| SUPPORTING RESOURCES (ITEMS READ IN PREPARATION FOR AND/OR BROUGHT TO MEETING): | |||
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Attached Files:
ELSS Charter ELSS Charter and Scheduling Process Report |
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| UPDATES AND BRIEF REPORTS: | |||
| Topic | Person(s) Responsible | Notes | |
| Introductions | All | Introductions were made |
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| Overview and History of Enterprise Level Scheduling System Project | Braden, Eifertsen, & Montano | BRIEF HISTORY • 2+ years ago started process by looking at how we schedule and what we thought we needed; bridged in with district project to look at getting scheduling system • Spring 17 Enterprise-Level Scheduling Solution (ELSS) Taskforce formed; developed state-of-the-scheduling document • Fall 17 sent Request for Proposal (RFP); selected Ad Astra Information System as software vendor • Spring 18 Ad Astra started working on data pipelines • June 18 started ELSS implementation meetings at district; thus far, more about software training than business practices • Fall 18 ELSS Implementation Team formed, sponsored by Student Success Council |
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| ACTION ITEMS: | |||
| Question | Person(s) Responsible | Notes and Decision(s) | Next Steps |
| DISCUSSION ITEMS: | |||
| Question | Person(s) Responsible | Notes and Next Steps | |
| What is the PROJECT PURPOSE AND SCOPE? | Braden, Eifertsen, & Montano |
• Implementation of Ad Astra software suite: ○ Ad Astra Scheduler - classroom optimization; internal/external event scheduling/reservations ○ Ad Astra Platinum Analytics - class and section optimization, based on student data • The software won't solve our problems in and of itself; rather, it's the business practices we create • Two main elements team will work on: tasks given to us by district ELSS group, and business practices. • Team will be focusing upon the installation, configuration, and operational protocols of the scheduling software, not building ARC’s Academic schedules. |
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| What are the PROJECT RISKS, CONSTRAINTS, OR DEPENDENCIES? | Braden, Eifertsen, & Montano |
• Implementation by a 3rd party software system, for entire district and at district office; Interfacing with all four campuses, district IT, and district instructional offices • Economy of scale very different for each campus; district decisions could unintentionally impede small and/or large campuses • Ad Astra has minimal experience with CA funding model based on WSCH, FTES, FTEF, etc.; we are in some ways teaching them along the way • Currently, the only field Platinum Analytics writes back to PeopleSoft is room assignments • Funding model changing from "students in seats" at census to 60% from students in seats and 40% from incentives like degree completion |
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| What is/are the PROJECT TIMELINE/KEY MILESTONES? | Braden, Eifertsen, & Montano |
• Leads will work this week to map out agendas and tasks for the semester; goal is to have a decision item for each meeting, with materials to prep ahead of time • Leads working on getting access/permissions to software: committee-level access, and view-level access (ISAs, deans, AAs) • Intention is to begin using Ad Astra for scheduling decision in Fall 19; more realistic goal might be to have system available to start testing by then • Next couple of weeks, need to make preliminary decision on Room Rules (rules Optimizer uses to assign classes to certain rooms) |
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| What is/are the PROJECT ORGANIZATION, ROLES, AND RESPONSIBILITIES? | Braden, Eifertsen, & Montano |
• District ELSS group (with 4 reps from each campus) working on big picture implementation items: software installation, data pipelines, etc. Also looking at revenue generation tied to scheduling • Each campus has its own version of our ELSS team working on their own implementation • Our ELSS Implementation Team will work on: tasks assigned by district team, and business practices. We will not be building schedules • We will utilize working groups to accomplish some tasks; the second hour of each meeting will be for working groups • Anyone is invited to attend meetings and contribute. Will have information sessions with constituencies as we progress. • An Enrollment Management group will form in Spring 19, building upon infrastructure work we accomplish |
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| What are considerations and next steps for Room Rules? | Braden, Eifertsen, & Montano |
• We can do absolute rules (ABC section can only be taught in XYZ classroom), or rules that say ABC class needs to be in a room with XYZ equipment, etc. • "Relative room ownership" -- some obvious, some squishy • Need to figure out process to get new classes entered into room rules (after class has been approved) • Who enters in room rules -- AAs? ISAs? • We have preliminary inventory of room equipment; issues with campus naming conventions/attributes to be sorted out since using one iteration of Scheduler for entire district • Discussed if equipment needs and max class size should go in Course Outline of Record; this is not recommended • Discussed complaints about equity issues surrounding differing class sizes within and between disciplines and campuses • Max class size determinations should be deliberate; looking at max size per section for ELSS purposes; suggestion to reach out to district academic senate and curriculum coordinating committee; issue needs to stay on radar • Lead is working on spreadsheet of draft real-world language room rules based on results from most recent semesters, and will bring to team for feedback. • Looking at separate sets of rules for faculty-level accommodations (physical, etc.) |
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| 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 | ||
| How does Platinum Analytics data get communicated back to ISAs: Reports with field ISAs need? Ask our programmers to work on an import field? | Braden, Eifertsen, & Montano | ||
| What, and how, are we rolling schedules over? | Braden, Eifertsen, & Montano | ||
| OTHER INFORMATION: • Discussed Ad Astra's ability to interact with as-yet selected Student Experience Lifecycle (SEL) software; it can pull data from most of them • Council of department chairs and coordinators meets 2x per semester; good group to solicit feedback from | |||