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: Clarify exclusion criteria for Ad Astra Room Rules | |||
| DATE OF MEETING: 09/21/2018 TIME: 10:00am |
LOCATION/ROOM #: Admin Conference Room CALL-IN NUMBER:+1 646 876 9923 or +1 669 900 6833 CALL-IN CODE: 150 591 710 |
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| FACILITATOR(S): Kale Braden & Dyne Efeirtsen | |||
| ASSISTANT: TBD | |||
| MEMBERS PRESENT: Charles Braden, Cheryl Sears, Erika Wescoatt, Linda Zarzana, Dyne Eifertsen, Anthony Giusti, Diana Hicks | |||
| INVITED GUEST(S): | |||
| SUPPORTING RESOURCES (ITEMS READ IN PREPARATION FOR AND/OR BROUGHT TO MEETING): | |||
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Attached Files:
Preference Instructions (Ad Astra) Ad Astra Instructions for Preferences |
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| UPDATES AND BRIEF REPORTS: | |||
| Topic | Person(s) Responsible | Notes | |
| Report from District ELSS Committee: State of the district Ad Astra Implementation/Installation. | Braden & Eifertsen | • Currently looking at event setup functions • Discussing issues around mapping PeopleSoft location codes in Ad Astra, given that currently used by district for attendance accounting and not necessarily physical locations (e.g., each apprenticeship program has its own code). May exclude satellite locations from first round optimization in the short-term. • ARC looking for more individualized Ad Astra support to work through implementation details |
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| Demonstration of current set-up of Ad Astra "Scheduler" system . | Braden | • Did not occur |
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| ACTION ITEMS: | |||
| Question | Person(s) Responsible | Notes and Decision(s) | Next Steps |
| Should ARC pursue requesting district to explore separating the ARC instance of Ad Astra Scheduler from the rest of the district? | Braden |
• After discussion of potential pitfalls with shared instances, including having high-level editing capabilities of other campus' rules, project team agreed that ARC should pursue a separate instance of Ad Astra Scheduler. |
• Team lead will pursue with district and Ad Astra |
| DISCUSSION ITEMS: | |||
| Question | Person(s) Responsible | Notes and Next Steps | |
| What should the criteria be for rooms to have rules attached to them to exclude their use. (Discussion to develop items to be brought back as action items). | Braden & Eifertsen |
• The team brainstormed some initial thoughts on Room Rules criteria for Exclusions, Preferences, and Pedagogy. |
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| What should the criteria be for faculty to have rules established to schedule their classes into specific rooms. (Discussion to develop items to be brought back as action items). | Braden & Eifertsen |
• See above |
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| ITEMS FOR FUTURE CONSIDERATION: | |||
| Topic | Contact Person | ||
| • Can we use event scheduling ("instructional events") to reserve classrooms that are needed infrequently for particular classes, like music classes in rehearsal rooms? Any ramifications? | |||
| • What is minimum suite of amenities/technology that every classroom should have? (Departments have paid in past, and feel ownership of space.) | |||
| • How/why particular class caps set, as relates to room size determinations in Ad Astra? | |||
| • How can we make scheduling responsibilities in Ad Astra sustainable, given technical knowledge needed and employee turnover? Perhaps subset of future scheduling group has ongoing responsibility? | |||
| OTHER INFORMATION: • Next Friday (9/28/18) we will not have an ELSS team meeting; however, please try to attend Ad Astra Platinum Analytics presentations by our data coach Patrick Cain in the afternoon. | |||