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Meeting Notes

NAME OF COUNCIL/TEAM: Enterprise Level Scheduling Solution - ELSS (2018-2019)
OBJECTIVE OF MEETING: Continue discussion of Scheduling flowchart and further presentation/discussion of Ad Astra Scheduler software.
DATE OF MEETING: 10/12/2018 TIME: 10:00am		LOCATION/ROOM #: CTL CALL-IN NUMBER:+1 646 876 9923 or +1 669 900 6833 CALL-IN CODE: 150 591 710
FACILITATOR(S): Kale Braden, Dyne Eifertsen, Kevyn Montano
ASSISTANT: Kevin Porter
MEMBERS PRESENT: Charles (Kale) Braden, Cristina Domokos, Kevyn Montano, Steven Segura, Erika Wescoatt, Linda Zarzana, Dyne Eifertsen, Kevin Porter
INVITED GUEST(S):
SUPPORTING RESOURCES (ITEMS READ IN PREPARATION FOR AND/OR BROUGHT TO MEETING):
Attached Files: Ad Astra Schedule & Analytics Process
UPDATES AND BRIEF REPORTS:
Topic	Person(s) Responsible	Notes
Report from District ELSS Committee: State of the district Ad Astra Implementation/Installation.	Braden, Eifertsen, & Montano	• Kale, Dyne, and Kevyn are attending "Aspire'18: Ad Astra Users' Conference" in Kansas City from Oct 14-17 • Oct 31st Ad Astra training session at ARC (ITC) for academic schedulers • Nov 1st Ad Astra training session at SCC (LRC) for event schedulers

ACTION ITEMS:
Question	Person(s) Responsible	Notes and Decision(s)	Next Steps
What questions should Braden, Eifertsen, and Montano take to Aspire'18 Ad Astra Conference next week?	Braden, Eifertsen, & Montano	• Why does Room Optimizer take varying amounts of time to run, and when should we run it for shortest processing times? • What is status of splitting Astra Schedule into four instances, one for each college? • Clarification on if/where Platinum Analytics pulling class cap data from, including Min/Max/Ideal Enrollment figures; and if we manually enter into those fields, will it be overwritten upon next PeopleSoft data import? • Is there an Ad Astra field we can use for historical data/reasoning to explain why specific classes have different class caps, etc.? Perhaps Description field, if not overwritten? • Is there an Ad Astra field we can use to enter Preference Rules notes?

DISCUSSION ITEMS:
Question	Person(s) Responsible	Notes and Next Steps
What are our thoughts on the Ad Astra scheduling flow chart as presented during the Platinum Analytics presentation on September 28, 2018? What works? Does it mesh into our current scheduling processes? What may need to change?	Braden, Eifertsen, & Montano	• Team lead working on customized, expanded planning process flow chart, building upon original version provided by Ad Astra; figuring out where Ad Astra systems fit into our planning process and vice versa is a project team core task
What is the status of the ARC implementation of Astra Schedule? (A walk through of the current system.	Braden	• Team lead submitted request for team members to get access to Ad Astra system; should be available soon • Able to run fairly successful Room Optimizer tests in Astra Schedule sandbox; digging deeper into causes of bottlenecks and infeasible course placements • The team practiced adding Preferences Rules in Astra Schedule • Team lead is close to being ready to send draft Astra Schedule run results to departments for very early feedback
ITEMS FOR FUTURE CONSIDERATION:
Topic		Contact Person
Develop semester-to-semester roll-over criteria. What are core classes we offer every semester? Are any core offerings consistently under-enrolled? What are course rotation strategies (e.g., offered every other semester)?
What does room allocation look like going forward? Room ownership?
Thoughtful conversation on min/max/ideal class sizes, caps, and faculty equity
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.

Notes - Approved

Meeting Notes