Page Comparison

Attendees

Xiaoying Liu ,Kevin Meleedy , Brisey Lopez Bello , Shruti Kumar

Agenda

1. Winter cycle-

Discussion

Winter cycle- Final Review.

1. Fall Enrollment survey - Not started yet as Xiaoying has other ongoing projects.

   1. She will start working on this sometime in March. Target March 10th.

2. External surveys - Kevin sent kick off email to the units. - He got confirmation from Academic Libraries about the work being started.

   1. Kevin to follow up with Finance to get status/progress.

3. HR survey- Brisey confirmed with Chirag that work will start beginning of March so that the work can be finalized before he goes on vacation (March 21st). -

Action items

2. Brisey to reach out to Chirag regarding the HR survey status and final review meeting. - Brisey, 01.10.2024 - DONE

3. Shruti and Xiaoying to further review the issue regarding the Admissions survey. - 01.19.2024. - DONE.

4. Create initiative and epics for documentation purposes only. - Brisey, 10.24.2023 - DONE

5. Draft 12 months enrollment workflow and Completions. - Kevin, 10.31.2023 - DONE

6. Draft IC Header workflow. - Kevin, 09.05.2023- DONE.

7. Create Project Plan in Jira. - Brisey, 08.29.2023 - DONE.

8. Setup bi-weekly meetings and final review meetings. - Brisey. - 08.29.2023 - Check on the final review for Fall, Winter and Spring. - DONE.

9. Reach out to Valeria regarding Registration link. - Brisey, 08.09.2023 - DONE

10. Review changes for upcoming cycle to further discuss with the team and communicate to IT. - Xiaoying, Chirag. 08.15.2023 - DONE. -

Attendees

Xiaoying Liu ,Kevin Meleedy , Brisey Lopez Bello , Shruti Kumar Valeria Garcia

Agenda

1. Winter cycle- Final Review.

Discussion

Winter cycle- Final Review.

1. Admissions survey. - Reviewed and approved by Admissions office. - Review was executed by Martin Smith. OK from Valeria she will get the DocuSign after all the parties sign off on it.

2. GRS- OK

3. GRS 200- OK

4. Outcome Measures- OK.

5. Surveys are QA by Hennadi, they are ready to be locked but we keep them open in case there’s any last minute changes to be processed.

6. Admisssions, GRS, GRS 200 and Outcome measures are approved by Valeria after Xiaoying walked us through each of them.

7. Financial Aid---Pending item- A question was sent to the VA office, they are waiting to see if the grad and undergrad data can be broken down. - Kevin to follow up with them and provide a final date of Feb 5th to have everything in so that we have enough time to sign off and lock the survey.

Action items

2. Brisey to reach out to Chirag regarding the HR survey status and final review meeting. - Brisey, 01.10.2024 - DONE

3. Shruti and Xiaoying to further review the issue regarding the Admissions survey. - 01.19.2024. - DONE.

4. Create initiative and epics for documentation purposes only. - Brisey, 10.24.2023 - DONE

5. Draft 12 months enrollment workflow and Completions. - Kevin, 10.31.2023 - DONE

6. Draft IC Header workflow. - Kevin, 09.05.2023- DONE.

7. Create Project Plan in Jira. - Brisey, 08.29.2023 - DONE.

8. Setup bi-weekly meetings and final review meetings. - Brisey. - 08.29.2023 - Check on the final review for Fall, Winter and Spring. - DONE.

9. Reach out to Valeria regarding Registration link. - Brisey, 08.09.2023 - DONE

10. Review changes for upcoming cycle to further discuss with the team and communicate to IT. - Xiaoying, Chirag. 08.15.2023 - DONE. -

Attendees

Xiaoying Liu ,Kevin Meleedy , Brisey Lopez Bello , Shruti Kumar

Agenda

1. Action items check.

2. Project Documentation/Confluence status.

3. Winter and Spring general status.

Discussion

1. Action items check.

2. Project Documentation/Confluence status.

3. Winter and Spring general status.

   1. Xiaoying will be working on the Admissions survey. There’s an issue with the total number of applicants which needs further review before submitting to Admissions for Approval. - Targeting next week to submit to Admissions (Jan 15th). Shruti and Xiaoying to seek further advise from Valeria on this issue. (Meeting Valeria on Jan 10th, 2024).

      1. ODS completes the survey and submit it to Admissions for approval. - To be submitted in January.

      2. Xiaoying pulled the total number of applicants and admitted students from the Undergraduate Students Goal to enroll dashboard. IT will have to fix this for the future (2025).

      3. Admissions survey has been shared with the Admissions office, we haven’t heard back from them. -Kevin to follow up. 01/23/2024.

   2. GRS, GRS 200 and Outcome measures have dependencies with IT. Xiaoying will review if any change is required on their logic, especially for Outcome Measures, which might have a change. Last year we had a question regarding the flag of adjusting the cohort for this survey.

      1. Retention file is due on January 26th, which includes all the changes regarding cohorts.

      2. No changes identified that requires implementation for the Winter cycle.

      3. Work with IT is on track.

      4. Communication happens through emails for the most part.

      5. Xiaoying is finalizing the work on these, we are on track.

   3. Student Financial Aid - Kevin to reach out to Financial AID office. Confirm with them that the survey is actually ready to be locked. Feb 5th- The latest, to allow enough time for sign off and everything else.

   4. HR survey- Chirag. - Brisey to reach out to Chirag regarding the HR survey status and final review meeting. - DONE. - Chirag to start working on this around March 1st, target is to finish by mid March. Chirag will be out of office between March 23rd and April 4th.

      1. Check with Kevin to expedite sign off process for the HR survey.

   5. Kevin to reach out to all stakeholders announcing that the cycles are open. - DONE, for both the winter and spring cycles. Kevin also shared the file including all the changes. - No replies from the stakeholders back to Kevin.

   6. Share box folders with them. - Ready, completed by Kevin.

4. Final review meeting. - Re-scheduled for 11 am o Jan 31st.

Action items

1. Brisey to reach out to Chirag regarding the HR survey status and final review meeting. - Brisey, 01.10.2024 - DONE

2. Shruti and Xiaoying to further review the issue regarding the Admissions survey. - 01.19.2024. - DONE.

3. Create initiative and epics for documentation purposes only. - Brisey, 10.24.2023 - DONE

4. Draft 12 months enrollment workflow and Completions. - Kevin, 10.31.2023 - DONE

5. Draft IC Header workflow. - Kevin, 09.05.2023- DONE.

6. Create Project Plan in Jira. - Brisey, 08.29.2023 - DONE.

7. Setup bi-weekly meetings and final review meetings. - Brisey. - 08.29.2023 - Check on the final review for Fall, Winter and Spring. - DONE.

8. Reach out to Valeria regarding Registration link. - Brisey, 08.09.2023 - DONE

9. Review changes for upcoming cycle to further discuss with the team and communicate to IT. - Xiaoying, Chirag. 08.15.2023 - DONE. -

Attendees

Xiaoying Liu ,Kevin Meleedy , Brisey Lopez Bello

Agenda

1. Action items check.

2. Project Documentation/Confluence status.

3. Winter and Spring general status.

Discussion

1. Action items check.

2. Project Documentation/Confluence status.

3. Opening Winter and Spring Cycle.

   1. HR survey- Chirag. - Brisey to reach out to Chirag regarding the HR survey status and final review meeting.

   2. Kevin to reach out to all stakeholders announcing that the cycles are open. - DONE, for both the winter and spring cycles. Kevin also shared the file including all the changes. - No replies from the stakeholders back to Kevin.

   3. Share box folders with them. - Ready, completed by Kevin.

4. Winter and Spring general status.

   1. Xiaoying will be working on the Admissions survey. There’s an issue with the total number of applicants which needs further review before submitting to Admissions for Approval. - Targeting next week to submit to Admissions (Jan 15th). Shruti and Xiaoying to seek further advise from Valeria on this issue. (Meeting Valeria on Jan 10th, 2024).

      1. ODS completes the survey and submit it to Admissions for approval. - To be submitted in January.

   2. GRS, GRS 200 and Outcome measures have dependencies with IT. Xiaoying will review if any change is required on their logic, especially for Outcome Measures, which might have a change. Last year we had a question regarding the flag of adjusting the cohort for this survey.

      1. Retention file is due on January 26th, which includes all the changes regarding cohorts.

      2. No changes identified that requires implementation for the Winter cycle.

      3. Work with IT is on track.

      4. Communication happens through emails for the most part.

Action items

1. Brisey to reach out to Chirag regarding the HR survey status and final review meeting. - Brisey, 01.10.2024

2. Shruti and Xiaoying to further review the issue regarding the Admissions survey. - 01.19.2024.

3. Create initiative and epics for documentation purposes only. - Brisey, 10.24.2023

4. Draft 12 months enrollment workflow and Completions. - Kevin, 10.31.2023

5. Draft IC Header workflow. - Kevin, 09.05.2023- DONE.

6. Create Project Plan in Jira. - Brisey, 08.29.2023 - DONE.

7. Setup bi-weekly meetings and final review meetings. - Brisey. - 08.29.2023 - Check on the final review for Fall, Winter and Spring. - DONE.

8. Reach out to Valeria regarding Registration link. - Brisey, 08.09.2023 - DONE

9. Review changes for upcoming cycle to further discuss with the team and communicate to IT. - Xiaoying, Chirag. 08.15.2023 - DONE. -

Attendees

Xiaoying Liu ,Kevin Meleedy , Brisey Lopez Bello

Agenda

1. Action items check.

2. Project Documentation/Confluence status.

3. Opening Winter and Spring Cycle.

4. Winter and Spring general status.

Discussion

1. Action items check.

2. Project Documentation/Confluence status.

   1. IPEDS submissions that need workflow steps added.  

      1. IC header- Kevin created the draft, which was reviewed during the meeting. Team approved the steps and shared some feedback, which will be included in Confluence. - DONE

      2. 12-month enrollment. - Kevin is working on this one. Due date: October 31st. - DONE and added to confluence.

      3. Completions - Kevin is working on this one. Due date: October 31st. - DONE and added to confluence.

      4. GRS - Kevin to work on this next- Due Nov 14th. - DONE, reviewed by Xiaoying and added to confluence by Kevin.

      5. 200% GRS  - Kevin to work on this next- Due Nov 14th. - DONE, reviewed by Xiaoying and added to confluence by Kevin.

      6. Admissions - Kevin to work on this next- Due Nov 28th. -DONE and in Confluence.

      7. Outcome measures - There’s no previous documentation on this one, Kevin has to create it from scratch, so it will require some more team reviews and feedback. - Kevin to work on this next- Due Dec 11th. Done and updated in confluence.

      8. Fall enrollment - Open. - There’s no previous documentation on this one, Kevin has to create it from scratch, so it will require some more team reviews and feedback. - Kevin to work on this next- Due Nov 28th. Done and updated in confluence.

   2. Review workflows for:

      1. Institutional characteristics

      2. Financial aid

      3. Academic Libraries 

      4. Human resources

      5. Finance  

3. Opening Winter and Spring Cycle.

   1. Kevin to reach out to all stakeholders announcing that the cycles are open. - DONE, for both the winter and spring cycles. Kevin also shared the file including all the changes. - No replies from the stakeholders back to Kevin.

   2. Share box folders with them. - Ready, completed by Kevin.

4. Winter and Spring general status.

   1. Xiaoying will working on the Admissions survey. She will be out of office during the week of Dec 18th and the first week of January. - IT logic is fine for this one.

      1. We complete the survey and submit it to Admissions for approval. - To be submitted in January.

   2. GRS, GRS 200 and Outcome measures have dependencies with IT. Xiaoying will review if any change is required on their logic, especially for Outcome Measures, which might have a change. Last year we had a question regarding the flag of adjusting the cohort for this survey.

      1. Retention file is due on January 26th, which includes all the changes regarding cohorts.

   3. She will work on the remaining surveys upon her return in January.

Action items

1. Create initiative and epics for documentation purposes only. - Brisey, 10.24.2023

2. Draft 12 months enrollment workflow and Completions. - Kevin, 10.31.2023

3. Draft IC Header workflow. - Kevin, 09.05.2023- DONE.

4. Create Project Plan in Jira. - Brisey, 08.29.2023 - DONE.

5. Setup bi-weekly meetings and final review meetings. - Brisey. - 08.29.2023 - Check on the final review for Fall, Winter and Spring. - DONE.

6. Reach out to Valeria regarding Registration link. - Brisey, 08.09.2023 - DONE

7. Review changes for upcoming cycle to further discuss with the team and communicate to IT. - Xiaoying, Chirag. 08.15.2023 - DONE. -

Attendees

Xiaoying Liu ,Kevin Meleedy , Brisey Lopez Bello

Agenda

1. Action items check.

2. Project Documentation/Confluence status.

3. Opening Winter and Spring Cycle.

Discussion

1. Action items check.

2. Project Documentation/Confluence status.

   1. IPEDS submissions that need workflow steps added.  

      1. IC header- Kevin created the draft, which was reviewed during the meeting. Team approved the steps and shared some feedback, which will be included in Confluence. - DONE

      2. 12-month enrollment. - Kevin is working on this one. Due date: October 31st. - DONE and added to confluence.

      3. Completions - Kevin is working on this one. Due date: October 31st. - DONE and added to confluence.

      4. GRS - Kevin to work on this next- Due Nov 14th. - DONE, reviewed by Xiaoying and added to confluence by Kevin.

      5. 200% GRS  - Kevin to work on this next- Due Nov 14th. - DONE, reviewed by Xiaoying and added to confluence by Kevin.

      6. Admissions - Kevin to work on this next- Due Nov 28th. -DONE and in Confluence.

      7. Outcome measures - There’s no previous documentation on this one, Kevin has to create it from scratch, so it will require some more team reviews and feedback. - Kevin to work on this next- Due Dec 11th. - Xiaoying will review some documentation shared by Kevin and provide feedback.

      8. Fall enrollment - Open. - There’s no previous documentation on this one, Kevin has to create it from scratch, so it will require some more team reviews and feedback. - Kevin to work on this next- Due Nov 28th.

   2. Review workflows for:

      1. Institutional characteristics

      2. Financial aid

      3. Academic Libraries 

      4. Human resources

      5. Finance  

3. General

   1. Brisey to create an initiative for Documentation purposes only.

4. Opening Winter and Spring Cycle.

   1. Kevin to reach out to all stakeholders announcing that the cycles are open.

   2. Share box folders with them. - Ready, completed by Kevin.

Action items

1. Create initiative and epics for documentation purposes only. - Brisey, 10.24.2023

2. Draft 12 months enrollment workflow and Completions. - Kevin, 10.31.2023

3. Draft IC Header workflow. - Kevin, 09.05.2023- DONE.

4. Create Project Plan in Jira. - Brisey, 08.29.2023 - DONE.

5. Setup bi-weekly meetings and final review meetings. - Brisey. - 08.29.2023 - Check on the final review for Fall, Winter and Spring. - DONE.

6. Reach out to Valeria regarding Registration link. - Brisey, 08.09.2023 - DONE

7. Review changes for upcoming cycle to further discuss with the team and communicate to IT. - Xiaoying, Chirag. 08.15.2023 - DONE. -

Attendees

Xiaoying Liu ,Kevin Meleedy , Brisey Lopez Bello

Agenda

1. Action items check.

2. Project Documentation/Confluence status.

Discussion

1. Action items check.

2. Project Documentation/Confluence status.

   1. IPEDS submissions that need workflow steps added.  

      1. IC header- Kevin created the draft, which was reviewed during the meeting. Team approved the steps and shared some feedback, which will be included in Confluence. - DONE

      2. 12-month enrollment. - Kevin is working on this one. Due date: October 31st. - DONE and added to confluence.

      3. Completions - Kevin is working on this one. Due date: October 31st. - DONE and added to confluence.

      4. GRS - Kevin to work on this next- Due Nov 14th. - DONE, reviewed by Xiaoying and added to confluence by Kevin.

      5. 200% GRS  - Kevin to work on this next- Due Nov 14th. - DONE, reviewed by Xiaoying and added to confluence by Kevin.

      6. Admissions - Kevin to work on this next- Due Nov 28th.

      7. Outcome measures - There’s no previous documentation on this one, Kevin has to create it from scratch, so it will require some more team reviews and feedback. - Kevin to work on this next- Due Nov 28th.

      8. Fall enrollment - DONE.

   2. Review workflows for:

      1. Institutional characteristics

      2. Financial aid

      3. Academic Libraries 

      4. Human resources

      5. Finance  

3. General

   1. Brisey to create an initiative for Documentation purposes only.

Action items

1. Create initiative and epics for documentation purposes only. - Brisey, 10.24.2023

2. Draft 12 months enrollment workflow and Completions. - Kevin, 10.31.2023

3. Draft IC Header workflow. - Kevin, 09.05.2023- DONE.

4. Create Project Plan in Jira. - Brisey, 08.29.2023 - DONE.

5. Setup bi-weekly meetings and final review meetings. - Brisey. - 08.29.2023 - Check on the final review for Fall, Winter and Spring. - DONE.

6. Reach out to Valeria regarding Registration link. - Brisey, 08.09.2023 - DONE

7. Review changes for upcoming cycle to further discuss with the team and communicate to IT. - Xiaoying, Chirag. 08.15.2023 - DONE. -

Attendees

Xiaoying Liu ,Kevin Meleedy , Brisey Lopez Bello

Agenda

1. Action items check.

2. Fall submission status.

3. Project Documentation/Confluence status.

Discussion

1. Action items check.

2. Fall submission status.

   1. All surveys locked successfully on October 18th.

3. Project Documentation/Confluence status.

   1. IPEDS submissions that need workflow steps added.  

      1. IC header- Kevin created the draft, which was reviewed during the meeting. Team approved the steps and shared some feedback, which will be included in Confluence. - DONE

      2. 12-month enrollment. - Kevin is working on this one. Due date: October 31st. - DONE and added to confluence.

      3. Completions - Kevin is working on this one. Due date: October 31st. - DONE and added to confluence.

      4. GRS - Kevin to work on this next- Due Nov 14th.

      5. 200% GRS  - Kevin to work on this next- Due Nov 14th.

      6. Admissions

      7. Outcome measures - There’s no previous documentation on this one, Kevin has to create it from scratch, so it will require some more team reviews and feedback.

      8. Fall enrollment 

   2. Review workflows for:

      1. Institutional characteristics

      2. Financial aid

      3. Academic Libraries 

      4. Human resources

      5. Finance  

4. General

   1. Brisey to create an initiative for Documentation purposes only.

Action items

1. Create initiative and epics for documentation purposes only. - Brisey, 10.24.2023

2. Draft 12 months enrollment workflow and Completions. - Kevin, 10.31.2023

3. Draft IC Header workflow. - Kevin, 09.05.2023- DONE.

4. Create Project Plan in Jira. - Brisey, 08.29.2023 - DONE.

5. Setup bi-weekly meetings and final review meetings. - Brisey. - 08.29.2023 - Check on the final review for Fall, Winter and Spring. - DONE.

6. Reach out to Valeria regarding Registration link. - Brisey, 08.09.2023 - DONE

7. Review changes for upcoming cycle to further discuss with the team and communicate to IT. - Xiaoying, Chirag. 08.15.2023 - DONE. -

Attendees

Xiaoying Liu ,Kevin Meleedy , Brisey Lopez Bello

Agenda

1. Action items check.

2. Fall submission status.

3. Project Documentation/Confluence status.

Discussion

1. Action items check.

2. Fall submission status.

   1. All surveys locked successfully on October 18th.

3. Project Documentation/Confluence status.

   1. IPEDS submissions that need workflow steps added.  

      1. IC header- Kevin created the draft, which was reviewed during the meeting. Team approved the steps and shared some feedback, which will be included in Confluence. - DONE

      2. 12-month enrollment. - Kevin is working on this one. Due date: October 31st.

      3. Completions - Kevin is working on this one. Due date: October 31st.

      4. GRS 

      5. 200% GRS

      6. Admissions

      7. Outcome measures 

      8. Fall enrollment 

   2. Review workflows for:

      1. Institutional characteristics

      2. Financial aid

      3. Academic Libraries 

      4. Human resources

      5. Finance  

4. General

   1. Brisey to create an initiative for Documentation purposes only.

Action items

1. Create initiative and epics for documentation purposes only. - Brisey, 10.24.2023

2. Draft 12 months enrollment workflow and Completions. - Kevin, 10.31.2023

3. Draft IC Header workflow. - Kevin, 09.05.2023- DONE.

4. Create Project Plan in Jira. - Brisey, 08.29.2023 - DONE.

5. Setup bi-weekly meetings and final review meetings. - Brisey. - 08.29.2023 - Check on the final review for Fall, Winter and Spring. - DONE.

6. Reach out to Valeria regarding Registration link. - Brisey, 08.09.2023 - DONE

7. Review changes for upcoming cycle to further discuss with the team and communicate to IT. - Xiaoying, Chirag. 08.15.2023 - DONE. -

Attendees

Xiaoying Liu , Kevin Meleedy , Brisey Lopez Bello ,Valeria Garcia , Shruti Kumar

Agenda

1. Review the Fall surveys and get approval from Valeria.

Discussion

Action items

Attendees

Xiaoying Liu , Shruti Kumar , Kevin Meleedy , Brisey Lopez Bello

Agenda

1. Action items check.

2. Fall submission status.

3. Documentation in Confluence, initial feedback. -

Discussion

1. Action items check.

2. Fall submission status.

   1. Registration closed successfully.

   2. Xiaoying is currently working on 12 months enrollment, the work with IT already started.

      1. Running the Appworx job and checking the data elements.

         1. There’s a new addition: un-duplicate headcount for dual enrollment students.

      2. Once this is done, Xiaoying starts working on the next survey.

   3. Xiaoying submitted a ticket for access to a banner table. - Required for the 12 months enrollment survey.

      1. Shruti will follow up with IT to rush the process. This is one of the Accounting tables.

      2. Also Shruti may try to pull data for Xiaoying as an alternative solution.

      3. Brisey blocked the issue in Jira/Confluence. Team will keep her updated and the issue will be unblocked when this is resolved.

3. Documentation in Confluence, initial feedback. -

   1. IPEDS submissions that need workflow steps added.  

      1. IC header- Kevin created the draft, which was reviewed during the meeting. Team approved the steps and shared some feedback, which will be included in Confluence.

      2. 12-month enrollment. - Kevin will work on this one next.

      3. Completions

      4. GRS 

      5. 200% GRS

      6. Admissions

      7. Outcome measures 

      8. Fall enrollment 

   2. Review workflows for:

      1. Institutional characteristics

      2. Financial aid

      3. Academic Libraries 

      4. Human resources

      5. Finance  

4. General

   1. Brisey re-scheduled the next project meeting, since she will be out of office from Sept 16th - Sept 23rd.

Action items

1. Draft 12 months enrollment workflow. - Kevin, 09.26.2023

2. Draft IC Header workflow. - Kevin, 09.05.2023- DONE.

3. Create Project Plan in Jira. - Brisey, 08.29.2023 - DONE.

4. Setup bi-weekly meetings and final review meetings. - Brisey. - 08.29.2023 - Check on the final review for Fall, Winter and Spring. - DONE.

5. Reach out to Valeria regarding Registration link. - Brisey, 08.09.2023 - DONE

6. Review changes for upcoming cycle to further discuss with the team and communicate to IT. - Xiaoying, Chirag. 08.15.2023 - DONE. -

Attendees

Xiaoying Liu , Kevin Meleedy , Brisey Lopez Bello Valeria Garcia

Agenda

1. Review the Registration- IC Header survey and get approval from Valeria.

Discussion

1. Confirm with Billie Jo that there are no changes to the reporting map. -Xiaoying to download and ask Shruti to send to Billie Jo. - 08/28/2023

2. Other than this confirmation from Billie Jo the survey is approved by Valeria and ready to lock.

Action items

1. Draft IC Header workflow. - Kevin, 09.05.2023

2. Create Project Plan in Jira. - Brisey, 08.29.2023 - In progress

3. Setup bi-weekly meetings and final review meetings. - Brisey. - 08.29.2023 - Check on the final review for Fall, Winter and Spring.

4. Reach out to Valeria regarding Registration link. - Brisey, 08.09.2023 - DONE

5. Review changes for upcoming cycle to further discuss with the team and communicate to IT. - Xiaoying, Chirag. 08.15.2023 - DONE. -

Attendees

Xiaoying Liu , Shruti Kumar , Kevin Meleedy , Brisey Lopez Bello

Agenda

1. Action items check.

2. Registration cycle status.

3. Updates on Project Plan and Confluence reports.

4. Quick check- Documentation in Confluence, initial feedback.

Discussion

1. Action items check.

   1. Review changes for upcoming cycle to further discuss with the team and communicate to IT. - Xiaoying, Chirag. 08.15.2023 - DONE. - Xiaoying checked all of the changes and shared with IT. - To be shared with Kevin and Brisey.

2. Registration cycle status.

   1. In progress, Xiaoying is almost done, final review is planned for next week. No blockers. https://usfjira.atlassian.net/jira/plans/67/scenarios/72/timeline

3. Updates on Project Plan and Confluence reports.

4. Quick check- Documentation in Confluence, initial feedback. IPEDS - Integrated Postsecondary Education Data System - https://nces.ed.gov/ipeds/

   1. Brisey mentioned that it would be nice to have a workflow defined for each of the surveys. Since some of them already have it, it would just be to make it consistent across the IPEDS knowledge base. - The team agreed!

   2. Kevin will work on documenting workflows in the form of activities/steps for the surveys that don’t have it already. - We don’t believe that diagrams are required at the moment.

   3. We will use some time during the bi-weekly meetings to go through that. Xiaoying will describe how the process is done and we’ll document it.

   4. Kevin will use old diagrams to create a draft which will be reviewed during the meetings.

   5. For next meeting we will review the Workflow for the IC Header survey.

Action items

1. Draft IC Header workflow. - Kevin, 09.05.2023

2. Create Project Plan in Jira. - Brisey, 08.29.2023 - In progress

3. Setup bi-weekly meetings and final review meetings. - Brisey. - 08.29.2023 - Check on the final review for Fall, Winter and Spring.

4. Reach out to Valeria regarding Registration link. - Brisey, 08.09.2023 - DONE

5. Review changes for upcoming cycle to further discuss with the team and communicate to IT. - Xiaoying, Chirag. 08.15.2023 - DONE. -

Attendees

Xiaoying Liu , Shruti Kumar , Kevin Meleedy , Chirag Jain , Brisey Lopez Bello

Agenda

1. Project description, Roles and responsibilities.

2. 2023 Project Structure, planning and tracking. (Jira, Confluence)

3. Stakeholder management. – External dependencies. (IT, Libraries, Finance, Admissions)

4. Internal communication, project status.

5. Registration cycle UPDATES.

6. Changes for the 2023 cycle (if any).

Discussion

1. Project description, Roles and responsibilities.

   1. Roles and Responsibilities.

      1. Xiaoying - SME

      2. Shruti - Product Owner

      3. Valeria - Key Holder

      4. Kevin - BA

      5. Chirag - Data owner for Human Resources survey

      6. Brisey - PM

      7. IT, Admissions, Financial Aid, Finance and Libraries

2. 2023 Project Structure, planning and tracking. (Jira, Confluence)

   1. Project plan in Jira. - Brisey will create.

      1. Four initiatives - One for each submission.

      2. Epics for each of the surveys.

      3. Recommending this year one initiative for Project documentation or to add stories under the respective surveys to track BA work.

         1. Create stories under the survey.

         2. Create the external surveys on the EDR board and link them to the ones in our plan.

3. Stakeholder management. – External dependencies. (IT, Libraries, Finance, Admissions)

   1. This year we’ve included Chirag since the beginning of the project. We will have him join during the Spring submission as well. - Start, Follow up and Final Review meeting.

   2. Reach out to each unit at the beginning of the cycle (some sort of external kick off) and then follow ups as needed.

      1. Kevin will manage those from the EDR perspective as well.

   3. What are the dependencies from IT? Which specific Surveys?

      1. For most of the surveys we have dependencies on IT with the exception of Institutional Characteristics.

      2. Chirag pulls the HR data from Gems. - No dependencies from IT.

4. Internal communication, project status.

   1. Bi-weekly meetings.

   2. Final review meetings one week prior to the submission date. View calendar here: https://usf.app.box.com/folder/201096367759  

   3. Meeting minutes in Confluence.

   4. Emails as needed.

   5. Project status in Jira/Confluence.

   6. Confirmed by Kevin- Box is completely up to date for the new cycle. https://usf.app.box.com/folder/201096367759

5. Registration cycle UPDATES.

   1. Xiaoying will start the work as soon as Valeria sends the Registration link. - Second Wednesday of August. - Brisey to email Valeria regarding the link.

   2. Registration deadline is Aug 30th, schedule final review meeting on Aug 28th.

6. Changes for the 2023 cycle (if any).

   1. Xiaoying will review the changes, and we will discuss later. https://usf.app.box.com/file/1276051599925

   2. Chirag to review as well in case there are changes regarding the HR survey.

   3. Xiaoying to communicate changes to IT. - We will follow up on this during our next meeting.

Action items

1. Create Project Plan in Jira. - Brisey, 08.15.2023

2. Setup bi-weekly meetings and final review meetings. - Brisey. - 08.15.2023

3. Reach out to Valeria regarding Registration link. - Brisey, 08.09.2023

4. Review changes for upcoming cycle to further discuss with the team and communicate to IT. - Xiaoying, Chirag. 08.15.2023