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2024-2025 IPEDS Meeting minutes & Lessons

2024-2025 IPEDS Meeting minutes & Lessons

Owned by Brisey Lopez Bello
Last updated: Feb 12, 2025
35 min read

Meeting minutes

Attendees

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

Agenda

  1. Spring submission- Kick off.

  2. HR Survey Planning/Status.

  3. Status on all surveys:

    • Fall Enrollment

    • Finance

    • Human resources

    • Academic Libraries

  4. Winter cycle documentation.

Discussion

  1. Spring submission- Kick off.

  2. HR Survey Planning/Status.

    1. Target to be completed by March 26.

    2. Target to start working on March 3rd.

    3. Chirag not going on vacation.

    4. Brisey to put reviews meeting on calendars.

  3. Status on all surveys:

    • Fall Enrollment. - Not working already. Work to start on March.

      • Expecting to be simple because we already used the data for CDS.

      • Xiaoying to request Ravetti to add some changes.

        • Add student resident admission type (F) to the FTIC cohorts.

        • Request this from IT on March 3rd.

    • Finance - Email sent by Kevin.

    • Academic Libraries - Email sent by Kevin. - They confirmed to be working on it.

  4. Report map- Still pending. Brisey to remind Shruti when we get closer to April 2nd.

  5. Winter cycle documentation.

    1. Feb 21st to have a draft for Xiaoying.

  6. Website updates.

    1. Brisey to review box folder and update the website. - Feb 21st.

    2. Xiaoying to upload winter survey.

 

Agenda

  1. Final review Winter-AVP.

Attendees

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

Discussion

  1. Xiaoying highlighted several points for Valeria across all surveys.

  2. GRS. - Approval Pending as Shruti advised that data point regarding Financial Aid should be confirmed. - Xiaoying will do this and provide feedback. - Still pending.

  3. Other suggestions from Shruti were:

    • Have Financial Aid double-check this in the future since the team is not SMEs (Shruti).

    • Ask Revveti for the code regarding Pell and loans.

    • GRS vs Dashboard: Verify retention rates, Xiaoying to re-run data.

    • During meeting with Valeria.

      • Xiaoying showed data from the CDS dashboards. - Pell vs subsidized.

      • The 858 for recipients of subsidized Stafford Loan without Pell. Shruti wants to know or verify how is that number being generated. - We just don’t know where that number is coming from.

      • IPED FA will not show the same number when compared with IPEDS GRS (numbers mutually exclusive). FA could have duplicates. Pell vs Loans.

      • Question from Shruti and Valeria, should we run this number by FA.

        • Ask Revetti to share code.

        • We don’t know if it’s on SFA.

        • Shurti will reach out to Steve/Financial Aid asking about this data point.

        • Xiaoing will request code from IT.

        • Final approval/sign off is pending on this actions being completed.

  4. Approvals & Sign-Offs

  • GRS 200. -Approved by Shruti. -Matches Shruti’s dashboard.

  • Admissions. Signed off by Admissions. -Process is complete. IT corrected Admissions data.

  • Outcome Measures. -Approved.

  • Cost II. - Sign-off is complete.

  • Financial Aid. - Sign-off is complete.

Agenda

  1. Final review Winter-Director. Surveys included:

Attendees

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

Discussion

  1. Approvals & Sign-Offs

  • GRS 200. -Approved by Shruti. -Matches Shruti’s dashboard.

  • Admissions. Signed off by Admissions. -Process is complete.

  • Outcome Measures. -Approved.

  • Cost II. - Sign-off is complete.

  • Financial Aid. - Sign-off is complete.

  • GRS. - Approval Pending as Shruti advised that data point regarding Financial Aid should be confirmed. - Xiaoying will do this and provide feedback.

  • Other suggestions from Shruti were:

    • Have Financial Aid double-check this in the future since the team is not SMEs (Shruti).

    • Ask Revveti for the code regarding Pell and loans.

    • GRS vs Dashboard: Verify retention rates, Xiaoying to re-run data.

Attendees

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

Agenda

Discussion

  1. Winter surveys.

    1. Admissions - Xiaoying shared the Admissions survey with Kevin. Kevin then reached out to Admissions and share the box folder containing the survey, requesting their approval. Kevin will follow up with Admissions today.

      1. IT is required to add all the students with Denied status back. This was discussed with IT last year but this wasn't fixed. ODS needs this for building the dashboard for CDS and IPEDS. - This was also discussed during the meeting on 12/16/2024. - DONE.

    2. Cost II- Xiaoying/Shruti went through the changes with Financial AID a while ago. - Follow up with Admissions.

    3. Student Financial Aid. Follow up with Admissions. Kevin.

    4. ODS pulls the data and shares with Admissions for approval. - We still submit an EDR for this one.

      1. They have their own data and compare it with what we give them.

    5. GRS 200- Inconsistencies were found bt the cohort adjustment and internal cohort file (ODS). Xiaoying met with IT and discussed these discrepancies. IT will work on adjusting their logic to fix the issue. - Xiaoying will check with IT for updates (today 01/14). She hasn’t heard anything back since we came back from the winter holidays.

    6. GRS. - DONE, ready to be locked.

    7. Outcome measures have no issues so far. - Once the SIF file is submitted (Due 01/17, Registrar’s Office), we will then re-run the appworx job to populate the students that are still enrolled. Xiaoying will complete this next week.

  2. Check on pending items from the Registration Cycle. - Report Mapping update. - Shruti will reach out to Tracy Armes to follow up on this. - Target Dec 20th. - DONE. Shuti reached out to Tracy Armes and she confirmed that this process is still ongoing.

  3. Documentation

    1. Kevin discussed the need for documentation for the newly added survey Cost I and II. - Brisey will create required issues in Jira. - Kevin to work on this next week. - Jan 31s target date. -

      1. Kevin needs to draft the steps and run it by Xiaoying.

  4. Brisey will send the invites for final and exec review. - DONE.

Attendees

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

Agenda

Discussion

  1. Winter surveys.

    1. Cost II- Xiaoying/Shruti went through the changes with Financial AID a while ago.

    2. ODS pulls the data and shares with Admissions for approval. - We still submit an EDR for this one.

      1. They have their own data and compare it with what we give them.

    3. GRS 200- Inconsistencies were found bt the cohort adjustment and internal cohort file (ODS). Xiaoying met with IT and discussed these discrepancies. IT will work on adjusting their logic to fix the issue.

    4. Admissions - IT is required to add all the students with Denied status back. This was discussed with IT last year but this wasn't fixed. ODS needs this for building the dashboard for CDS and IPEDS. - This was also discussed during the meeting on 12/16/2024.

    5. GRS and Outcome measures have no issues so far.

    6. Kevin will check in with Financial Aid to check on progress/current status.

    7. Xiaoying will follow up with IT through email, when we are back from the Winter break. -

  2. Check on pending items from the Registration Cycle. - Report Mapping update. - Shruti will reach out to Tracy Armes to follow up on this. - Target Dec 20th.

  3. Documentation

    1. Kevin discussed the need for documentation for the newly added survey Cost I and II. - Brisey will create required issues in Jira. - Kevin to work on this next week. - Dec 20th target date. -

  4. Brisey will send the invites for final and exec review. - DONE.

Attendees

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

Agenda

Discussion

  1. Winter surveys.

    1. Cost II- Xiaoying/Shruti went through the changes with Financial AID a while ago.

    2. ODS pulls the data and shares with Admissions for approval. - We still submit an EDR for this one.

      1. They have their own data and compare it with what we give them.

  2. Xiaoying is working in all the internal surveys at the moment.

    1. No need to meet with IT, email communication happens if Xiaoying finds any issues.

  3. Check on pending items from the Registration Cycle. - Report Mapping update. - Shruti will reach out to Tracy Armes to follow up on this.

    1. Report Mapping Progress: Shruti confirmed that the report mapping is in progress, with a dependency on financial aid, which is out of the team's control. The team is awaiting updates from financial aid regarding this task.

  4. Documentation

    1. Kevin discussed the need for documentation for the newly added survey Cost I and II. - Brisey will create required issues in Jira. - Kevin to work on this next week. - Dec 13th target date.

  5. Brisey will send the invites for final and exec review.

Attendees

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

Agenda

  1. Final review. Cost I, Completions. 12 months enrollment.

Discussion

  1. Cost I.

  2. Completions.

  3. 12 months enrollment.

  • All surveys were reviewed during the meeting. Shruti approved all of them. Surveys are ready to be locked.

  • Prior to the meetings Xiaoying and her team performed QA on all data points.

  • Kevin will send DocuSigns for all surveys following the Exec review.

  • High-level points were discussed with Valeria during the executive review. Including the significant decrease on Physical Therapy degrees. - Valeria provided her approval to move forward with locking the surveys on Wednesday, Oct 14th, 2024.

Action items

  • Report Mapping: Follow up with financial aid for report mapping status (Shruti) - Around October.

  • Data Discrepancies: Resolve data discrepancies in 12 months enrollment survey with IT (Xiaoying)

  • Documentation: Document workflow steps for Cost 1 and 2 surveys (Kevin).

  • Meeting with Financial Aid: Schedule and conduct a meeting with financial aid to discuss survey changes (Shruti)

  • Email Communication: Forward the email sent to financial aid to Brisey and Kevin (Shruti)

  • Draft kick off email for Valeria. - Brisey- 08/22/2024 - DONE

  • Finalize stakeholder sheet. - Kevin, 08/22/2024- DONE

  • Send out general kick off to the external units - Valeria - 08/23/2024 - DONE

  • Reach out to Tracy to confirm the Reporting map. - Shruti- 08/23/2024 - DONE

  • Schedule bi-weekly meetings and final review meetings for all cycle. - Brisey. - 08/30/2024 - DONE

Attendees

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

Agenda

  1. Check on pending items from the Registration Cycle. - Report Mapping update.

  2. Status on the fall surveys. -

    1. Communication with Financial Aid.

Discussion

  1. Check on pending items from the Registration Cycle. - Report Mapping update.

    1. Report Mapping Progress: Shruti confirmed that the report mapping is in progress, with a dependency on financial aid, which is out of the team's control. The team is awaiting updates from financial aid regarding this task.

  2. Status on the fall surveys. -

    1. The work on all three surveys has already started.

    2. Xiaoying reported finding discrepancies in the data for the 12 months enrollment survey, which requires modifications to the logic by IT. She met IT last Thursday 09/05/2024. She will follow up with them later this week.

    3. Move Final review meeting, because IT just implemented for the 12 months enrollment survey- Xiaoying needs to review it before moving forward with the completion of the survey.

    4. Completions- Xiaoying is reviewing the Completion data, she’s waiting on Cynthia to provide an updated list of Distance Education Programs. - Xiaoying to send a follow up email to confirm date.

    5. Cost I- Kevin sent the survey for review, they approved it already. They should sign off on the survey.

  3. Documentation

    1. Kevin discussed the need for documentation for the newly added survey Cost I and II. - Brisey will create required issues in Jira. --- Target end of October.

  4. Other

    1. Shruti is arranging a meeting with financial aid to confirm the changes and walk them through the new survey structure, emphasizing the importance of this meeting for the project's documentation. - DONE.

    2. Shruti explained that the new survey components are not entirely new but are restructured from existing surveys, with some questions moved from institutional characteristics to cost one and from SFA to cost two.

    3. Brisey outlined the schedule for upcoming meetings, including a final review on October 9th and an executive debrief with Valeria on October 10th. This planning aims to ensure all project components are reviewed and approved in a timely manner. - The team was comfortable with this plan.

Action items

  • Report Mapping: Follow up with financial aid for report mapping status (Shruti) - Around October.

  • Data Discrepancies: Resolve data discrepancies in 12 months enrollment survey with IT (Xiaoying)

  • Documentation: Document workflow steps for Cost 1 and 2 surveys (Kevin).

  • Meeting with Financial Aid: Schedule and conduct a meeting with financial aid to discuss survey changes (Shruti)

  • Email Communication: Forward the email sent to financial aid to Brisey and Kevin (Shruti)

  • Draft kick off email for Valeria. - Brisey- 08/22/2024 - DONE

  • Finalize stakeholder sheet. - Kevin, 08/22/2024- DONE

  • Send out general kick off to the external units - Valeria - 08/23/2024 - DONE

  • Reach out to Tracy to confirm the Reporting map. - Shruti- 08/23/2024 - DONE

  • Schedule bi-weekly meetings and final review meetings for all cycle. - Brisey. - 08/30/2024 - DONE

Attendees

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

Agenda

  1. Check on pending items from the Registration Cycle. - Report Mapping update.

  2. Status on the fall surveys. -

Discussion

  1. Check on pending items from the Registration Cycle. - Report Mapping update.

    1. Report Mapping Progress: Shruti confirmed that the report mapping is in progress, with a dependency on financial aid, which is out of the team's control. The team is awaiting updates from financial aid regarding this task.

  2. Status on the fall surveys. -

    1. The work on all three surveys has already started.

    2. Xiaoying reported finding discrepancies in the data for the 12 months enrollment survey, which requires modifications to the logic by IT. She met IT last Thursday 09/05/2024. She will follow up with them later this week.

  3. Documentation

    1. Kevin discussed the need for documentation for the newly added survey Cost I and II. - Brisey will create required issues in Jira.

  4. Other

    1. Shruti is arranging a meeting with financial aid to confirm the changes and walk them through the new survey structure, emphasizing the importance of this meeting for the project's documentation.

    2. Shruti explained that the new survey components are not entirely new but are restructured from existing surveys, with some questions moved from institutional characteristics to cost one and from SFA to cost two.

    3. Brisey outlined the schedule for upcoming meetings, including a final review on October 9th and an executive debrief with Valeria on October 10th. This planning aims to ensure all project components are reviewed and approved in a timely manner. - The team was comfortable with this plan.

 

Action items

  • Report Mapping: Follow up with financial aid for report mapping status (Shruti) - Around October.

  • Data Discrepancies: Resolve data discrepancies in 12 months enrollment survey with IT (Xiaoying)

  • Documentation: Document workflow steps for cost 1 and 2 surveys (Kevin)

  • Meeting with Financial Aid: Schedule and conduct a meeting with financial aid to discuss survey changes (Shruti)

  • Email Communication: Forward the email sent to financial aid to Brisey and Kevin (Shruti)

  • Draft kick off email for Valeria. - Brisey- 08/22/2024 - DONE

  • Finalize stakeholder sheet. - Kevin, 08/22/2024- DONE

  • Send out general kick off to the external units - Valeria - 08/23/2024 - DONE

  • Reach out to Tracy to confirm the Reporting map. - Shruti- 08/23/2024 - DONE

  • Schedule bi-weekly meetings and final review meetings for all cycle. - Brisey. - 08/30/2024 - DONE

Attendees

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

Agenda

  1. Project description, roles/responsibilities, project structure.

    1. 2025 Project Structure, planning and tracking. (Jira, Confluence)

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

  2. External kick off, Internal communication, project status.

  3. Changes for the 2025 cycle. - Xiaoying/Shruti.

  4. Registration cycle updates. - Xiaoying/Shruti.

  5. Pending item from Retrospective. - Confirm how

    1. Create or connect Jira issues on the EDR board. - Kevin to prep sign off documents for all surveys. - Directors and Valeria should sign off. - Sign off should happen after the Final Review meeting. - The Project Management for all surveys will be kept as is.

Discussion

  1. Project description, roles/responsibilities, project structure.

    1. Xiaoying - SME/Data owner for all surveys with the exception of the external ones and HR. - Sign off as Unit Data Coordinator.

    2. Shruti - Accountable Officer. - Provide final approval and sign off as Accountable Officer on all “internal“ surveys with the exception of HR.

    3. Adam - Accountable Officer for HR survey. -Final approval and sign off.

    4. Valeria - Key Holder - Sign off on all surveys as ODS Representative.

    5. Kevin - BA - Documentation Support, EDR process, create and submit DocuSign for surveys sign off.

    6. Chirag - SME/Data owner for Human Resources survey. -Sign off as Unit Data Coordinator.

    7. Brisey - PM. - Project plan, tracking, meetings coordination, project status, blockers (navigate resolution).

    8. IT, Admissions, Financial Aid, Finance and Libraries https://usf.app.box.com/file/1625827021525

  2. 2025 Project Structure, planning and tracking. (Jira, Confluence) https://usfjira.atlassian.net/jira/plans/94/scenarios/99/timeline?vid=393

  3. Stakeholder management. – External dependencies. (IT, Libraries, Finance, Admissions) https://usf.app.box.com/file/1625827021525

    1. General kick off from Valeria.

    2. Communication as needed from the team.

  4. External kick off, Internal communication, project status.

    1. Brisey will draft email for Valeria to send to the external units. This will contain:

      1. High level aspects on the importance of the IPEDS submission.

      2. General info regarding the ODS team.

      3. Changes for the 2025 cycle.

      4. IPEDS calendar

      5. Link to ODS website for historical information/surveys.

  5. Changes for the 2025 cycle. https://usf.app.box.com/file/1619747199946

    1. Xiaoying brought up the document containing the changes and outlined the following:

      1. Some changes identified on the Financial Aid survey, that will require review from the unit.

      2. Fall Enrollment Survey- Incorporate students who have completed their bachelor's degree into the survey data. This should be reflected in the dashboards to ensure consistency.
        Analysis will commence once the Fall enrollment period begins.

      3. Shruti attended a webinar that covered the changes related to the survey. Shewill share the webinar link, to be shared with the units. Team members are encouraged to watch the event to gain insights and generate better ideas for implementation.

      4. Some minor changes on the HR survey.

      5. No dependencies have been identified from IT, there's no need to update the logic.

  6. Registration cycle- status.

    1. Team met with Valeria and discussed all questions and Cynthia.

    2. Question for Valeria regarding reporting map. - We should be updating it. (Per Valeria). - Email from Shruti to Tracy to confirm this, forwarding Billie Jo response for last year to provide some context.

  7. Pending item from Retrospective.

    1. Create or connect Jira issues on the EDR board. - Kevin to prep sign off documents for all surveys. - Directors and Valeria should sign off. - Sign off should happen after the Final Review meeting. - The Project Management for all surveys will be kept as is. - Approved, implementation is in Progress.

      1. Directors will provide final approval of all data.

      2. If escalation on data issues is required the team will reach out to Valeria ahead of time.

      3. SMEs will sign off as Unit data coordinators, Directors will sign off as Accountable Officers and Valeria as ODS Representative.

      4. Kevin will create and submit the documents through DocuSign.

  8. Final approval- This process is changing for the 2025 cycle. Final approval will be executed in two parts.

    1. A 30 min minutes where the Directors will review the data, item by item with the SME and team and provide approval. A 15 min meeting with Valeria, just to brief her on high-level items.

Action items

  • Draft kick off email for Valeria. - Brisey- 08/22/2024

  • Finalize stakeholder sheet. - Kevin, 08/22/2024

  • Send out general kick off to the external units - Valeria - 08/23/2024

  • Reach out to Tracy to confirm the Reporting map. - Shruti- 08/23/2024

  • Schedule bi-weekly meetings and final review meetings for all cycle. - Brisey. - 08/30/2024

Attendees

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

Agenda

  1. Start Registration Cycle

    1. IC-Header survey

  2. Official kick off

  3. Project initial phase

    1. Project plan-Jira

    2. Confluence updates

    3. Box

    4. Stakeholder registry

Discussion

  1. Start Registration Cycle

    1. IC-Header survey

      1. Team has already registered.

  2. Official kick off

    1. Kevin will update the stakeholder sheet and place it in box. - 08.16.2024

    2. Changes- Several changes will be present for the upcoming cycle. - Xiaoying will review and get ready to explain the changes during the kickoff meeting.

      1. Kevin placed the changes document in box.

      2. Shruti and Xiaoying will review the changes document tomorrow 08.14.2024. They will decide and let PM know if there’s a need to send an immediate communication to the external units.

      3. Agenda item for kick off, revisit the following item from the retro:

        1. Create or connect Jira issues on the EDR board. - Kevin to prep sign off documents for all surveys. - Directors and Valeria should sign off. - Sign off should happen after the Final Review meeting. - The Project Management for all surveys will be kept as is.

  3. Review items from Retrospective.

    1. For now, we can keep communication with external units through emails.

      1. Brisey will draft kick off email from Valeria.

  4. Project initial phase

    1. Project plan-Jira

    2. Confluence updates

    3. Box

    4. Stakeholder registry

Action items

 

 

 

 

Previous cycle

Attendees

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

Agenda

  1. Reflect on the 2024 IPEDS cycle.

  2. Document lessons learned in the form of Start, Stop, Continue. View latest version of the document here:  https://usf.app.box.com/file/1526811481241

  3. Discuss Next Steps on Approved items. 

Discussion

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Include all stakeholders. All relevant documents can also be shared etc. </td> <td class="x17">Send a note coming from Valeria to all stakeholders and their supervisors, explaining the importance of the process. This will help the units to take ownership on the process. - Kick off email at the cycle start. - Follow up at the start of each specific submission. - Brisey to work with the team on the teams channel. </td> </tr> <tr style="mso-height-source:userset;height:76.5pt" id="r3"> <td class="x17" style="height:75pt">Communication </td> <td class="x17">Improve on team communication, always involve PM on project related activities, emails. </td> <td class="x28">Brisey/Lessons Learned</td> <td class="x17">Approved</td> <td class="x17"></td> <td class="x17">Communicate, communicate, communicate.</td> </tr> <tr style="mso-height-source:userset;height:106.5pt" id="r4"> <td class="x17" style="height:105pt">Communication </td> <td class="x17">Provide detailed status during project meetings by sharing clear communication on progress, blockers, estimated dates of completion. </td> <td class="x28">Brisey/Lessons Learned</td> <td class="x17">Approved</td> <td class="x17"></td> <td class="x17"></td> </tr> <tr style="mso-height-source:userset;height:106.5pt" id="r5"> <td class="x17" style="height:105pt">Roles and Responsibilities </td> <td class="x17">Shruti and Adam to provide appoval on data for the cycles final reviews.</td> <td class="x28">Valeria/Brisey/ Lessons Learned</td> <td class="x17">Approved</td> <td class="x17">Requires further review regarding approval process, meeting attendees for final review. <br />What would this look like? - AMC</td> <td class="x17">Valeria- We will schedule the final review meeting with the Directors a week prior the lock date. Then we will schedule a debrief meeting with Valeria. </td> </tr> <tr style="mso-height-source:userset;height:106.5pt" id="r6"> <td class="x17" style="height:105pt">Website </td> <td class="x17">Add completed surveys to the ODS website as they are submitted<span style="mso-spacerun:yes;font-family:&quot;Times New Roman&quot;">  </span>and not wait for all to be done for the year to add them. </td> <td class="x28">Shruti</td> <td class="x17">Approved</td> <td class="x17"></td> <td class="x17">Xioying to reach out to the CMS team after each submission for the surveys to bepublished as they get completed. - Brisey to touch base with Xiaoying on this. </td> </tr> <tr style="mso-height-source:userset;height:121.5pt" id="r7"> <td class="x17" style="height:120pt">Communication </td> <td class="x17">Provide high level summary at the end of a cycle for Valeria (assuming all surveys were cleared to be approved and no escalations); </td> <td class="x28">Brisey? Adam/Shruti? </td> <td class="x17">Approved</td> <td class="x17"></td> <td class="x17">Involve Valeria when there are any issues or specific feedback is needed. When changes appear, a rationale has to be provided. - Bring up changes in trends to Valeria. - </td> </tr> <tr style="mso-height-source:userset;height:60.75pt" id="r8"> <td class="x17" style="height:59.25pt">Communication </td> <td class="x17">Include an overview of changes to surveys per cycle at kick-off (email or meeting)</td> <td class="x28">Valeria</td> <td class="x17">Approved</td> <td class="x17"></td> <td class="x17">Include this information on the kick-off email. </td> </tr> <tr style="mso-height-source:userset;height:106.5pt" id="r9"> <td class="x17" style="height:105pt">Feedback from other offices </td> <td class="x17">soliciting feedback from stakeholders involved in the IPEDS submission process to identify areas for improvement and address any concerns.</td> <td class="x28">Shruti</td> <td class="x17">Not Approved</td> <td class="x17"></td> <td class="x17"></td> </tr> <tr style="mso-height-source:userset;height:198pt" id="r10"> <td class="x17" style="height:196.5pt">Project Management </td> <td class="x17">Add all IPEDS Surveys to the EDR process</td> <td class="x28"></td> <td class="x17">Approved</td> <td class="x17"></td> <td class="x17">Create or connect Jira issues on the EDR board. - Kevin to prep sign off documents for all surveys. - Directors and Valeria should sign off. - Sign off should happen after the Final Review meeting. - The Project Management for all surveys will be kept as is. - Documentation should be all in a sigle box folder. </td> </tr> <tr class="x29" style="mso-height-source:userset;height:15.75pt" id="r11"> <td colspan="6" class="x34" style="border-right:1px solid windowtext;border-bottom:1px solid windowtext;height:14.25pt">STOP</td> </tr> <tr style="mso-height-source:userset;height:15pt" id="r12"> <td class="x20" style="height:13.5pt">Category</td> <td class="x20">Item </td> <td class="x19">Contributor</td> <td class="x20">Status </td> <td class="x20">Comments from team</td> <td class="x20">Notes during the meeting</td> </tr> <tr style="mso-height-source:userset;height:30.75pt" id="r13"> <td class="x27" style="height:29.25pt">IPEDS HR</td> <td class="x27">Survey</td> <td class="x26">Adam</td> <td class="x27">Not approved</td> <td class="x27">Hand off to HR, stop participating</td> <td class="x27">Sad face</td> </tr> <tr style="mso-height-source:userset;height:15pt" id="r14"> <td class="x27" style="height:13.5pt"></td> <td class="x27"></td> <td class="x26"></td> <td class="x27"></td> <td class="x27"></td> <td class="x27"></td> </tr> <tr style="mso-height-source:userset;height:15pt" id="r15"> <td class="x27" style="height:13.5pt"></td> <td class="x27"></td> <td class="x26"></td> <td class="x27"></td> <td class="x27"></td> <td class="x27"></td> </tr> <tr style="mso-height-source:userset;height:15pt" id="r16"> <td class="x27" style="height:13.5pt"></td> <td class="x27"></td> <td class="x26"></td> <td class="x27"></td> <td class="x27"></td> <td class="x27"></td> </tr> <tr style="mso-height-source:userset;height:15pt" id="r17"> <td class="x27" style="height:13.5pt"></td> <td class="x27"></td> <td class="x26"></td> <td class="x27"></td> <td class="x27"></td> <td class="x27"></td> </tr> <tr style="mso-height-source:userset;height:15pt" id="r18"> <td class="x27" style="height:13.5pt"></td> <td class="x27"></td> <td class="x26"></td> <td class="x27"></td> <td class="x27"></td> <td class="x27"></td> </tr> <tr style="mso-height-source:userset;height:15pt" id="r19"> <td class="x27" style="height:13.5pt"></td> <td class="x27"></td> <td class="x26"></td> <td class="x27"></td> <td class="x27"></td> <td class="x27"></td> </tr> <tr style="mso-height-source:userset;height:15pt" id="r20"> <td class="x27" style="height:13.5pt"></td> <td class="x27"></td> <td class="x26"></td> <td class="x27"></td> <td class="x27"></td> <td class="x27"></td> </tr> <tr style="mso-height-source:userset;height:15pt" id="r21"> <td class="x27" style="height:13.5pt"></td> <td class="x27"></td> <td class="x26"></td> <td class="x27"></td> <td class="x27"></td> <td class="x27"></td> </tr> <tr style="mso-height-source:userset;height:15pt" id="r22"> <td class="x27" style="height:13.5pt"></td> <td class="x27"></td> <td class="x26"></td> <td class="x27"></td> <td class="x27"></td> <td class="x27"></td> </tr> <tr class="x29" style="mso-height-source:userset;height:15.75pt" id="r23"> <td colspan="6" class="x35" style="border-right:1px solid windowtext;border-bottom:1px solid windowtext;height:14.25pt">CONTINUE</td> </tr> <tr style="mso-height-source:userset;height:15pt" id="r24"> <td class="x22" style="height:13.5pt">Category</td> <td class="x22">Item </td> <td class="x21">Contributor</td> <td class="x22">Status </td> <td class="x22">Comments from team</td> <td class="x22">Notes during the meeting</td> </tr> <tr style="mso-height-source:userset;height:76.5pt" id="r25"> <td class="x25" style="height:75pt">Communication </td> <td class="x25">Be very specific with timelines with the External Units. Check status regularly to avoid delays. </td> <td class="x24">Brisey and Kevin </td> <td class="x25">Approved</td> <td class="x25"></td> <td class="x25"></td> </tr> <tr style="mso-height-source:userset;height:76.5pt" id="r26"> <td class="x30" style="height:75pt">Project Management </td> <td class="x30">Utilize a Project Plan in Jira and Confluence reports as the main tools for project planning and tracking </td> <td class="x31">Brisey</td> <td class="x25">Approved</td> <td class="x25"></td> <td class="x25"></td> </tr> <tr style="mso-height-source:userset;height:45.75pt" id="r27"> <td class="x30" style="height:44.25pt">Project Management </td> <td class="x30">Document Lessons Learned during project execution </td> <td class="x31">Brisey</td> <td class="x25">Approved</td> <td class="x25">Team involvement. </td> <td class="x25"></td> </tr> <tr style="mso-height-source:userset;height:30.75pt" id="r28"> <td class="x30" style="height:29.25pt">Project Management </td> <td class="x30">Regular meetings</td> <td class="x31">Brisey</td> <td class="x25">Approved</td> <td class="x25"></td> <td class="x25"></td> </tr> <tr style="mso-height-source:userset;height:137.25pt" id="r29"> <td class="x25" style="height:135.75pt">Project Management </td> <td class="x25">Manage HR survey as an internal deliverable. Involve Adam and Chirag since project kick off. Bring them back to the regular meetings during the Spring Cycle and Spring Cycle final review. </td> <td class="x25">Brisey</td> <td class="x25">Approved</td> <td class="x25"></td> <td class="x25"></td> </tr> <tr style="mso-height-source:userset;height:60.75pt" id="r30"> <td class="x25" style="height:59.25pt">Documentation</td> <td class="x25">Add IPEDS documentation for all surveys in August to Box folder for the cycle</td> <td class="x24">Kevin</td> <td class="x25">Approved</td> <td class="x25"></td> <td class="x25"></td> </tr> <tr style="mso-height-source:userset;height:45.75pt" id="r31"> <td class="x25" style="height:44.25pt">EDR process</td> <td class="x25">Distribute EDR sign off for the external surveys</td> <td class="x24">Kevin </td> <td class="x25">Approved</td> <td class="x25"></td> <td class="x25"></td> </tr> <tr style="mso-height-source:userset;height:15pt" id="r32"> <td class="x25" style="height:13.5pt"></td> <td class="x25"></td> <td class="x24"></td> <td class="x25"></td> <td class="x25"></td> <td class="x25"></td> </tr> <tr style="mso-height-source:userset;height:15pt" id="r33"> <td class="x25" style="height:13.5pt"></td> <td class="x25"></td> <td class="x24"></td> <td class="x25"></td> <td class="x25"></td> <td class="x25"></td> </tr> <tr style="mso-height-source:userset;height:15pt" id="r34"> <td class="x25" style="height:13.5pt"></td> <td class="x25"></td> <td class="x24"></td> <td class="x25"></td> <td class="x25"></td> <td class="x25"></td> </tr> <tr style="mso-height-source:userset;height:15pt" id="r35"> <td class="x25" style="height:13.5pt"></td> <td class="x25"></td> <td class="x24"></td> <td class="x25"></td> <td class="x25"></td> <td class="x25"></td> </tr> <tr style="mso-height-source:userset;height:15pt" id="r36"> <td class="x25" style="height:13.5pt"></td> <td class="x25"></td> <td class="x25"></td> <td class="x25"></td> <td class="x25"></td> <td class="x25"></td> </tr> <tr style="display:none"> <td style="width:81.75pt"></td> <td style="width:114pt"></td> <td style="width:117.75pt"></td> <td style="width:63pt"></td> <td style="width:120pt"></td> <td style="width:122.25pt"></td> </tr> </tbody></table></div>

Attendees

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

Agenda

  1. Spring cycle-.

Discussion

Spring cycle- Final Review.

  1. HR survey- Work is Done from Chirag’s end. Survey is ready to be locked.

  2. All other surveys approved and ready to be locked.

  3. Xiaoying to lock surveys by April 3rd.

  4. Valeria recommended that for upcoming cycles, Adam signs off on the HR survey, treating this as an internal survey.

  5. Valeria also recommended that Shruti signs off on the data/surveys that are done by Xiaoying. Therefore final review meetings should be managed with the Directors.

  6. Valeria will be involved when items needs further review, escalation or major decisions need to be made. The team will communicate accordingly.

  7. Point 4, 5 and 5 will be reviewed during the Retrospective.

Attendees

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

Agenda

  1. Spring cycle-.

Discussion

Spring cycle- Final Review.

  1. HR survey- Work is Done from Chirag’s end. Survey is ready to be locked.

    1. Kevin will send the sign off form by EOD. 3/20/204.

  2. Sign off documents are ready and will be completed before Chirag goes on vacation. March 23rd. - Kevin.

  3. Academic Libraries. - They provided data, Xiaoying reviewed to make sure that the survey has no errors. - Survey ready to be locked.

    1. Kevin to send sign off by EOD.

  4. Finance - Kevin to check on progress with the unit.

  5. Fall enrollment. - Xiaoying is still working with IT for the change that needs to be implemented regarding former students returning that are being excluded from the IPEDS survey. - Expected to be ready sometime next week. - Xiaoying needs to review what IT has done so far to outline potential changes that need further review/implementation. - Xiaoying to work with IT to finalize work by Wed March 27th, she will then have two more days to work on the survey. April 1st is final review.

General discussion.

  1. Team was reminded that we should CC PM and BA and all project communications.

Action items

  1.  

  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, @Chirag Jain

Agenda

  1. Spring cycle-.

Discussion

Spring cycle- Final Review.

  1. HR survey- On track to finalize work on March 15th. - Chirag.

  2. Sign off documents are ready and will be completed before Chirag goes on vacation. March 23rd. - Kevin.

  3. Academic Libraries and Finance- In Progress, no blockers identified. AL informed that they should be done by next Friday.

    1. Sign off documents ready for these.

  4. Fall enrollment - Xiaoying is working on it. - Working with IT. Former students returning that are being excluded from the IPEDS survey. - IT has to implement a change to fix this.

    1. Waiting on Valeria’s confirmation to make the change. - Xiaoying to email Valeria about this and CC Kevin and Brisey.

General discussion.

  1. Team had a conversation regarding the importance of keeping PM and BA appraised and looped in on every communication.

    1. Also discussed the importance of sharing detailed status on the project meetings regardless of the topic being discussed on internal team meetings.

Action items

  1.  

  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. 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

  1.  

  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

  1.  

  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. All the Fall surveys are Done, they are now in the QA process. - Hennadi is helping Xiaoying on the QA portion (12 months enrollment and Completions).

  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. - DONE

      2. 12-month enrollment. - Kevin will work on this one next. - Xiaoying will review the current workflow and then Kevin will add the steps.

        1. Xiaoying is pointing out that the process hasn’t changed, so the diagram should still be current. She explained during the meeting some minor changes that should be addressed. Kevin will work on this.

      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, 10.24.2023

  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 , @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

Process Highlights- FOR PM/TEAM REFERENCE

Registration Cycle

  1. The Registration link is sent to the keyholder on the second Wednesday of August. Keyholder is required to share this with the team, since they don’t receive this information directly.

  2. For the 2024-2025 cycle, They divided the survey Institutional Characteristics in two pieces: Institutional characteristics (Due with the registration submission) and Cost (CST) Part I (Due with the Fall Submission). CST I will be completed by ODS.

    1. They also added a new survey, Cost II, which is responsibility of Financial Aid.

General

  1. We have dependencies from IT for all internal surveys, with the exception of Institutional Characteristics.

Date

ID

Category

Lesson Learned Description

Comments/Action items

Date

ID

Category

Lesson Learned Description

Comments/Action items

2/5/2025

1

QA/Data Discrepancies

A data discrepancy was found on the GRS survey regarding: Direct Subsidized Loans that did not receive a Pell Grant”, it looks like the logic needs to be adjusted. Currently, the total includes both Subsidized and Unsubsidized loan recipients.

The survey was approved without implementing changes, however, Valeria recommended the following: This will require some further research and analysis so I am recommending and approving that we proceed with approving and submitting the GRS as it currently stands. We will prioritize the research and analysis needed before the next IPEDS cycle, including validation with our Financial Aid colleagues, updates to queries with IT, updating our internal documentation, etc. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Financial Aid, Lesson Learned: Double check the questions with them before sending them out to IPEDS. The other option is having them outline the questions in a clear and proper way.

Provide them with clear dates to allow team to finalize sign off or anything.

 

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