Meeting Notes: January 3, 2025
Date: | January 3, 2025 |
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Topic | UAT Handoff to Cayuga from Constituo |
Time: | 1:30 PM |
Location: | Google Meet |
Meeting Recording: | |
Attendees: | Davon Hill (Constituo Software), Gabriela Lozanova, Adam Williams, James Moran, Danielle McMahan, Shauna Nesbitt, Ron Cantor |
Key Topics Discussed
UAT Process Overview:
Davon provided a walkthrough of Constituo’s UAT modules: Constituo Manage, Satellite, Gather, Map, and Unite.
Emphasis on understanding workflows, batch processing, and managing potential matches in Slate-to-Banner and Banner-to-Slate integrations.
Explained Constituo’s role in managing user activity, database connections, and handling data transformation and mappings.
Batch Processing:
Two methods to run batches: manually or via scheduled tasks.
Suggested manual batch uploads during UAT testing to ensure data integrity and easier error correction.
Highlighted the importance of addressing errors (e.g., missing fields, incorrect data formats) in batches before progressing to the next stage.
Matching & Error Handling:
Differentiated between definite and fuzzy matches.
Introduced the user remediation form to resolve potential matches manually.
Discussed error types, such as null values or incorrect data formats, and how they impact batch processing.
Testing Recommendations:
Use a mix of fresh data and existing test records for comprehensive coverage.
Suggested testing different admit types, student statuses, and scenarios to ensure system reliability.
Emphasized the need to update Slate queries regularly during UAT.
Communication & Workflow:
Daily process for reviewing batch statuses and resolving errors.
Discussed the need for internal communication among departments impacted by data changes.
Plans to hold regular meetings during the UAT phase for issue resolution and progress tracking.
Go-Live Preparation:
Focus on preparing for Slate to handle live data.
Identified the need for a clear timeline for turning on Slate.
Discussed implications of processing different terms (e.g., summer vs. fall) and their impact on communication plans.
Action Items:
Finalize Slate Queries:
Ensure population sets in Slate are ready for testing.
Verify data formats to match Banner requirements.
Prepare Test Data:
Create a variety of test records to cover different use cases (e.g., admit types, student types, problem records).
Track test data and expected outcomes in a spreadsheet.
Error Handling:
Establish a process for resolving batch errors quickly.
Configure skip-repeat logic to handle duplicate records efficiently.
Internal Communication:
Schedule regular internal meetings during UAT.
Coordinate with relevant departments (e.g., Admissions, Financial Aid) to validate data integrity.
Documentation:
Davon to send out Constituo’s knowledge base links.
Add internal notes and descriptions to Constituo workflows for easier user reference.
Email Notifications:
Set up automated email alerts for batch statuses (e.g., errors, awaiting user action).
Provide an example of the desired email format for customization.
Timeline Clarification:
Gabriela to confirm the UAT testing window and provide feedback on timeline adjustments.
Finalize a go-live date for Slate.
Follow-up on Financial Aid Implications:
Clarify if financial aid processes are impacted by the Slate-to-Banner integration.
Action Item | Assigned To | Due Date |
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Prepare Test Data | Shauan and Adam Shauna’s Template has been distributed and we all shall create our own testing records. Adam to ask 5 staff members to also apply and provide feedback. | January 10 |
Coordinate with relevant departments to validate data integrity | Cathy will schedule a meeting with Fin Aid, Fin Services, IR re: Summer changes and W codes. Talked to her on 1.6.24 about the urgency to resolve prior to testing start date | January 10 |
Email Notifications | Davon Hill | January 10 |
Provide an example of the desired email format for customization | Adam Williams | January 10 |
Next Steps
Gabriela to coordinate internal discussions on UAT timing and staffing.
Set up recurring UAT testing meetings with Davon.
Review and refine test results to ensure all issues are resolved before the go-live date.