Agenda

• Project Updates tasks
  • New "To Do Item(s)" field - is this single field what you were thinking? Would a set of multiple one-line fields be better? Or something else?
    • Q: Show field in Pending Tasks listing?
    • Q: Who should be able to view the content of this field? Other task-related fields are restricted to iCAP Admins & iCAP Moderators, but if you want to assign a task to a non-admin or non-moderator, they'll need to be able to view this task field (and the other fields) in order to view the task. Should we expand the scope of who can view task-related fields? At least add iCAP Clerks, or perhaps even all logged in users?
  • Q: Also add field for tagging iCAP Portal user(s) as responsible party for tracking tasks and updating when they're completed? (note: separate from "Assigned To" field which allows free editing and doesn't associate with user accounts
    • Q: What should this field be called?
    • Q: Should it allow multiple people to be entered?
    • Q: Add a My Tasks page where logged in users can view all tasks assigned to them?
• Recommendations
  • Discussions since our last meeting:
    • Discussion about iCAP recommendations - March 13, 2024 (Michael, Miriam)
    • Discussion about SSC projects in iCAP Portal - March 22, 2024 (Michael, Miriam, Morgan)
  • Test drive new feature on dev site before porting to live:
    • All Recommendations
    • All Recommendation Updates
    • Add a Recommendation
    • Add a Recommendation Update
• SSC Projects
  • Discussions since our last meeting:
    • Discussion about SSC projects in iCAP Portal - March 13, 2024 (Miriam, Codie, Michael)
    • Discussion about SSC projects in iCAP Portal - March 22, 2024 (Miriam, Codie, Michael)
  • Demo of SSC project embedding (TEST site) which includes a map which responds to filters
  • Questions:
    • We've tweaked how we're planning to represent SSC Projects using the iCAP Portal a bit:
      • Allow multiple semesters of funding info to be entered on a project (collections of fields, rather than fields directly associated with a project)
        • Pros: SSC-specific solution; minimal complexity; fairly straightforward way people entering the information would think of it
        • Cons: SSC-specific solution, so not easily generalizable if we want to use it for something else in the future; requires each of SSC's funding projects to be associated with exactly one iCAP Portal Project - is that a concern?
    • How do we handle multiple locations for a project? Show the SSC project at all of them? Just the first one? Have a way to specify? (could this get difficult for projects with SSC funding multiple times, if the locations are different each time?)
• Archiving projects - deferred to next meeting

Discussion/Decisions

• SSC Projects:
  • There was general agreement that the recommended approach will work. Reed affirmed based on his knowledge of the SSC projects, he didn't see a problem with mapping each SSC project to a single iCAP Portal project
  • Miriam encouraged documentation of clear guidelines for handling special cases
  • Locations: don't use all project locations, that will be too many and overwhelm the map. Codie suggested adding a new location field for SSC to specify location(s), typically just the location of the organization receiving the funding
  • Funding: Sarthak reiterated interest in using the funding feature for the Bike Fee. Michael will schedule a meeting with Sarthak to discuss further details.
    • See meeting notes: Discussion about reporting Bike Fee funding - April 15, 2024
  • Michael will schedule a meeting with Codie and Miriam to discuss further details regarding locations and funding.
• Recommendations:
  • The group generally liked the direction things were headed
  • Need to resolve a question about the difference between project(s) that a recommendation is linked to initially (e.g. the project that spawned the recommendation, if any) vs. the project that comes out of a recommendation, if any. Do recommendations ever have both? Do they always have at least one?
  • Michael will schedule a meeting with Miriam and Sarthak to discuss further.
    • ​​​​​​​See meeting notes: Discussion about iCAP recommendations - April 15, 2024

Michael McKelvey, Miriam Keep, and Morgan White met to finalize the discussion of how to structure iCAP Recommendations. We came to an agreement on the structure which we diagrammed online. Recommendations will be patterned after Metrics. If a Recommendation update warrants a Project Update, that will need to be added manually; it will not happen automatically with this approach.

Summary of structure:

• A Recommendation can be associated with a Project and an Objective and contains some additional general information
• A Recommendation can have many "tracking" updates including at least a status, date, and some notes

Detailed structure:

• iCAP Team
  • Title
  • Description
  • Theme [references one of our 10 themes, optional]
• Recommendation
  • Title
  • iCAP Team [references an iCAP Team]
  • Supplanted by [references another Recommendation, optional]
  • Associated Project(s) [references a Project, optional]
  • Objective [references an iCAP Objective, optional]
  • Description / "Specific actions/policy recommendations"
• Recommendation Tracking
  • Title
  • Recommendation [references a Recommendation]
  • Description
  • Date (M/D/Y field)
  • Status (dropdown list)
  • Internal Notes
  • Public File(s)
  • Private File(s)
  • Next step (dropdown list)
  • Next step due date (M/D/Y field)

Additionally, we do not plan to use the iCAP Portal to collect Recommendation feedback - a shared Word Doc on Teams is more conducive to this process. Certain fields in a recommendation will be added to the iCAP Portal Recommendation, and the uploaded document will contain more details, including comments.

Michael McKelvey, Miriam Keep, and Morgan White have a meeting scheduled on Friday, March 22 to discuss how to structure Recommendations, probably by diagramming on a whiteboard. In the meantime, Michael and Miriam met briefly to discuss iCAP Recommendations while the discussion at last Friday's meeting is still somewhat fresh. Our takeaways:

• Perhaps we shouldn't use Project Updates after all, but should pattern the new Recommendations feature after Metrics:
  • A Recommendation is associated with a project and contains some additional general information
  • A Recommendation can have many "tracking" updates including at least a status and some notes
  • This would mean that each tracking record for a Recommendation wouldn't automatically generate a Project Update. Is that ok?
• We also discussed using the iCAP Portal for the Recommendation workflow. We're not sure whether that would reduce complexity or increase it. Further discussion is warranted. Sample project updates with initial recommendation form attached:
  • Energy010 Establishment of a Clean Energy Plan Conference Committee - Submitted
  • Edu009 - Updating College of Business Course Descriptions - Submitted

We look forward to diagramming this out on a whiteboard in Morgan's office!

Miriam Keep, Sarthak Prasad, Christina Tran, and Michael McKelvey met to discuss a proposed structure for updating iCAP recommendations.

Agenda

• Discussed structure outlined in iCAP Portal Admin Meeting - February 2, 2024 under Discussion/Decisions section plus attached file
• Christina walked through the Figma Recommendations mockup she created, showing the workflow of the current approach and the proposed new approach. Notable changes:
  • Remove duplication of effort by providing only one place to enter information about a new Recommendation status
  • Once basic structure is in place, adding new Recommendation updates will require minimal extra work
  • Current Recommendation status and history can be automatically shown in multiple places across the iCAP Portal, either for individual Recommendations or all Recommendations under a Team

Discussion

• Miriam requested a "Next Steps" text field on Project Updates (in the Recommendations tab), visible only to people with iCAP roles (i.e. clerk and above)
• Discussed using Tasks section in Project Updates to keep track of pending tasks related to Project Updates (especially helpful for Recommendations). Pending Tasks are Project Updates which have a due date and no completion date. See Pending Tasks page.

Questions/Proposals

• Propose allowing a Team to have no associated Theme. This currently only impacts the iWG Recommendations Team, since there is no Implementation theme.
• Propose removing "Recommendations Summary" projects associated with each team (e.g. Resilience iCAP Team Recommendations Summary). The need for those projects will be supplanted by the automatically generated page for each team.

Miriam Keep, Sarthak Prasad, and Michael McKelvey met to discuss the process of updating iCAP recommendations.

Background Info

Miriam's original request: "I was wondering if we could talk about developing some kind of a landing page for iCAP recommendations. Right now it’s a bit tedious to add updates related to iCAP recommendations because updates have to be made in multiple places. It also seems the only way to link updates back to the original recommendation is to link to the submitted recommendation in the description for the project update."

Reference projects

• iCAP Working Group (iWG)
• Energy iCAP Team Recommendations Summary
• ECBS Recommendations Summary
• eGen Recommendations Summary
• Transportation iCAP Team Recommendations Summary
• Land and Water Recommendations Summary

Discussion

• iCAP Recommendations can go through a winding process, cycling back and forth through many statuses until they are ultimately successful, denied, or supplanted by another recommendation. Sometimes their journey is straightforward and linear, but usually it's more complex.
• Current process involves manual editing of the Background field for multiple projects, updating the link to the most recently added relevant Project Update and the updated status. This is tedious, time consuming, and error prone.
• Ideal solution would minimize duplication of effort and make it easy for visitors to understand the history of an iCAP recommendation.
• The current hierarchy for groups making recommendations is 
• Recommendations come from iCAP Chapters, each with a single iCAP Team (2020 iCAP). The 2010 and 2015 iCAPs were organized differently. We should try to make sure our solution is as future-proof as possible in case of future reorganizations.

Ideas/Recommendations

• Create a new content type called "iCAP Recommendation" which will function vaguely similarly to Metrics
• An iCAP Recommendation will contain the following fields:
  • Name (text field)
  • iCAP Team (curated listing, need to allow future modifications)
  • Status (e.g. Submitted, Transmitted, Withdrawn, Successful, Returned, Denied/Declined)
  • Date
  • Related Project (allow multiple?)
  • Related Project Update (allow multiple?)
• How will these iCAP Recommendations be associated with projects so they're shown on Project pages?
  • Need to be able to group the recommendations together, possibly by both iCAP Chapter and iCAP Team
  • How much flexibility do we need in how they're displayed? Can we decide on a rigid structure that will work for displaying recommendations on all projects, or are there several different ways they should be displayed? (e.g. different groupings, orderings, etc.)
  • Should Projects link to iCAP Recomendations, iCAP Recomendations link to Projects? Question applies even if there's a grouping mechanism in the middle, e.g. iCAP Chapter, iCAP Team, etc.
• The attached Excel file contains examples of what iCAP Recommendations might look like in the new proposed content type. Each sheet groups together iCAP Recommendations for a team, and each row within a sheet demonstrates a single iCAP Recommendation with its fields filled out.
• We will present our questions and ideas for discussion at the next iCAP Portal admin meeting.

Miriam Keep, Codie Sterner, and Michael McKelvey met to continue the discussion about embedding SSC project information in the SSC website. Discussion topics included:

• Rough draft of SSC project embed filtering - still in development phase; need to add additional filters, map, only allow one Category to be selected, and several additional fields (e.g. file uploads)
• Discussed how to represent the SSC view of a project - e.g. custom project embed on SSC website, separate SSC-specific project page on iCAP Portal

Takeaways:

• SSC project embed filtering is looking promising - aesthetics need work and additional filters need to be implemented
• Christina's new Header Project layout would work well as the default layout for all projects - then SSC could just have its own tab! Would need to figure out how to make Header Projects stand out. Will bring this idea up at the larger group meeting on Friday.

Done:

• Codie and Michael met last week to discuss SSC projects in the iCAP Portal.

Discussion:

• Discuss Christina's iCAP Portal Header Page Layout designs
• Question about a TODO: "Collections page: Add image upload option". At a previous meeting we had this TODO, but what was the context? Was it to have a thumbnail for each Collection? Or a banner image? Or an image gallery?
• Should we link to "Take Action" project from homepage?
  • Replace map link in Highlights?
  • Need to finish Take Action page content
• Continue discussion of Fancy Page Layout (see the 4 mockups in the October 21, 2022 meeting notes)
• Continue discussion of improving site's aesthetics
• Archiving projects
  • Add "Archived" checkbox?
  • Add "Archived" to Visibility options?
  • Add "Archived" to Project Status options? (probably not - this mixes the status of the project itself with whether we still want it to show up on the site)
  • Remove from nested listings, still publicly available?

TODO:

• Main map:
  • See CSU's campus map (Sustainability section) for inspiration
  • Campus boundary, like ArcGIS Bicycle Map
  • Improve mobile filter?
  • Use heatmap when zoomed out, switch to markers when zoomed in?
• (long term goal) look into importing information from another source, e.g. SSC students without iCAP Portal access can put together info in a structured format for automatic import into iCAP Portal
• Look into Collection embedding again, à la Drawdown Solutions Library Sammy had found ("Filter by sector or area of action" section)
  • SSC project embedding: add category filtering options
• Metric search/display:
  • Theme (via connected Project, i.e. Theme -> Project -> Metric)
  • Most recent updates as of: (list of years) -> can we query Tracking data?
  • (Internal only) Last updated before (list of years) -> can we query Tracking data?
• (Low Priority) Make column headers click-sortable on Projects by Project Status page
• Fancy project layout mockups - keep tweaking #3 to improve contrast
• Discuss metrics
  • Metrics with lots of data
  • Consider how to handle old metrics that no longer track new data. Archive somehow?
  • Fun with math (e.g. combining multiple metrics)
  • Calculated Metrics on Dev site

Ideations:

• Map brainstorming:
  • What if we had a separate Campus Sustainability Tour expandable section, alongside Collections and Themes? Perhaps with a specific order to the locations and information about each location in the infowindow popup? We might have to hand-craft it rather than using Collections, but it might be worth it if we want an interface more like the CSU sustainability map. This could also work for any other bespoke sections we might want to include in the future.
  • Are there other things we'd like to highlight on the map beyond Themes and Collections? If we can think of them, Michael can try to figure out how to make it happen.
  • Michael is working on trying to make the map queries work asynchronously so each filter doesn't require a new pageload. This would make interactions with the map much snappier.
  • Would we like to provide the ability to view individual projects for each section in the sidebar, à la CSU's map?
  • Are there other categories we would like to include, either in addition to or instead of Collections and Themes? Is that information already in the iCAP Portal? If so, perhaps there's a way we can use it... If not, perhaps a new tagging system specifically for the map might help us achieve it?
  • Sarthak: would like to create a Biking Tour
  • Reed: highlight things students can see/experience
• SSC projects
  • May want to use this Archive of Funded Projects on old SSC site (2019) as a reference for showing SSC project info
  • Discussed using iCAP Portal projects for SSC projects page vs. maintaining own project pages directly on SSC website.
  • One possible challenge - SSC sometimes funds part of a project or provides funding for a period of time (e.g. 1 year) for a longer-term project, so only the project updates for that period of time are relevant, not all updates in perpetuity. How do we handle that?
  • Decided to start with map embed from Student Sustainability Committee Funded Projects collection, then look at adding card-based project embed as well.
  • SSC project integration discussion on 11/30/2023:
    • New projects need to be approved and located appropriately in portal hierarchy
    • Codie considers an SSC project worth adding once it has a CFOAP
    • Projects can be updated w/SSC info by SSC students/employees once they exist in portal
    • How to show projects with multiple funding allocations over time? (e.g. $100K in spring 2020, $100K in fall 2020)
      • Is it the same project over time? Sometimes it is, but sometimes the leaders change and the direction changes significantly
      • Discussed dusting off the Project Funding feature we'd deprecated several years ago. It looks promising for showing SSC's funding of projects!
    • Michael and Codie will meet next week to discuss specifics about what SSC needs the iCAP Portal to be able to do in order to use the iCAP Portal for the SSC website's project listing.

Done:

• Fixed: suggestions page now looks right in mobile view
• SSC project embedding: added category filtering options

Discussion:

• SSC project integration discussion
  • New projects need to be approved and located appropriately in portal hierarchy
  • Codie considers an SSC project worth adding once it has a CFOAP
  • Projects can be updated w/SSC info by SSC students/employees once they exist in portal
  • How to show projects with multiple funding allocations over time? (e.g. $100K in spring 2020, $100K in fall 2020)
    • Is it the same project over time? Sometimes it is, but sometimes the leaders change and the direction changes significantly
    • Discussed dusting off the Project Funding feature we'd deprecated several years ago. It looks promising for showing SSC's funding of projects!
  • Michael and Codie will meet next week to discuss specifics about what SSC needs the iCAP Portal to be able to do in order to use the iCAP Portal for the SSC website's project listing.
• Question about a TODO: "Collections page: Add image upload option". At a previous meeting we had this TODO, but what was the context? Was it to have a thumbnail for each Collection? Or a banner image? Or an image gallery?
• Should we link to "Take Action" project from homepage?
  • Replace map link in Highlights?
  • Need to finish Take Action page content
• Continue discussion of Fancy Page Layout (see the 4 mockups in the October 21, 2022 meeting notes)
• Continue discussion of improving site's aesthetics
• Archiving projects
  • Add "Archived" checkbox?
  • Add "Archived" to Visibility options?
  • Add "Archived" to Project Status options? (probably not - this mixes the status of the project itself with whether we still want it to show up on the site)
  • Remove from nested listings, still publicly available?

TODO:

• Main map:
  • See CSU's campus map (Sustainability section) for inspiration
  • Campus boundary, like ArcGIS Bicycle Map
  • Improve mobile filter?
  • Use heatmap when zoomed out, switch to markers when zoomed in?
• (long term goal) look into importing information from another source, e.g. SSC students without iCAP Portal access can put together info in a structured format for automatic import into iCAP Portal
• Look into Collection embedding again, à la Drawdown Solutions Library Sammy had found ("Filter by sector or area of action" section)
  • SSC project embedding: add category filtering options
• Metric search/display:
  • Theme (via connected Project, i.e. Theme -> Project -> Metric)
  • Most recent updates as of: (list of years) -> can we query Tracking data?
  • (Internal only) Last updated before (list of years) -> can we query Tracking data?
• (Low Priority) Make column headers click-sortable on Projects by Project Status page
• Fancy project layout mockups - keep tweaking #3 to improve contrast
• Discuss metrics
  • Metrics with lots of data
  • Consider how to handle old metrics that no longer track new data. Archive somehow?
  • Fun with math (e.g. combining multiple metrics)
  • Calculated Metrics on Dev site

Ideations:

• Map brainstorming:
  • What if we had a separate Campus Sustainability Tour expandable section, alongside Collections and Themes? Perhaps with a specific order to the locations and information about each location in the infowindow popup? We might have to hand-craft it rather than using Collections, but it might be worth it if we want an interface more like the CSU sustainability map. This could also work for any other bespoke sections we might want to include in the future.
  • Are there other things we'd like to highlight on the map beyond Themes and Collections? If we can think of them, Michael can try to figure out how to make it happen.
  • Michael is working on trying to make the map queries work asynchronously so each filter doesn't require a new pageload. This would make interactions with the map much snappier.
  • Would we like to provide the ability to view individual projects for each section in the sidebar, à la CSU's map?
  • Are there other categories we would like to include, either in addition to or instead of Collections and Themes? Is that information already in the iCAP Portal? If so, perhaps there's a way we can use it... If not, perhaps a new tagging system specifically for the map might help us achieve it?
  • Sarthak: would like to create a Biking Tour
  • Reed: highlight things students can see/experience
• SSC projects
  • May want to use this Archive of Funded Projects on old SSC site (2019) as a reference for showing SSC project info
  • Discussed using iCAP Portal projects for SSC projects page vs. maintaining own project pages directly on SSC website.
  • One possible challenge - SSC sometimes funds part of a project or provides funding for a period of time (e.g. 1 year) for a longer-term project, so only the project updates for that period of time are relevant, not all updates in perpetuity. How do we handle that?
  • Decided to start with map embed from Student Sustainability Committee Funded Projects collection, then look at adding card-based project embed as well.

Done:

• Fixed: homepage has extra padding on right side on mobile
• Main map:
  • Starts with only Campus Sustainability Tour locations shown (for now, start with Reporting Progress theme)
  • Smaller markers working for both Themes and Collections
  • Added "clear filters" option to show initial collection of projects (Campus Sustainability Tour)
  • Full Screen option available
  • Shows only publicly visible Collections

Discussion:

• Map brainstorming:
  • What if we had a separate Campus Sustainability Tour expandable section, alongside Collections and Themes? Perhaps with a specific order to the locations and information about each location in the infowindow popup? We might have to hand-craft it rather than using Collections, but it might be worth it if we want an interface more like the CSU sustainability map. This could also work for any other bespoke sections we might want to include in the future.
  • Are there other things we'd like to highlight on the map beyond Themes and Collections? If we can think of them, Michael can try to figure out how to make it happen.
  • Michael is working on trying to make the map queries work asynchronously so each filter doesn't require a new pageload. This would make interactions with the map much snappier.
  • Would we like to provide the ability to view individual projects for each section in the sidebar, à la CSU's map?
  • Are there other categories we would like to include, either in addition to or instead of Collections and Themes? Is that information already in the iCAP Portal? If so, perhaps there's a way we can use it... If not, perhaps a new tagging system specifically for the map might help us achieve it?
  • Sarthak: would like to create a Biking Tour
  • Reed: highlight things students can see/experience
• Question about a TODO: "Collections page: Add image upload option". At a previous meeting we had this TODO, but what was the context? Was it to have a thumbnail for each Collection? Or a banner image? Or an image gallery?
• Should we link to "Take Action" project from homepage?
  • Replace map link in Highlights?
  • Need to finish Take Action page content
• SSC projects
  • May want to use this Archive of Funded Projects on old SSC site (2019) as a reference for showing SSC project info
  • Discussed using iCAP Portal projects for SSC projects page vs. maintaining own project pages directly on SSC website.
  • One possible challenge - SSC sometimes funds part of a project or provides funding for a period of time (e.g. 1 year) for a longer-term project, so only the project updates for that period of time are relevant, not all updates in perpetuity. How do we handle that?
  • Decided to start with map embed from Student Sustainability Committee Funded Projects collection, then look at adding card-based project embed as well.
• Continue discussion of Fancy Page Layout (see the 4 mockups in the October 21, 2022 meeting notes)
• Continue discussion of improving site's aesthetics
• Archiving projects
  • Add "Archived" checkbox?
  • Add "Archived" to Visibility options?
  • Add "Archived" to Project Status options? (probably not - this mixes the status of the project itself with whether we still want it to show up on the site)
  • Remove from nested listings, still publicly available?

TODO:

• Responsiveness on some pages is wonky:
  • Project pages - columns not linearizing
  • Metrics pages - extra padding on right
  • Suggestions page - extra padding on right
• Map embed - clicking on Places and Projects gives an X-Frame-Options error, since only the map is permitted to be embedded from our site. Possible solution: make every link on embedded pages open in a new tab?
• Main map:
  • See CSU's campus map (Sustainability section) for inspiration
  • Campus boundary, like ArcGIS Bicycle Map
  • Improve mobile filter?
  • Use heatmap when zoomed out, switch to markers when zoomed in?
• SSC project embedding: add category filtering options
• (long term goal) look into importing information from another source, e.g. SSC students without iCAP Portal access can put together info in a structured format for automatic import into iCAP Portal
• Look into Collection embedding again, à la Drawdown Solutions Library Sammy had found ("Filter by sector or area of action" section)
• Metric search/display:
  • Theme (via connected Project, i.e. Theme -> Project -> Metric)
  • Most recent updates as of: (list of years) -> can we query Tracking data?
  • (Internal only) Last updated before (list of years) -> can we query Tracking data?
• (Low Priority) Make column headers click-sortable on Projects by Project Status page
• Fancy project layout mockups - keep tweaking #3 to improve contrast
• Discuss metrics
  • Metrics with lots of data
  • Consider how to handle old metrics that no longer track new data. Archive somehow?
  • Fun with math (e.g. combining multiple metrics)
  • Calculated Metrics on Dev site