Michael McKelvey and Sarthak Prasad met to continue discussing how to handle projects with large numbers of metrics in the iCAP Portal.

Discussion/Decisions

• Option #1: continue showing metrics in accordion on project page
  • Pros:
    • No new effort needed
  • Cons:
    • Lots of metrics on a single page - kind of overwhelming
    • Page load could get slow
• Option #2: parent project for all pedestrian & bicycle counts with a sub-project for each counter, similar to how Solar Power on Campus is set up
  • Pros:
    • Only 1 metric per page
    • Simple solution
    • Easy to find each counter in hierarchy
  • Cons:
    • 30+ new projects - hierarchy bloat?
    • Don't see all the metrics together; have to visit each project to see its metric
• Option #3: show all metrics on a single graph
  • Pros:
    • See everything in one place
    • No new projects needed
  • Cons:
    • New feature requires additional work to implement
    • Graphing dozens of items makes it hard to differentiate them - too much data
• Things to consider:
  • What information do we want people to get from the data? Comparison of pedestrian vs bicycle? Comparison of various locations?
  • Discuss graphing long-term metrics

TODOs:

• Bring options to larger group
• Sarthak will investigate whether Eco Counters website could allow embedding of their visualizations

Agenda

• Bike Fee funding
  • Morgan, Sarthak, Michael, and Stacey DeLorenzo discussed
  • Decided to proceed with the plan to share funding details via Excel documents rather than funding tracking feature in iCAP Portal
• Archiving projects (see last month's discussion)
  • Feature ready to use on live site
  • Simply set a Project's Record Status to Archived
  • Archiving currently only available for Projects; could add feature to other content types in the future
• SSC Projects
  • Several years worth added
  • Updates/Questions from the SSC Clerks?

Discussion

• Project archiving
  • How do we get to archived projects?
    • Michael will add a link to the Administration page
  • Have we discussed when/why we would archive projects? Is there specific criteria?
    • Quinn has some spreadsheets from a project review
    • Mostly old projects that don't seem publicly relevant any more
    • For now, done on a case-by-case basis
• iCAP Portal embedding in other websites
• Project review is needed
  • Research programs are out of date; Miriam and Morgan will talk with iSEE management about it (probably)
  • Some families need to be condensed/culled - combination of deleting (w/o losing historical info) and archiving.
  • Examples:
    • Student RSOs
    • Duplicate projects/info
    • Empty projects
    • Excessive nesting
• SSC Projects
  • Discussed progress adding SSC Projects - no issues at this time!
  • Quinn will propose linkages between iCAP Projects and SSC Projects
  • Next meeting: start with SSC Projects discussion
    • iCAP Portal homepage: where does SSC link go?
    • Add map to SSC Projects page

TODOs

• Michael:
  • Finish SSC Project embed
  • ✅ Allow more than 3 photos to be seen on SSC Projects - e.g. link to separate image gallery page like iCAP Portal Projects?
  • ✅ Project descriptions - big images cause "View Full Description" to look weird. See, e.g. Test project with TAC [ARCHIVED]

Agenda

• Permissions fix for items marked Private (for all Private items, see this listing: Content filtered by visibility: Private)
  • Quinn reported that iCAP Moderators had lost View access to items marked Private
  • This likely happened during a module update Michael made a few months ago
  • It has been fixed; let Michael know if any other permissions appear to be incorrect!
• Archiving projects (see last week's discussion):
  • Show archival status as part of project title (e.g. Sustainability iCAP Portal [ARCHIVED])
    • " [ARCHIVED]" automatically appended to title for Archived projects
    • " [ARCHIVED]" automatically removed from Active projects
  • Hid archived projects from Sub-Projects listing
    • e.g. Sustainability iCAP Portal [ARCHIVED]: "Test Project with TAC" not listed as Sub-Project
  • Hid archived projects from Related Projects listing
    • e.g. Education iCAP Team: "Sustainability iCAP Portal" not listed as Related Project

Discussion

• Archiving projects:
  • How do we feel about directly editing the title rather than appending a tag, like we do with Project Status?
    • Pros:
      • Archival status impossible to ignore - it always appears without Michael having to explicitly include it in a particular display
    • Cons:
      • Archival status always appears as part of the title - would there be times we want to display the title without the archival status?
      • Would we like the archival status to display differently, like the Project Status?
    • Decision: the group liked inserting the archival status directly into the project's title. We do not foresee problems with this approach down the road.
  • How do we feel about hiding the archived projects from Sub-projects and Related Projects listings?
    • Cleans up the listings from archived projects
    • Makes it harder to find archived projects in the hierarchy
    • Decision: this look good for now; we can revisit later if needed
• Bike Fee funding
  • Morgan, Sarthak, Michael, and Stacey DeLorenzo will meet to discuss further
• SSC Projects
  • SSC Projects management transferring from Codie to Sheri
  • Students will continue adding SSC Projects in earnest in the coming weeks
• Finding items created by a specific person:
  • Find the person's profile page
  • Click the "Track" link to see all items they've created (won't show things they've updated that were created by someone else)
• Morgan: after porting info to SSC Projects, what will happen to the iCAP Portal projects which existed solely to capture SSC funding info?
  • Will handle on a case-by-case basis, but most will likely be archived
• SSC Project reports before 2012
  • SSC did not require reports on recipients' use of funds before about 2012
  • Some groups did proactively provide reports; may reach out to other groups to inquire whether they have reports to share
  • Morgan collected all the older reports she could find and shared them in Box
  • Other reports may have been uploaded to the iCAP Portal; some sleuthing may be required to find them, e.g.:
    • Search Project Updates for 'ssc'
    • Search Files for 'ssc', sorted by upload date (oldest first)
    • Or try searching the above listings by key terms for specific projects

TODOs

• Michael:
  • Implement archival feature on live site (email iCAP Portal mailing list when ready since next meeting is a month away)
  • Finish SSC Project embed
  • Allow more than 3 photos to be seen on SSC Projects - e.g. link to separate image gallery page like iCAP Portal Projects?

Michael McKelvey and Sarthak Prasad met to continue discussing how to report Bike Fee funding in the iCAP Portal.

Discussion/Decisions

After much discussion of ways to record and display the Bike Fee funding information, we decided the best course of action may be to not build out this funding tracking feature in the iCAP Portal at all. We may be best served by simply uploading an Excel file with all this information. The latest funding info spreadsheet can be added to the Bicycle Programs and Infrastructure Fee project each year, as well as a Project Update associated with the various impacted projects.

TODOs

Discuss this decision with Morgan to see if she agrees with this path forward.

Miriam Keep, Codie Sterner, and Michael McKelvey met to discuss progress on embedding projects from the iCAP Portal on the SSC website.

Discussion

• Michael's questions:
  • Ok to move SSC Projects to full-blown content type?
  • Entering funding details options:
    1. Enter details for each status (Requested, Approved, Allocated, Spent, Relinquished)?
       • Pros: can enter very detailed info which could be useful for complicated situations
       • Cons: more laborious to enter
    2. Enter broader details directly into SSC Project record in a single field for each status (less detail allowed, simpler
       • Pros: much simpler to enter
       • Cons: cannot enter very detailed info; may lose ability to represent multiple funding sources for a project (depending on setup)
  • Do SSC Projects ever have multiple funding sources in a single semester?
  • What's the "Other" funding source? (see 2009-2010)
  • Combine Semester and Year into one field? Or leave separate?
• Sheri: can we automate entry of data?
  • Michael: this might be possible, we can look into this in the future

Decisions

• SSC Project full-blown content type is a go!
• Prefer option to enter detailed funding info
• Can ignore "Other" funding source, it was used to trick Tableau into displaying funding info correctly
• Leave Semester and Year separate

Timeline

• Meet next week for final discussions
• Have students start to enter information in the following weeks

TODOs

• SSC Projects:
  • ✔️ Add Image Gallery
  • ✔️ Show Image Gallery in main section
  • ✔️ Move map to sidebar
  • ✔️ Use Featured Image from SSC Project rather than associated iCAP Portal Project
  • ✔️ Add Award Expiration date field
  • ✔️ Merge Active and Closed into SSC Project Status field (Active, Closed)
• Embed:
  • ✔️ Change Project Category to text instead of icon
  • ✔️ Show Semester filter only if Year selected (lower priority, can wait until other changes are done)

Michael McKelvey and Sarthak Prasad met to discuss how to report Bike Fee funding in the iCAP Portal. The Bike Fee and SSC are currently the only student-initiated fees to report, but we should consider the possibility that new sustainability-related fees will need to be reported in the future as well.

Discussion/Decisions

Two options came out of our discussion:

1. Use the existing funding structure which was created early on in the iCAP Portal's development but isn't currently used. This structure requires entering each line item separately, which is powerful but laborious
2. Implement a new, simplified funding structure which allows a single entry per year for each type of allocation, but wouldn't allow individual line items for each expenditure within a category. This option is simpler, but less granular.

TODOs

• Michael will implement the new, simplified funding structure on a dev site so Sarthak can test both options and compare them.

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.
    • See meeting notes: Discussion about SSC projects in iCAP Portal - May 3, 2024
• 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