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

Discussion items:

• Michael shared a demo of SSC project embedding (TEST site) which includes a map which responds to filters.
• Codie suggested adding the following SSC-specific fields to projects:
  • (SSC) Project Lead
  • (SSC) Project Lead Email
  • (SSC) Financial Advisor (all)
  • (SSC) Financial Advisor Email
  • (SSC) Project Advisor (only applicable to student-led projects)
  • (SSC) Project Advisor Email
  • (SSC) Team Members (unlimited plain text fields, just like in Contacts tab)
• Change SSC tab title to: SSC Specifics
• Project Funding discussion:
  • Prefer to separate out the 2 funding sources (SCEF, CETF) - perhaps instead of one "Funding Source" in iCAP Portal for SSC, could have 2 - one for each fund. Funding Type in the Funding Details could be a way to group together all SSC funding regardless of source (?)
  • When SSC funds a project, each semester needs to be reported separately, which is a different structure from how "projects" are represented in the iCAP Portal. For one-off funding, this isn't a problem, but sometimes (~5%?) SSC funds projects multiple times, which would require creating multiple Projects in the iCAP Portal to record SSC info about what the iCAP Portal would consider a single "project." How do we handle this? Some potential options include:
    • Always create a sub-project for each semester of SSC funding related to a project (lots of "extra" projects in the iCAP Portal created only to record SSC funding info). Projects created explicitly for SSC which don't have a more logical parent could go potentially go under the SSC project.
    • Use the Project Funding system in the iCAP Portal to record information by semester. The "Project Funding" content type is meant to act as a bridge between Funding Sources and Funding Details, so it might be the right place to store this information.
    • Create a new content type specifically for SSC projects. Perhaps use Metrics as a template? Not sure if there's an advantage to this over repurposing the Project Funding system, except this would be a single-purpose system built specifically for SSC, so it might be more streamlined.
  • Michael and Codie plan to meet March 22 to continue the discussion.

Agenda

• Homemade caramels!
• Update: Miriam Keep, Sarthak Prasad, Christina Tran, and Michael McKelvey met to discuss a proposed structure for updating iCAP recommendations: Discussion about updating iCAP recommendations - February 21, 2024
• Lots of back-end updates/upgrades over the past couple weeks - Michael's been testing and retesting to try to catch any incompatibilities with the new updates, and so far things are looking good. Let him know if you encounter any issues!
  • One update of note: the module that creates automatic redirects when titles change has gotten smarter, so those infinite loops should be a thing of the past!
• Google Analytics reporting

Discussion/Decisions:

• Project Updates:
  • Add field "To Do Item(s)" at top of Tasks section
    • 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
    • What should this field be called?
    • Should it allow multiple people to be entered?
    • Add a My Tasks page where logged in users can view all tasks assigned to them. Also show tasks they've assigned?
    • Started work on this on test site: Michael's test task
• Pending Tasks list:
  • ✔️Change Title column to "Project Update"
• Recommendations:
  • May not need to allow a Project to "subscribe" to Recommendations:
    • Recommendation has associated Project (allow multiple, but typically only enter one)
    • Project page shows all Recommendations pointing to this project (possibly instead of a project being able to "subscribe" to recommendations)
    • iWG project: instead of showing all the recommendations, provide a link to the page showing the recommendations
  • Recommendation add/edit form could be used to receive suggestions for new recommendations
  • Need to discuss further - Morgan, Miriam, and Michael will meet next week to discuss & diagram out on a whiteboard

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.