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Projects Updates for Sustainability iCAP Portal

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  1. iCAP Portal Admin Meeting - January 31, 2025

    Associated Project(s): 
    Sustainability iCAP Portal

    Agenda

    • Michael's updates
      • Featured Projects:
        • Stopped wrapping text below image
        • Stripped formatting from text (links, bold, & italics still permitted)
      • Updated "Add Project Update" links on Project Header Layout projects to auto-fill current project
      • Project Updates listings: descriptions expand/collapse at 500 characters
      • Recommendation pages:
        • Show most recent status prominently
        • Description field: "Original Recommendation" heading
        • Move Supplanted By box up to second position, right after iCAP Team
      • Places: most duplicates merged; a few questions arose (see attached file):
        • Architectural annex
        • Fire Institute
        • Vet Med Building
      • Recommendation Updates:
        • Default to sorting by Recommendation Title
        • Also added Update Title and Update Date as sort options
        • Added Update Date column
      • Updated SSC link on iCAP Portal homepage to go to SSC Projects page
    • [DEFER TO NEXT TIME] Google Analytics numbers drop
      • Steeper than others have experienced
      • Probably some combination of less traffic and old analytics possibly not excluding bots/crawlers as effectively
    • [DEFER TO NEXT TIME] Discussion of how to handle projects with large numbers of metrics (see notes from Sarthak & Michael's discussion)

    Discussion

    • Helen: is the new SSC Projects structure available to the public yet?
      • Michael: yes, homepage now links to new SSC Projects
      • TODO: have a discussion with SSC folks (Sheri, Helen, others?) about SSC / iCAP Portal connections (Morgan will reach out to Sheri)
    • [DEFER TO NEXT TIME] Google Analytics numbers drop
    • [DEFER TO NEXT TIME] Discussion of how to handle projects with large numbers of metrics

    TODOs

    • Project Updates listings:
      • Can we have an "expand all" link at the top?
      • ✅ Change cutoff to 750 characters
      • ✅ Project Updates for individual projects: use expand/collapse
    • ✅ Recommendations:
      • ✅ Change "Status" to "Current Status"
    • Places:
      • FSI:
        • Associate Lighting Retrofit #5 w/IFSI location
        • Remove FSI individual buildings
      • Architecture Annex:
      • Vet Med:
        • Have an F&S student review the various Vet Med related buildings to determine which should be kept and where the markers should be (see this search of Places for 'vet')
      • Morgan: should we use ArcGIS instead of Google Maps on our site?
    Attached Files: 

  2. iCAP Portal Admin Meeting - December 6, 2024

    Associated Project(s): 
    Sustainability iCAP Portal

    Agenda

    • [Michael] Updates:
      • Recommendations: added iWG Team
      • Project page: showing list of associated iCAP Teams only to logged in users
      • Recommendations search page:
        • Only showing links for Recommendations; made the rest plain text
        • Added column for latest Recommendation Update status
      • Trimmed down content in Project Updates listings so they're easier to scan:
        • Before: associated projects, full description, public & private files, notes, visibility
        • Now: associated projects, summary description, notes, visibility
        • Open to feedback!
      • Project page: "Add Project Update" and "Add new Metric" links on Project page now auto-fill the current Project!
      • Recommendation page: "Add Recommendation Update" on Recommendation page now auto-fills the current Recommendation!
    • Continue discussion of new Recommendations process
    • (Time permitting) Discussion of how to handle projects with large numbers of metrics (see notes from Sarthak & Michael's discussion)

    Discussion

    • Project Updates listings: can descriptions expand/collapse instead of just truncating?
    • New Recommendations process
      • Recommendations:
        • For description, enter summary of recommendation rather than iWG assessment
        • Add files column to Recommendation Updates table
        • Michael will investigate ways to show more of the story for each recommendation (incl. teasers w/expandable descriptions?)
        • Description field: "Original Recommendation" heading
        • Keep Recommendation Updates listing reverse chronological
        • Move Supplanted By box up to second position, right after iCAP Team
      • Recommendation Updates:
        • Use status at the time of the update rather than current status
        • For titles, use descriptive sentence rather than single word status
    • Sheri: duplicate locations in iCAP Portal
      • Send list to Michael; he'll merge them
    • SSC embed on ECE kiosks - will that become out of date with new SSC Projects approach?
      • We could potentially use the SSC embed, or a variation on it
      • Joyce Mast has retired; Catherine Somers is the current contact
    • May want to add SSC and possibly Public Affairs recognition to footer
    • Embeds: add card option for listings
    • Discussion of how to handle projects with large numbers of metrics

    TODOs

    • ✅ Update Add Project Update links on Project Header Layout projects
    • ✅ Project Updates listings: can descriptions expand/collapse instead of just truncating?
    • ✅ Recommendation pages:
      • ✅ Show most recent status prominently
      • ✅ Description field: "Original Recommendation" heading
      • ✅ Move Supplanted By box up to second position, right after iCAP Team
    • ✅ Merge duplication locations
    • ✅ Sort Recommendation Updates listing alphabetically (also look into adding sort options)
    • Investigate ways to show more of the story for each recommendation (incl. teasers w/expandable descriptions?)
    • Michael will reach out to Sheri to get SSC Projects embed working on SSC website
    • ✅ Update SSC link on iCAP Portal homepage to go to SSC Projects page
    • May want to add SSC and possibly Public Affairs recognition to footer
    • Embeds: add card option for listings

  3. Google Analytics changes impact the user counts for the Portal

    Associated Project(s): 
    Sustainability iCAP Portal

    This is likely due to the change in Google Analytics’ reporting system. They moved from “Universal Analytics” (UA) to “Google Analytics 4” (GA4) which included a significant change in the way they count things like pageviews. It’s not exactly that the numbers we had before were inaccurate, nor that the new numbers are inaccurate, it’s that they’re being counted in a different way. Here are 2 major differences:

    1. UA tracked each device as a user; GA4 tries to track the same person across multiple devices (e.g. phone, tablet, laptop, desktop computer)
    2. UA would count the same person visiting on different days as different users; GA4 will track the same person visiting multiple times as a single user in a given report. So if you ran a report for 2 days, the same person visiting twice would count as 2 users in UA, but only 1 user in GA4. Now expand this out to an annual report, and you can imagine how the numbers can become much lower if you have a fair number of repeat visitors.
    3. GA4 may be doing a better job of honoring browsers’ Do Not Track requests, plus over time more people may be using extensions that block 3rd-party cookies and traffic, like Google Analytics.

     

    To demonstrate how point #2 above can lower our numbers, here are some tables comparing longer-term reporting periods with sums of shorter-term reporting periods:

     

    Monthly vs. Annual

    Month

    Users

    Jul-23

    1532

    Aug-23

    2765

    Sep-23

    2711

    Oct-23

    2579

    Nov-23

    2099

    Dec-23

    1702

    Jan-24

    1902

    Feb-24

    2180

    Mar-24

    1974

    Apr-24

    2565

    May-24

    2001

    Jun-24

    1728

    TOTAL

    25,738

     

    Comparison:

    • Total users in single report from Jul 1, 2023 to Jun 30, 2024: 24,548
    • Difference between reporting methods: 1,190
    • % more users when broken down by month: 5%

     

    Daily vs. Monthly

    Day

    Users

    1-Oct-23

    87

    2-Oct-23

    115

    3-Oct-23

    116

    4-Oct-23

    156

    5-Oct-23

    125

    6-Oct-23

    86

    7-Oct-23

    68

    8-Oct-23

    63

    9-Oct-23

    129

    10-Oct-23

    125

    11-Oct-23

    109

    12-Oct-23

    113

    13-Oct-23

    80

    14-Oct-23

    49

    15-Oct-23

    54

    16-Oct-23

    141

    17-Oct-23

    122

    18-Oct-23

    116

    19-Oct-23

    90

    20-Oct-23

    70

    21-Oct-23

    42

    22-Oct-23

    69

    23-Oct-23

    109

    24-Oct-23

    108

    25-Oct-23

    132

    26-Oct-23

    186

    27-Oct-23

    124

    28-Oct-23

    60

    29-Oct-23

    80

    30-Oct-23

    126

    31-Oct-23

    109

    TOTAL

    3159

     

    Comparison:

    • Total users in single report from Oct 1, 2023 to Oct 31, 2023: 2,579
    • Difference between reporting methods: 580
    • % more users in October 2023 when broken down by day: 22.5%

     

     

    For anyone who’s interested, here’s a bit more information about the differences between UA and GA4:

     

    I hope that helps explain some of the difference. I am surprised the number dropped in half – that is a pretty substantial change. If you’d like, I can spend some time delving into that in more detail to see if there’s something going on, but my hunch is that it’s mostly attributable to the change in the way Google Analytics records and reports its data. I’m not an expert at Google Analytics; if you know anyone who’s good at analyzing Google Analytics reports, we could invite them to take a look and see what they notice.

     

    </Michael>

     

    Michael McKelvey

    Office for Mathematics, Science, & Technology Education

  4. Discussion about Metrics - October 16, 2024

    Associated Project(s): 
    Sustainability iCAP Portal

    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

  5. iCAP Portal Admin Meeting - November 1, 2024

    Associated Project(s): 
    Sustainability iCAP Portal

    Agenda

    • [Michael] Quick updates:
      • Project Updates now default to being promoted to front page
      • Metrics link on homepage links to Metrics w/Details listing
      • Homepage video updated to iCAP 2025 Kickoff video
      • Featured Projects on Projects page: now showing last 2 updated/edited Featured Projects (previously we showed the latest 2 by creation date, so editing a Featured Project didn't bump it back to the top). This will match the sorting on the Featured Projects listing page.
      • Bugfix: Metric annotations now allow line breaks (previously line breaks in metrics would stop all graphs on the page from loading)
      • Bugfix: Project descriptions - big images were causing "View Full Description" to look weird. Sarthak, you'd reported this bug - could you test this out and see if you can still break it?
      • Started showing all images on SSC Projects and moved the images below the map. Most projects seem to have only 1-3 images anyway. If this becomes an issue for projects with lots of images, I can look into other options.
    • [Michael, Miriam] Intro to new Recommendations process
    • [Sarthak, Michael] Discussion of how to handle projects with large numbers of metrics (see notes from Sarthak & Michael's discussion)

    Discussion

    • New Google Analytics user numbers dropped in half last year, largely due to changes in the way Google Analytics tracks users (see Google Analytics changes impact the user counts for the Portal project update)
      • Start a new metric?
      • Continue using current metric with an Annotation?
        • This was the preferred approach.
    • Homepage video: the explanatory text about climate change is in the way - can we remove it?
    • Intro to new Recommendations process
      • Recommendations will start being added next week
      • Do we have the process for adding Recommendations documented?
        • No documentation yet, just verbally described
        • Old Recommendations process is detailed in 2 private Word documents on the Sustainability iCAP Portal project page.
      • Decided to continue discussion at next meeting
    • Discussion of how to handle projects with large numbers of metrics [DEFERRED TO FUTURE MEETING]

    TODOs

    • ✅ Featured Projects:
      • ✅ Stop wrapping text below image
      • ✅ Strip formatting from text
    • ✅ Recommendations
      • ✅ Add iWG Team
    • ✅ Project page
      • ✅ Show list of associated iCAP Teams only to logged in users
    • ✅ Recommendations search page
      • ✅ Only show links for Recommendations; make the rest plain text
      • ✅ Add column for latest Recommendation Update status

  7. iCAP Portal Admin Meeting - October 4, 2024

    Associated Project(s): 
    Sustainability iCAP Portal

    Agenda

    • [Michael] New draft Admin Dashboard
    • [Sarthak] Promoting project updates to front page
    • [Quinn] Giving student RSOs and groups ability to update their respective pages
    • [Quinn] Linking SSC Projects with iCAP Projects that are directly or indirectly related to the funding project
    • [Miriam] Paring down the list of metrics

    Discussion

    • Promoting project updates to front page
      • Check the "Promoted to front page" checkbox when adding Project Updates
        • Anything from iCAP Teams, including minutes
        • Just about everything should be promoted to front page to keep homepage looking fresh
        • Change default to promoted to front page
    • Giving student RSOs and groups ability to update their respective pages
      • What access and permissions to give?
      • Yearly temporary status for users to keep using the portal?
    • Linking SSC Projects with iCAP Projects that are directly or indirectly related to the funding project
      • Feature exists! 🎉 Use Associated iCAP Portal Project(s) association in SSC Projects
    • Paring down the list of metrics
      • Miriam: consider cleaning these up before moving on to archiving projects.
      • A lot of these have not been updated or aren’t really relevant, and currently we are linking directly to this page from the iSEE website.
      • Link to Objectives Dashboard instead
      • Group metrics in some way (e.g. Transportation-related)

    TODOs

    • ✅ Make latest Featured Projects show on Projects page
    • ✅ Change Project Update to default to promoted to front page
    • ✅ Change metrics link on homepage to Metrics w/Details listing
    • ✅ Update homepage video with video Miriam sent in Teams chat
    • ✅ Fix metric annotations to allow line breaks
    • Next meeting:
      • Intro to new Recommendations process

  8. iCAP Portal Admin Meeting - September 6, 2024

    Associated Project(s): 
    Sustainability iCAP Portal

    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]

  10. iCAP Portal Admin Meeting - August 9, 2024

    Associated Project(s): 
    Sustainability iCAP Portal

    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
      • Hid archived projects from Related Projects listing

    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.:

    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?

  11. iCAP Portal Admin Meeting - July 22, 2024

    Associated Project(s): 
    Sustainability iCAP Portal

    Agenda

    • SSC interns starting to enter SSC Projects
    • iCAP Teams starting to use Pending Tasks

    Discussion

    • Archiving projects
      • Example using a "Record Status" field with "Active" and "Archived" options
      • Questions:
        • How to display archived projects on associated Project Update & Metric pages:
          • Show project name w/o link? - No, we want people to still be able to reach archived information
          • Show a second listing of "Associated Archived Projects"? - No
          • ✔️ Show archival status next to linked project name?
        • Should we hide archived projects from being listed in other projects' Child/Related Project listings?
          • Yes, for now. We can find a way to make that information available later on if desired.
      • Thoughts:
        • Include "[ARCHIVED]" status in project title most places it's listed
        • Should remove project from most listings to keep information up-to-date, but keep it listed when tied to specific other information, e.g. Project Updates and Metrics (may want to demote it in Metrics may collect many associated archived projects over time)
    • Revisit Bike Fee funding discussion - Morgan recommends sharing broad funding details

    TODOs

    • Michael will keep working on the archived projects feature to show in more depth at next meeting
    • Next meeting needs to be rescheduled; Quinn is on it!

  12. Discussion about reporting Bike Fee funding - June 12, 2024

    Associated Project(s): 
    Sustainability iCAP Portal
    Bicycle Programs and Infrastructure Fee

    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.

  13. iCAP Portal Admin Meeting - July 3, 2024

    Associated Project(s): 
    Sustainability iCAP Portal

    Agenda

    • Apologies for slowness on the iCAP Portal recently - it's fixed now!
    • SSC Projects
      • Discussions since our last meeting: Discussion about SSC projects in iCAP Portal - June 11, 2024 (Codie, Michael)
      • Codie built out the initial set of SSC Projects for Spring 2023
      • SSC Project embedding for the live site will be ready for testing soon - still ironing out a few things before it's ready for production
      • Question about avoiding document plagiarism: do we have concerns about providing documents that people can download, edit, and try to pass off as legitimate?
    • Places:
      • Fixed a couple Places stuck on Null Island
      • Improved All Places listing and added All Places (Map)
      • Fixed an issue that caused geocoding not to work
        • New Places: enter an address and save - it will automatically get geocoded.
        • Existing Places: select the "Re geocode" checkbox and save to force geo-coding
    • Bike Fee Funding
      • Discussion since our last meeting: Discussion about reporting Bike Fee funding - June 12, 2024 (Sarthak, Michael)
      • Decided not to try to add Bike Fee funding to iCAP Portal at this time - instead, upload an Excel file with the data. That will likely give users a more useful way to view the funding data.
    • Archiving projects:
      • What happens to Project Updates associated with an archived project? What should happen?
        • If one or more active projects are still associated with a Project Update, the Project Update should be visible
        • If no active projects (either 0 projects or only archived projects) are associated with a Project Update, should the Project Update be visible? It's much easier not to hide Project Updates in this situation, so hopefully the answer is 'yes' :-)

    Discussion/Decisions

    • Document plagiarism:
      • The group agreed that if we're going to share documents, there's not much we can do to prevent plagiarism.
      • Only people with certain iCAP Portal permissions can change the official documents on the website, so we're not worried about the official public record - all a malicious user can do is edit a file on their own computer and try to pass it off as legitimate.
      • Sharing documents as images would have accessibility concerns
      • Trying to share documents as view-only would provide minimal protection; it would only require slightly more manual labor to recreate a letterhead than to download and edit an existing document
    • Archiving projects:
      • Using the Published checkbox is probably not the right solution, since we want to allow Archived projects to be publicly visible, just not by default in certain listings
      • Investigate another approach, possibly more like the Public/Private option already in use
    • Bike Fee:
      • Morgan advocates for sharing the Bike Fee info directly on the iCAP Portal rather than a simple Excel file
      • We can probably share Bike Fee info at a much broader level than we were thinking, so it's not too onerous to enter

    TODOs

    • SSC Projects:
      • Finish SSC Project embed
      • Allow more than 3 photos to be seen - e.g. link to separate image gallery page like iCAP Portal Projects?

  15. iCAP Portal Admin Meeting - June 10, 2024

    Associated Project(s): 
    Sustainability iCAP Portal

    Agenda

    • Quinn’s updates
      • Working on updating the portal during the summer
      • Created three tracking sheets that I will share
        • Lists include In Progress and Ongoing projects, and metrics
        • Used Power Search to generate the lists and get the extra info!
      • Have already reached out to folks and received updates for a few In Progress projects
    • Power Search:
    • Recommendations:
      • See Recommendations Administration page for links to add new Recommendations and Recommendation Updates, as well as searchable/filterable listings of Recommendations and Recommendation Updates
      • New blocks available on project pages, at the bottom of the left-hand sidebar:
        • Recommendations are listed on any projects they're associated with
        • Recommendations are listed on any projects their associated iCAP Team is associated with
        • iCAP Teams are listed on any projects they're associated with
      • New iCAP Team content type
        • Currently used in Recommendations (for grouping recommendations by associated team) and Project Updates (for assigning Pending Tasks)
    • SSC Projects:
    • Archiving projects
      • Instead of adding an Archived/Active state checkbox, I propose we use the built-in "Published" checkbox.
        • Pros:
          • Built-in, already exists
          • No need to update every single display of projects - only displaying published projects already
        • Cons:
          • Usually an unpublished node would indicate draft content (since we don't have a workflow that requires draft approval, using the Published checkbox seems reasonable)

    Discussion/Decisions

    • Dark Mode??

    TODOs

    • ✔️ Clerks should be able to view Pending Tasks
    • Archived projects - what happens to Project Updates?

  16. Discussion about SSC projects in iCAP Portal - May 3, 2024

    Associated Project(s): 
    Sustainability iCAP Portal

    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)

  17. Discussion about iCAP recommendations - April 15, 2024

    Associated Project(s): 
    Sustainability iCAP Portal

    Michael McKelvey, Miriam Keep, and Sarthak Prasad met to discuss modifications to how projects are associated with recommendations and whether there are any modifications we'd like to make to the current setup.

    Discussion/Decisions

    • Recommendations:
      • Leave Associated Project(s) field as is - optional, allowing multiple projects to be associated
      • Add new field linked to a project where future updates can be found (naming it is tricky - "Further updates"? "See further updates"? "See additional updates"? "See ongoing updates"?) - optional, allows only 1 project
    • iCAP Teams:
      • Add Associated Project(s) field - optional, allows multiple project to be associated
      • On any projects associated with an iCAP Team, show all the recommendations for that team (will be used on iCAP Team projects)

    TODOs

    • ✔️ Add new Further Updates field to Recommendation content type
    • ✔️ Add new Associated Project(s) field to iCAP Team content type
    • ✔️ Add new Recommendations listing to projects associated with an iCAP Team

  18. Discussion about reporting Bike Fee funding - April 15, 2024

    Associated Project(s): 
    Sustainability iCAP Portal
    Bicycle Programs and Infrastructure Fee

    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.

  19. iCAP Portal Admin Meeting - May 3, 2024

    Associated Project(s): 
    Sustainability iCAP Portal

    Agenda

    Discussion/Decisions

    • The idea of Power Searches is popular - will add additional content types and filters. Suggestions welcome!
    • Archiving projects
      • Decided to start with a simple Archived/Not Archived checkbox or dropdown list (do we have better terminology than "Not Archived"? Public and Visible are already used in other contexts). Michael will try it out on a dev site and report back next meeting.
      • Rejected ideas:
        • Add "Archived" to Visibility options - seems distinct from Public/Private, plus we want the option to still show projects publicly, just default to hiding them in most listings.
        • Add "Archived" to Project Status options - this mixes the status of the project itself with whether we still want it to show up on the site; e.g., cannot represent both "Cancelled" and "Archived" simultaneously
    • The Phantom Menace is in theaters this weekend in honor of Star Wars Day (May the 4th be with you) and Codie's birthday (5/5)! See it, you will.

  20. iCAP Portal Admin Meeting - April 5, 2024

    Associated Project(s): 
    Sustainability iCAP Portal

    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
    • SSC Projects
      • Discussions since our last meeting:
      • 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.
      • 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.

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