20100803 - August 3, 2010, Agenda & Meeting Notes

Team

Susan Brooker-Gross, Mary Dunker, Daniel Fisher, Karen Herrington, Kim Homer, Greg Kroll, Joyce Landreth, Randy Marchany, Kevin Rooney, Nate Smith, Brenda van Gelder
( present, absent)

Agenda

1. Status
   1. Project Initiation Form rewrite
   2. Focus groups
2. Review & update ideas from last week's brainstorming session on collecting user data.
3. Begin project communications planning

Meeting Notes

1. Status
   1. Project Initiation Form rewrite
      1. Updates were suggested by all present.
         1. Action item: Greg will review the form one more time then send to Brenda for Erv's review and approval.
   2. Focus groups
      1. Kevin suggested three focus groups with recommended participants.
         1. User Interface/Usability/Help desk
         2. Security
         3. Technical/Developer
         4. We may want to think about a functional/operational office focus group in the future. Not so much for input but for buy-in of the concept and processes.
         5. Action item: Kevin will look into scheduling meetings of all focus groups and may use this time-slot for meetings.
      2. Kevin has a somewhat functioning demo that was used at the first meeting of the User Interface/Usability/Help desk focus group.
      3. Kevin is testing SMS and is requesting a VT issued cell phone for this project. This testing cell phone will also be used by the Technical/Developer focus group and general project testing.
         1. Action item: Greg will talk to Jeb about getting a VT issued cell phone for the project. The requested $10K budget should cover this expense. Also ask about reimbursement for testing to date for Kevin's personal cell phone which pays for each text message.
      4. Kevin is also working on facebook authentication.
2. Brainstorming
   1. After some discussion loose definitions are:
      1. advertise: places/opportunities to temporarily promote the service (e.g., tent cards in dining halls)
      2. informational: places/opportunities to permanently promote this service (e.g., MyVT)
   2. PIDGen, MyVT, and VT Alerts (if possible) were suggested as the 3 best ways to collect user data.
   3. Difference between VT Alerts & Emergency Notification
      1. VT Alerts http://www.alerts.vt.edu/
      2. More comprehensive Emergency Notification http://www.police.vt.edu/VTPD_v2.1/assets/documents/VT_ENS_Protocols_2010FEB.pdf
   4. The best time for users to set their preferences is immediately after authenticating to a service (and checking to be sure their preferences have not already been set).
   5. We need to make a decision on the primary place (MyVT?) for users to set preferences and all other applications/services would point or link to that primary place.
   6. Another related question is where are the best places to harass users to set their preferences and how much (how often?) to harass them?