Meeting Minutes Jan 19 18

2018-01-19

Location	Time	Duration
SAB-307	13:00 - 14:00	1hr

General discussion notes

• Data is not yet available, should be by the time the day is out
• The governing board is made of several committees, each having members from around the university, business focused
• The academic board handles more academic matters, has members from each faculty. They produce the course calendar, code of conduct, staffing of classes, student focused.
• We will be handling data from both, the board of govenors and general faculties council
• Nominating, replenishing committee and awarding committees are NOT shared with us, they are confidential. Every other committee is public.
• Each meeting has the following process
  • Agenda
  • Meeting documentation
  • Eventually goes into a corp record
  • The members share information with eachother
  • Then presentations
  • Then action taking
  • Then decisions/actions posted
• Important docs:
  • Agenda listings
  • Approved minutes
  • Meeting materials
• Members try to find the meeting materials to prepare themselves
• Community members might be interested in a specific item of the agenda, which has associated meeting materials.
• “As a community member I want to see all references to an agenda item”
• Internally using sharepoint and sitecore
• Supports business proc and sharing of data. The outputs of which are what are being put on the website
• Sitecore handles the website
• Right now SITECORE searching isn’t intuitive, not robust. You need to find a specific area and then search from there
• SHAREPOINT has too much not-essential data.
• They can currently search on agenda titles
• But they WANT to be able to search on topics
• Not all the topics will be called the same thing
• Goal: Make a searchable PDF database.
• On sitecore2 platform right now, working on an update.
• Two user types: members, public
• The goal, connect users to pdfs that match their queries
• Quereies:
• I want to know what is happening with the peter lougheed colledge
• What commitees talked about it?
• What aspects did they talk about?
• How many committees does eleni sit on
• How many decisions were made on this topic?
• Start with committee members? Expand later to the public?
• Ann: “We were looking up something that had the word ethics in it, we were all searching for this thing as long as it had ethics, but the word was ethical, and then too many results came up in all these different sections and we had to divide and conquer to try and find this document”
• Must be portable, mobile friendly, web-based
• “What happened to do with ethical in 2017?”
• “Which committees touched the ethical topic”
• “Which decisions were about ethical topics”
• “If i wanted information on how the dean of science was appointed, what committes talked about that appointment?”
• “Why did they change my degree name? Who decided this? Who voted on it?”
• “What’s being talked about related to tuition right now?”
• THEY WANT A QUERY LANGUAGE, something that can be very specific, but they need natural language for when they aren’t exactly sure what they are looking for
• “Maybe it’s better to just chuck the PDFs right back into sharepoint?”
• “We need your expert analysis”
• “If it could be a search function”
• “A webtool, some predefined functions?”