Roles and Responsibilities

See letter from Liz Gibson below.

Summary of Process by Liz Gibson:

I just met with the Faculty Support and Communications folks. We went over where the process issues were regarding the creation and addition of new accounts, project sites, and participants in those sites - and arrived at the following:

1) Michael will be the point person for requests for entering new pilots / users into the Sakai Database. He will be responsible for working with the Programmer 1 (see item 2 below) to get the names entered into the Sakai Database, to get all the project participants added as users, and to communicate with the project site owner when that is done. When notifying the new site owner, he will send them the ET Partners info on how to set up a project site, and will tell them how to contact IT Express if they need help.

2) Mark Stinson is going to loan us a Programmer 1 for the summer, to be in charge of entering these accounts. We have this person until ~Sept. 15th.

3) If there is not enough work for the Programmer 1 to do in this process to keep him/her occupied, the programmers are welcome to use him/her as they can... however the first priority must always be for this person to create the accounts, and to add site access.

4) WE NEED SCOTT TO DO THE GARY SUE GOODMAN PROJECT PEOPLE TODAY... (Virgina Hinshaw is now a major player in this project...). As soon as this is done, could Scott or you please contact Chris Sarason immediately, and she will follow up with Prof. Goodman to let them know that the site is ready for them to roll.

5) Michael is going to hold all other requests until next week, when we have the Programmer 1 on board, to do the work.

6) We will also need Scott or Thomas to train the Programmer 1 and Michael on how to do this work, once the P 1 is on board next week. So, the Goodman site is the only group of entries that the programmers over there will need to do....

7) We will need to find a cubicle for the P1 to sit at over there, for the summer. I have asked Michael to work with Babette to request a cubicle.

8) The P1 will report to Michael for this work, as Michael is the point person for this process. If the P1 has additional time available, Michael and/or the P1 will report to ____ for additional work. Please could you let Michael know who that should be ?

Also, for the record:

Bev is not doing everything that Nancy was doing - at least not at the moment. She will be focusing on her learning curve on Sakai, and preparing her (large) course for SITT that she has to teach in July. We will keep her in the loop on emails, so that she is able to "lurk" and keep up on what is gong on, but she will not be available to help with anything in the short term. After SITT, I expect that she will be ready to take on more faculty assistance and play a larger role in the group.

ET Partners are not appropriate for doing account additions, as I suspect that the permission level required for them to do this would represent a security issue. Hence the choice of the temporary programmer 1. You and Kirk and I will have to discuss when we are going to dump all the Kerberos logins/banner information into Sakai, which I realize means that everyone would have access if they were to try. If we aren't going to do this in the fall (unannounced of course), then we will need to find an alternative solution for this when the programmer 1 goes back to ITExpress.

So - ET Partners will keep on doing what they are doing, Bev will keep on learning and preparing, and Michael and the Programmer 1 will do the account setup and participant adding.

If there is something I have missed, would someone please respond and let everyone know.
I am out this afternoon on family care, I'll be back in the office tomorrow morning.

Thanks
Liz

=======================================
Elizabeth (Liz) Gibson,
Director, IET- Mediaworks

MG's follow up

From: Michael Giardina mvgiardina@ucdavis.edu
Sent: Thursday, June 22, 2006 4:18 PM
To: 'Liz Gibson'; 'Sandra Stewart'
Cc: 'Babette Schmitt'; 'Kirk Alexander'; 'Christine French Sarason'; bacrane@ucdavis.edu; aojones@ucdavis.edu; 'Thomas Amsler'; '"Jon_Gorrono" <Jon Gorrono'; 'Scott_Amerson <Scott Amerson'; mpkava@ucdavis.edu
Subject: RE: New Process for Project Sites - this P.M. training cancelled.

Liz,

Thank you for this summary. Everything looks great.

One clarification: I believe we also discussed that Andy and I would finalize the copy text on the request form, while Pat and Tim would work to convert our the request form "word document" into an online HTML Form that could (with Tim's help) store the information collected from requestors and organize them into a spreadsheet or database that the programmer can then use to help organize requests. Is this your impression as well? If so, shall we move forward?

Also, to help clarify the process we agreed upon in the meeting today, I thought I would draw up a quick flow chart for those who prefer to follow the steps visually. Liz, could you confirm that I've captured the process we've agreed to? After I implement any of your corrections, I'd like to finalize and pass a final version to the smartsite-com list-serv to let everyone know what solutions we've developed and where we plan to go from here. Please find that flowchart attached to this e-mail.

Sincerely,

Michael Giardina

LG's response

Hi Michael

Thanks - yes this represents how I understand it.

Also, yes, Pat and (Tim ??? ) a student programmer will work on making a web version of the application form. In the meantime, people will have to continue sending the form as an attachment. I really don't want this to be a huge task - so unless it is a very simple (and short) programming task to set up the spreadsheet or database, we aren't going to go that route, as this is very temporary - on the scale of a few months, with most of the events happening now - i.e. right after the IT Times release.

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