PMI-MN Web Team Action Register
Project Name: PMI-MN Web Project
Project Manager: Cathryn Worden
Project Lead:Blake A. Kuncl
Project Team: Erica Bibeau, Jay Dellis, Alan Bearder
No. / Description / PriorityHigh
Medium
Low / Date Posted / Due Date / Owner / Status / Actual Date / Deliverable
BOD list incomplete / L / 6/12/03 / 6/26/03 / Cathryn / Close / 6/12/03 / Sent follow up e-mail.
Update redirect list / H / 6/12/03 / ASAP / Blake/Jim / Close / 6/27/03 / Jim to provide most current list and Blake to up load on the Officers Page
Verify New Members and PMP table with DEP file / H / 6/12/03 / 6/18/03 / Blake/Matt / Close / 7/17/03 / Matt extract JuneDEP file (Vpmembership 10th and 15th to DLC) into an Excel spreadsheet, send to Blake so that he can verify that the proper New Months Members and PMP are listed on site correctly. (This will confirm that DLC process works) NEW Process DEP file would come from VP Membership to Webmaster then Webmaster to DLC.
Volunteer Opportunities Page / H / 6/12/03 / 6/18/03 / Cathryn / Close / 6/18/03 / Determine purpose of identifying a volunteer’s place of employment.
Verify Member/Officer log in and pass word procedure / H / 6/12/03 / 6/18/03 / Blake / Close / 6/17/03 / Incomplete log in process. Verification is unsuccessful.
Send e-mail blast notify members of logging onto the Members only area. / H / 6/12/03 / ASAP / Blake / Close / 6/18/03 / Execute when Item # 5 is complete
DLC sent notification procedure to members
Post program update for Sept 18, 2003 / M / 6/12/03 / 6/18/03 / Jim / Close / 6/20/03 / Entered the program record with a category of “PDU”, when it should have been “PROGRM.
Re: Volunteer Opportunity Page – Post Volunteer Opportunity from Dorle / M / 6/12/03 / ASAP / Blake / Close / 6/18/03 / Confirm of action completed
Follow up on NPDSIG (Greg Bogenschutz) / M / 6/12/03 / 6/18/03 / Blake / Close / 7/24/03 / Confirm of action completed. Sent e-mail 7/24/03
Re: PMP Certification Page – Upload Summer Prep Course driving directions and location information / H / 6/12/03 / ASAP / Blake / Close / 6/16/03 / Confirm of action completed
Re: PDD Page – Fix incorrect starting date from the 19th to the 18th / H / 6/12/03 / 6/12/03 / Blake / Close / 6/12/03 / Confirm of action completed
March, April, May meeting minutes / M / 6/12/03 / 6/18/03 / Jim / Close / 7/10/03 / Confirm of action completed
Re: Education Home Page and Seminars / M / 6/12/03 / ASAP / Blake / Close / 7/25/03 / Respond to Jessica Vasquez update to Education pages. Completed fro the exception of Resource Page (use for training)
August Dinner Program (Alice) / M / 6/12/03 / 6/18/03 / Jim / Close / 7/10/03 / Confirm of action completed
Re: Governing Documents / L / 6/12/03 / 6/18/03 / Erica / Close / 10/28/03 / Chapter goals file needs to be fixing. Erica to call Jim.
CW NOTE: I sent an email to Paula to see if she has or knows who has the original.
10/28/03 EB Note: I’ve given up on calling Jim.
Discuss process for “Review Process” of new pages before posting / M / 6/12/03 / 6/18/03 / Carolyn / Close / 7/5/03 / Note: Follow standards process. In by the 1st updated by the 15th, in by the 15th updated by the end of the month. Pull existing procedures for review.
DLC reporting options & approval process (by date). Determine how often / M / 6/12/03 / 6/18/03 / Carolyn / Close / 7/5/03 / Develop/Document procedure. Inquire as to whether or not we could run a query to generate a list of updated pages. E-mail sent to Dan at DLC. His response???
Document DEP procedures / M / 5/22/03 / 6/18/03 / Carolyn / Close / 7/5/03 / Matt will be sending general procedures for the DEP to the Web Project Team.
Documentation of E-mail (blast) Newsletter Distribution / H / 5/22/03 / 6/18/03 / Carolyn / Close / 7/5/03 / Confirm of action completed
Document naming convention for Chapter documents / M / 5/22/03 / 6/18/03 / Carolyn / Close / 7/5/03 / Confirm of action completed
Procedure for loads to DLC each month / M / 5/22/03 / 6/18/03 / Carolyn / Close / 7/5/03 / Document procedure
Generic Training Documentation / M / 6/12/03 / 6/18/03 / Carolyn / Close / 7/5/03 / Note: Cheat sheets/training for page owners
Process to up load files / M / 6/25/03 / Carolyn / Close / 7/6/03 / Document procedure. Thus far large files go to DLC Helpdesk for upload. Described in the “Upload the Monthly Newsletter File Process” documentation.
Screen verifications after DLC updates / M / 6/12/03 / Ongoing / Team / Close
Document training plan / M / 6/12/03 / Ongoing / Team / Close
Identify responsibilities to Page Owner, Content Owner and Webmaster / M / 6/12/03 / 6/25/03 / Blake/Team / Close / 7/16/03 / Confirm of action completed and provide definition of responsibilities
Communication to Membership about site redesign / H / 6/12/03 / 7/1/03 / Erica / Close / July 10th Newsletter
Communicate transfer of roles/responsibility to BOD and Page Owners. / H / 6/12/03 / 7/1/03 / Blake / Close / 9/18/03 / 1. Produce cover letter
2. CW approval
Board Demo Training / M / 6/12/03 / 7/1/03 / Blake / Close / 7/24/03 / August BOD Meeting. Ask Terry Chambers for set up with phone line. Sent letter 7/24/03 (to late for demo)
E-mail Blast content / M / 6/12/03 / Ongoing / Erica / Close / 6/27/03 / Completed for July
Incorrect posting of Corporate Partners / H / 6/16/03 / 6/18/03 / Blake / Close / 6/18/03 / Updated information per Michelle Moodie to 2003 Corporate Partners
Meta Tag information required / H / 6/18/03 / Jim / Close / 6/23/03 / Write meta keywords and meta description
Verify Mark Hynnek e-mail address / L / 6/18/03 / Blake / Close / 7/2/03 / Left message with Mark requesting verification (no response)
DLC needs PMI National logo / H / 6/18/03 / 6/25/03 / Erica / Close / Send to Webmaster
Member login instructions / H / 6/18/03 / 6/20/03 / Cathryn / Close / Define and send to DLC
Page Owner Training / H / 6/19/03 / TBD / Team / Close / 9/19/03 / When Cheat Sheet testing is completed and revised. E-mail to all identified Page and Content owners. 8/29/03
Missing send to e-mail on volunteer opportunity page / M / 6/19/03 / Blake / Close / 6/19/03 / Added send to posting a volunteer opportunity.
Members Area Job Listing / L / 6/19/03 / Blake / Close / 6/20/03 / Added send to for posting a job
PMI-MN Membership Directory link not functioning / M / 6/20/03 / Blake / Close / 6/20/03 / Fixed
Posted information for Career Networking including two events / H / 6/20/03 / Blake / Close / 6/20/03 / Done
PDU List missing needs to be added to Calendar File / M / 6/25/03 / Erica / Closed / 6/27/03 / Load data in MN Calendar records
Incorrect Golf Outing Date / H / 6/25/03 / Blake / Close / 6/25/03 / Enter September 25
Incorrect Career event posting / H / 6/25/03 / Blake / Close / 6/26/03 / Enter CNETW for Category
Draft generic bounce back letter to members to check national information and your own e-mail account to see if it is full / M / 6/25/03 / Blake / Close / 7/24/03 / Provided generic letter explaining the probable causes to a bounce back.
In conjunction to item #54
Investigate a new requirement of adding a presentation field for the SIG pages / L / 6/25/03 / Cathryn / Close / 6/28/03 / Confirm with Director of SIG’s for the need. Sent letter 6/28/03 No response to date.
Webmaster redirect going through DLC / H / 6/25/03 / Cathryn / Close / 6/25/03 / Draft letter to DLC regarding webmaster redirect addressing the forwarding concern
Archive old site / H / 6/25/03 / Jim / Close / 7/10/03 / Burn CD and provide to Webmaster
Post Volunteer opportunity for a 3rd webmaster back up / L / 6/25/03 / Blake / Close / 7/2/03 / Post on site.
Verify “survey” function in DLC / L / 6/26/03 / Web Team / Open / Dependency on DLC to deliver the Survey documentation process. Still have not heard from DLC as of 10/28/03.
Remove June and May Newsletter expiration dates. / L / 6/27/03 / Jim / Close / 6/30/03 / Notify Webmaster of action completed
Pmi-mn e-mail addresses entered in all 2002 BOD e-mail redirect field / H / 6/27/03 / Blake / Close / 6/27/03 / Update 2002 BOB Redirect e-mail address to personal
Investigate a new requirement of adding Meta Tag data for search / M / 6/23/03 / Cathryn / Close / 7/23/03 / Determine whether this was part of the original agreement with DLC. Was on the old site. DLC to provide as is.
Newsletter records were listed as PDF vs. KB / L / 6/26/03 / DLC / Close / 7/7/03 / Newsletters are to be listed as KB. PMI-MN Webmaster completed task.
FAQ Page required to address member passwords and contact information / L / 6/8/03 / Blake / Close / 7/28/03 / Frequently asked webmaster questions and answers to be posted.
DLC performs the Redirect list edits to the DB. / M / 7/10/03 / Blake / Close / 7/14/03 / Investigate if Webmaster can assume this role. DLC Reply: I would like to find a way, but DLC currently doesn’t allow clients to access our email server’s back office. It would compromise security (this is no reflection on you and PMI MN).
Verify June/May extract to data dictionary / H / 7/10/03 / Blake / Close / 7/29/03 / Need to test the accuracy of the DEP information being imported into the DB
Test and verification of e-mail blast process documentation / M / 7/10/03 / Erica / Close / 6/30/03 / Used for July newsletter distribution.
Test and verification of Upload File process documentation / H / 7/10/03 / Erica / Close / 7/18/03 / This process cannot be used for the newsletter PDF at this time.
Security concerns regarding web operations / L / 7/10/03 / Jay / Close / 7/21/03 / Ask DLC if DB is designed to handle security level profiles. Relates to DLC Action Register Item #11. Different levels of privileges can be set up per log in name.
Training and process documentation to be added to elected officers transition process / L / 7/10/03 / VP-Comm / Open / Completed by October 2003
Verify Meta Tag information and process to DLC / M / 7/10/03 / Jay / Close / 7/23/03 / Notify Webmaster of action completed
Verify which web pages belong to which Content Owners / H / 7/10/03 / Erica / Close / 7/16/03 / Notify Webmaster of action completed
Produce planned strategy for training content owners / H / 7/10/03 / Erica / Close / 7/16/03 / Notify Webmaster of action completed
Investigate the possibility of Non Profit performing the Newsletter blast / L / 7/10/03 / Erica / Close / 8/6/03 / Notify Web Team of solutions from Non Profit. 1 e-mail blast hour=$33.
Why does Google rank the Home page as 0? / M / 7/16/03 / Jay / Close / 8/27/03 / Inquire to DLC. Ask if there are technical reasons for this based on their programming architecture. On hold waiting to hear from Jay’s contact.
Verify to DLC as to which DEP extract file do they prefer: Excel or DTF / H / 7/16/03 / Blake / Close / 7/17/03 / Inquired to DLC as of 7/17/03. Prefer Excel.
Duplicate member files? / H / 7/17/03 / Blake / Close / 7/17/03 / Require explanation from DLC. Inquired to DLC as of 7/17/03. No explanation at this time
Produce Cheat Sheets / H / 7/16/03 / 7/30/03 / Blake / Close / 7/30/03 / 1 to 10 How to steps. Use Calendar File
Add a page, edit content, edit record
Review and add to Web Operations Roles and Definitions / H / 7/16/03 / 7/18/03 / Jim / Close / 7/24/03 / Notify Webmaster of action completed
Send DLC PDU Mock Up pdf file / H / 7/17/03 / Blake / Close / DLC to create PDU listing Page per mock up.
Send Notification to BOD informing Page Owners of selection Content Owners / H / 7/16/03 / Cathryn / Close / 7/18/03 / Notification sent asking BOD that trainees be identified and reported by 7/23/03
Address missing “Directory” field / H / 7/16/03 / Cathryn / Close / 7/20/03 / Inform DLC and Matt.
Update DEP extract to include the “Directory” filed / H / 7/20/03 / 8/15/03 / Matt / Close / 7/21/03 / Informed Matt 7/21/03. Needs to provide Directory field information for the July DEP extract. Matt provided a new June DEP extract with requested information included.
Missing Corporate Partnership forms / H / 7/21/03 / Blake / Close / 7/21/03 / Provided document upload links for CorporatePartnershipEnrollmentForm.doc
CorporatePartnershipKitrev08_12_02.doc
Update Certification Page / M / 7/21/03 / Jay / Close / 7/24/03 / Notify Webmaster when updates are completed.
Incorrect start time for Career Network group / H / 7/23/03 / Blake / Close / 7/23/03 / Changed to 4:00pm
Link to a section of a web page / L / 7/24/03 / 8/4/03 / Blake / Close / 7/25/03 / Ex. Application writing session link on the Certification FAQ page. Sent e-mail requesting information from DLC 7/24/03
2 ways:
1. You could create a separate page to link-to.
2. Or, you could use HTML (I just implemented this for you): On the "from" page, you put an HTML anchor tag:
<a href=' Writing sessions</a>
And on the "to" page, you put an HTML name tag at the desired location:
<a name=part2</a>
In the above link, notice that we're going to "other page" number 30, yet it's correct to put a "29" in the above link. This is needed because, internally, pages are numbered using base 0 (each page number is one less).
Update DEP Map / H / 7/24/03 / Blake / Close / 7/25/03 / Updated DEP Map to included PMI Member ID field.
"Resend passwords" feature / M / 7/24/03 / Blake / Close / 8/8/03 / DLC is putting this function in the Officers Area. PMI-MN wants it in Back Office. Technology issue with DLC.
DLC recommendation: setup a second area like "officers only" but called something else. It could have a separate list of username and passwords.
Or, we could enhance the Officer Only area by defining *which* officers have *what* privileges.
At your next meeting, define who might need to access what, and I'll propose a system to handle it.
Move to Web Ops. Review
Post election instructions content on Home Page / H / 7/25/03 / 9/8/03 / Blake / Close / 9/8/03 / Per: Cathryn’s instructions.
Post outreach article to Sioux Falls / M / 7/29/03 / 8/3/03 / Blake / Close / 7/29/03 / Create content on home page with link to Sioux Falls outreach page. Create Sioux Falls outreach page.
Replace existing PDD team list / M / 7/30/03 / Blake / Close / 7/30/03 / Replaced
Where are the bounce backs going? Inquire to DLC / M / 7/30/03 / Erica / Close / 8/5/03 / DLC is adding a feature to the Comm Center so “returned mail items” will go back to the sender’s address.
RFP Proposal for changing ISP / L / 7/30/03 / Blake / Close / 2/26/04 / 1. Requirements working session with VP of Communications
2. Produce a high level RFP breakdown
Define secure web operations page / M / 7/30/03 / Blake / Close / 8/13/03 / 1. Define requirements
2. CW approval
3. Implement
Add New PDD information / H / 8/1/03 / 15th / Jay / Close / 8/10/03 / Per Judy Holmberg’s e-mail
Add New Career Networking Program / H / 8/1/03 / 15th / Jay / Close / 8/10/03 / Per Valarie Griep’s e-mail
Post annual chapter survey / L / 8/6/03 / Blake / Close / 9/10/03 / Per VP Membership requirements
Identify years past survey process from Jim H. / M / 8/6/03 / Blake / Close / 9/19/03 / Receive process and documentation from Jim. Message on Jim’s cell 8/12/03
CW Closed – new process this year so no need for last year’s info.
Post November dinner event / M / 8/12/03 / 30th / Jay / Close / 8/27/03 / Per VP Program
Post new information for Nomination and Election page / H / 8/11/03 / Blake / Close / 8/13/03 / Per Betty Ingram
Send monthly Page and Content owner reminder of roles and responsibilities, webmaster assistance, and tips for content editing / L / 8/13/03 / On going / Blake / Closed / Composed reminder letter 15th of each month
Will be presenting this information to the 2004 BOD.
Meta tags required for each page. / M / 8/13/03 / Jay / Close / 8/27/03 / Define requirements and send to DLC.
Verify page header information on the old site. Review any meta tag information / M / 8/13/03 / Blake / Close / 8/14/03 / Page header reads”The Minnesota Chapter of the Project Management Institute” for each page.
Verify code/scripts for New PMP and Members. / M / 8/13/03 / Blake / Close / 8/14/03 / New PMI-MN Members
SELECT
fullname, pmi_startdate, pmp_number,
WHERE
To_Text(pmi_startdate, Month) + 1 < sysdate
Order by
pmi_startdate, fullname
New PMI-MN PMP
SELECT
fullname, pmp_number, pmp_date
WHERE
To_text(pmp_date,Month) + 1 < sysdate
Order by
pmp_date, fullname
Update Web Operations Page / L / 8/13/03 / Blake / Close / 8/14/03 / Post training and process documents
Update September dinner title / H / 8/16/03 / Blake / Close / 8/19/03 / Updated per Mohamed instructions.
Removed Paint-a-thon information on the Events page / H / 8/16/03 / Blake / Close / 8/19/03 / Done
Highlight added to the Home page / L / 8/20/03 / Blake / Close / 8/20/03 / Volunteer Opportunities link added.
Reviewed training document material / H / 8/26/03 / Blake / Close / 8/26/03 / Corrected and updated training material.
Corporate Partners Page logos require URL hyper links / L / 8/28/03 / Blake / Close / 9/30/03 / Director of Partnership is responsible to update there pages.
Cheat sheet testing to selected page owners / H / 8/7/03 / 8/13/03 / Blake / Close / 8/27/03 / Sent e-mail 8/7/03 ask volunteers to complete by 8/13/03, no response to date.
Response from: Jay Dellis, Orrin Butterfield, Jessica Vasquez, Valarie Griep
Revised Cheat sheet
Chapter Calendar is missing events / M / 8/13/03 / Erica / Close / 8/28/03 / New requirement for defining categories to be populating the Chapter Calendar.
The following should be included:
- CHAPTR: Chapter Calendar of Events
- PROGRM: Monthly Programs Table
- CERT: Certification Training Table
- CNETW: Career Networking Topics Table
DEP Translation Test / M / 8/27/03 / Blake / Close / 9/8/03 / VP Membership to send July DEP export to Webmaster.
Webmaster accepts test and verify that all information and field format meets MN Member file data dictionary requirements.
Update PDD page per Scott Jenkins request / H / 9/3/03 / Blake / Close / 9/8/03 / After requesting HTLM documents to be converted to word.
Added 4 word pages to the PDD page. Converted 25 bio documents.
8 hours of work completed
Update sort for Webmaster web edit tracking page. / M / 9/19/03 / 9/23/03 / Jay / Close / Date in descending order. Yes
32 day rolling information. No
(DLC was not able to implement)
Service Level Agreement (SLA) for DLC / L / 9/19/03 / VP-Oper / Open / VP-Operations to update current contract with an SLA. The following are included.
1. DEP upload: due 15th of each month week day or weekend.
2. Redirect update: 1 day
3. Comply with Open Action Item Turn Around requirements.
4. Change request requirements.
6. Disk space
7. Standard pricing for added features?
Tested DEP process with VP Membership / L / 8/27/03 / Blake / Close / 9/15/03 / Verified DEP process and tested with new exported Excel Spread sheet from VP Membership. Test verification completed.
Document file upload process / L / 10/1/03 / Web Team / Open / Assign to a web team member to develop and document the process.
Require assignment sheet for web team members to oversee web pages. / L / 9/28/03 / Blake / Close / 11/14/03 / Use Excel Spreadsheet with identified Page Owners and add Web team members to oversee web pages.
Incorrect PMI 300 Blue for logo and navigation bar / L / 11/10/03 / Blake / Close / 11/14/03 / Ask DLC to change color to the web Color=095BA6
Compose letter for Page Owners introducing Page Owner Assistance page in the Officers only area. / H / 10/24/03 / 11/1/03 / Blake / Close / Introduce the Page Owner Assistance page in the officer’s only area.
Audience: Elected Officers and Directors
Purpose: Central location to distribute training material
Availability: Anytime
Assistance: Web team available to answer questions
CANCELED
Add new records for 2004 elected officers / L / TBD / Close / Enter newly elected officer record. Do not make active till January 1, 2004.
Review Chapter Calendar Page / L / 11/17/03 / Web Team / Close / Do we want to show 2003 events only and create and Chapter Calendar Archive page?
Remains as is.
Check every Chapter and Dinner record for 1 PDU / L / TBD / Alan / Close / If missing 1 PDU, update each record
Monthly Program Page / L / 11/20/03 / 11/22/03 / Blake / Close / 12/03/03 / Change year to 2004 for the Monthly Program Page.
Add new records for each new elected 2004 officer / L / 12/1/03 / 1/1/04 / Jay / Close / Create a New record for each of the new 2004 officers. If the records are created before 2004 make sure they remain inactive. After 2004, proceed to activate.
Add new elected 2004 BOD e-mail address to redirect. / L / 12/4/03 / 1/1/04 / Blake / Close / 1/6/04 / Update redirect list to include new e-mail addresses.
SIG to change to LIG / L / 12/4/03 / 1/1/04 / Alan / Close / 12/10/03 / Work with content owner to change all content “SIG” to “LIG”. This includes e-mail addresses for each page.
Produce a Web Team training document / L / 12/10/03 / TBD / Select Team Member / Open / Develop a web team training process and document.
Require a standard format response to Webmaster from Page Owners / L / 12/11/03 / TBD / Blake / Open / Create a standard inquiry response from Page or Content Owners to Web Team.
Purpose: Provided faster response time.
Recruit Q&A / ? / 2/26/04 / VP-Comm / Pending / VP Communication is considering this and would have to get BOD approval.
Review content of all pages and provide reports of errors.
Recruit web maintenance team / ? / 2/26/04 / VP-Comm / Pending / VP Communication is considering this and would have to get BOD approval.
As a solution to replace Page Owners responsibility to add content. This team will be adding content only but not approving the content language.
Design workflow process and content approval process.
Present redirect updates to NPS / H / 2/26/04 / VP-Comm / Close / 3/23/04 / Relinquish webmaster from this administrative duty and give to NPS.
Determine cost and provide process.
Create page translation document / M / 2/26/04 / Blake / Open / Purpose is to provide a visual representation of HTML code for the Page Owners.
WYSIWYG (what you see is what you get)
Address outstanding DLC Open Action items. / H / 2/26/04 / VP-Comm / Open / VP-Comm to open dialog with DLC and address each item and become familiar with the issues and change orders.
Completed issues and change orders request requires final approval by Communications.
Determine person/ office handling the business aspect with DLC / M / 2/26/04 / VP-Comm / Open / Verify who handles the business account and payment to DLC upon verification of any change request from PMI-MN
Responsible for handling and approving distribution of the Membership list (DEP file) / M / 3/9/04 / VP-Comm / Open / Advise VP Membership
Add records for appointed officers to have access to the Officers only area. / M / 3/9/04 / Jay / Close / 3/9/04 / Added records for appointed officers.
Create Communication Resource page in the Officers Only Area / L / 3/23/04 / Webmaster / Open / Redesign Page Owner Training and Assistance page to provide web site communication tools, process and directions to content flow process.
Request approval from VP Communications to add a do it yourself redirect change and update interface at DLC / L / 3/23/04 / Communication / Open / Ask DLC to provide an estimate to enhance website functionality.
PMI-MN needs an account and redirect interface page to have the user control of their redirect changes.