Singularity Tech Group Meeting

11/29/2006

Attendees: Derek, James, Lois, Jim, Travis, Michael

Absent: Kirk, Mark, Pete Next meeting: Wed 12/13 3-4 pm, rm 211 Oregon Hall

Agenda items:

1.  Meeting day/time/frequency?

2.  Purpose/goal of meetings

3.  Meeting Facilitator

4.  Departmental updates

a.  Accomplishments/Plans

b.  What’s working/what’s not

5.  Issue tracking

6.  User ID creation process/procedure

7.  How to notify Singularity users of current issues

8.  A Singularity web site?

9.  Document Imaging Support Structure

10.  Summarize action items

Parking lot items:

· 

Future agenda items:

·  7.0 upgrade

·  Reporting tools/methodology

·  Capture module – replaces current scan and index modules

Decisions made:

·  Bi weekly on Wed 3-4 seems to work for everyone

·  Need a web site

·  Need listserv to communicate

·  Need an issues tracking system where this group can enter/update/view issues.

Action items:

Action Item / Due Date / Who /
Create an Singularity listserv – one for users and one for tech / Derek
Put Singularity on the status.uoregon.edu / Derek
Establish an issues tracking system / Derek
Create a Singularity web site / Travis

Discussion of Agenda or Action items:

·  Expectations/Purpose/Goals of the meeting:

o  High level issue status and prioritization review (10-15 minutes)

o  Functional/technical overview of what each dept is doing/planning (2-3 minutes per dept)

o  Discussions of long- and mid-term strategic plans

o  Upgrade planning

o  Interdepartmental and Partner department activities/plans

o  Sharing of lessons learned, tricks and tips

·  Department updates

o  AO – status quo over the next few months as they enter the heavy processing period. Use of PDF forms is increasing and we are starting to see intermittent issues in viewing forms from tasks. Similar to the intermittent display of indexes issues.

o  RO – looking to use data-to-image (D2I) for data currently received via EDI, printed and then scanned. Also looking to automate other high volume documents.

o  BAO – payroll fully up on Singularity, other departments, AP, AR and contract admin are coming on. The new keyless indexing script James developed will allow BAO to really move forward. The conversion of older imaging files is running into issues and taking longer that expected.

·  Issue Tracking – Derek is working with IT group to allow project members to updated/view etc. issues via a new issue tracking system.

·  Notifying users and tech group via a listserv is a good idea. Should consider using Windows IM for “in your face” broadcasts. What about Mac users?

·  The group should have a web site where all communications, information, institutional knowledge can reside.

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