Web management Board meeting

7June 2006

3.00pm

Present: / Chris Towler, / CT
David Begg / DB
Heather Allan
Chris Hankin
Saul Batzofin / HA
CH
SB
Tom Miller
Richard Martin / TM
RM
Apologies:

Agenda Item

/ Action
1. / Review of actions from previous minutes
Membership for the SWAG:
Confirmed:
Simon Higman – Natural Sciences (Chairman)
Chris Towler - WMB
Tom Miller - Communications
Deborah Kelliher - BusinessSchool
Mary Ritter - Library
Arthur Spirling - ICT
Wendy Ewart - Medicine
Colin Wyatt - Alumni and Innovation
Avril Blagbrough – Registry
Denis Wright - e-learning
Jonathan Kingsbury - BBC and current BusinessSchool student
Tim Jones – Research
Prospective:
Molly Stevens, the proposed research representative is off until the end of the year so this will need to be revisited in January.
RTZ representative – Chris Towler following up on this.
Engineering Faculty academic – Neil Varey/Richard Martin is taking care of this – Daryl Williams has been approached.
Chris and Saul to pass on the membership to Simon Higman to get the first meeting set up.
Membership of the Web User Panel:
Confirmed:
Richard Martin - Engineering (Chairman)
Maurice Farmer - BusinessSchool
Tom Johnson - Natural Sciences
SianBerry - Medicine
Chris Ince - Administration
Peter Gillings - Communications
Liz Davis - Library
Saul Batzofin - ICT
Myra Johnson – ICT
Prospective:
Student representative (Richard Martin will approach a student for this role)
An active researcher (Chris Hankin has requested someone and awaits confirmation)
Warren Sherliker is to be approached about joining the group to represent Alumni.
The first meeting has been set up for later in June.
Draft Learning and Teaching document for review
The Board were not convinced that item 4 relating to copyright ownership was correct. DB will convene a meeting to resolve this issue, attendees to include DB, CH, CT, HA and Tony Mitcheson, Denis Wright, Chris Gosling.
The newsletter to College covering the web deliverables this year, e.g. friendly urls, webstats, etc to raise awareness should be done after the re-architecture project is delivered to include the deliveries of that project. i.e. on hold until later in the year. / CT
RM
CT,SB
RM
CH
SB
DB
2. / Discussion around PWP paper
Richard introduced the paper. There was discussion around how to get greater completeness on individual’s PWPs. Richard will direct the WUPto come up with a minimum standard for a PWP. They will also discuss what sticks and carrots could be used. This standard will be presented to the WMB and then to the College Management Board. Compliance to the standard will be owned by the FOOs and random sampling will be done to test compliance.
The WMB agreed that a process needs to be implemented to ensure relevant new starters have a PWP set up. The trigger could be a checkbox on the c-form. Heather to review with Arthur Spirling whether the c-form can be changed to include this indicator (i.e. who owns it – HR or ICT?) and whether the PWP creation can be done by ICT if the c-form is checked. PWP’s and the minimum standards discussed above should be incorporated into the induction process. Chris T, Richard and Saul to meet with HR to ensure inclusion in induction.
For leavers at the moment the PWP is linked to the entry in College directory, so once the entry in College Directory disappears the PWP can no longer be accessed. Heather to check with Arthur what triggers removal from College Directory and whether leavers can be left in College directory if they require PWP’s for a period after leaving.
The ability to link to full text articles from the PWP is seen as an urgent requirement. The digital repository project should resolve this in the longer term. Heather to set up a meeting for HA, RM, SB with Clare (Library) to discuss 1. whether in the interim links to pre-published texts could be done and 2. what are timescales for resolution via the digital repository.
The WMB agreed that if it was technically easy to allow additional pages to be added below the standard 6 pages that was acceptable. Saul and Richard to test and implement. / RM
HA
CT,RM,SB
HA
HA
SB,RM
3. / Communications plan for co-ordinating the redesign of the template and navigation.
Tom presented his paper on this. All 3 proposed actions were agreed by the board who also agreed that Communications own this stream of work.
1. transition current basic main site into CMS mid/late August
2. prepare a redesign specification; agency long-list; short listing of agencies; establish ownership of responsibility and implementation of the designs.
3. development of a new content architecture, implementation of the technical and visual elements of the new navigation controls and establish ownership and responsibilities.
Tom to provide timescales for the next WMB meeting. / TM
4. / Funding for next year
The expectation is that the budget allocated will be less than that requested to meet the 3 year plan. Saul to identify which aspects of the 3 year plan will be lost and Heather and Chris may choose to do a supplementary application to get funding for some of these. / SB
HA,CT
5. / Programme update
The web team has been asked to provide resources to support the Symplectic (publications management system) implementation project. These resources will be taken from our re-architecture project causing a delay in the delivery of that project. Approximately 20 days has been estimated. The WMB approved this re-allocation of resources.
6. / AOB
7. /

Date/time of the Next Meeting

Date and venue to be advised – meeting to take place end July if possible. / SB
Confidential to ImperialCollege / Page 1