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<strong>Meeting summary for Monthly Documentation Meeting (02/12/2025)</strong>
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<strong>Quick recap</strong>
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The team discussed the progress of their documentation project, including the need for all documentation to be ready by the end of the semester and the need for formatting and organization. They also discussed updates to the onboarding process and documentation, the potential of a faculty position for Carlos, and the need to organize and make accessible a training repository. Lastly, they discussed the ongoing contract with a third party, the need to start writing and planning for two grant proposals, and the upcoming meeting at 4 o'clock.
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<strong>Next steps</strong>
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• Silvia to review and update the groupings of different apps and prepare a presentation for the management team meeting in 2 weeks.
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• Tim to meet with Silvia about the app groupings before the management team meeting.
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• Natalie to add the app groupings discussion to the management team meeting agenda for the next meeting in 2 weeks.
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• Silvia to review and update the use cases.
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• Silvia to wait for Laura to reach out regarding her use cases or proactively contact Laura.
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• Ellen to discuss the training event for the Summer Institute at the neary 3.0 meeting.
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• Hedda to wait for instructions regarding changes to the Summer Institute (formerly Academy) registration process.
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• Wesley to add Tim and Carlos as members to the GitHub repository for editing app documentation.
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• Silvia and Wesley to review and update the app documentation, removing outdated content from 2016-2018.
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• Wesley to locate the training content that was moved to designsafeci and present it to the team for further discussion on how to make it accessible.
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• Maria to discuss with 4 Kitchens about linking documentation to onboarding instructions.
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• Maria to invite additional reviewers for the data award, considering past awardees from the US.
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• Tim, Maria, Krishna, and Dan to continue discussions and start writing for the two grant proposals.
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• Tim to report on the integration with Harvard Dataverse in the next quarterly report.
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• Tim to follow up with Joy regarding the Harvard Dataverse integration.
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<strong>Summary</strong>
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<strong>Documentation Project Progress and Review</strong>
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Maria and Ellen discussed the progress of their documentation project. Maria reported that they were moving forward with four kitchens, with Mike editing content from policies first. They also discussed the need for all documentation to be ready by the end of the semester to start writing the recertification document. Maria mentioned that she was not editing the system but was working with Mike and Wesley to streamline the process. Ellen suggested that the documentation should be reviewed before spending time writing it to avoid unnecessary work. Maria clarified that the user guides, including data curation, were separate from the best practices. They also discussed the need for formatting and the organization of the documentation.
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<strong>App Groupings, Use Cases, and Summer Institute</strong>
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Ellen, Silvia, Tim, and Hedda discussed various topics including the grouping of different apps, the use cases, and the upcoming Summer Institute. Silvia agreed to work with Tim to discuss the app groupings and then present it to the management team in the next meeting. They also discussed the need for a forum to discuss the app groupings. Regarding the use cases, Silvia agreed to review them and update them. They also discussed the upcoming Summer Institute, which is changing to a new format, and the need for a new intake form. Hedda offered to build the new pages for the Summer Institute ahead of time if given enough notice.
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<strong>Onboarding Process and Documentation Updates</strong>
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Ellen, Tim, and Silvia discussed updates to the onboarding process and documentation. Tim mentioned that tech is working on improving the user experience and that there are plans to update the documentation on creating a tech account. However, the current documentation is outdated. They also discussed the need to update links to webinars and possibly reorganize the app pages. Silvia mentioned that individuals can now edit the app content on Github, but they need to decide what to delete or replace. The team agreed to review the app pages and documentation further.
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<strong>New System Capability and Carlos's Move</strong>
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Tim discussed his intention to use a new capability in the system, which Sylvia and Wesley had worked on. They also discussed the possibility of adding Carlos to the system, but noted that he would be leaving soon for a new opportunity in Formula One. The team expressed their admiration for Carlos's new opportunity and his talent. The conversation ended with a discussion about the potential of a faculty position for Carlos, which he showed no interest in.
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<strong>Organizing Training Repository and Content</strong>
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Ellen discusses the need to organize and make accessible a training repository that was moved from Krishna's repo to DesignSafe. Wesley confirms the content has been moved but is unfamiliar with its specifics. The team explores ideas for structuring and presenting this content, with Ellen suggesting a "training catalog" in the left navigation bar of the user guide. Hedda proposes converting existing registration pages into post-training resource pages, but Ellen clarifies that the new repository will contain more detailed, step-by-step information beyond just titles and descriptions.
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<strong>Event Page Conversion and Navigation</strong>
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Hedda and Ellen discussed the process of converting event pages after an event has taken place. Hedda suggested removing the registration information and embedding the video and links on the same page. Ellen expressed concerns about potential redundancy and the need for clear navigation. Hedda proposed replacing the webinar registration form with the video and links once the event is over. The team agreed to move forward with this approach and to have further discussions about it. Maria then brought up the topic of linking documentation to onboarding instructions for the 4 kitchens project.
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<strong>Third Party Contract and Grants</strong>
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In the meeting, Maria, Tim, Ellen, and Natalie discussed the ongoing contract with a third party, which is set to expire on September 30th of the current year. They agreed to continue working with the party, despite not having enough people to put out an RFP. They also discussed the need to start writing and planning for two grant proposals, with Maria expressing her dislike for last-minute work. The team also discussed the integration with Harvard dataverse, which was completed and published. Lastly, they discussed the upcoming meeting at 4 o'clock, which Tracy would lead. The team also mentioned the need to invite more people to the data award, with Fred being a potential candidate.
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