2021-01-27 Meeting notes

5 mins

Roll Call

@Brittany Newberry (Unlicensed)

• No meeting in February.

UAC Updates

@Brittany Newberry (Unlicensed)

• Save the date: Councils Leadership Meeting Wednesday, February 10, 11 am - 12:30 pm EST

• Next meeting will be joint w/ TAC probably in March, be on the lookout for a Doodle poll

5 mins

Program Update

@Christine Di Bella

• Version 3 development still ongoing.

• Specific focus on Agents module with projected release candidate in early February.

• Next online forum is now up with call for sessions and presenters.

• ArchivesSpace Diversity Partnership announced. A new program to support underrepresented institutions and collections. See announcement and emails for more info.

10 mins

Sub-team Reports

Development Prioritization

@Daniel Michelson

• Reviewed 13 tickets (7 passed, 1 passed for community developer, 3 changed to awaiting more information, 1 referred to Metadata Standards subteam, 1 closed)

Users Documentation

@Johanna Carll

@Krista Oldham (Unlicensed)

• Completed revising the User Manual for v3.0 updates

• Reviewed notes and feedback last month’s meeting when we were the discussion lead

• Identified action items from the discussion that we will incorporate into our work in the coming months

Testing

@Joshua Shaw

• No testing since v3.0 agents testing in December.

• Anticipate additional testing for v.3.0 shortly.

Usability

@Lori Dedeyan

@Althea Topek

• Closed out three tickets

• Created workflow for soliciting community feedback and prioritized three tickets

Member Engagement

@Brittany Newberry (Unlicensed)

@Regina Carra

• Finalizing Member Match Program sign-up forms and administrative documents for February. To launch and begin formal outreach in March, particularly to attendees of the Online Forum and participants of the ArchivesSpace Diversity Partnership Program.

• Tentative Member Match webinar --March 10

• Code of Conduct is live!

• Next meeting - February 19

30 mins

Discussion

Usability sub-team:

@Lori Dedeyan

@Althea Topek

• Discussion prompt: https://docs.google.com/document/d/1u1kFdwzbTmQ97CVtKhzexhhZy_guOiRKrAhWYoIClzg/edit

• Reprise concerns about JIRA - complexity and discomfort. Can we add more documentation for users in JIRA - a how to.

• Fairly poor adoption for non-tech users.

• Aspirations to use, but hurdles to actually using the system. Would appreciate a more streamlined approach to raising issues - ie not JIRA.

• Only uses JIRA because member of AS teams. Is conduit for other members of her insititution. Anonymous way of submitting would be good.

• Hard to search JIRA and figure out which ticket is the one you want to review or comment on.

• User stories as titles is confusing to browse.

• Searching is an issue. Was surprised by vote mechanism.

• Context: JIRA is useful since it minimizes the number of input streams for development. A central place that developers can look. Less technical than GitHub, so compromise solution. Less than perfect. Other systems may work better.

• Translation between users and developers is an issue. Would be good to have some minimal training available for JIRA users.

• Users prefer commenting on the list rather than on JIRA directly. Some harvesting of the list discussion does happen → comments in JIRA.

• Harvard has local JIRA as well, so some issues only become local tickets.

• Do people actively gather comments/feedback for issues in JIRA?

• Dev Pri has not solicited feedback specifically, but gets about 30% comments from OP.

• Not a lot of response for feedback requests typically.

• Dev Pri will try soliciting feedback for a specific issues as a test case.

• Really Dev Pri, Usability and TAC teams are main teams that would benefit from feedback.

• Is there a better way to solicit feedback and not replicate efforts?

• JIRA is handy since it centralizes and is a permanent record of an issue.

• TAC and UAC need to work together to figure out how to solicit feedback.

• Seems like video or other documentation would be beneficial.

• Would including in the User Manual or a webinar be useful. Yes! Might be able to use some older documentation and bring it up to date.

• Trainng and keeping up to date with JIRA is a moving target, so would need to be an ongoing effort.

• Maybe an open discussion format instead of a presentation style webinar.

• Responsibility? Usability and User Doc teams joint effort? Or full council effort?

• Wiki has space (main section) that might be used for this. Would need maintenance plan.

• Discussion to continue.

• General Q? Other suggestions for gathering feedback outside of JIRA?

• Crickets → JIRA continue use.

• Would be nice to have some sort of simple upfront way to gather needs/wants from users. A lower barrier than submitting a ticket - maybe just a summary and description - something simple that can be harvested by Dev Pri.

• Way to get community vote on priority and how to proceed for tickets? Especially for Usability.

• Would result in more tickets, so might result in less feedback on tickets in general because more tickets in general.

• No consensus for now.

10 mins

Discussion on Monthly Meetings

• Should we continue to meet monthly for the rest of the term? Yes. Brittany will send followup email to make sure.

• Thoughts on continuing sub-team led discussions? Continue with current format.

Next Meeting

Will be a joint meeting with TAC. March, 2021. Exact date TBD.