Minutes Records
Client MEETING 3
Date of Meeting: 2014-02-03
Duration Time: 12:00 – 1:00 PM
List of Attendees: Andy, David, Phattrick, Kenneth, Matthew, Jon
Meeting Location/Communication Medium Used: ICCS Room X237
Manager Work Flow
- The system should be targeted to “smaller” organization so that
list of projects would be smaller
- Consider putting project update information on the main dashboard.
Administrator Functionality
- Control to edit account information
- Control to add/remove accounts from system
- Deactivate/ Delete/Edit Organizations and Projects
- Changes made to a user account would be notified to user by notice sent
to the associated user email.
- Login in to account for troubleshooting
- View uploaded files and chose to edit
User Characteristics
- Assume limited computational skills in volunteer and manager users
- admin is Sean and some volunteers with some degree of computing skills
Changes Cut-off date
- Sean has read over Matt’s section and has agreed to the constraints of
the cut-off dates
Specific Requirements: Manager
- Login - provide email/password + confirm click, repeated incorrect login
and security question, reset password.
- Import CSV – the system must be able to provide option for existing CSV
template transfer. Also need to manually add data into the database. The
improvement is to upload CSV is template like Mail Chimp. There will be no
update CSV option. Duplication handing for ignoring duplicates for duplicate
accounts.
- Add/remove volunteers – access a list of volunteers and add them to a
selected project, remove by selection and secondary confirmation.
- Filter Search volunteers - Five fields: names, projects, skill sets,
availability and location by city. Actions then could be performed on the
result list. Search fields will be down by drop down selection.
(availability minimal: weekends, weekdays, evening, evening + weekends,
any time (there will be 4 check boxes for a total of 16 combinations))
- Task/Roles – You have to have an existing project to have roles, roles to
have tasks (strict hierarchy). Roles can be edited after assignment.
- Assigning roles – Start with list of volunteers, you have option to assign
all (Note* there is NO project assignment, but only assignment to roles,
volunteer accounts in the system by default should be a part of an organization).
Roles should also include general role position.
- Managing cloud documents to project teams – modifiable by projects (min),
set visibility depending on roles (optional), repository for the ENTIRE
organization is also necessary (option). Organization level, Project level,
Individual Level (optional, Project level sharing is min). Uploading documents
with the same name would be given a re-naming option or confirmation.
- On-boarding page setup based on role – Template page setup (min) for entering
information. Template will have welcome “name`”, links to files, contact info etc.
- Email messaging system – find volunteers and email all (min), in system
messaging system like Facebook (optional). Messaging + notification between
managers to volunteers.
- Notification system
- Calendar – it provides a better overview of the schedule by date (optional,
since most functionality is going to be redundant) provide list of available
volunteers and assign them with notification.
Specific Requirements: Volunteer
- Same login as other accounts
- Update user name + password
- Tasks list
- New icon notification
- Project page with on boarding, document repository
- On-boarding is the result of the template made by manager
- Contact information and document link
- Files can be downloaded
- Role based, documents can be restricted access
- Volunteers cannot upload doc and is notified by email
- Task list notification types: complete verified, complete pending
and in-progress
- Notification systems: new task, change in deadlines, change in task/projects,
on coming deadlines and new messages
- Volunteers can message managers and other in project volunteers (email min)
In system like FB would preferred
Availability in Existing Pitch’n System
- Currently done by drop-down selection for available times
Security
- PHP side only, web server so security coverage on our side is limited
- Passwords security: they will be hashed and salted, never stored in plain
- Document sharing, restricting access to documents can’t access via directly by web.