IT Development/Progress meetings/Minutes 26 March 2013
Attendance and Apologies
Updates on Actions from previous meetings
| Item No | Action | Assigned to | Update |
|---|---|---|---|
| 1. 210113 - Item 2 - Progress Update | KB to remind Staff and Trustees need to report slow page loading for EE/TD to address bugs. | KB |  Done
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| 2. 210113 - Item 2 - Progress Update | KB to ensure in future a cost/benefit review of server arrangements undertaken and presented to Tech Committee for consideration following discussion of options. | KB | There was discussion about the best timing of such a review, noting that in the course of the current financial year it was anticipated that WMUK's server would take on hosting its own wiki and QRpedia traffic, changing the demand and possible arrangements. However, a review should be undertaken as soon as practicable and useful, as part of best practice.
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| 3. 210113 - Item 3.1 - Issue Tracking | KB to work with TM to set up a parallel bugzilla install with a project management extension, and test by end of Feb. | KB/TM | Done
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| 4. 210113 - Item 3.3 - Backups | KB to research costs of fireproof safe to inform a decision about on and off site back ups | KB |  Doing... KB reported that RS was looking into this - there would be a safe but it will not be purchased until the office move had taken place, in order to establish any limitations on space/access. The presumption of access to a secure and fireproof safe could be included in planning backup routines.
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| 5. 210113 Item 3.3 - Backups | Tech committee to consider having more than back up locations as part of consideration of security strategy. | KB/Tech Comm | Done This had been added to the April agenda
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| 6. 210113 Item 3.3 - Backups | KB to get details of of current set-up and ask about how this might block server access - can they ftp onto our network? Follow up on advisement with TM. | KB/TM | Done
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| 7. 210113 Item 3.4.1 - Security Audit | KB to work on some straightforward guidance for trustees as a simple overview/checklist MP to review - perhaps in collaboration with the community or Tech Committee (can certainly draft on-wiki) | KB | Doing...
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| 8. 210113 Item 3.4.1 - Security Audit | Review registration of data protection details in light of changed staffing and systems. KB to factor this in to ongoing security review work with TM. | KB/TM | Doing... Registration has been renewed.
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| 9. 210113 Item 3.4.2 - Civi CRM | KB log feature requests and bug requests in RT to mirror a global development page on wiki (rework the exisiting 'shopping list' page) | KB |  Not done Discussed under Item 3.5. below.
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| 10. 210113 Item 3.5 - Hosting UK Wiki on our server | Move the larger question onto agenda of tech committee and look into getting more information about the implications. | KB/Tech Comm | Done Planned process - Tech Committee to discuss ideas for dealing with this in April, and a proposal based on these discussions to be presented in June for recommendation to the Board.
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| 11. 280213 Item 2.4 - Updates on Actions | Update name of the organisational owner on UK Reg | KB | Done
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| 12. 280213 Item 2.4 - Updates on Actions | MP to shut down elements on the server and take a final backup | MP | Not done KB needs to send external drive for back up (see action 15)
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| 13. 280213 Item 2.4 - Updates on Actions | MP to log an rt ticket re problem with GLAMwiki. org. | MP | Done
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| 14. 280213 Item 2.6 - Updates on Actions | Log 'backup manager process for Rackspace' as a job on rt. TM and propose solutions for March meeting. | KB/TM | Doing... - Discussed in full under Item 3.3 below.
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| 15. 280213 Item 2.6 - Updates on Actions | purchase a physical hard drive and arrange for this to be posted to MP to undertake backup and shut down. | KB/MP | Not done Purchase of hard requested. :{{action} KB to action asap (chase request with Richard Symonds)
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| 16. 280213 Item 2.8 - Updates on Actions | Add 'Backup routine' to agenda for April meeting of Technical Committee and work on recommendations with TM/EE | KB/TM/EE | Done
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| 17. 280213 Item 2.13 - Updates on Actions | Catch up in Mid march to discuss implementation times of Civi CRM | KB/EE | Not done Discussed under Item 3.5. below.
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| 18. 280213 Item 2.13 - Updates on Actions | Put EE in touch with Civi developer community. | KB | Doing... KB attending a Civi CRM London meetup on 27-03-13
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Operational
Issue tracker
TM/KB would progress with the bugzilla and Task Juggler installations and update at next meeting, as per actions under Action 3 above.
QRpedia
It was noted that the domain transfer had yet to happen, pending two legal issues which the Board was taking under advisement.
- ACTION: KB to contact RB before 28-03-13 to discuss outstanding work from Technical Committee around documenting existing users on wiki.
- ACTION: KB to progress other actions as agreed in February developer progress update meeting
Rackspace Backups
It was noted TM was developing proposed solutions to a Backup routine. TM noted he was looking at competing software options - aiming to use something user friendly enough for non technically expert staff to use successfully. TM would need to have had a bit more time to propose a solution before coming into the office to sort the local/on site arrangements as per Action Item 6.
- ACTION: TM to recommend solution to Technical Committee by 18th April, look to implement shortly after.
- ACTION: KB to ask about delay with Ethical IT in port set up, and arrange an in-person day at the office to implement arrangements based on this.
- ACTION: KB to email KTC to suggest involvement in backing up physically at the office
Security audit
It was noted that three new members of staff had joined Wikimedia UK, and would require some basic training around
- ACTION: KB to look at available ICO training guidance for small organisations and work on adapting on wiki to complement policies
- ACTION: TM to schedule in-office visit around setting up backups with new staff in mind, to organise a face-to-face hour for discussions and questions based on guidance
KB noted the long term goal for the staff and possibly trustee teams to have an ICO audit visit day.
Civi CRM
EE reported that the most up to date versions of Civi CRM and the Drupal platform were now installed on the server. Data had been migrated, and the next step would be recreate log ons, which would be in place by 05-04-13.
- ACTION: EE to send log in and password to KB when created
- ACTION: KB to schedule a bug testing day with EE in second week of April
- ACTION: KB to roll over Action 9 from outstanding actions - and log further requests during bug testing and for future development via Bugzilla and Task Juggler, treating Civi CRM development as a project with sub tasks for installations of extenstions etc.
SAGE server
KB reported Richard Symonds had been unable to get the specification to her prior to the meeting.
- ACTION: TM to take this forward with Richard Symonds by emailing to get clarification on functionality required, and then asking Richard to log on Bugzilla as a project (NB the logging will have to follow creation of functionality for public user accounts on Bugzilla).
Installation of OTRS/Zendesk
KB noted the long standing intention to install a ticketing CRM system on the QMUK server to manage the queries received by fundraising@ and membership@ to better track and report on response times, satisfaction and allow other staff to act as agents in her absence using templates. KB noted she continued to be impressed by the functionality of Zendesk, as used by WMF customer correspondence agents, but felt at this stage OTRS was a better solution in terms of being freely licensed. This may need to be reviewed should the volume or complexity of Wikimedia UKs correspondence change with respect of donors or members - for example, if directly managing the fundraiser - but trailing OTRS for now would be appropriate.
- ACTION: KB to log this request via new ticketing system when Task Juggler set up, and use to trial the project management element of the software.
Hosting UK Wiki on our server
DT noted one of the biggest problem would be not being able to get details of all accounts, and noted that Rich Farnborough would be able to write script/bot using Special:list users that could compare all users to current active users. TM noted this would help get an idea of scale of active users as a proportion of all active users.
- ACTION: KB to ask Rich Farnborugh if able to assist, and invite to Technical Committee meeting.
AOB.
VLE
KB noted progress on this had halted after being discussed in February, and there had been confusion on her part round whether Charles Matthews had given apologies for the previous meeting of the Technical Committee, which compounded this.
KB noted this work needed to be pushed on in a more timely fashion - Charles Matthews had convened a meeting on 28-03-13 which would be a good opportunity to try and clarify technical specifications. Failing that, KB would email CM and TM to try and ensure the specifications could be agreed and the work logged via Bugzilla.
- ACTION: KB to make sure that CM involved in forthcoming Technical Committee meeting by asking about his communication preferences
- ACTION: KB to liaise with CM/TM following meeting on 28-03-13 to get specifications - aim to have Wikimedia UK responsible for back ups in place by end of April
Date of next meetings.
KB noted she would be visiting the Wikimedia Foundation 23-04-13 - 27-04-13, and on annual leave 29-04-13 - 03-05-13, and whilst working and contactable in the last week of April, she would prefer to slightly delay the next progress meeting, rather than split her focus too much while on an important visit - she would still be contactable throughout this week however
Date of next meeting: 15:00 - 16:30 (UTC+1) 07-05-13