TeamDynamix, Collaborative Board/Global Admin Board Decisions
Overview
This article provides information about decisions regarding the TeamDynamix (TDX) platform. Decisions made by the Collaboration Board and the Global Admin Board are contained within.
3/7/23
- iPaaS Update - none
- Underreporting of TDX database changes with version releases - No further response from TDX
- Minimum Info for Service/Service Offering Entries
- Where is this being documented?
- Anthony will create article within UIC KB in TDX
- Al will make note for stub article in Answers KB until the OpEx exercises have completed
- Ownership of TDX-related Answers KB articles
- Created groups for CTC and Collaborative Board and KBs have been reassigned
- Anthony to talk to Ryan Sharpe re: access
- Al will be primary on maintaining Collab Board article; Anthony will be backup
- TDX Converge
- Anthony to provide feedback that TDX Converge should have significant content on TDX itself, not majority of content being iPaaS/AI focus; and bring back have the open-mic session at this year's Converge
- Reporting being done with EDW
- Pharmacy finishing up on boarding for our Senior Web Developer, and will begin working on the TDX reports soon. We have a deadline of mid-May to be completed. Please share any specific reports that may be of interest to add to our list to create.
Chicago Updates:
- 72% of edge units have been setup in Sandbox to start their transition efforts
- Derek and Crystal were working through the captioning of TDX App Admin training videos; Anthony to check in with Crystal
Springfield:
- No updates
Urbana Updates:
- Kicked off Phase 3; 3-week startup time period in progress now
- Taking feedback to build user stories into backlog
System Offices
- John met with Mark P re: opening up TDX onboarding to more SO units; comms will target managers of the specific SO units
Committees
Urbana TDAG
- P3 kickoff; in project mode, reviewing a recommendation around read-only technician access role
- There were a couple of units that were in TDX but hadn't actually started using it.
TDX CTC
- Combined meeting last week; new TDX website structure getting set, shared services is building mockup
- Joe and Mark to work through survey to replace/update FAQs
- Working through documenting process for App Admin and escalations to GAs
- Awaiting go-ahead for building out documentation and training for use of AuthMan for local admins
GAC
- Grouper integration went live
2/21/23
- iPaaS Update - no change
- Underreporting of TDX database changes with version releases
- No movement since ticket submitted and brought up at Business Review Meeting
- John met with EDW team, will plan to turn off integration a week before upgrade then review before turning back on; this is a stopgap solution
- Minimum Info for Service/Service Offering Entries
- Where is this being documented? Anthony will create article within UIC KB in TDX
- Al will make note for stub article in Answers KB until the OpEx exercises have completed
- Ownership of TDX-related Answers KB articles
- CTC working with Ryan Sharpe to setup service accounts to own the different content type articles
- Business Review Meeting outcomes/thoughts
- Glad to have a chance to talk through where the Urbana project is, where/how we're all looking to expand
- Anthony: Feedback to TDX, have the open-mic session at this year's Converge
- Any reporting being done with the EDW data?
- UIC Pharmacy going to be starting to leverage in about a month or so
- Al noted will probably just be using a couple of times a year
- Have heard feedback about getting the Asset data added into EDW
- Barry offered to have his resource work on templates/etc as needed
- Topics to include in update to ITLT
- Minimum Service Info
- Note dependent on OpEx outcomes on overall Service Catalog structure; Functional Design finished 1/31
- Grouper
- iPaaS lack of update; expiration of pricing offer
- TDX project website redesign in progress
- Sessions planned at UIUC Spring ITPF and UIC ITCC
- Converge in May
- Looking for guidance from ITLT:
- Phase 3 at Urbana: Asset Management
- Planning to renew contract next year?
Chicago Updates:
- Work ongoing to transition units from RT
- Al – requesting a list of UIC units coming on to TDX in Feb/March for the TDX monthly newsletter
- Anthony: Update the PM Schedule spreadsheet for metrics
Springfield
- No updates
Urbana Updates:
- Kick-off for Phase 3 work tomorrow
- Defining expectations for App Admins (formalizing intake process)
System Offices Updates:
- John spoke with Kelly, in favor of sending out communication to rest of System Offices to open up use of TDX to other groups that haven't been using ticketing
- Matthew working on Grouper integration (going live today)
Committee Updates
TDX CTC
- Newsletter going out on Thursday
GAC
- Grouper bug fix work going on; go-live is currently in progress
- Other backlogged people integration enhancement requests are being reviewed to start work on some
1/24/23
- iPaaS - no change
- Underreporting of TDX database changes with version releases - following up with account reps
- Minimum Info for Service/Service Offering Entries
- Anthony will share UIC's current standard templates
- John will bring back to next meeting, feedback from AITS Service Desk on compliance
- No concerns with coming into compliance on the standards
- Al will bring up to CTC to plan around communications, will be included in this Thursday's TDX Newsletter
Chicago
- Nothing significant since last meeting
Springfield
- No updates
Urbana
- Joe and service team working through the backlog and creating a roadmap that is public; gathering and clarifying recommendations, e.g. ability to provide recommendations on data model for asset management/etc
System Offices Updates:
- Helping out Urbana efforts
- No Grouper update
- No additional System groups have reached out to move into TDX
- John will inquire with Kelly about any proactive outreach to additional SO groups
- Training Service Desk leads post-Shawn's departure
Committee Updates:
- Urbana TDAG
- Recommendation to have stakeholders part of short-term working group on setting up local asset management and API access/usage
- Ahsan and others on project team will be scheduling requirements gathering sessions with each of the units that submitted
TDX CTC:
- Next meeting on Monday, will be focused on the TDX website
GAC:
- Read By tab will now reflect views from TDAdmin
1/10/23
- iPaaS - TDX's offered pricing will only be good through January; needs TDX leadership re-approval after that. No change on the legal side, so we can't move forward at this time.
- Underreporting of TDX Database changes with version releases
- Database changes for version upgrades aren't communicated until after the release, and weren't complete
- Preview Release Notes includes a "Database Changes" section but links to older content, not the current upcoming release's db changes
- Minimum info for service entries
Chicago Updates:
- Couple of units went live on TDX in December
- More units working to transition later this month/early next
- Continued goal of completing transitions from RT by end of FY23
Springfield
- No updates
Urbana Updates:
- Service team working through tickets to review how to more systematically process the non-IT scope requests
- Interest in a public roadmap for where TDX @ Illinois is going (beyond/outside of Phase 3)
System Office Updates:
- Meeting with Joe & Janet to help out Tech Services
- Participating in Urbana TDAG
- Grouper still being worked on, targeting this month for UIUC Global Admin go-live
TDAG
- Sending out emails to units to get them started with Phase 3 scope
CTC
- Working on TDX website revitalization
- Needing to update the roadmap
GAC
- Working through some support tickets with TDX
- Spacing issues are thought to be resolved by 11.6 release
- Engineering and Marketing team connecting on fixing their marketing email deliveries
- Backlog: working through Change Control for global admin changes in TDX
- Ownership of KB articles for change log/roadmap/etc
- Location/Room synchronization work being looked at, resources made available in AITS
11/29/22
No movement or updates on most old business.
TDAG - Project Phase 3 survey results have been reviewed and units will be contacted to gather additional information about timing and available staff/resources to roll out unit-specific Asset apps
11/15/22
- iPaaS - TDX will not accept contract stipulation for signed DPA that applies to whole contract, even with deadline of 6/20/23. More conversations and expectation-setting happening now.
- TDX EDW - UAT ended on 11/11, moving to production by end of November
- Enhancement Requests Prioritization discussion
Urbana Updates:
New TDX @ Urbana Product Owner, Joe Blanks, started this week. Janet Jones handing off some responsibilities to Product Owner, AITS, and CTC, as appropriate:
- Global Admin KB article ownership/maintenance
- (Client Portal) Changelog - https://answers.uillinois.edu/110388
- Roadmap + https://answers.uillinois.edu/110390 should be owned and maintained by Global Admin Committee
- Other training/tutorial articles should be owned by CTC group
TDAG - Phase 3 survey was sent out and has closed. Eval and ranking tomorrow.
Chicago Updates:
- Awaiting Primary/Secondary contacts from each unit
- Finalizing resources to get pushed out to contacts
System Office Updates:
- Grouper go-live still pending some work
TDX CTC Updates:
- Communications re: 11.6 release being prepped
- Sandbox refresh announcement being finalized (refresh scheduled for 11/29)
- Newsletter going out Nov 22
- Next up will be reviewing the TDX website
11/1/22
- EDW TDX data is UAT now, ~2 weeks
- KB article ownership for TDX governance bodies. Currently assigned to whoever first created the articles. Decision: going forward, assign to a group address, i.e. TDX CTC-owned training articles assigned to a shared email address. TDAG and TDX CB assigned to their respective listservs.
Urbana Updates:
- Product Owner accepted offer and should start soon. Other roles will be shuffled as appropriate once he starts.
- Urbana - TDAG First meeting of the new cohort was 10/26. Set priorities, started Project Phase 3 planning
Chicago Updates:
- Kickoff meeting scheduled for 11/9
System Office Updates:
- Grouper integration - working on final pieces, then go-live to Global Admins on each campus to test for a while
TDX CTC Updates:
- Sarah Follmer stepped down as co-chair due to changing job role. Derek Briles stepping in as co-chair, heading up the training subcommittee.
- Next project: TeamDynamix website revamp into a permanent information space as opposed to just project tracking.
10/4/22
- iPaaS stuck in legal due to the DPA verbiage and limited staff with GDPR expertise in the university's legal office. Est. 2-3 months before the review will be completed.
- TDX ticketing data will be live in EDW Oct/Nov. User Acceptance Testing first, then go-live.
Urbana Updates:
- CIO submitting proposal to Provost for staffing to support TDX
Chicago Updates:
- Prof Services engagement has started, some kickoff meetings have been held internally; working to schedule a webinar and start up transition efforts
- Working to get admin videos from TDX added to Ability LMS
System Office Updates:
- Working with Carle Library on potential for coming in to TDX
- Working internally to review how to best leverage TDX features to enhance processes
- Identifying groups leveraging external web form tools, to bring them over to TDX forms
9/6/22
- Urbana TDAG received approval to move forward on planning non-IT ticketing coming into TDX, as well as individual Asset applications to support local asset management.
- Sarah Follmer has taken over for Allison Payne as co-chair of CTC, Collaborative Board approves
- Matthew Magee will take over as chair of Global Admin Committee, Collaborative Board approves
- Respective TDAG representative on the Collaborative Board will be responsible for bringing relevant updates back to university's TDAG.
- Collaborative Board agreement to communicate significant updates/topics from its meetings to the relevant committees (Global Admin and/or Communications & Training)
7/12/22
- Wes Pate designated as facilitator/leader for the App Admin community, Collaborative Board approves
- Sandbox refresh happened on July 5th 2022
- UIC service catalog refresh completed
5/31/22
- Agreement on creating an Application Administrators Community for U of I TDX application admins
- TDX Collaborative Board agreed system wide scope for App Admin community would be best and also agreed that no formal charter would be written as it is intended to be a community.
5/17/22
- TDX automation use-cases were submitted to BPA (Business Process Automation) team at AITS for discussion/review
3/22/22
- TDX Collaborative Board agreed that the Global Admin Committee will be responsible for updating/maintaining KB article with the key elements that are coming in future releases.
3/8/22
- Finalized Communications & Training Committee membership
- Reviewed iPaaS use cases (demo on 3/18/22)
1/11/22
- Presenting to ITLT on 1/19 to share current status of the platform at U of I
12/14/21
- Worked with System Offices Shared Services (formerly Organizational Effectiveness) group to take on Training & Communications scope for TDX platform. Draft charge being worked on.
- Global Administrator Committee responsible for content and functional expertise
- U of I generated TDX Enhancement Requests will be logged and made visible. Global Admin Committee charged with implementing.
11/30/21
- Decision/Change Log for TDX to be documented and maintained in Answers KB. Three levels:
- TDX Platform/Service -> Collaborative Board responsible
- TDX Administration -> Global Admin Committee responsible
- University-level Help Centers -> Respective central IT unit responsible
11/16/21
- Decided TDX Project website should not transition to a long-term operational site.
- Service Information -> Service Catalog entries
- Operational Documentation -> Into KB
- Support Documentation -> Into KB
- Implementation Project Artifacts -> Into Box
- Assigned task of creating TDX Change Control process to Global Administrator Committee.
11/2/21
- Decided TDX Business Review meetings should be semiannual, to be attended by Collaborative Board
- Decided TDX Product meetings should follow a ~2 weeks after each TDX version release, to be attended by Collaborative Board and Global Administrators Committee
10/19/21
- Generated topics for TDX Business Review and TDX Product meetings
10/5/21
- Defined minimum requirements for service catalog entries
- About this Service
- Service Description
- Other Names (where applicable)
- About this Service
- Getting/Using this Service
-
- Eligibility
- Cost
- How to Access
- How to Use (Links to Documentation/etc)
-
- Support/Hours
-
- Contact Point for support
- Provided by (optional)
-
- Approved exemption for Global Admin access for web dev needs
9/21/21
- Defined Global Admin roles/responsibilities and charge for Global Administrator Committee
- Agreed to limiting Global Administrator role access to 8 (2 from each university + system offices)
- Formalized membership of Global Admin Committee
8/24/21
- Approved removal of links.illinois.edu link tracking for TDX emails
7/11/21
- Approved set of pending integration enhancement requests
- Job Titles
- College Affiliation for Students
- Enhanced role distinctions (Faculty vs Staff, etc)
6/29/21
- Decision to leverage the TDX platform to manage the platform (ticketing app to be set up to take in requests/incidents about the TDX platform for global admin scope)
Contact and Support
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