TeamDynamix, Collaborative Board/Global Admin Board Decisions

3/7/23

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? 

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 

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 

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.

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 5^th 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)
• 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)

 

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