[Acocoops] Meeting Summary Notes 2024-08-08

[Spencer Chen]

Meeting Notes: ACO Software Life Cycle Management
Date: August 8th, 2024
Attendees: Spencer, Ana, Amy, Bill, Scott, Jameson, Nevil, Herbert
Facilitator: Jason
Agenda Overview:

  *   Review of Business Case (ACOSCRUM-45)
Focus: Centralized software life cycle management.

Key Discussion Points:

  1.
Need for Centralized Software Life Cycle Management
     *   Departments Involved: Theatre (led by Janelle) and Psychology.
     *   Issues Identified:
        *   Lack of transparency in software license renewals.
        *   Instances of forgotten renewals, resulting in limited negotiation opportunities.
        *   Example: Qlab used by Theatre, overlooked but costly to renew.
  2.
Proposed Solution:
     *   ACO to take the lead in managing the software renewal lifecycle.
     *   Benefits include staying ahead of expiring licenses and better pricing negotiations.
  3.
Tool Evaluation:
     *   Current System: CALMS
     *   Alternative Considered: Snipe IT (open source IT asset management solution).
        *   Pros: Experience from CEL showing its value.
        *   Decision: Stick with CALMS but enhance it with a new "Software Licensing" module.
        *   Plan to test Snipe IT for potential process improvements to incorporate into CALMS.
  4.
OFAS Mentioned:
     *   Cited as a powerful tool used by four faculties.
     *   The suggestion to build CALMS with a similar approach.
  5.
Supporting Documentation Needs:
     *   Sole Source Documentation: Copy of the last document.
     *   Rationale for Software Purchases: Insights from courses and research data.
     *   Origination Tracking: Knowing the requestor for planning future actions.
     *   Privacy, Security, Impact, Assessment (PSIA): Essential for documentation.

Action Items:

  *   Prototype Development:
     *   Deadline: January 2025
     *   Responsible: Herbert (to receive co-op support starting September 2024)
  *   Workflow and Wireframe Sessions:
     *   Purpose: To develop the concept with iterative feedback from clients.
  *   Dashboard Proof of Concept:
     *   Aim: Better measurement of upcoming license renewals, e.g., tracking licenses expiring in 3 months.
  *   Server Certificate Display:
     *   Explore best practices for displaying server certificates.

thanks,
Spencer
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