EHS - 3.20.12 Meeting Notes (Word) - Confluence at UC Berkeley

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3/20/12

VCAF Discovery

Page
1

Project:
VCAF Discovery

Document:
VCAF


Environment,

Health & Safety

Date:
3/20
/12


Meeting Info


Meeting with:
Mark Freiberg, Alma Valencia, Cheryl Reinman, Denise Cronin

Date:

March 13, 2012, 10:00am

Location:

370 U
-
Hall


EH&S Team Meeting
: Mark

Freiberg
, Alma

Valencia
, Denise

Cronin
, Greg H
aet, Steve
Maranzana, Cindy Durant
, Brandon D
efrancisci
, Tony Yuen
, Pat Goff

Date: March 20, 2012, 1:00pm

Location: 370 U
-
Hall


Websites:

http://ehs.berkeley.edu

http://rfs
-
env.berkeley.edu

http://strawberrycreek.berkeley.edu



Survey Results




Number of webpages:

o

EHS: 4504

(Primary site)

o

RFS: 46



Created for a specific project
on remediation and restoration
process



Primary purpose to put up technical and regulatory documents



10 year history of investigation, reports, monitoring



7
-
8 years

old
; no major redesign

o

SC: 284



7
-
8 years old; no major redesign
, but continual updates



Frequ
ency of content updates
:

o

EHS:

D
aily

updates, but most of site is

general information that doesn’t
change

o

RFS:

1
-
5 updates/month (news and
new

documents)

o

SC:

1
-
5 updates/month



CMS:

o

EHS:
Joomla
; initially selected because at the time interface was simpler,

security and development considerations

o

RFS
: Static; internal staff (Carl) u
ses Adobe Contribute to update

content

o

SC
: Static
; internal staff (Tim) uses Adobe Contribute to update content



Hosting:

On campus (Department
-
run internal)
; RFS and SC hosted by
IST



C
omments
:
No
. Other forms of f
eedback

(email)



A
udio or video
:
Yes

(YouTube)

3/20/12

VCAF Discovery

Page
2



Downloadable files (
e.g.,
Word, Excel, PDF)
:

Yes



A
dditional functionality (forms, registration, commercial activity, workflow)
:

o

Forms



online forms

o

Registration

(links to LMS
)



part of workaround

o

Workflow

(
approval required for posting to live site)

o

RFS: None

o

SC: Live Feeds



Accessibility review:
No



Primary audience:

o

EHS:

Staff, Faculty, Students, Internal EH&S, Other UCs, Regulators

o

RFS:

Community,

Internal EH&S
, Regulators,

people that work at RFS,
consultants

o

SC:

Students, Faculty, Internal EH&S, Visitors, General Public



Top
types of visitors
:

o

EHS:

Staff (repository or gateway to another database)

o

RFS:

Consultants (currently

top type
)

looking at development
; community
membe
rs

(used to be top type); regulated parties; agencies that regulate

o

SC:

Students, rese
archers, community creek group




Top
tasks
:

o

EHS:




Guidance, policy, compliance



F
orms and approvals (event
s with food)



Fact sheets



S
tandard o
perating procedures, job safet
y



F
inancial (accountants or PIs who want to establish account
)



Fire, RAD, hazardous waste



Inquiry about safety



Environmental info



T
raining
(lot of training information)



Gateway to 7 large applications (separate db/applications)

o

RFS:




Looking for a specific

technical document



Resources



Links to regulatory agencies



Fact sheets



Links to Training goes to EHS site

o

SC:




News and events (restoration, cleanup events, rainfall)



Used as open lab for students (info student researchers can use)



Current data (including
weather data)



Link to balancehydrologics.com



Information on creek spills (e.g., diesel spill in 12/2011)



Historical documents



Ability to donate




Website redesign planned:

o

EHS: Yes

(currently underway)

3/20/12

VCAF Discovery

Page
3

o

RFS:

No

o

SC:
No



Track data:
Google Analytics (
only
EHS)



Additional

web development tools
:

Various

for EHS



Unique visitors per month:

o

EHS:

4504

o

RFS:

Unknown

o

SC:

Unknown



Any particular spikes

or downtime
:

o

EHS:

Beginning of each semester and end of semester

are busier
; quieter
during summer (but higher traffic
more recently
because Extension
classes)

o

RFS:

D
epends on project

o

SC:

S
emester is busy



Intranet:
Yes


Questions


Roles


Role

Description

Assigned To

Internal

Project Manager

Responsible for resourcing,
timing, coordinating, overseeing
content, etc.

Alma
Valencia

Content Editors

Can
create/edit content on
website(s). Basic training
required.

6 people (team reps from each
site); workflow (Cheryl is
approval)


Schedule:


Group

Preferred
Choice

Pilot


Group One

x

Group Two


Group Three


Group Four




Readiness and Needs




Currently undergoing a r
edesign



part of strategic initiative



I
nternal team
is looking at issues



T
alking to focus groups (Dept Safety Coordinators and building coordinators;
capital projects; physical maintenance; PIs/researchers;
managers/supervisors)



Focus groups
completed
by end of March



Next step will be to share with managers



April: D
esign proposal

and present

to senior management

3/20/12

VCAF Discovery

Page
4



May
-
June
-
July:
L
ook at implementation

options


Is the information architecture current?

Revisiting

as part of redesign


Is the content up
-
to
-
date?

Mostly up
-
to
-
date


Existing Website


What's working
:



Will come out of internal analysis



Content is good and up
-
to
-
date; can improve
navigation and structure



Visitors l
ike having

key

information

on primary page
, e.g.,
Blue button on home
page

that
goes to database for HWP

(separate application)


What's not working or needs improvement

(pain points):



Search feature


sometimes not working properly; can’t find key information;
pages may be named
improperly



Hard to find things
-

visitors have to know terminology



Cluttered

interface
; preference to keep main pages and sections minimal



Users get overwhelmed, e.g., chart of links by following “Working at UC
Berkeley >
Type of Work




Grouping things from

user

perspective

rather than by internal organization (ask
users for top 4
-
6 things they are looking for, e.g., guidance for doing work safely)



Simplified main page; p
hoto takes a lot of

valuable

screen real estate



Hover links (with
additional
information
/
preview of where they’re going)



Too much on screen

(have to scroll down

to get to basic information
)
; people look
to EHS to simplify complex laws, so the primary information should not feel
overwhelming (can put detailed information on nested pages or low
er down on
screen)


Wish list items

(e.g., forms, workflow)
:



What’s new/updated



FAQs



Calendar that includes trainings



Pull
-
down or expandable menus that take up less initial screen real estate



Bettter integration with learning management system



Additional
items w
ill come out of internal analysis


Branding


Current logos:



EH&S



Safety is part of science

(work with Lisa C. of UC Printing Services)

3/20/12

VCAF Discovery

Page
5



STARS


Development

Internal development team (Joomla)


Other




UC San Diego



organized by custom
er needs rather
than department; suggestion
that VCAF site be organized by user rather than org tree (VCAF sites currently
organized by Org Chart)



Alma will send

documents and indicate if OK to put on wiki site

o

List of priorities

for web

o

Website references



EH&S also has a

Lab Safety Facebook site

and a
CalShare site for Standard
Operating Procedures
(
will
decommission
)