Tag Archives: Closed

Notes: March 28th, 2017

Guest: Mike Roy, Dean of Library

Agenda:

  1. Overview of the IT governance process
 (Mike)
  2. The role of the academic portfolio group
 (Mike)
  3. Discussion: Questions we need to answer:
    1. 

what projects would we consider? which are too small? which are too big?
    2. 
how do we ensure that the projects are vetted both in terms of their technical feasibility and their degree of ‘strategicness’?
    3. what should be the relationship between this new group and the ACTT?
    4. what should be the membership of the group to cover the entire institution, and ensure proper vetting (see item b)

1. Overview of the broad governance process

Mike Roy and Jonathan Maddix are overseeing the Academic/Digital Tech & Learning “Portfolio team” which is one of a number of departmental and project groups designed to inform the ITS Advisory and STeering Committee groups within the new governance structure.

External consultant organization, *CIO Sensei helped to prepare new governance framework based on external review process in 2016. Mike referenced a deck of slides outlining the governance structure.

*Some discussion of CIO Sensei findings (not everyone had shared background knowledge)

  • External review of ITS looked into project load, efficiencies, decision-making
  • Create a structure that helps to align stakeholders in needs assessment and infrastructure that can scale across the institution

Proposed ITS Operating Model & Processes are informed by mission aligned strategy:

  • Governance
  • Organization
  • Processes and practices
  • Performance management

…to realize academic mission and create value across the institution

ITS is currently undertaking workforce planning which may influence future staffing and organization.

 

ITS Governance Objectives

  • Customer driven
  • Understand risk
  • Representation across the institution
  • Clarify capacity and resource allocation – “no” as an option
  • Improved communication and transparency
  • Ongoing participatory process
  • Proactive monitoring of demand and challenges
  • Connection between IT and institutional mission and deeper planning process

 

Governance Flow / Levels – bi-directional flow of information and activity

  • ITS Steering Committee
    • High level, priority setting, funding, staffing, risk, evaluation and validation of strategy implementation
  • ITS Advisory Team
    • Cross-institutional, review of portfolio teams, programs, institutional demand, risk balancing
  • Portfolio Teams* Mike and Jon charged with support of one of these teams
    • Determine departmental needs and priorities, anticipate requirements, identify opportunities and risks, approve new projects, review programs, etc…

The role of the academic portfolio group
 vis a vis ACTT

“All Things Digital” Portfolio Team

Questions

a) what projects would we consider? which are too small? which are too big?

  • Example projects discussed as cases for review; e.g. Canvas, Zoom, Panopto, current review of WordPress MU instances (Middlebury, MIIS)

b) how do we ensure that the projects are vetted both in terms of their technical feasibility and their degree of ‘strategicness’?

  • Suggestion that ACTT could serve as the recommender for the portfolio team
  1. c) what should be the relationship between this new group and the ACTT?
  • Is this portfolio team a distinct group or is it a slight expansion of the current ACTT model; need to articulate the key roles of the two groups and determine whether the roles are distinctive or overlap within the new governance structure [unresolved]
  • Strategic goals and cross-institutional planning may help to make the relationships between portfolio team and upper levels of governance [Mike suggested he would bring this back to Advisory Team for clarification]

 

Additional Discussion

Potential scenarios for portfolio and ACTT:

  • Continue as two separate teams (ACTT and a Portfolio team)
  • Integrate of ACTT and portfolio team into dual purpose group
  • Disband ACTT, take best of and bring to portfolio team

ACTT currently serves a particular purpose in reviewing cyberinfrastructure systems and platforms. It seems a Portfolio team would have a more governance focused role; the way it works now, is stakeholders present a need, and ACTT tests it out and helps to draft a recommendation…

Middlebury Space / Facilities Committee might offer a model for Portfolio team – this committee convenes people together at certain times during the academic year to share needs, projects so that there is awareness of what people are looking to accomplish; the committee then initiates process of prioritizing needs to draft recommendations and potential impact on budget

In this model, the separate Portfolio Team would engage programs to understand directions and needs; refer cyberinfrastructure projects to ACTT for research, review, recommend – help upper levels prioritize based on strategy

 

Concerns

Current ACTT Core members are on numerous teams and committees – it would be difficult to be called to participate on an additional committee

  1. d) what should be the membership of the group to cover the entire institution, and ensure proper vetting (see item b) [unresolved]

Additional questions

  • How does portfolio team’s project review work connect with the budget planning process? [unresolved]
  • Frequency of meeting (suggested bi-weekly)? [unresolved]

 

Action Items

 

  • Clarification and decision on unresolved questions, especially whether the discussed Portfolio team is a distinct group or whether there is clear overlap of ACTT and Portfolio group purpose [Mike and Jon – Portfolio Team Conveners]

Notes for Extended Team Meeting: Panopto Training

Presenter: Rebecca Lessem, Director of Training

Training & support resources under training tab of homepage

    • Webinars (basic and advanced) plus Friday Q+A with Rebecca at noon eastern time

Overview of how recordings move through the Panopto system

  • All videos are “deeply searchable” via automatic speech recognition + OCR software
    • Special plugin to powerpoint makes slide text searchable, too!
    • Title, keywords, metadata
    • Searchability is only English language-based? (Petar)
      • Yes
      • For other languages, uploading captions is recommended for searchability.
  • Recording
    • You can record from any device (downloadable app)
    • Remote recorder functionality – start and stop times can be pre-set (not available for Macs, PC only)
    • You can also record outside of Panopto and upload to the platform
      • Will be processed and searchable the same as other videos
    • Quality of OCR? (Shel)
      • it depends – usually works well for printed text and/or stuff that’s on-screen for a while; handwriting is obviously trickier
    • Creators can add PDFs to their recordings as well as slides
  • Viewing Panopto content
    • Interactive web viewer
    • Accessible via any browser
    • Android and iOS apps
    • Display is automatically optimized for the device you are viewing from
    • Mp4, mp3, tablet, android, and iOS viewing formats are available for every recording made or uploaded to Panopto
    • Admins have brand customization options
    • Are there multiple quality versions for adaptive streaming, or just one encoding per device type? (Zach)
      • Panopto should adjust automatically as long as you are accessing via the web viewer; mobile apps have just one encoding each, but creators can specify

Roles in Panopto and their permissions (creator, viewer, administrator)

Folders

  • Course folder – shared with instructor and students
  • My folder – personal to every user
  • Assignment folder – allow for student recording
    • Everyone who is a viewer in the course would be able to record via this folder without technically being a creator
    • Can students easily download any videos they make for portfolio reasons? (Zach)
      • Yes – multiple output options can be selected and processed into a single mp4
  • Shared with me
    • Any content you’ve been added to
  • Bookmarked
  • Browse
  • Each folder has its own permissions which can be adjusted
    • Share – Google-esque options (specific people, organization wide, groups, public on the web, etc.)
      • Groups are not auto-synced from AD (too many); course groups synced on demand from the Hub, others must be (re-)created manually.
    • When you share a folder, you can assign read only, edit, or publish permissions
      • If enabled, “publisher” would have to give approval for content to become visible to viewers
  • Our folders are set up by Program -> Year -> Semester -> Course (Joe)
    • We could structure our Panopto folders to reflect this
  • Parent folder settings can be set to to apply to subfolders, or not
  • Is there a master file? (Petar)
    • Each file is a master file
      • A copy of a file would be it’s own master file and would have to be deleted/adjusted separately from the original

Panopto from the viewer perspective

  • Can adjust video speed
    • Fastforward
    • Slow motion
  • Can annotate videos
  • Can take notes
    • Private by default, can be adjusted
    • Notes can be taken in a group channel so everyone in the group can see/search each other’s notes
    • Saved as metadata so student can see/search later
    • Creator can delete notes
  • Can participate in discussion
    • Like a group chat, more public than notes
    • Saved as metadata so student can see/search later
    • Creator can delete discussions (if content is problematic or creator uses same video from semester to semester)
    • Cannot be exported, we can submit feature request

Canvas Integration

  • We don’t have it, but maybe we want it
  • When enabled, Panopto shows up as a tab in the course menu
    • Embedded, searchable Panopto iframe within Canvas
  • Instructor can make new recordings, adjust video settings, edit videos, share videos within Canvas via the integration
  • Panopto button will show up in Canvas rich text editor
    • Content can be directly embedded into discussions, assignments, etc
    • Recordings will live in Panopto
  • Permissions for Panopto files would carry over from semester to semester without having to copy the video. This can currently be done using the Course Hub.

Statistics

  • Counts live stream watching? (Petar)
    • Yes

Can a live webcast be embedded? (Mack)

  • When you prepare the link in advance, you can embed it, but it won’t show anything until the session begins.
    • Does it embed the live webcast or just the recording? Didn’t seem to work when we tested. (Mack)
      • Rebecca will follow up

ACTT Extended Team Meeting Agenda for October 25, 2016

The new ACT Team process includes Extended Team meetings. These closed meetings allow the Team to work with expert staff and focus on evaluating solutions that inform recommendations.

Agenda

We will be participating in a vendor led training on Panopto, the video management service we are piloting this fall. Proposed topics include:

  • Overview of how recordings move through the Panopto system
  • Logging in to Panopto from Blackboard/Canvas or directly
  • How Panopto appears in Blackboard/Canvas
  • How folders work in Panopto (hierarchy, subfolders, sharing)
  • Roles in Panopto and their permissions (creator, viewer, administrator)
  • Managing the Panopto Video Library: sharing, moving, copying videos and folders
  • Viewership analytics

ACTT Extended Team Meeting Agenda for September 6, 2016

The new ACT Team process includes Extended Team meetings. These closed meetings allow the Team to work with expert staff and focus on evaluating solutions that inform recommendations.

Agenda

  1. Video Conferencing – Middlebury is investigating alternative video conferencing services for distance learning. Adobe will be discontinuing their education pricing for Adobe Connect licenses, doubling our costs. Services with comparable features are available with enterprise licenses at the same cost. – Mack
  2. Canvas LTI Governance – Middlebury is adopting Canvas, a Learning Management System developed and maintained by Instructure. Canvas has built-in features that support course activities in an online environment, like discussions, quizzes, and assignment submissions. Canvas also has an extensible architecture that allows for integration with other services. These services, commonly known as apps or LTIs, can be integrated at the course, program and service level. – Joe

ACTT Extended Team Meeting Agenda for August 26, 2016

The new ACT Team process includes Extended Team meetings. These closed meetings allow the Team to work with expert staff and focus on evaluating solutions that inform recommendations.

Agenda

  1. Course Hub/Middfiles/Google Drive –  We will discuss provisioning Drive folders and Middfiles folders using the Course Hub. – Joe
  2. Video Conferencing – Adobe has dropped its educational pricing for Adobe Connect, we need to plan for a replacement. – Mack and Petar

ACTT Extended Team Meeting Agenda for May 24, 2016

Extended Team meetings are closed meetings that allow the members to focus on discussions and work that needs to be done. You are receiving an invitation because you are either on the Extended Team or Project Team.

Agenda