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Web Operational Management Group

Minutes of the Meeting of May 11, 2011, 2:00 - 4:00 pm
Dana Porter Library, Room 428

Present : Annie Bélanger (Chair), Nancy Collins, Marian Davies (Recorder), Chris Gray, Alex McCulloch, Esther Millar, Doug Morton

Regrets: Adrian Kemp, Charles Woods

  1. Approval of WebOps Minutes of April 13 – approved with minor revisions

  2. Business Arising from the Minutes of April 13
    #2 Esther reported the known discrepancies to Sarah Forgrave
    #4 Alex, in consultation with Alison Hitchens, is investigating the type of form appropriate for the project

  3. Agenda Review
    • Re-order items and if need be, defer Quick Polls agenda item to next meeting

  4. Membership
    • Alex is now officially a WebOps member
    • Alex will be the liaison between the group and Library Managers
    • Alex is exempt from minute taking
    • During Annie's maternity leave Charles will chair the committee

  5. User Needs - Completion Plan
    Annie, in consultation with staff, identified a few areas on the website where functionality could be improved before the web redesign begins:
    • The inclusion of routing to Musagetes in the Library's 'give us feedback' form was reviewed, for its placement is not satisfactory
      ACTION: Chris will review the code and report on various aspects, such as the routing structure
      ACTION: Nancy will update with minor text edits
      ACTION: Alex will find out how often circulation staff forward 'your account' issues to Musagetes
      ACTION: Annie will compose an alternative to the current location and/or topic option
    • Musagetes staff requested to be included in the Library's WhereIsIt webpage
      ACTION: Deferred
    • Special Collections Department decided to replace the heading 'Special Collections' on their webpages to 'Archives & Rare Books'
      ACTION: Annie will notify Special Collections staff that they can go ahead and make the change themselves. Both Esther and Rose are available to assist
    • Special Collections would like a link to their Email Form on the 'Ask a Librarian' webpage
      ACTION: Doug will add the link

  6. Web Redesign Foundation - Next Steps
    • Annie reported that the next step is the completion of the user needs assessment, which will be communicated to managers and LibExec
    • The user requirements will follow, based on the user needs assessment
    • The work on business requirements and functional requirements will follow the user requirements assessment
    • Concurrent with this activity discussion will ensue to determine governance for all web related activity
      ACTION: Marian, with assistance from Agnes Zientarska-Kayko and Jonathan Sutherland, will complete the user needs assessment

  7. Web Governance Strategy
    • Annie discussed WebOps role with regard to website stategic planning and the need to create a governance strategy to include both major redesign projects and perpetual review/maintenance requirements
      ACTION: All members are requested to research and review appropriate models and protocols of website managment for further discussion
    • Annie presented the uWaterloo Website Background document, requesting feedback and input from members
      ACTION: Members will review this document and provide input
    • The creation of personas was discussed
      ACTION: Nancy will explore the merits of creating personas and their possible uses

  8. Around the Table
    • Annie requested members to review and clean up the Task list on SharePoint
    • Chris, Marian and Esther reported on their training courses

  9. Next Meeting: May 25, 2:00 pm – 3:30 pm, Davis Centre Library, Conference Room
    Recorder: Chris

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May 25, 2011