A simple tool to collect and share issues relating to changes in administration process associated with the Faculty Administration Review (FAR).
The production interface sits in the Science Faculty staff intranet -embedded in an iFrame. The functionality is provided by PHP web interfaces hosted on www.sit.auckland.ac.nz, and the MySQL database resides on helix-gate.sit.auckland.ac.nz.
The database is essentially a spreadsheet. The fields:
an integer -the key
A name -can be anything. This is set to Anonymous if the contributor chooses to anonymize the contribution.
An email address associated with the contact -can be anything. This is set to No address if the contributor chooses to anonymize their contribution.
Referred to as the description in the interface.
Supporting information for the issue -where the issue emerges -impacts
A date and time of the form 2014-10-04 10:40:41 -set when the record is created.
A text field that defaults to unassigned. This could be a lead time (eg. within 3 months), or a quality such as high or low.
A text field that defaults to Director of Faculty Operations. This could be any position/role or a named group or individual.
This is sometimes referred to as the work notes, and is a running record of activity around the issue -solutions, work arounds, proposals are added here.
open, closed or hidden mapping to yet to be resolved, resolved, and hidden.
A date and time of the form 2014-10-04 10:40:41 -set when the record is modified.
A date and time of the form 2014-10-04 10:40:41 -set when the record is closed.
Everyone who can log on can see open and closed items in the register, and can read the detail. Who can log on is managed through the NetAccount group science.intranet@fos.
Everyone who can log on can add new issues to the register.
Editors are a small group of people who can add information to the resolution field, and modify the status, priority and owner fields. This group is currently maintained in a configuration file in the web interfaces on www.sit.auckland.ac.nz. Should the need arise, this will be managed in the database.
A list of issues in the database with a status of open or closed, ordered so that the more recent contributions are at the top. Closed records are shown in a lighter coloured font.
A detailed view of an individual record. Editors can view hidden records if they manually specify the id. Editors will see an Edit this item button in this view.
Create a new record. The addition of a record generates an email notification to the editors (email@example.com).
New records are immediately viewable in the register – there is no moderation stage.
Add a note to the resolution field (most recent at the top), modify owner, priority, and status. This will be updated to notify the contributor of a change through email (if a valid email address has been provided). Only editors can view this interface.
As of 6 October, email notifications are sent to the contributor (if he or she provided an email address when submitting the issue).
Commissioned by Rebekah Holmes, 29 September 2014. Released to production 1 October 2014.