Meeting about Administrative Services

Executive summary:

• Action: Nefeli and Danilo. Explorer is not supported. Gently remind users that for the moment some features are not supported by IE and investigate with ENTICE what is the plan for its support.
• Action: Nefeli and Danilo. Find out what is to be exactly done for the indico permission and obtain the necessary credentials from Veronique. Proposal: Is it possible to have a "DT service account" for indico?
• Action: Nefeli. Investigate how to handle with the LDAP module the "end of contract" events. Leverage this information for freeing offices: a first step towards automation.
• Action: Veronique. Provide the web links of the activities which are on the paper written by Mar but not on the web.
• Action Danilo and Nefeli: see with Mar what to do concretely with workshops or labs.

General discussion:

• Veronique very efficiently prepared a complete list of quicklinks, for the main page and for the admin one.
• Also a resume of her activities to prepare the mandate of the "Secretariat Activity"

Indico:

• Steps towards a feature complete "indico box" identified. See action.

Cars:

• DT has 20 cars. The department would appreciate a reduction of their number. Facts about DT cars:
  • The keys are not all available in the secretariat
  • Granularity of cars usage up to ~1 hour

A tentative 3 step procedure to solve this issue:

1st order) A table

2nd order a) A table and a calendar widget with availabilities

2nd order b) Web form to ask for a car Up to this level, the history of the car usage is kept in the document.

3) Medium-Long term: full blown web application Simple DB + Web interface. Assess solutions with experts in SFT and existing products while completing steps 1 and 2. Main advantage: automation of cars borrow. Easy usage statistics.

• Veronique volunteers to make the secretariat the entry point for the car borrowing (having keys implies passing by the DT secretariat).

Offices:

• At the moment there is PH-SMI. Not managed by DT.
  • Intervention only when expansion of DT office pool takes place.
• Electronic support: excel file.
• We would like to have a list of offices. With size, occupancy, dates of arrival and projected leave of the single people. The maintainance could be achieved ideally in an automatic way, with office free and occupy events via driven by the LDAP. The secretariat feeds the LDAP with new arrivals and leaving people are automatically removed by the Organisation at the contract end date.

Workshops & Labs:

• Mar needed. See actions.