2023-06-16 PPMO Meeting notes

Kaltura

@Davis, Galen

• Anyone with AD credentials can use Kaltura

• Primary use is from faculty recording videos

  • Anyone can use mediaspace.ucsd.edu

• Every user has unlimited media storage - no file size limits

• Supposed to have a data retention policy, but we haven’t implemented it yet; want to implement in concert with Canvas

  • Plan is to implement at the end of 2023: anything older than 4 years that has not been watched

    • Reset: watch the video in question for at least 10 seconds

  • If it hasn’t been watched in 2 years, the lower quality versions will be deleted

• When users leave, the videos are still there, but orphaned

  • Can reassign those videos

• With integration with zoom, everything is auto saved to Kaltura

  • Can create a multi stream (recommend dual settings)

  • Configure cloud settings in zoom

• Embed codes don’t work as is with collab

  • Need to first add an iframe to the page, and modify the url code

Questions:

• Can you set defaults in Kaltura so recordings from Zoom can be accessed by logged in users without going into Kaltura and "sharing" specific recordings?

  • Not easily

  • Create a channel, publish the video to the channel

    • Ideally, would want to create a group - groups get created on the back end; this is a request (email) to Galen: kaltura@ucsd.edu

• Security: how to share with unlogged in users? unlisted links (use case: vendors/consultants that need the video but aren’t UCSD)

  • Supposedly unlisted links unpublish from any channel

  • Best practice: listed and unlisted channel?

• Tips and tricks: transcript; can click to the point in the video where mentioned

• Documentation: https://blink.ucsd.edu/faculty/instruction/tech-guide/instructional-videos/mediaspace/index.html

Best practices:

• Create channel when new project created

• Project team members need to log in to create account

• Provision team members to channel

Requests and open questions:

• Create project landing area under ITS tool bar

• Confluence embed link

• Archival process?

• Enable AD groups

  • PMO group

• Enable option to share videos with unlisted link to non UCSD AD users

• How to embed agenda in a searchable way; training/design session multi day use cases: https://ucsdcollab.atlassian.net/wiki/spaces/FAS/pages/50529203

Risk and Issue brainstorm facilitation

@Brian Smith

https://lucid.app/lucidchart/0bf3cf2e-4f29-4d6d-b1ed-77a5c5da97fc/edit?viewport_loc=-2609%2C-1319%2C7425%2C3538%2C0_0&invitationId=inv_e1c0a531-edd1-45e8-a0bd-270e91dd1de1

Share wins and cross functional project impacts and challenges

all

• Wins

• X functional

• Challenges

Closed / done project - when they were done vs said they were done

issue: made up dates, without supporting WBS and schedule upon project approval (need for additional gate)

issue: continually changing priorities

Closing projects! Should be Live

https://its-pro.ucsd.edu/issues/?filter=18409&jql=project%20%3D%20PR%20AND%20status%20%3D%20active%20and%20%20%22Project%20Type%22%20%3D%20Project%20and%20%22Project%20go%20live%20date%22%20%3C%3D%20endOfDay()

Closing projects! Should be Done

https://its-pro.ucsd.edu/issues/?filter=18409&jql=project%20%3D%20PR%20AND%20status%20%3D%20active%20and%20%20%22Project%20Type%22%20%3D%20Project%20and%20%22Project%20end%20date%22%20%3C%3D%20endOfDay()

Capacity Planning

What are you doing that's repeatable?

Standard Project OTL

@Shawn Pappelbaum 

Standard Events OTL

@Vidal Espina 

https://ucsdcollab.atlassian.net/wiki/x/lI72B

Request: schedule mtg w/ your SO to review projects and their portfolio

Reminder: project CoP