Maintenance requests come from the eCampus Maintenance Team regarding media-related updates requested by faculty for previously built courses

Any communications are to go through group emails (ecampusmaintenance@boisestate.edu + ecampusvideo@boisestate.edu)
Responses are to be made within 48 hours and include next steps needed in response
MMDs route any maintenance requests to Lane or the acting manager (Eric)

Course Suggestions Doc

https://docs.google.com/document/d/18_Y0UQ1PkXUbjscKpSzdr2QmBKhWUQqqOLNKnXROspU/edit?usp=sharing

OCT will highlight and tag ecampusvideo@boisestate.edu in the Course Suggestion Doc

From Eric

Requesting and Tracking Maintenance Team Requests for Development, Media, and Accessibility Work

Initial Use Case

Occasionally, Maintenance-supported and maintained courses have requests that are not able to be handled by the OCT receiving the request. One such instance occurred very recently. What follows is a draft process to handle this specific request. I believe the workflow and process could work for other requests as well, though the process is more complicated than I would like it to be.

The request is as follows:

Bj (Dr. Blanche Wallace, developing instructor for LEAD 326) has some requests about editing the module overview videos in LEAD 326. Next taught is this summer, so it would be great if you could work with her during the next five weeks or so to get these videos updated in time for me to be able to place them before course copy. I would like to make sure I have time to meet with Bj before placing them, so if they could be done by April 8, that would be great.

Process

Requests from the OCT should be sent to Media Team Manager (LD), copying Maintenance Team Manager (AB). The request could be an email or a tag from the CSD.
1. Share as much as you know about the scope of the request
2. Requested completion date(s)
3. Faculty Name
4. Course name
LD will assess the current capacity of his team to complete the request by the requested deadline
1. If further information is required, LD will contact the Faculty, keeping the OCT in the loop
LD will meet with ER to discuss the project
1. If there is capacity to complete the request by the due date:
  1. ER/SC will enter a “Maintenance Project” in the Projects app
    1. The requesting OCT will be listed as Primary PM*
    2. LD will be listed as Secondary PM
    3. Assign a task to the MMD assigned to do the work

for reporting purposes in Qb - a report will be created in the Projects app that can be added to homepages/dashboards in the Maintenance app. Might require Allan Heaps’ assistance

LD will respond inline on the CSD with:
1. MMD that will be assigned to complete the work
2. Any other information required

If there is some capacity available, but not enough to complete the work by the due date:
1. LD will contact the Faculty and OCT to discuss what can be completed and discuss the option to complete the work in the next 7-week cycle
  1. If the Faculty requests to be added to the next 7-week cycle, ER will bring the request to the Capacity Planning Meeting held each Wednesday at 8am.
  2. ER/SC will enter a “Maintenance Project” in the Projects app for the work that can be completed
    1. The requesting OCT will be listed as Primary PM*
    2. LD will be listed as Secondary PM
    3. Assign a task to the MMD assigned to do the work
If there is no capacity to complete the work by the due date:
1. LD will contact the Faculty and OCT to discuss the options available, including being added to the next 7-week cycle

Flowchart (TBD, ER)

Current State of the Request

LD to update this section:

LD has reached out to the faculty to discuss the project
SC/ER have added a Maintenance Project for LEAD 326 to Quickbase, Arlie Somer has been assigned a media task, Celia Wolff is the PM and Lane Donovan is the Secondary PM

eCampus Multimedia Team