IT Development/Progress meetings/Minutes 28 Feb 2013

Attending

1. KB - Katherine Bavage (User:Katherine Bavage (WMUK)
2. MP - Mike Peel (User:Mike Peel)
3. DT - Doug Taylor (User:RexxS)
4. EE - Emmanuel Engelhart (User:Kelson)
5. TM - Tom Morton (USer:ErrantX)

Apologies

None

Update on Actions from previous meeting

Item No	Action	Assigned to	Update
1. Item 2 - Progress Update	KB to remind Staff and Trustees need to report slow page loading for EE/TD to address bugs.	KB	Not done - KB agreed to progress by end of March 2013
2. Item 2	EE/TM to update page on UK Wiki to note change in capacity of server	EE/TM	Done
3. Item 2	KB to ensure in future a cost/benefit review of server arrangements undertaken and presented to Tech Committee for consideration following discussion of options.	KB	Not done - KB agreed to progress by end of March 2013
4. Item 2	MP to pass appropriate details for moving the DNS onto UKreg to TM	MP	Done TM has access to details on the server; control of ukreg account has been passed to KB. All DNS are now migrated to UKreg and therefore WMUK server. ACTION KB to update name of the organisation. ACTION: MP to shut down elements on the server and take a final backup. ACTION: MP to log an rt ticket re problem with GLAMwiki. org.
5. Item 3.1 - Issue Tracking	KB to work with TM to set up a parallel bugzilla install with a project management extension, and test by end of Feb.	KB/TM	Doing... - KB needs to trial extension before recommending change. ACTION: KB to progress and make recommendation bt end of March 2013
6. Item 3.3 - Backups	USB drive or hard-disk needed for physical backup storage. MP have a look at data and then advise KB on size of storage device needed.	MP	Done MP recommended at least 100GB storage space needed. If the office server was connecting to the main WMUK server this would allow staff to download the files to a server at the office - or pull backups onto server using a cron job. TM noted that other than rackspace backups, there isn't yet an established backup manager process. ACTION: KB to log backup manager process for Rackspace this as a job on rt. Discuss with TM and propose solutions for March meeting. ACTION: KB to purchase a physical hard drive and arrange for this to be posted to MP to undertake backup and shut down. Note recommendations that buying a larger drive (1TB+) may represent better value in long term.
7. Item 3.3 - Backups	KB to research costs of fireproof safe to inform a decision about on and off site back ups	KB	Doing... KB and RS had been looking into options in terms of size and cost, and security. MP noted important to consider what we would need to get the office back up and running in terms of paperwork - for the purposes of this meeting must contain external drive with server back ups and other relevant files.
8. Item 3.3 - Backups	Tech committee to consider having more than back up locations as part of consideration of security strategy.	KB/Tech Comm	Doing... Recommendations on secure backup arrangements to go to future Tech Committee for discussion and decision. ACTION: KB to add to agenda for April meeting, and work on recommendations with TM/EE
9. Item 3.3 - Backups	KB to get details of of current set-up and ask about how this might block server access - can they ftp onto our network? Follow up on advisement with TM.	KB/TM	Not done - KB agreed to progress by end of March 2013
10. Item 3.4.1 - Security Audit	KB to work on some straightforward guidance for trustees as a simple overview/checklist MP to review - perhaps in collaboration with the community or Tech Committee (can certainly draft on-wiki)	KB	Not done - KB agreed to progress by end of March 2013
11. Item 3.4.1 - Security Audit	DT noted that WMUK may need to review registration of data protection details in light of changed staffing and systems. KB to factor this in to ongoing security review work with TM.	KB/TM	Doing... Needs to be progressed, not urgent, we need to check in light of new policies. Roll into work around checking compliance with the Fundraisier Agreement. Stick into annual security audit list. ACTION: KB to progress by end of April 2013
13. Item 3.4.2 - Civi CRM	KB log feature requests and bug requests in RT to mirror a global development page on wiki (rework the exisiting 'shopping list' page)	KB	Not done Not relevant until install and migration completed. Civi CRM installation on Drupal platform/latest version now set up - EE had been focusing on trying to trouble shoot Gift Aid Declaration on wiki. Historically the existing instance was set up by Tom Dalton - MP had been caretaker in terms of updating and fixing bugs. EE will focus on getting the installation in place. Migration of the database shouldn't be too complicated - Civi works 'outside' the platforms that delivers it, so the SQL tables are the same. Upgrade may need more attention - but is a well documented progress. ACTION: KB to catch up with EE in Mid march to discuss implementation times as the priority. GAD issue to come back to, but EE to speak to MP around this. ACTION: KB to look into putting EE in touch with Civi developer community. ACTION: KB to log feature requests and bug requests in RT to mirror a global development page on wiki (rework the exisiting 'shopping list' page) following migration (carried forward action)
14. Item 3.4.3 - SAGE server	KB liaise with RS to get specification of who wants to access and how. Then log as a job in RT/Bugzilla with a matching planning page on-wiki	KB/RS	Done RS still to come back with specifications. DT notes that the standard installation of SAGE 50 has multi user functionality built into it - can carry out over a network. MP - SAGE Accounts Plus with two users was the current licence Wikimedia UK owned. ACTION: KB liaise with RS to get specification of who wants to access and how. Then log as a job in RT/Bugzilla with a matching planning page on-wiki (carried forward action)
15. Item 3.4.4 - MediaWiki/Wordpress improvements	MP to log jobs via RT in connection with this as appropriate.	MP	Done This is ongoing work. Take off as a specific action.
16. Item 3.5 - Hosting UK Wiki on our server	TM to contact Oliver Keyes and copy in tech list.	TM	Done
17. Item 3.5 - Hosting UK Wiki on our server	Move the larger question onto agenda of tech committee and look into getting more information about the implications.	KB/Tech Comm	Not done ACTION: KB to put on agenda for April meeting
18. Item 4 - Role of the Technology Committee	KB to set up a Doodle poll to schedule a meeting of the Technical Committee in the week after the board meeting.	KB	Done
19. Item 5 - Any Other Business	Katherine to schedule next meeting via doodle poll	KB	Done

Operational

Issue tracker

TM noted there was no major difference between RT and Bugzilla as ticketing systems, except possibly accessibility/familiarity. DT said he could support giving Bugzilla a run. Finding time to trial one of the project management modules, and reporting back would decide. MP noted advantage of anyone being able to register an account to report bugs, which Bugzilla will facilitate. Aim for the end of March.

ACTION: KB to pursue testing and have at least one other member of staff trial too, by end of March.

Decision

To be deferred to March developer progress update

Next steps

To be deferred to March developer progress update