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This article is not intended to conform to the Style Guide.

Work to be considered

  • Implement https://civicrm.org/extensions/civicase-tokens

Work in Progress

Staff training will be incorporated within the nominated activities. Status on each item is shown in bold. Priority is indicated as numbers in parentheses at the start of an item. Items that need discussion in the weekly meetings between Karen Iatrou and Rob Hagan are marked in red.

Progressing

  • (2) Event Management – Implement a payment processor (see Agileware for recommendation in SUP-10973) and liaise with Karen/Marie, plus use the payment processor for paid events (thus not requiring EventBrite any more). An Agileware support ticket has been raised for them to implement the “Agileware eWay payment processor” after Karen has planned the implementation with the bank and the accounts team. Team: Mish, Kerry, Marie. Decision Maker: Karen Iatrou. Karen is finding an acceptable payment processing service provider. Action Rob and Karen Iatrou
  • Volunteer Management – “There is a need to have a report for our Volunteers that displays all the compliance information by the Responsible Person so we can provide these reports to the Responsible Person so that they are aware of what information is still to be collected. Mitsuko informs me that there is a report by Compliance Area, eg CrimCheck but not by the person”. Effectively this is also to bring the system of dashlets and reports (i.e. the CiviVolunteer data) into line with reality. Team: Karen Ivanka, Mitsuko. Decision Maker: Karen Ivanka. Needs re-training on the system plus management over the cleansing of the data. Action Rob and Karen Iatrou
  • Seniors Information Victoria – Find out why the Cases > Enquires data entry has stalled. Action: Karen and Rob
  • Organisational – Implement a help desk ticketing system. Outcomes to date: CiviCRM doesn’t appear to have any suitable functionality. Considering https://freshdesk.com/. A trial with FreshDesk is in place. Karen has delegated this to Olee. Rob has briefed Olee. Decision Maker: Karen Iatrou. Action: Rob and Olee
  • (1) Communications – Replace Campaign Monitor with Lizbeth/Gemma (mini project) including the desire to update our COTA Connect mailing list directly from “Get Involved!” processing. The current Campaign Monitor implementation does create the jump to tag in COTA Connects automatically from a template. The plan is to use that template can be used in the traditional CiviMail. – Kavya/Gemma/Lizbeth.Lizbeth requires the Calibri font before accepting a migration over to CiviMail – see Gemma/Lizbeth. Budget consideration: Campaign Monitor costs $1,400 per year. Team: Lizbeth, Phillip, Alexia. Decision Maker: Alexia. Met with Gemma 09:30 13-Nov-2019 and this is now progressing. First cut analysis of the data in Campaign Monitor compared with CiviCRM has been completed. See mini-project notes for progress. Action: Rob and Gemma

Ongoing activity

  • Staff Training – Training of staff that is not included under any specific activity or functional area above. Action: Rob
  • Support – Support activity including bug fixing (empirically 10% of budget). Action: Rob
  • Project Management – Project Management (empirically 10% of budget). Action: Rob

Waiting on responses

  • Seniors Information Victoria – Change “Get Involved” into “Stay Connected” (see Nicky). No action on this yet – awaiting response from Nicky. Action: Rob
  • Request for a quote from Agileware for Strength For Life – Adding phone number and contact person onto SFL map. Agileware said in response to a specification of requirement sent through a support ticket, “Hi Rob, Only by doing some development work ($$). There’s very limited options in CiviCRM itself to configure these pages because it is expected and assumed that a developer will implement something alternative. Best wishes. Justin”. Contact: Mitsuko Penberthy. Quote received from Agileware that now requires consideration. Initial response from Mish was to put a hold on the decision. Decision Maker: Mish. Action: Rob and Mish
  • Individual Membership – Request CMS to send a changes log rather than an active and inactive log. Team: Mitsuko and Karen Iatrou. After waiting some 6 weeks, the response from CMS is that the request has been passed on internally. No response from this other CMS person as at16-Nov-2019 despite a follow up from Mitsuko. Action: Rob and Mitsuko
  • Policy – Events. Can the event system restrict its participants to a nominated list. Stop outliers… Found https://www.cividesk.com/blog/post/what-are-checksum-tokens-and-why-do-i-need-them which looks promising. Invited Amanda’s engagement on specific functionality that could be applied before spending time on this. Decision Maker: Amanda. Action: Rob and Amanda
  • Policy – Events. Why does a duplicate registration have “register another participant link”. Awaiting clarification of the requirement from Amanda. Decision Maker: Amanda. Action: Rob and Amanda
  • Organisational – Research mail merge of information about interviews (location, date and time) for Mitsuko. Write up an approach. Approach determined, written up and now requires review by Mitsuko. Action: Rob
  • Seniors Information Victoria: Show all texts from activities in cases. No success yet from research, but have posted a question on StackExchange to seek assistance from the community. Action: Rob

Stalled

  • Organisational Membership – Organisational. Most knowledgable staff member is Mitsuko. The system is in place, but not in use. It requires a review and agreement on how it relates to the Finance System. Stalled waiting on the payment gateway.
  • Volunteer Management – We need a place to record volunteer hours directly into CiviCRM by the volunteer for Karen Iatrou. CiviVolunteer’s approach does not meet the requirement. A system has been proposed by Rob and is awaiting clarification by Karen as to its implementationAction: Rob
  • Organisational – Implement CiviPledge for donations (including the eWay payment processor). Not yet commenced as it requires a payment processor. Action: Rob and Karen Iatrou
  • Organisational – Investigate Web Content Accessibility Guidelines (WCAG) 2.1 for CiviCRM for Lauren who returns to the office 15-Jan-2019. This has become Rob sitting with Lauren as she uses CiviCRM so that Rob can ascertain which sections of CiviCRM may be inaccessible to Lauren. The optional additional login challenge on http://test.cotavic.org.au is problematic for Lauren. 1 hour spent with Lauren in Jan-2019 but on hold since that time. Action: Rob
  • Seniors Information Victoria – Rationalise the management of entry points into COTA Vic as per the various role based emails that are currently in use. Team: Nicky, Karen. Needs Karen Iatrou’s involvement and direction. Action: Rob
  • Organisational – Train Karen Iatrou on CiviCRM (as there has been no prior training). Some training provided, much more is needed. No further training has been scheduled. Action: Rob and Karen Iatrou
  • Organisational – Hand over responsibility for development and operational support activities from Rob as he closes out his engagement with COTA Victoria on 30-Nov-2019. No effective handover to date. Largely relies on the completion of the training. Action: Rob and Karen Iatrou

Not yet commenced

  • Strength For Life – Research and potentially implement a portal for SFL providers. Use the Related Permissions extension – need to give providers permission to CiviCRM. Make a Provider role: WP Provider – least permissions; Civi View my Contacts, Edit my Contacts, the Relationships extension. Contact: Michelle Wright. Not yet commenced. Action: Rob.
  • Organisational – Investigate whether the upgrade to Windows 10 makes the Outlook integration workable. Karl. Not yet commenced. Action: Rob
  • Organisational Membership – Organisational. Not yet commenced. Not top priority says Karen. Action: Rob
  • Policy – Investigate the processing of policy related texts (https://cloud.google.com/natural-language/, https://www.rev.com/, https://researchfacilities.iqpc.com.au/mediapartners/australian-policy-online) for Ronda and Alexia. From workshop butcher paper loaded into Word docs. Not yet commenced. Not top priority. Action: Rob 
  • Aged Care Navigator – Ronda said, “We also need a system for collecting data for the new Aged Care Navigators project (data set requirements are here: M:\COMMUNITY PROJECTS\Aged Care Navigators\All Projects\Info from COTA A\ACSN Data Set as at 5 February.docx.)” Rob has heard that there may be a revision on this request. See Andrew Clarke of COTA A in Canberra. Nicky and Ronda know the most about this. Aged Care Navigators (Ronda) consider this when setting up CiviCase. Team: Nicky, Karen Ivanka. Not yet commenced. Not top priority. Action: Rob
  • Support – Clear up the causes of the many error reports. See error reports. Not yet commenced. Action: Agileware and Rob
  • Evaluation – Knowledge Management Project evaluation involvement (5 hours). Not yet scheduled. Action: Rob in response to the evaluator

Completed Activity

The text in each of these below is as it was prior to the completion of the activity, and could be quite old as such, and has not been updated with the final completion of the activity. It is simply a cut/paste from the Work in Progress section above on the day that the activity was completed.

  • 20-Dec-2019: (3) Event Management – Resolve how to use or adapt the Invitation MS-Word template for CiviMail. Decision Maker: Amanda and/or Kirsty. Draft template completed, awaiting feedback and refinement. This will now progress with Gemma’s assistance. Action: Rob and Gemma
  • 20-Dec-2019: Volunteer assistance. Two volunteers with ICT skills are now available for a few days in 2019 and on into 2020. They will be valuable on various tasks if those tasks can proceed.
  • 20-Dec-2019: Data Cleanse – Use the Excel based tool that speeds up the identification of misspelt or misunderstood Organisation Names or First Names and Last Names and complete the de-duplication. Partially complete.
  • 20-Dec-2019: Major data cleanse based on similar names (rather than exact agreement of names) completed.
  • 20-Dec-2019: Enabled TOC in the Knowledge Base.
  • 17-Dec-2019: Organisational – Investigate whether the upgrade to Windows 10 makes the Outlook integration workable. Documentation exists in the KB as to how it should work, and it did for a limited number of PCs. The challenge is how to make it work for all PCs. Ready for production use (except the automatic syncing over CiviCRM groups over to Outlook distribution lists).
  • 16-Dec-2019: Event Management – Resolve how to use or adapt the Invitation MS-Word template for CiviMail. Kay will complete this on Monday 16-Dec-2019.
  • 18-Nov-2019: Data cleanse and restructure – Development of a fix for the Current Employer and Job Title lack of synchronisation (see SUP-10971). Phase 1 complete which was a once-off synchronisation from Current Employer and Job Title down to the relevant relationships. Phase 2 complete as documented in Update Employer ID and Job Title from active employment relationships. Phase 3 is the automation of the two SQL statements. Quote received, approved and returned to Agileware for implementation. Action: Rob
  • 16-Nov-2019: Volunteer Management – We need a place to record volunteers who are “on hold” or “not currently allocated” rather than “available” for Karen Ivanka. No action yet, but this can proceed as it is already specified. Action: Rob
  • 13-Nov-2019: Request for funding for Agileware development of a fix for the Current Employer and Job Title lack of synchronisation (see SUP-10971). Quote provided, requested a re-quote as Rob has done a significant part of the work and the spec is definite. Action: Rob via Agileware
  • 07-Nov-2019: Strength For Life – Reporting on the opportunities and operational characteristics for Executive Management. This will encompass the SFT Opportunities system (Mish) and the SFT Operation (Kerry). Waiting for sign off from Mish. Action: Rob.
  • 07-Nov-2019: Migrate all 85 orphan Job Titles to either a relationship or a note, and remove the Unknown Employer. Action: Rob
  • 06-Nov-2019: Build a system to support Wennie and Olee on Reach, Train, Employ (RTE). Decision Maker: Wennie. Action: Rob.
  • 05-Nov-2019: Data Cleanse. Constructed an Excel based tool to speed up the identification of misspelt or misunderstood Organisation Names or First Names and Last Names for subsequent de-duplication. Action: Rob
  • 04-Nov-2019: Support – Cleanse phone numbers and addresses. This includes defining the correct use of organisations, employment relationships and individuals plus data standards for all communication details as per: Org – publicly displayed phone, snail mail address, postal address, email address; Ind – Work: phone, snail mail address, postal address, email address; Ind – Home: phone, snail mail address, postal address, email address; Main discontinued; Fax – rarely not (04 or o5); Mobile – 04 or 05; Phone – not (04 05); Always Org <-> Ind if a person works for an Org. Plus procedures for bulk data cleaning. Analysis complete, data entry conventions published, two phone types disabled, next step is major data cleanse. The data cleanse has been incorporated into the CMS import. Changed all mobiles to be of type Mobile and non-mobiles to not be of type Mobile.Import has been successfully finished, 1565 queries executed. (Fix all changed records.csv). Action: Rob
  • 04-Nov-2019: Reformatted all phone numbers (import has been successfully finished, 12499 queries executed. (Update all.csv)). Action: Rob
  • 04-Nov-2019: Develop the Policy Position case system with and for Kirsty. Action: Rob
  • 03-Nov-2019: Create employee relationships for all Victorian Members of Parliament (to “Parliament of Victoria”). Action: Rob
  • 03-Nov-2019: Support – Development of a fix for the Current Employer and Job Title lack of synchronisation (see SUP-10971). Phase 1 complete which was a once-off synchronisation from Current Employer and Job Title down to the relevant relationships. Completed procedure that requires manual application. Action: Rob
  • 31-Oct-2019: Policy – Build Submissions system (Kirsty) – System implemented in CiviCase (Case Type is Submissions) and is usable, but awaiting refinement as requirements become clearer as data is loaded and cleansed. Train Kirsty and Karen on Submissions. Kirsty has commenced using the system and, as at 31-Oct-2019, there are 6 submission in progress. Action: Rob
  • 31-Oct-2019: Added Job Title back as read only on the summary page of an individual. Action: Rob.
  • 31-Oct-2019: Request for funding for Agileware development of a fix for the Current Employer and Job Title lack of synchronisation. Once-off reverse synchronisation to do before the fix is put into production. The transfer of all Current Employer and Job Title data from individual to relationship has been completed. Action: Rob.
  • 31-Oct-2019: Policy. How to record service providers, plus set up reporting of same. Decision Maker: Amanda. Action: Rob.
  • 30-Oct-2019: Policy – Events. How to send a followup email to all registrants. Decision Maker: Amanda. Action: Rob.
  • 30-Oct-2019: Policy – Events. Create an invitation list for Ashton minus the participants (see https://civicrm.org/extensions/participant-smart-group-creation). Decision Maker: Amanda. Action: Rob.
  • 24-Oct-2019: Organisational – Create and maintain a KB article detailing the management views of operations. Decision Maker: Tina. Commenced and should be fairly complete by end Oct-2019. Action: Rob
  • 23-Oct-2019: Support – Implement the remediation of the employer field vs employee relationship as recommended by Agileware in SUP-10971. In train, requested Agileware to implement their recommendation. Action: Rob
  • 16-Oct-2019: Seniors Information Victoria – Case management for Enquiries. The implementation can proceed once feedback is received from Nicky. Team: Nicky. Action: Rob
  • 15-Oct-2019: Strength For Life – Build SFT Opportunities system (Mish) Please use this scale: Term; Likelihood of the outcome
    Virtually certain >99% probability
    Extremely likely >95% probability
    Very likely >90% probability
    Likely >66% probability
    More likely than not >50% probability
    About as likely as not 33 to 66% probability
    Unlikely <33% probability
    Extremely unlikely <5% probability
    Exceptionally unlikely <1% probability. Design and build (and train Mish) was scheduled for 24-Sep-2019, now scheduled for 15-Oct-2019. Action: Rob
  • 21-Sep-2019: Policy – Rationalise the use of Volunteer projects vs Committees. Completed design and construction of new custom fields for the “is representative on” relationship and a health check. Action: Rob
  • 21-Sep-2019: Support – Reconfigure or rebuild UptimeRobot to use it@cotavic.org.au (thus disconnecting from rhagan@cotavic.org.au). Action: Rob
  • 18-Sep-2019: Support – Test and accept the bug fix relating to Event Templates and custom fields. Action: Rob
  • 18-Sep-2019: Strength For Life – Revise the groups that are maintained through CiviMembership.Team: Kerry. Completed except for Instructors that Kerry can complete by herself. Action: Rob
  • 17-Sep-2019: Changed over to a new classification system for work performed. All future completed activity will have a classification as its first token (e.g. Support).
  • 13-Sep-2019: Implement the SFL Provider subtype with a red block icon for use on maps. It turned out to be a red pin, not a block. Build health check for the potential data integrity issue between the SFL Provider smart group and the SFL Provider subtype. Action: Rob
  • 12-Sep-2019: Configure the “is representative on” relationship to carry custom fields of COTA Yes/No mandatory, and Role on Committee Consumer Representative | Chairperson | Other mandatory multi-select. This was not proceeded with on instruction from Kirsty Chalmers. Action: Rob
  • 11-Sep-2019: Restrict access to Dashlets according to role (specifically external committees). This has been implemented by making the external committee reports not appear as dashlets. Action: Rob
  • 11-Sep-2019: Assist Ronda in migrating some 2,500 contacts from MS-Outlook into CiviCRM (for Tina). Some 700 or so contacts were returned by Ronda plus about 30 from Kirsty. All loaded and put into a group. Action: Rob
  • 23-Aug-2019: Replace Infocom for enquiries (Kasia) – System implemented in CiviCase (Case Type is Enquiries) and awaiting implementation now that the draft requirements have been finalised. See the Field Analysis sheet in COTA Wise.xlsm plus CiviCase Enquiry fields.txt plus the email thread to pick up the current state of the implementation. All done and available in production. Some mods may be requested over time. Action: Rob
  • 23-Aug-2019: Change WordPress usernames for the following accounts to bring them into line with the standard naming: enquire (done), community (done), information (not done as the account has no access), involved (done), marketing (done), Nicky Barry (done), srvmanager (done), volunteer (not done as the account has no access) using https://civicrm.cotavic.org.au/knowledge-base/how-to-change-a-username-of-an-existing-wordpress-user/. Action: Rob
  • 20-Aug-2019: Put the correct logo on event Name Badges. Action: Rob
  • 19-Aug-2019: Investigate the replacement of EventBrite with CiviEvent (mini project). This applied only to paid events and the approach to be used for paid events has now been written up in the KB. Action: Kavya and Rob
  • 14-Aug-2019: Finish the migration of data from Infocom to ActionStep (held until required by Megan who is now in effective control of the project). SRV have decided to get Greg from WorkCloud to do the migration into ActionStep directly from the InfoComm data extracted by John of DataScape. Action: Rob
  • 09-Aug-2019: Implement an API connection between CiviEvents and WP Events. Acceptance Testing and Post Implementation Testing completed successfully. Action: Code+Visual and Rob and Karen and Lizbeth
  • 07-Aug-2019: Add custom field of Campaign Name CiviCase to (softly) link cases to Campaigns. Action: Rob
  • 07-Aug-2019: Consulted with Mitsuko on Publications and made significant extensions given feedback from Jonathan, plus added a custom field to events to store the location of collateral. Action: Rob.
  • 02-Aug-2019: We need a place to store and report speaker presentations delivered by staff to groups, meetings, events, conferences etc. Implement a Custom Field to capture a link to the collateral for Karen Ivanka. Done for Speaking Engagements and probably not needed for Events. Action: Rob
  • 02-Aug-2019: Provide an analysis of CiviCRM (for Tina). Action: Rob
  • 01-Aug-2019: Replace Speaking Engagements (Nicky) – System implemented in CiviCase (Case Type is Speaking Engagements) awaiting refinement as requirements become clearer as data is cleansed. Consider that this is now an operational system. Action: Rob
  • 25-Jul-2019: Resolve issues following from what appears to be changed data formats coming in from CMS. Turned out to be corrupt Contact record. Action: Rob
  • 24-Jul-2019: Tailored reporting (mini project). Complete as far as it can be. Action: Kay
  • 23-Jul-2019: Organisation Member (OM) lists uploaded and memberships recorded for paid members and potential members. Invoice template for OM designed. Mailing label with both contact window’s name and organisation name together currently cannot be achieved. Action: Kay
  • 23-Jul-2019: Fix the LLLS invoicing. Action: Kay
  • 23-Jul-2019: Ticket raised (SUP-9893) arranging Agileware to merge our customised system message templates with the CiviCRM updates for us. Action: Kay
  • 22-Jul-2019: Uploaded fixed reports for CRM_Report_Form_Contact_Summary, CRM_Report_Form_Contact_Relationship and CRM_Report_Form_Contact_CurrentEmployer to the COTA Vic report extension (au.org.cotavic.report) and recreated all existing reports using the the fixed templates, ensuring future CiviCRM update will no longer overwrite these local fixes. Action: Kay
  • 19-Jul-2019: Train staff in CiviCRM: ongoing as the opportunities arise and one-to-one training with repeat sessions as required/requested. Train the trainers – specifically Mitsuko, Kasia, Karen Iatrou. Karen will organise any formal training activities. Meeting 18-Jul-2019 Action: Karen and Rob
  • 19-Jul-2019: Build Speaking Engagements in CiviCase with Mitsuko. Action: Rob
  • 12-Jul-2019: Capture all calls, email and face to face notes in CiviCRM including a CiviCRM “enquiry” button as a favourite. Action: Rob
  • 12-Jul-2019: Implement the changes requested by Karen Iatrou (issuance of COTA badge, issuance of COTA diary, issuance of membership (Are they a member? Is it paid by COTA? Need a flag as to when are they eligible?), awards and recognition, and training undertaken). Some of these will be flags, some will be fields, some will be whatever. This is a design exercise. No budget or focus for this. Action: Rob
  • 12-Jul-2019: Investigate Local Government Areas (LGAs) for use with Contacts. An Excel workbook of the postcodes for each LGA has been sourced. The extension Area / Region provides the functionality, but it appears that the contents of the LGA reference table (710 rows) has to be loaded manually unless we can directly access the schema via the hosting site (and that can be done, with great care, via phpMyAdmin). It seems that a postcode doesn’t define an LGA, so this may not be achievable – perhaps geolocation from the latitude/longitude. Action: Rob
  • 11-Jul-2019: Bring all KB articles into line with the revised style guide. Action: Kavya
  • 09-Jul-2019: Hi Rob, Could we please set aside of time to resolve who this is going to please. Obviously when things get quieter. In the meantime I will forward them on. Regards Karen
    —–Original Message—–
    From: WordPress [mailto:wordpress@civicrm.cotavic.org.au]
    Sent: Wednesday, 24 April 2019 12:57 PM
    To: COTAVIC
    Subject: Sucuri Alert, civicrm.cotavic.org.au, Failed Login, 120.21.2.55
    Event: Failed Login
    Website: http://civicrm.cotavic.org.au
    IP Address: 120.21.2.55
    Reverse IP: 120.21.2.55
    Date/Time: April 24, 2019 2:56 am
    Message: User authentication failed: KChalmers@coravic.org.au
    Explanation: Someone failed to login to your site. If you are getting too many of these messages, it is likely your site is under a password guessing brute-force attack [1]. You can disable the failed login alerts from here [2]. Alternatively, you can consider to install a firewall between your website and your visitors to filter out these and other attacks, take a look at Sucuri Firewall [3].
    [1] https://kb.sucuri.net/definitions/attacks/brute-force/password-guessing
    [2] https://civicrm.cotavic.org.au/wp-admin/admin.php?page=sucuriscan_settings
    [3] https://sucuri.net/website-firewall/. Karen Iatrou; Karen has taken on the task of working with Prompt Networks to rationalise all system usernames/users and thereby have all such emails go to a nominated administrative email (e.g. it@cotavic.org.au) and thence forwarded to a responsible staff member.
  • 01-Jul-2019: LLLS – is there a map of the providers (Metro vs Rural)? Yes, there is “out of the box” functionality depending on the exact specification; Completed this to a reasonable, but not necessarily perfect outcome – Rob
  • 26-Jun-2019: Find out how to see how much activity each user is generating. Now published as a Dashlet. Rob
  • 26-Jun-2019: Lizbeth said, “Consider changing “Event Assistant” to “Event Volunteer” in the CiviEvent roles” – declined to make this change as the word volunteer would be overloaded and therefore lead to confusion – Rob.
  • 18-Jun-2019: Submitted draft of Business Systems Administrator/Curator position description for consideration by Ronda and Karen Iatrou from “What skills and knowledge are required to be an administrator across the various systems (not just CiviCRM) asks Ronda”.
  • 04-Jun-2019: Completed the mapping and transformation of SRV’s Infocom client data into a form for import into ActionStep.
  • 31-May-2019: Resolved the broken “Lost password” process for www.cotavic.org.au/wp-admin.
  • 20/23-May-2019: Delivered CiviCRM training to all COTA Vic staff who use CiviCRM except Karen Iatrou who was unavailable.
  • 09-May-2019: COTA Cycling administration with Cathy Mead has been completed and Cathy is trained to manage same. Action: Rob
  • 09-May-2019: Amalgamate Need to Know into Speaker Engagement (Kasia). Action: Rob After analysis, it was determined to make no change to the current situation on the basis of…
    An Activity Type is meant to describe the nature of an activity. “Speaker Engagement” is a correct example of this.
    A Need to Know (N2K) engagement is actually a “Speaker Engagement” but has been given an alternative Activity Type to show:
    • That it has a different fund source from other speaker engagements
      • This was not necessary, as the fund source is applied by a Tag from the Fund Sources hierarchy of Tags. Not only not necessary, but is an over-specification and therefore leads to the potential for data inconsistency.
      • When the funding ceased for N2K, the “Need to Know” as an Activity Type continued to be used.
    • That it is managed by a different staff member (Kasia for “Need to Know” and Karen for “Speaker Engagement”).
      • If we want to know who is managing an activity then that should be explicit, rather than effectively encoding this in the type of activity.
    All of this was apparently put in place some time ago and not by Karen or Kasia.
    Given how entrenched the usage is within COTA Vic, I am recommending that no change occur.
    If change were to occur, it should be:
    • Rename all Need to Know activities from an Activity Type of “Need to Know” to “Speaker Engagement”
    • Add a “Managed By” field to Speaker Engagement custom field set to capture the name of the manager
    • Modify the reports that Kasia uses to select by her name rather than the Activity Type of “Need to Know”
    • Extract funding information via the Fund Source Tags that were designed for that purpose.
  • 09-May-2019: Can we use CiviCRM as our Intranet asks Ronda. Investigated and provided a short report by email to Ronda. Action: Rob
  • 08-May-2019: Project Manage the selection of a replacement for Infocom for SRV. ActionStep and WorkingCloud recommended. Action: Rob
  • 01-May-2019: Update Gender (proposed as Male, Female, Other, Prefer Not To Say). With potentially a text field if Other. Use this text when implemented “Refer to the Australian Government Guidelines on the Recognition of Sex and Gender”. Action: Rob
  • 01-May-2019: Removed the hierarchy within Groups and removed some Smart Groups that were causing difficulty when being recalculated.
  • 25-Apr-2019: Installed UptimeRobot to provide 24×7 monitoring of both the website and CiviCRM. Action: Rob
  • 17-Apr-2019: Liaised with Code+Visual on the new www.cotavic.org.au website. Action: Rob
  • 17-Apr-2019: Cleaned up and confirmed that GDPR is working, legal and effective. Action: Rob (for part of “Liaise with Code+Visual on the new www.cotavic.org.au website” mini-project).
  • 15-Apr-2019: Find a way that the CMS Importer does NOT change the Primary email. Later research indicates that we should upload into Home and not Primary, but this needs investigation. Investigation reveals (from the manual) that “If you are importing multiple locations, the first location will be set as the primary location address. You may want to move your columns around to ensure that the desired location becomes the Primary Location. You may also need to split your import so that some records have one type of record as their Primary Location, while others have a different one. If you choose the location type ‘Primary’ for an address field then it will update the existing primary address, if there is one, for an existing contact. If it is a new contact or they do not have an existing address the location type will be your site’s default”. Here we have a conflict as the CMS data will always go into Home and any staff member with Work as the Primary will have the Primary changed to Home. Solution is a manual fix after each CMS run. This is now in the relevant procedure. Action: Rob and Kavya
  • 13-Apr-2019: Completed the testing of the CiviCRM GDPR functionality and cleaned up all old mailouts.
  • 11-Apr-2019: Completed the analysis of CiviCRM GDPR functionality and testing of same, but need to get one tick box “You can track me” and ensure that the single Data Policy encompasses Cookie Policy and Privacy Policy. Now waiting on an answer to, “Where do we find a final and approved version of the GDPR compliant policy so that we can update www.cotavic.org.au and start doing mailouts that are GDPR compliant?”. Ronda, Jenny, Alexia, Rebecca and Karen Iatrou.
  • 11-Apr-2019: Documented the correct usage of roles in CiviEvents and published to all CiviCRM users. Action: Rob.
  • 11-Apr-2019: Hi Rob, I have downloaded the list of MPs. Ronda needs it for a mailout next week. Would you be able to help to upload it to Civi? Cheers, Lizbeth G. The import .csv file has been created but it can only be loaded into CiviCRM at night. After that, the MP’s have to be manually allocated into Tags. Action: Rob
  • 31-Mar-2019: Can you please create two LLLS partners list, separating Metropolitan and Rural/Regional providers and by suburb and link to COTA website? Is it also possible the update from civiCRM change the list on the website automatically? Mitsuko. This involved cleansing Individuals and Organisations (but not Households) where there were broken postcode, state and country combinations. Action: Rob and Kay
  • 30-Mar-2019: Creating an email list for LLLS news circulation, consist of all LLLS providers email plus extra emails who have asked us to keep in loop. Mitsuko
  • 29-Mar-2019: A common theme of the items below – Status is: Tags have been created for most and some more refinement is needed. After that, Smart Groups can be created if needed. Documentation of how to search and do a mailout using Tags needs to be created. Rob
    • Media lists. Hi Rob, the media database has somehow included Lions and Rotary club members. The member clubs need to be extracted from the media list please. Amanda
    • Can I please do some training to refresh me on how to extract particular media lists for email distribution and how to update entries? Amanda (note, will need to be separate to Kat as I’m not available Wednesdays for next few weeks, but can do on another day – thank you)
    • The Contacts at Media Organisations (of 900+ entries) is not actually media organisations. I think there was some confusion as one of the excel spreadsheets had a media tab together with a range of other community organisations, and these have all been loaded up to media. They are useful contacts, but should be called community organisation or service clubs, not media. Ronda
  • 27-Mar-2019: Just detailing the request to please train Katherine Scott, a new casual who will be supporting the policy team until at least the end of June 2019. Can Kat please be trained in the events side from initiating an event, to managing registrations (reminders etc) and including doing name-tags. And also training on updating media entries, lists and doing media email distributions to specific groups. Amanda on behalf of Kat
  • 24-Mar-2019: Implement the normalisation of First Name and Last Name fields. Action: Rob
  • 22-Mar-2019: Also, is it at all possible to export this to an excel spreadsheet from CiviCRM, we use the staff list for other purposes within HR and Finance so only if possible (Karen Iatrou). Advised Karen how to do this by herself using standard CiviCRM functionality. Rob
  • 21-Mar-2019: Great to see permissions as part of events now (thanks), would be super if the “permissions” formed part of the front page of an event listing (along with name/email.  Suggest this info should be uploaded to all laptops for use at registration time at events, rather than paper based duplicates that don’t sync. Then please add log-in details for volunteer 1 or volunteer 2 etc who manage the rego system at events and are allocated a log-in to measure errors/support. They can then ensure attendees permissions at rego time.Volunteers need to be trained in this modern rego process please. Amanda 
  • 21-Mar-2019: (same as the item above from Amanda) How to capture the report from civiCRM with numerous categories like consent, volunteers, etc.? How to add another questions like privacy consent, photo consent on the event booking in civiCRM? Mitsuko
  • 25-Feb-2019: Conduct Internet research on tools that migrate content from one WordPress instance (our current www.cotavic.org.au) to our upcoming WordPress instance (www.cotavic.org.au). Present the findings in the form of a tabular report in our KB reporting on cost, user reviews, functionality, and any other facets that you deem appropriate. The report is for Lizbeth. Action: Kavya, now Rob to review
  • 25-Feb-2019: Hi Rob, Recruitment is becoming a major resource within COTA with the new roles coming onboard. I wonder whether one of your volunteers could investigate whether there is an open source recruitment portal that we could add to our website? Perhaps we could have a chat in the first instance.  This would certainly cut down on resources and make things much more efficient. Requirements are: Advertise via Seek (or alternative, including www.cotavic.org.au) click through to apply including Key Selection Criteria (KSC) style answers. Manage whole process without paper. Hiring manager plus others to view applications and short list against KSCs. Emails to all applicants on completion (“Wow, you’re hired” or “Sorry …”). Candidates to specify whether to hold or destroy application. Looking for a cloud based system. No interaction with other COTA Vic systems. Details of the successful candidate would be transferred manually to CiviCRM, etc. Action: Kavya, now Rob to review
  • 20-Feb-2019: Amanda Kunkler (COTA staff) will be looking for somebody to assist her by entering some 30 contacts into Civi from paper forms and tagging them with one of the two Royal Commission tags that are under Advocacy. It relates to the Royal Commission which is very important at the moment. I said that she should just approach whomever is in and work it out from there. Action: Kavya
  • 15-Feb-2019: The commencement dates for all members of the Knowledge Management project have been updated and the commencement date has been included on the two Dashlets “Volunteers on Projects that I Manage” and “Volunteers on Projects that I Own”. The commencement date comes up as Scheduled Date/Time but it is fairly obvious as to its meaning. Rename the field as Commencement Date and drop the time component. Action: Kay and Arub
  • 11-Feb-2019: Create a Current Volunteer report and dashlet for Karen Iatrou. Action: Rob
  • 11-Feb-2019: I can see that we have a staff list available on CiviCRM which will need to be maintained. Mitsuko currently maintains a telephone list that has additional information captured.  Is it possible for us to have additional information incorporated into Civi so we only need to manage one list? Thanks Karen Iatrou.
  • 08-Feb-2019: Document the process for creating generalised reporting extensions in a Windows development environment. Action: Kay
  • 08-Feb-2019: Develop the LLLS system. Action: Kay
    • Develop the data structures for LLLS – what are the various types of individuals, what relationships are required, how/where can we store the role of the person for that organisation (in the relationship somewhere)
    • Validate the existing data in CiviCRM – it may have incorrect individuals.
  • 06-Feb-2019: Set up a process for the capture of the date of commencement for every volunteer in order to provide data for the recognition of years of service. Action: Rob
  • 06-Feb-2019: Evaluate the use of Comments and the four Forms in WP wrt GDPR knowing that the GDPR WP plug is compatible with WP 4.9.8 but production is on WP 5.0.3 and the new website is on 4.9.8. Result is that we have adopted one of the many GDPR plugins for WordPress which makes this issue go away. Action: Rob
  • 05-Feb-2019: Import the list called “Victoria Media from Newgate Comms.xlsx”. It is for Lizbeth and you can liaise directly with her if there are any challenges. It is an ORG + INDIV import. Action: Kavya
  • 31-Jan-2019: Create generalised reporting via a new extension. Action: Kay and Arub
  • 31-Jan-2019: Other “handy” ones in terms of outreach and information dissemination:
  • 30-Jan-2019: Investigate how to track the engagement with a funder, including how to track comms specifically (as requested by Ronda). Look at CiviCRM for functionality that would be like a phone call on a day with notes. (1) Also see the work on MS-Outlook integration. Also, write a report that shows the emails and the notes for everybody then select just one person. Result was that the report will have to be written by the KM team as no suitable report was found. Action: Kavya
  • 29-Jan-2019: Do an all staff announcement of the newly available membership data. Wait until we are really sure of the data. Action: Rob
  • 24-Jan-2019: For the purposes of the Aged Care Systems Navigators project (phew!) we would like to have update contact lists for:
  • 21-Jan-2019: Scope the selection of a replacement for Infocom for SRV (the scope may vary from this in the scoping session on 21-Jan-2019). Action: Rob
  • 16-Jan-2019: Train Mitsuko on the CMS data importation using the lists that arrived in early Jan-2019. Action: Rob
  • 09-Jan-2019: Investigate and implement a replacement for the InfoComm system (waiting on Jenny Blakey). Met with Mandy and Anupa and had demo of the current system. Action: Rob
  • 08-Jan-2019: Cleaned up the Activities in Volunteers and refined the reporting as much as it could be at this time. Action: Kavya
  • 05-Jan-2019: Productionised the CMS upload process. Basically complete and awaiting Unit Testing. Action: Rob
  • 05-Jan-2019: Upload the 03-Dec-2018 CMS lists into production and finalise the documentation. Action: Rob
  • 20-Dec-2018: Research CiviBooking for Nicky and Mitsuko (Maddie, Financial Management Consultations 1. Person calls or emails or website 2. Schedule a booking: Name, Phone, email, preferred day). Also consider MS-Outlook’s calendar. Outcome was to use MS-Outlook and a secure folder on M: drive. Action: Kay/Alex/Rob
  • 18-Dec-2018: Finalise definition of Groups and Tags, and add/change/delete as required (see Nicky and Karen Ivanka on Type of Organisation and Peer Education specific requirements). Action: Rob
  • 18-Dec-2018: Review and implement the sync of CiviMail with MS-Outlook (in train with Kirsty Chalmers). Action: Alex
  • 18-Dec-2018: Solve the issue where Marcia Lewis comes up instead of Lizbeth in WP/CiviCRM. Action: Alex
  • 17-Dec-2018: Find a process for creating arbitrary reports (e.g., Owners and Managers in CiviVolunteer and summary reports). Action: anybody who can work it out.
  • 17-Dec-2018: De-dupe the remaining 208 duplicate contacts (these are the difficult ones) of the 7,040 contacts. Action: anybody who has spare time, but be certain that the two potentials for the merge are actually the same real person.
  • 14-Dec-2018: In the existing LLLS Dashlet for Mitsuko show contact name, phone and email for the contact people for LLLS Partners (i.e. employed by). Needs research of the existing reports (please document in our KB).
  • 08-Dec-2018: Review and implement CiviVolunteer timesheet. There isn’t a public facing timesheet. A staff member has to log the volunteer hours themselves (that would have come from the current paper forms). That could be viable as one presumes that currently such hours are put into some system somewhere for reporting to funding bodies.
  • 06-Dec-2018: Migrated Contacts>Preferred Language from en_US to en_AU in order to allow batch merging to be more successful.
  • 04-Dec-2018: Inducted Kay Tang as a volunteer in the KM Team.
  • 03-Dec-2018: Migrated the Volunteer Custom Field data from Contacts to Individuals. Request put to Agileware 02-Dec-2018. They suggest that we export and then import the data to move it. This was successful in the test environment. Delete the old Custom Field Set on Contacts>Individuals>Volunteers. Create a new Custom Field Set on Contacts>Individuals. Export the existing fields in the Volunteers for the three fields and Contact ID. Import that .csv back into the newly create Custom Fields, but as per the re-design exercise in this space, they may come back into Contacts rather than Contacts>Individuals.
  • 03-Dec-2018: Fixed as many as can be from the CMS data from SA of the broken dates of birth (616 remain  broken).
  • 03-Dec-2018: Implemented the Volunteers system
  • 02-Dec-2018: Completed a draft of the common data fields for Ronda by midday Monday 03-Dec-2018.
  • 30-Nov-2018: Did the defined process for ingesting the data from CMS.
  • 28-Nov-2018: Defined the process for ingesting our individual memberships from the feed that is provided by COTA SA.
  • 24-Nov-2018: Completed the development and testing in the test environment of the COTA SA Membership Data importer. The source files are in Master Data⁩ ⁨COTA FEDERATION⁩ ⁨Insurance and Membership Services⁩ ⁨Member list – Individual⁩ ⁨Individual Membership list⁩ ⁨Current⁩.
  • 21-Nov-2018: Investigate faulty printing for Kasia (issue identified as Chrome specific on this one computer – handed over to George via Karen Iatrou).
  • 21-Nov-2018: Resolved the issue of the large number of completely broken Dates of Birth on contacts and cleanse that data – a fresh import of SA data will completely resolve this issue.
  • 16-Nov-2018: Trained Kirsty Chalmers on CiviCRM and created relevant groups for her to upload 6 lists for Donna Swan.
  • 13-Nov-2018: Reviewed MediaNet – Ronda determined not to proceed with purchase.
  • 06-Nov-2018: Implemented the CiviCRM Report Error extension to monitor any fatal errors that may occur.
  • 06-Nov-2018: Completed an embryonic Wiki in CiviCRM for holding an Administration Guide, a User Guide and an FAQ – now accessible to, and modifiable by, all staff. The content is being updated progressively and forms part of the staff training.
  • 26-Oct-2018: Installed upgrade to the PHP computer language to improve CiviCRM performance.
  • 30-Oct-2018: Installed extension that displays relationships in the contact summary.
  • 30-Oct-2018: Installed Australian English for the product so that all words shown by the product, not the data shown by the product, are in Australian English.
  • 30-Oct-2018: Installed Phone Number Validator extension.
  • 30-Oct-2018: Installed Civisualize extension.
  • 30-Oct-2018: Installed MI Data quality Tools extension (also known as Pu).
  • 30-Oct-2018: Installed CiviVolunteer and Angular Profiles extensions.