18 Sep 12 ITTS News Meeting – September 18, 2012

1. Membership & Connect profile management system (Sherri)

ITTS is merging the ala.org and Connect profiles into one for future viewing and management
we’ve found a software package to handle the merged profiles and we hope to have the legal documents signed by the end of this week

2. Ecommerce proposals (Sherri)

we’ve received 22 proposals; Sherri and Louise are making a first-pass through them to narrow down the field

3. Adobe Connect demo (Louise)

All-staff emails were sent to note how to get your password
you were added as a user in Adobe Connect if you were on HR’s list as a staff member
this means you can easily be given access and added to meetings
enter your email address into the site in the “forgot your password” field to set a password

we have 15 rooms, but 12 of them are licenses bought by units for their own exclusive use
3 licenses are for anyone in ALA to set up, run registration, and hold meetings/webinars
there are 3 Outlook calendars managing these steps to book your events in Adobe Connect
you’re basically booking a license; ITTS monitors the calendars and moves you into the “meeting host” group when you need meeting host access
meetings are created according to user license so that has to be enabled to create or host a meeting
booking the license in the Outlook calendar does NOT create it in Adobe Connect; all it does is tell ITTS that you need a license for that date and time
you can use any of the calendars to create or host your meeting; just can’t have more than three licenses in use at once

remember that ITTS has to manually transfer licenses between people in your unit, so please include deadlines in your Track-It requests so that we know when to transfer a license back to you or someone else

if you’re booking an event, you probably only need a license for half-an-hour
if you finish early, you can let ITTS know so that we can release that license to others

ITTS moved past iLinc content into units’ “shared content” folders in Adobe Connect
each archived event has a URL you can give out for public viewing; the default on all of the past content is public

we only have until September 30th for the iLinc content to be migrated to Adobe so check if you still need anything moved in enough time that we can migrate it for you
after September 30th, we can’t access that content anymore so this is very important

“event management” section lets you handle registration; you can upload images to create a pretty template

Adobe Connect has many short tutorial videos at http://adobe.com/support/connect/gettingstarted

there is a staff group in for Adobe Connect users in ALA Connect; if you’re not a member of it and you think you should be, find the group and ask to be a member of the group or email Louise

these licenses are for approximately 100-user or less meetings; 100 registrants doesn’t cost us any additional money, but 101+ does

note that half the people who register usually show up for the meeting, so adjust your expectations accordingly
you can’t limit the number of registrants and the number of attendees separately – it’s one number/setting for both
you won’t get charge if more than 100 people register, but we do get charged if more than 100 attend

ITTS isn’t setting any audio conference phone numbers by default so assuming you’re using VoIP instead
there’s no default conference call line, although you can add your own
should we change the default registration message to note users needs to be set up for VoIP?

4. 503 errors on ala.org (Rob)

we believe we’ve finally tracked down the problem and resolved it after testing with AASL and PLA
as of Monday morning (9/17), it should be fixed, so please submit a Track-It ticket if you still encounter this problem

5. Midwinter website (Jenny)

the Midwinter website will go live on October 1 at alamidwinter.org and for the first time, the Scheduler will be at the same URL so we can point users to one place now
the Scheduler will go live in November

6. Track-It (Sherri)

reminder: we get a lot of email, so please be sure to submit your help requests in Track-It so that they don’t get lost