Background
Document Management technologies have long been essential products and services used widely across the five campuses at the University of Minnesota. Centrally supported technologies currently include Jadu Forms & Workflow, Perceptive Content/Experience, AssureSign, and WorkflowGen.
As new product features and enhancements become available, the decision about when to advance these features has been primarily a function of the Service Owner and Product Owner based on ad-hoc requests from the university community.
Purpose
The Enterprise Document Management Advisory Council (DMAC) represents the shared interests of University of Minnesota enterprise Jadu Forms & Workflow, Perceptive Content, AssureSign, and WorkflowGen users. These technologies provide critical services, and we rely on user input and feedback to ensure that we are leveraging these platforms, following best practices, and collaborating as needed with the service providers.
Formed in 2021, this advisory council makes key recommendations to the Collaboration and Web Service Owner regarding these enterprise services and propose features that should be made available to the University community. Ultimately, this will enhance the overall user experience of the Document Management services.
The DMAC serves the University by:
- developing guidelines, principles, and best practices for these technologies
- carefully evaluating and reviewing requests, upgrades, and use cases submitted by the University community
- adhering to best practices recommended by University Information Security (UIS)
- engaging vendors to advocate for new features and to learn best practices
The council relies on the expertise of staff that span the enterprise. Meetings are held monthly.
Roles and Responsibilities
Advisory Council Chair/Co-Chair
- Set the agenda for meetings.
- Gather and distribute any needed information prior to meetings.
- Facilitate meetings and steer the group to timely decisions.
- Organize any needed subject matter expert or vendor presentations or discussions to familiarize members with features.
- Document discussions and recommendations related to each feature/enhancement.
- Communicate Council’s recommendations to the Collaboration and Web Content Services Product Owner and Service Owner.
Advisory Council Members
- Attend monthly meetings.
- Provide meeting agenda topics.
- Review notes, agendas, and supporting documentation between meetings.
- Use established criteria to assess and review features and enhancements for discussion.
- common good approach
- University and global accessibility standards
- guidelines and best practices recommended by University Information Security (UIS)
- Vote on which proposed recommendations to bring forward to the Service Owner and Product Owner.
- Approach all meetings, topics, and decisions with the good of the University system in mind.
- Represent the needs of their respective areas and stakeholders while keeping the University system in mind (wear your University hat).
- Participate in RFP (Request for Proposal) reviews and demonstrations as needed.
Meetings and Documentation
- A percentage of 50% of voting members need to be in attendance for a vote to take place.
- Meetings will be held monthly on the first Thursday of the month.
- Meetings will be cancelled/rescheduled at the discretion of the chair based on attendance and agenda items.
- Prepared materials will be sent to the council members at least three business days prior to meetings.
- Meetings will take place virtually to be accessible to all members.
- Meetings will be recorded as to be accessible for absent members and for activity synthesis.
- A Google shared drive will be used for all working documents.
- Communication to the council will be via the Document Management Advisory Council Google group at [email protected]
- Meeting notes will be posted in a running notes Google document.
- Members can send a delegate to meetings when a vote is needed.