Gemini Conference Call Agenda

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Agenda/Notes From call

On the call:
Bianca, Diane R., Matt P., Don W. Joe DeV., Diana D. (Field), John M., Becky, Lisa, Grace, Erin T., Keri, Suzanne and Diana (AMNH)

1.Overview of Gemini and associated links in portal --see Screenshot

• The public can put in a problem via the form that shows up through the yellow triangle button.
  • Suggestions: Make bigger, red, bright, and labeled consistently on all levels. Can we find a better location? Should it be repeated in the drop down? Can it be with the magnifying mirror and other symbols? Can it be a stick figure in peril or some other obvious reporting error and not look like something is wrong with the browser loading the page?
• The title of the form should be different: Error / Feedback Reporting.
• Priorities: Only two levels at the moment. We need to keep an eye on that to see if we want more/different levels.
• Problem comes in. Anyone can log on and assign a resource (person) and watch (person). Is there an RSS Feed to know about changes?
• Types of questions that come in will have some choices about who to assign as a resource and watcher. -- Becky volunteered to be one of the people as a resource/watcher for “reference” type questions that come in either through Gemini or through the email that is posted (monitored by Connie Rinaldo.)
• Anyone can edit the portal and it can be any BHL member’s scan/record. Once in the portal it is “ours”. This provides a way for some of our partners who have not be able to contribute scans to contribute this type of work. Go team!!
• Publicity. Yes – we should have a blog entry for sure. Post to the other “social media” tools that are our usual advertising of new services.
  • Change the heading on the far left of the BHL Portal to BHL NEWS instead of update label to attract users who ignore this feature.

2. Participation for BHL contributing libraries

• User ids, who would like to participate - ideally we have 1 person from ea. institution. Everyone email Bianca to get an id to participate [sent to Mike on Friday 9/18]
• "Issue watching" emails will be coming your way!

Gemini Topics for consideration:

Note: Questions about performing portal editing tasks, while closely related, will not be addressed here. Please see…

Portal Error Button

• Make the button more noticeable – move it, make it bigger, etc.

Portal Feedback Form

• Change form title “Web Site Feedback” to something else
• Is there a way to make it more obvious to users that the feedback they’re about to submit is tied to a certain title or volume? | the feedbacker should be notified that his/her comment apply to that specific title, so that there is no need to cite the title/vol. number etc. in the box.
• Change language for radio buttons to “Suggestion”, “Report a Problem/Error”, “Other” for example
• Suggested categories by a user sending feedback in Gemini: "Add to Feedback Subjects "Data Error" or "Bibliographic Notes" for correcting misidentified works or volumes." see http://www.mobot.org/Gemini/issue/ViewIssue.aspx?id=1959&PROJID=7

Dissemination

• Create blog post to let users know about new “error” reporting feature
  • Change “BHL blog” to “BHL News”
• Feedback providers could serve as a "council of patrons" for more targeted feedback via surveys, collaboration, etc.

Gemini UI/Features

• Is it possible for someone (or the first person to open a given issue) to add the name of the institution that has the material in question on that list so that not every issue watcher in each institution has to click each issue line? This may not be too big a problem now, but I'm sure it will be down the line.
• Can we sort the issues by date created?
• Can we upgrade to the latest version
• RSS feeds?
• Modifications to existing components – add “reference” as a component (esp. for Connie & Becky)?
• Priorities: Only two levels at the moment. We need to keep an eye on that to see if we want more/different levels.

Workflow

• Problem comes in. Anyone can log on and assign a resource (person) and watch (person).
• Components (Issue type categories) -- Types of questions that come in will have some choices about who to assign as a resource and watcher.
• Issue watching, i.e. auto-generated email notifications
• Triage
• Commenting
• Change Log: It would be helpful to see information about who closed an issue. Does the system log this somewhere automatically?
• Forwarding issues from the bhl@si.edu / bhl@oeb.harvard.edu email to Gemini
• Encouraging big cheeses to submit issues to Gemini

Use Case Scenarios

A user is looking at a monographic title in the portal and notices encounters a problem. The user clicks on the “Report an Error” icon and is directed to a feedback form. The user fills in the form and has the option to assign a category to the feedback as either “Technical Issues”, “Bibliographic Issues”, or “Suggestion”. The feedback information then becomes an “issue” that is automatically fed into the Gemini issue tracking software system. The category selected by the user in the feedback form becomes the “Type ID" associated with the issue.

The "Component" is listed as automatically marked "Web-Other" until further, manual examination of the issue
Some generous soul (GS) logs into the feedback system and, like a Mechanical Turk model, picks some of the issues to click on. That person then categorizes the issue into the correct "component". The ones that are still listed as Web-Other likely have not been reviewed - correct????
The GS may assign some of the issues to themselves or others to address (how do we get in touch with the others, such as Mike???). They note the status as "assigned". If the GS can take care of the problem right away or can determine that it can't be fixed, it is so completed and noted. The GS can address metadata issues from libraries other than their own.
If the GS doesn't want to/cannot deal with the problem, it remains unassigned for the next GS to look at.

I understood your comment about the collaborative nature of the project and the need to get everyone involved, and I completely concur - this is a group endeavor. However, if I understood the system correctly, I fear I may not be as big a GS as I need to be to make this work and I wonder if others will not be in the same boat and check the website only infrequently. I wonder if some of the issues will be looked at by many people (a duplication of effort) but nothing will be done with them. There could also be issues that nobody ever opens. To put a single person in charge of the initial triage is likewise unworkable, both in terms of workload and in terms of the collaborations that are so important. Would it make any sense to have a rotating "triage nurse"? Each institution would be assigned a week, or month, where they would be the nurse, reviewing, categorizing, and assigning the issues to make sure that all are at least reviewed and addressed. That way, we all share the pain. I honestly have no sense of how many of these issues would come in - there seemed to be a lot over the last week. Maybe a triage nurse would be too big of a burden, even for a short period of time???

Screenshots

The development of a feedback tracking system known as 'Gemini' is intended to help manage user feedback regarding metadata, QA, and collections issues (gap-fills) in the portal. The feedback link has been traditionally located here:

Feedback form

Has now been modified by the addition of a feedback button here:

Gemini link @ title level

AND here:



It is hoped that this modification will encourage users to provide feedback at the title/item level such that appropriate follow up can be more easily coordinated among BHL participating institutions. For example, users will be able to “Report an error” should they encounter missing pages within a particular volume. The feedback tracking system that supports the management of these issues is called ‘Gemini’ and this will be the focus of the next BHL staff call. A Gemini specific call can be scheduled for earlier in the month should the group like to address this sooner. A public announcement of this feature will be announced after we have had a chance to discuss Gemini as a group.

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