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The following are some simple definitions and answers to Frequently-Asked-Questions the Project Team has been asked. Over time, we will continue to insert additional resources, tips and tricks to this list in response to SME's (Subject Matter Experts, i.e. OLE library staff members) requests. To make suggestions for additional content to the FAQ, please add comments through the link at the bottom of this page.

(warning) This page is under development and content is continuously being added and edited. Please click on any of the questions below to view answers to questions. Many hyperlinks are also connected in the content, and where images are included, click on the image or illustration to see an enlarged view

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There are several steps you need to take:

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I'm having troubles accessing OLE materials

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If you already have a Google account and are having trouble accessing your OLE material, we find it helpful to either open a different browser and log in to KIS from it or completely log out of your Google account and then log in to KIS. Gain access to Google Docs and Calendar from the Kuali Community has more helpful tips.

We have had some individuals who try to access Google Docs but are referred to Google Drive. The Kuali Community has addressed Google Docs and Drive here.

If you are still having difficulties, feel free to email Nora Roggeveen-Sams of the Project Team.

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2. What is a User Story?

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A user story is a very small, succinct set of functionality written as "As a <role>, I want <action> so that <result>". Examples would be "As a library staff member I need to create a purchase order to order a book.", or, "As a budget officer, I need to modify the fund that is allocated to an account."

You can see OLE's User Stories here: User Stories list

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3. What is an "Fspec"?

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An F-spec is a "functional specification", or a set of functional library requirements for a specific library process or set of related activities. In OLE, we are isolating our Fspecs per User Story in order to define a small, easily specified set of requirements.

User Requirements Template is the functional specification's starting point. (tick) Make a copy of this document and save it to your team's folder. Begin filling it out, the SME team or Project Team can help you if you get stuck.

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4. What do you include in a Functional Specification?

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A functional specification can include many things, but focuses on a general description of the work to be done by library users, the data elements or documents affected, and any business rules for managing the work specified.

(tick) See our spec templates page for templates, explanations, and samples.

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5. What is the schedule for completing Fspecs?

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Functional specifications are completed in several phases by the designated Fspec team. While teams are encouraged to be self-organizing, each team will be given deadlines for completing a group of specifications. Upon completion of the final documentation, teams will be requested to be available for some ongoing Q&A with the Project Team, and a subset of volunteers will be requested to participate in future testing.

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6. Tools of OLE - KIS, Email, Jira, Google Docs, Calendars and Webex

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KIS

(tick) Tip: Bookmark your team's KIS page

To guarantee access to all OLE materials (Wiki, Jira, Google Docs, KIS Calendars & Team pages), it is recommended you be logged into KIS.

Kuali Email

Everyone in Kuali that has KIS credentials will also have a Kuali email address (_____@kuali.org). You may synch your Kuali email with your primary email client by using the help center for your specific application. Please note: some scheduling notifications or calendar reminders that originate in your Kuali calendar and email may not forward to your primary email client. Be aware of this and check your Kuali email periodically. Please refer to the Gmail Help Center

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Jira

Be sure to log in to Jira using your KIS account. If you know the Jira number, just do a quick search.

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If you do not know the Jira number, choose Search for Issues from the Issues menu (see image at right). .

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This will allow you to do a simple search using the left side panel. Choose OLE as the project, otherwise you will search all of Kuali.

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Google Docs

(tick) From the Kuali Community Google Docs/Drive

  • Google Docs's Help Center

    offers video tutorials, formatting assistance and discussion threads to answer common questions.
    A few things to note about Google Docs are:

    • Page Refresh: Google Docs will sometimes show only partial lists of documents. It's particularly frustrating when you know a document is in the file. Please click on your browser's refresh button to see a full folder view.
    • KIS: You must be logged into KIS to access documents stored in Google (See KIS, above, for instructions). You can also access your team's Google Docs folder through the KIS page.

    • Mapping "My Collections": When you first open Google Docs, your left menu will not display any OLE file folders - only those owned by you. In order to map OLE folders into your "My Collections", please use these Instructions

      to map the OLE project folders. You only have to do this once, and then Google Docs navigation will be much easier.

Google Calendar

Please refer to the online Calendar Help Center

for tutorials and discussion threads.

You may create additional calendars, or access main OLE calendars from the OLE Project Tools. Open one of the linked  OLE calendars, and click on the +Google Calendar button in its lower right corner to add it to your "Other Calendars" view.

OLE Project Tools has links to several of the OLE calendars.

  • The OLE Scheduling Calendar is the master schedule for OLE
  • The OLE Demo Calendar is new - this is to communicate when demos are to occur and also when the demo environment is down.
Webex

OLE uses Webex for team calls: Webex Meeting Technology for live video and audio
We have a limited number of accounts so if you need to set up a meeting, please contact Megan Nolan (nolan@iu.edu) or Nora Roggeveen-Sams (nroggeve@iu.edu).

(info) Hosting: If you are the first to join a meeting, you will see the Webex ball beside your name:

This means you are the host and can share your screen. To pass hosting rights to someone else, simply click and drag the ball to their name.

To find out more about connecting and a link to the Webex user's manual, see OLE Project Tools.

If you are having troubles with Webex, we have created a Webex Troubleshooting page to offer tips and suggestions.

For more tools used by spec teams, see OLE Project Tools

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7. What if I do not understand some of the language OLE uses?

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We are compiling a Glossary of Terms for use by and between all functional and specification teams, so that we share common understanding of terms, and can share those with developers.
See the link to the full Google Spreadsheet for the most current version as well as tabs to additional information.

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