KWNPSA Meeting Notes

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Revision as of 23:28, 14 March 2017 by BobJonkman (talk | contribs) (Added Branding for 2017-03-13)
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All the NPSA Meeting Notes on one page

Branding

Date
Monday, 13 March 2017
Event Announcement
https://www.meetup.com/NetSquared-Kitchener-Waterloo/events/237778855/
Location
Steve Izma's house, 35 Locust Street, Kitchener, Ontario Map

What's your brand? Do you have a brand? How do you choose a brand? Is branding important for NonProfit organizations? What is the value of a good brand? What is the cost of a bad brand? Have you ever changed your branding? How much work was it for the SysAdmins? Did you have re-do the Web site? The e-mail addresses? Business cards? Letterhead? What legal considerations are there for choosing a brand?

Bob and Marc have the questions, together all of us have the answers.

See you at the meeting!

--Bob and Marc


Meeting Notes

This meeting ended up being more about our own re-branding needs, and the business of running KWNPSA as a non-profit organization. We'll have another session in the future on Branding to discuss the experience and gather the advice of other organizations.

  • We started with a discussion on the different syntaxes used in markup languages, eg. Markdown, Mediawiki, PMWiki, MoinMoin...
Hosting Services
  • Many Non-Profit organizations are migrating from CCj/Clearline (Steph Smith, Cedric Puddy) to IndieServe (Mark Steffen)
  • Marc Paré will take over the hosting for KWNPSA
    • Marc is currently using 123EHost.com
    • This is for the interim, until Marc has his own server set up
    • The hosting OS will be Mageia
  • Mailing Lists
    • Steve Izma will be the Mailing List Manager
    • We currently have our Discussion and Announcements mailing lists on CCj/Clearline
    • Steve will look after the mailing list migrations as soon as Marc has Mailman set up
  • Wiki
    • Mediawiki is being used by everyone at this meeting,
    • Currently being hosted at http://sobac.com/kwnpsa by Bob Jonkman
    • Will be migrated after Marc has set up the Mageia server
Sponsorships
  • CIRA - Has provided $100 for the previous and this meeting.
  • TechSoup - provides low-cost Microsoft licenses to Non-Profit organizations
    • NetSquared (part of TechSoup) is an umbrella group for Non-Profit organizations' IT staff
      • If we get a venue without A/V facilities, can NetSquared sponsorship provide, say, a projector? Marc to ask Eli...
  • Microsoft
    • We will gladly accept Microsoft sponsorhip and host an evening dedicated to Microsoft products
      • Perhaps have as a guest speaker a product specialist from Microsoft?
    • We will continue to focus on Free Software / Open Source solutions at other meetings
  • Google
    • Apparently Google is a sponsor or a member of NetSquared
      • but we have not seen support from our local Google office, eg. request for a venue
Formalizing the KWNPSA group
  • The formal structure of the group will consist only of a Treasurer
    • Marc Paré will be Treasurer, will take care of any finances received from sponsors, donations, &c.
    • Funds received from sponsorships &c. will be used for venues, hosting costs, domain name costs.
  • Bob Jonkman will ask Eli van Giessen to re-brand the meetup.com group as KWNPSA - Kitchener Waterloo Non-Profit System Administrators -- a NetSquared Group
Marketing KWNPSA
  • Business cards?
    • We need someone to design a KWNPSA logo
      • The KW part is important to our geographic locale; highlight or separate KW from NPSA
    • Marc Paré has found with other organizations that business cards are just as effective as posters
  • Let more people know that KWNPSA exists
    • Marc has a list of local KW Non-Profit organizations List he has contacted about 100
Meeting format
  • KWNPSA has a collegial Round Table Discussion format, which suits Non-Profit organizations
    • Contrast this with formal presentations at KWLUG
    • or the social restaurant meetings of KWVoIP
Mailing Lists
  • How do we deal with badly configured MUAs (Mail clients) that try to reply to the Announcements list?
  • Do we need two separate lists?
    • Steve Izma will investigate the use of "child lists" in Mailman
    • "Child lists" will allow "Discussion" to receive "Announcements" so people only have to subscribe to one list
  • DMARC problems
    • Steve will activate "munging" on Mailman so badly configured mail hosts like Yahoo Mail will accept messages
  • We will have KWNPSA branded e-mail addresses
Wiki
Branding
  • Description of group: Resource Group for Information Technology in Non-Profit Organizations
    • Similar to a Mission Statement, if not identical
    • Also the Vision -- use one phrase for all
    • We will refine this description on the Discussion List with other members
  • Are we KWNPSA or KW-NPSA?
    • It's a non-issue, we'll spell it out in full on posters and whenever we make announcements
    • Let's see what the Business Card designer does
Venue
  • Marc Paré will pursue Communitech and the Downtown Community Centre for "venue sponsorship"
  • A venue at Google may not be possible (high security facility)


Meeting notes taken by Bob Jonkman.

  1. REDIRECT Social Media/Meeting Notes for 2017-02-13

Estimating Time and Resources

Date
Monday, 16 January 2017
Event Announcement
https://www.meetup.com/NetSquared-Kitchener-Waterloo/events/234260371/
Meeting Notes
https://www.meetup.com/NetSquared-Kitchener-Waterloo/messages/boards/thread/50529155

In IT we are often asked to estimate the time and resources assorted tasks will take. Often these time/cost estimates are tied to funding, grants, and resource allocations. Unfortunately, many of us struggle at coming up with estimates more accurate than "it will take longer than expected". What are some strategies and best practices we can use to come up with better estimates? Under what circumstances does estimating things become easier? Harder? Under what conditions should we spend a lot of effort making estimates, and under what circumstances should we not?

When have you had good experiences making estimates? When have you struggled?

As always, bring your experiences and questions. Also, please spread the word about this meetup so that more people who do nonprofit systems administration will become aware of it.

Announcements

  • Laptop Rescue Mission this Saturday, 21 February 2017, 4-8pm
  • Does somebody want to take over the group?
Taking Over the Group
  • Is there a venue available?
  • QSC is noisy
  • Other TWC spaces need staffing
  • Meeting at Steve's house?
  • Will anybody take the mailing lists?
  • New organizers: Bob Jonkman, Marc Paré.
  • Should we be on meetup?
    • mailman does some of this
    • NetSquared does not help with promotion
    • meetup has a large user base
    • there is a blog and a wiki already
    • there is a twitter account
  • They want the group to be face to face
  • Bob likes the peer to peer conversation
  • March meeting's at Steve's house
  • Marc will look for other venues
  • Communitech has space available to tech groups: Marc
  • Moving the mailing lists: Steve
  • Marc can host on his server and get a domain name
  • Future topic: Project management software


Meeting Notes

Discussion Points
  • What are strategies and best practices to get better estimates?
  • Under what circumstances does estimation become easier?
  • Under what circumstances does estimation become harder?
  • When should we spend a lot of effort making estimates?
Discussion
  • Horror story: server installation
    • building a server room that needed dedicated cooling
    • he estimated power consumption of each device
    • UPSes only need to be sized for the running current (they are built to handle startup current already)
    • He ended up overestimating by three times
    • The air conditioner would freeze the pipes and everything would shut down
    • He looked up currents instead of measuring them
    • How do you deal with the exhaust heat?
    • The UPSes had meters for measuring electricity draw
    • But then they dismantled the server room for other reasons
  • When is it easy?
    • Figuring out spending is easy?
      • In the horror story they sized based on existing equipment
      • Looking up specs can be difficult
    • Never?
    • When you have done this project before?
      • There are differences between software and hardware
      • But sometimes you make software similar to the stuff you made before
    • When you can look at projects similar organizations have done?
      • How do you get that information?
  • Mythical man month comes into play
    • You cannot predict how managers will manage the project
  • Example: replacing a network was the single largest line item
  • It is harder than you think always
  • There is always effort associated with making estimates
    • When is it worth the effort?
    • When projects are expensive
    • When projects are tied to specific grants
  • Waterfall vs agile software methodologies
    • Don't estimate everything at the beginning
    • Can you make estimates a little at a time?
    • But budgets are always waterfall, not agile
  • But we tend to overengineer things
    • But then your results are rejected
  • Projects always have unanticipated things
  • It is expedient to underestimate costs to win contracts and political support
    • What will future maintenence costs be?
    • If you lowball costs then you get approved
    • Who pays for the overage
    • But operational budgets are overestimated so that you get a surplus later
    • End of year rollovers are political
    • Surpluses are seen as weaknesses, not frugality
    • This applies to nonprofits as well
    • Bureaucrats look good when they give large amounts of money
    • There are not good incentives to share funds across departments/projects
  • Does that mean IT is always having to convince management for funds?
    • IT is always a cost sink
    • But technologies can reduce labour costs and stop people waste time
    • Workers should enjoy the additional gains from productivity gains
  • How do you position yourself so that you get buy-in?
    • Get the people who are affected to talk to management too
  • Sometimes estimates are done to argue for funds and sometimes they are used to find projects that should not go ahead
  • If you know that you are going to need something then just go and do it
    • But senior management does not trust the estimates, so they hire consultants, which causes conflicts
  • It is less important to estimate when you have projects that can be done in small stages (instead of projects that need to be done all at once).
  • If the project is small it makes less sense to make estimates
  • Pilot projects can help figure out long term costs
  • Projects can be broken down by scope
  • Sometimes estimates are not honest, but designed to underbid the competition
    • Who pays for the overruns?
    • There can be penalty clauses in these contracts
    • Getting the lowest contract can be a problem
    • If you incur penalties you get taken off the list of approved contractors, but you just change your name and try again
    • This can result in lawsuits
    • There can be completion bonds, etc
    • As soon as lawyers get involved costs go up dramatically
  • It can be a problem when sales team promise things without telling engineering
  • Doing estimates can give you a ballpark about the costs
    • but now you may have to have consultants vetting other consultants
  • To some extent you can play vendors off against each other
    • Big software companies will have pre-sales engineering teams to help you figure out your costs
    • They can also outbid you if they want
  • How do you deal with projects where you have blown the time constraints?
    • You can hire subcontractors
    • Drop parts of the project
  • RFPs can tell you what they have to offer
    • They can help you anticipate some of the pitfalls
  • Do requirements documents of what you need
    • Talk with the vendors/engineers from the companies
    • But the vendors will not tell you the horror stories
  • People's behaviours can change once the ystem changes
    • eg people beginning to use email as file storage
  • Breaking down projects into chunks
    • This shows you things that you are missing
    • Then you can better understand what the project is
    • Start aspects of the project that you can learn from and what different tasks are involved
    • But you cannot do this with monolithic systems
  • Fixing technical debt is more work than starting fresh
  • Don't be tempted to give the estimate right away
    • Be prepared to charge extra when the estimates increase
  • Sometimes competitive bids boil down to who you know?
    • This is not necessarily bad because of trust
    • But the well-known vendors have more experience winning these bids
    • If you start out at a big vendor and branch out on your own you can receive trust
  • Talk to other people who have done the same thing

Documenting Things

Date
Monday, 12 December 2016
Event Announcement
https://www.meetup.com/NetSquared-Kitchener-Waterloo/events/234260323/

Much of our September meeting revolved around documentation. How do we ensure it gets written when there are so many other priorities? How is it maintained so it does not go out of date? How do we index it so that it is easy to find the information we need when we need it? What tools have we found most helpful in creating and maintaining documentation? What things are important to document, and what things can be skipped? As always, bring your experiences and questions.


Meeting Notes

(Notes by Martin Edmonds)

Best Practices
  • Create documentation for users: “How To” & “FAQ” documents on Wiki so it can be self-serve or you can pass on links when users ask questions
  • Consider formats for defining requirements:
    • Consider: security, auditor controls, speed, backups, file permissions
    • Ask client where data coming from
  • Weigh balance between: need for documentation versus the effort that it requires to develop
  • Don’t document same info in multiple places or it is more work to maintain
    • Get data into a structured format that data can be entered once and it will ripple through to every relevant place
  • Too much documentation may never be used; Keep it simple with what is most important
  • Know your audience
  • Videos have advantages, but you can’t scan through or search to find what you want
    • Short instructional video on a specific topics can be helpful
  • Consider security: are multiple levels of access required to documentation
  • Consider paper versus electronic forms of documentation
  • Think about what someone would need and how they would find it, if you are not around to show them.
  • Keep it in a standard place. Don’t keep documentation on your personal computer or account, because other people won’t be able to find it.
  • Keep in a place where you can give access to someone else but is not accessible to people who should not get it
  • Include examples in the documentation
  • Include why you did something (not just what you did)
  • How do we make sure that it is done
    • Make it easy to document
    • Allocate more time to do documentation
    • Set aside time at the end of each day to update documentation based on what you worked on that day
    • Document as you do it
What to Document
  • Enough to get a person started (in case person with knowledge is no longer available)
  • Overview of where documentation is. (big picture view)
  • Explanation of what is done on repeated basis at certain times (eg. Holiday posting done each year)
  • Document characteristics of users. For example: user expectations, knowledge, tendencies, tolerance for flaws, etc.
Tools
  • Word processor is not ideal since the documentation should be structured so that it can be queried
  • Wiki: forces you to think of structure; easy to create new links to new pages; good for collaborative authoring; manages revisions;
    • A wiki is not as simple to use as a word processor, but non-programmers can update document using wiki
    • Using a wiki may discourage some people from commenting because of learning curve
    • Requires a good editor
    • Can preview documentation through wiki
    • Wiki is not great for multiple security levels of access to documentation
  • Tools to consider
    • OneNote
    • “Remarkable” use on a tablet for taking notes at a meeting
    • Data Base: such as Access
    • Cloud based: Eg. Google Keep, Google Docs
    • Sharepoint
  • Video and screen capture: eg. SnagIt or Jing or
  • Tools that come with Windows: “Recording Steps” or “Snipping Tool”
  • Word processor or spreadsheet are very easy to use, That is what people know how to use. Those are not ideal, but any documentation is better than no documentation
  • Ticket system which will capture what you did to resolve issue
  • For documenting Network: “Lan Sweeper” or “nmap”

Thanks to Martin Edmonds for moderating this month.

Event announcement: https://www.meetup.com/NetSquared-Kitchener-Waterloo/events/233388765/
Meeting notes: https://www.meetup.com/NetSquared-Kitchener-Waterloo/messages/boards/thread/50337067

Regulatory Compliance

Date
Monday, 14 November 2016
Event Announcement
https://www.meetup.com/NetSquared-Kitchener-Waterloo/events/233388765/

Many non-profit organizations are involved in government-regulated services such as health care, employment acquisition and training. Other activities require adherence to other laws, such as building codes. How do you keep track of all the regulations that you need to follow? How do you store compliance documents such as sign-offs, NDAs, and contacts? What do you use for secure document storage and transmission? How do the SysAdmins get along with the Lawyers? When is encryption required? What do you encrypt and when?

Meeting Notes

  • Must consider retention and retention periods of email and other documents (almost any document can be considered a legal document)
  • In addition to govt regulations, must consider industry practices & standards
  • Following of the Ont. Non-Profit Corporations Act (ONCA
  • Maintenance of email lists:
    • use double opt-in
    • using email lists only for stated purpose
    • offer mechanism for requesting to be removed
  • On website for incorporated organization (In Europe, but not yet in North America)
    • need to specify if cookies will be saved
    • need to specify physical address (required in Europe)
  • Considered a member of a non-profit (in some cases, even attending an event can constitute you as a member)
  • Adherence to Copyrights laws when photocopying
  • What responsibilities does organization have when providing internet access to public
  • Audits from organizations that grant non-profit status or organizations that provide grants
  • Software audits (Eg Microsoft ensuring license adherence)
  • Need to be very careful about mailing lists and keeping them up to date to prevent mails to the wrong person
Storage

How do you store compliance documents such as sign-offs, NDAs, and contacts? What do you use for secure document storage and transmission?

  • LotusNotes used to route a document and get sign-offs along the way
  • Block chain systems (discuss further in future meeting)
  • Electronic forms on secure file server or encrypted device
  • Encrypted data.
    • TrueCrypt
      • There are some known vulnerabilities in the Windows version.
      • Veracrypt is a fork of TrueCrypt).
    • Luks container
    • Offsite (using send command)
    • ZFS (a file system)
  • Indicate on top of email who is the intended audience of email. Legal disclaimer on the footer telling you not to read an email if it does not pertain to you.
  • Encrypted email systems eg. Enigmail (a thunderbird plug-in)
  • Online service to encrypt mail eg. Proton Mail, and Tutanota
  • Signal, Telegraph, and WhatsApp for encrypting instant messages

Potential topics for future meetings

  • Block chain systems
    • Book: London Review of Books had two stories by the same author Andrew O’Hagen
    • Ethereum (a programming environment built on top of Block Chain)
  • Accessibility rules
  • Document storage formats (ODS, etc.) could be combined with document management systems

KWNPSA Meeting Notes for 2016-10-17

KWNPSA Meeting Notes for 2016-09-19

Financial Software

Date
Monday, 15 August 2016
Event Announcement
http://www.meetup.com/NetSquared-Kitchener-Waterloo/events/232234165/

What kinds of financial software are appropriate for nonprofits? What does your organization use? What work is involved in supporting it?


Meeting notes
https://www.meetup.com/NetSquared-Kitchener-Waterloo/messages/boards/thread/50064445

Questions

  • What financial software does your organization use?
  • How do you migrate between software?
  • What considerations do you factor in?
  • How do you support this software?

Announcements

  • Upcoming meetings? Fold the group?
    • Free software for nonprofits
  • What do we want out of the group?
    • Proselytize free software? How do we get others to adopt free software?
    • What makes people use free software vs proprietary?
  • Hiring policies. Windows people are replacable?
  • Recruitment drive?

Meeting Notes

  • It was difficult to get accounting software for Linux without paying a fortune.
  • We should be concerned about financial software
    • Writing different interfaces (eg for batch jobs) is difficult
  • Sysadmins usually do not decide this software. Accountants do.
    • There are specific needs for payroll, HST, auditing
    • There is a high learning curve
  • Brendan uses SAGE because of payroll
    • Quickbooks requires a service to deal with payroll
    • Personally Brendan uses GNUCash
  • NewViews
    • hierarchical accounting that looks like a spreadsheet
    • It was made for DOS and Windows
    • It has a high learning curve
    • TWC moved from the DOS version to Windows
  • People at banks prefer correctness over efficiency
  • Brendan keeps tracks of accounts for several nonprofits
    • They were both using some ancient DOS program
    • They migrated their infrastructure to Access databases
    • They have multiple systems that have to manually reconcile things?!!!??!!?!!
  • It is possible to use TeX as an accounting system
    • With spreadsheets as input
    • Who else maintains this?
  • Why can't some Drupally solution come in and take over this space?
  • The core of financial software are:
    • Sales
    • Financial transactions
    • Different accounts
  • The non-cores:
    • Reports to funders
    • Payroll
  • (ObTopic) Is the cloud going to eat everyone's lunch?
    • Freshbooks is on all the podcasts
  • Integrating with banks is not so easy with GNUCash
    • You also have to make sure the cheques have been written correctly
  • Why can't this all be federated?
    • IIF : Intuit Interchange Format (proprietary)
    • OFX : open standard used by Microsoft Money : http://www.ofx.net/
  • Not an API thing?


  • Companies vary in what their expenses are and their categories?
  • In publishing:
    • There is some key information in invoices
    • People need to respond to invoices from printers
    • Different industries have come up with their own standards (EDI)
    • EDI: Electonic Data Interchange
  • Used for Business to Business transactions
    • Banks have worked out how to exhange data amongst themselves
  • Companies decide WHEN to pay invoices to maximize their cash flows
    • If you pay early then maybe you get a discount
    • Can computers help with some of these problems?
    • You favour certain relationships over others
  • Quickbooks works under Linux using WINE?



Considerations
  • What people know
    • People like their Word and Excel
    • Migration costs are very high -- there has to be lots of benefit


  • There are a bunch of updates to payroll and HST
    • The software is always under development
  • Upgrade costs are very high -- once you make a choice you are kind of stuck
  • Accounting software needs to be customized to the particular needs of the organization
  • Internal formatting is different from reports
    • If internal structure is good then maybe making add-ons is feasible
  • Humans will have to input most of the transactions?
    • But there are point of sales
    • Accountants need to verify the receipts
    • Robust interfaces are important to avoid input errors
  • Can the bookkeepers use the software?
  • Does the software interface with the services (ADP) that the organization uses?
  • What are the security implications of data breaches?
    • Information leakage about things?
    • Corporate surveillance? Future products?
    • Know what your prices are?
    • Know what different employees are paid?
    • Medical/dental data
  • Maybe you can't have plugins because that has the potential of violating integrity
    • Can't proper transaction logging fix this?


  • You close books at the end of the fiscal year
    • This freezes accounts
Migration
  • Take an end of year fiscal snapshot
  • Move the summary to the new program
  • Quickbooks will let you upload your desktop information to the cloud
    • But you can't get the data back!
    • Maybe the competitors will let you upload to THEIR clouds
    • But Quickbooks does not support backwards compatibility on the desktop either

Back to: KWNPSA Meeting Notes

KWNPSA Meeting Notes for 2016-06-13

KWNPSA Meeting Notes for 2016-05-09

KWNPSA Meeting Notes for 2016-04-11

KWNPSA Meeting Notes for 2016-03-14

KWNPSA Meeting Notes for 2016-02-08

KWNPSA Meeting notes for 2016-01-11

Collaborative Editing Tools

Date
Monday, 14 December 2015
Event Announcement
http://www.meetup.com/NetSquared-Kitchener-Waterloo/events/223909896/

How do people work together? How do you deal with privacy concerns? What tools work and what have problems?

  • OneNote
  • Etherpad and friends
  • WebEx


Meeting notes

for 14 December 2015:

Many users want to use collaborative editing tools.

  • What do you use?
  • How do you deal with privacy concerns?
  • How do you manage backups?
  • What are the strengths and weaknesses of these systems?
  • When are they best used?
Options
  • Wikis
  • OneNote
  • Etherpad
  • WebEx
  • Slack (Mattermost?)
  • Sharepoint
  • Google Hangouts
  • Google docs
Observations
  • GoToMeeting is better than WebEx
    • WebEx: poor audio
    • Pretty expensive? ($50/month)
    • Like Skype for 1-many
  • There are different classes? Wikis are different from WebEx
  • Wikis: collaborative editing
  • GoToMeeting: realtime conferencing/interacting
  • How can people work together on documents?
  • LibreOffice tends to use Google Hangouts
    • Hangouts allow multiple video and sound
    • LibreOffice will also use IRC
    • This is for discussions
    • The kids use Google for everything
  • Google docs allow you to edit simultaneously and chat
    • They have versioning
    • Marc backs up Google docs once a month into a zipfile
  • You can choose the format
    • Should we all embrace the Google?
  • LibreOffice is trying to work on OneCloud
  • This could be released next spring
  • The internal file structure is well known
    • Google Drive will let you mount a drive for Google Docs
  • LibreOffice will let you edit files from Dropbox
    • This is different than having documents mirrored on local drives?
    • LibreOffice is a "do what you like" community
    • eg there is little interest for any Android devs to develop an Android version, so they are contracting out the work.


  • OwnCloud lets you edit LibreOffice collaboratively (without locking)
    • This is like Etherpad
    • But you cannot do spreadsheets


  • Wikis are for structured text; Google docs are not (necessarily?)
    • You need guidelines to put documentation into reasonable shape
    • You need to handle your backups yourself
    • Images have to be handled differently
    • Back up each database separately
  • Bob generated a 300MB --all-databases file
  • He cannot restore the database properly
  • Does that mean his file is toast?
  • No, because he can chunk it apart
  • But that is difficult
What do we want for collaboration?

Why is it more helpful to have multiple people collaborating?

  • Conference organizing: You can have 5-6 people on a conference call all looking at the same spreadsheet.
  • How do you decide who is taking care of each part? You play nice.
  • The editing is not completely random
  • Do you need to have a meeting? Not necessarily
    • eg Agenda items
    • eg collaborative web page editing (Etherpad/UbuntuPad) with text chatting

What is a typical number people who can play nice?

  • Maybe 10?
  • Sometimes a few people dominate
  • Some people can't work like this; they have to take the document home
    • But some people think they want to take the document home and then are won over to collaborative meetings
  • Some people wreck everything and thus have to be limited to commenting

Grammar skills can be an issue. Can you assume good grammar?

  • As they type content you can follow behind and edit
  • It is most important for people to get their ideas out

This is similar to a writer's group

  • Comments should be constructive
  • This works best face to face (because criticism is hard)

People don't go into technical writing because you like creative writing

  • Clarity is important in both, however
  • Marc's group was reticent to use Google Docs at first, but they were won over
  • They found chat to be efficient while editing the document
  • He found the visual (Skype) harder

Marc worked on mumble for voice chat

  • It is low resource

Is face to face or messaging easier? It depends on the group.

How do you choose the right tool for the job?

It is easy to put bullet points into a document and then organize after

How do you come up with protocols for collaboration?

  • Marc's group was ad-hoc, but roles (leader, secretaries) tend to emerge
  • There is trust involved

LibreOffice uses a lot of wikis

  • Marc thinks they need WYSIWYG because the barrier to editing is too high
  • You don't get good content so people get frustrated and leave
  • The people LibreOffice is trying to support people who do not necessarily have good editing skills
  • Do people who learn office software learn good styles?
    • It does not matter. The ideas are important
  • What is the bridge between thoughts and markup?
    • Wikipedia is working on WYSIWYG tools
  • Is Wikimedia not receptive to this?
    • Drupal 8 has in-line editing now?

Should people have the right to NOT learn markup?

  • If you force people to learn then you raise the barrier to entry
  • That makes people elitist
  • If the barrier to entry was lower then more people would end up learning the system
  • Should people be forced to edit in Word?
    • Smart people have the ability to learn it


(Oh no! Markup!)

Marc doesn't like Mediawiki because it is hard to are able to edit it in his group.

  • People use all kinds of other tools
  • What about eating our own dogfood?
    • The initial documentation was not published in ODT
  • Should people be forced to edit in Word?
    • Smart people have the ability to learn it


Slack???
  • Everybody loves slack
  • Slack is the email killer?
    • Easier to search (with group chat?)
    • It is like a searchable newsgroup? mailing list?
  • Do you have to go to the site in order to get the content?
  • Conversations are collected chronologically so it is easier to go through them than on email chains


Gmail labels deduplicates messages into pointers to folders


How do you avoid the standards problem? Having yet another place to look for stuff.

Finding stuff on Etherpad and Ubuntupad is difficult unless you bookmark items with useful labels

It is impossible to search across Etherpad documents

Redmine can also be used for collaborative work

  • Less useful for collaborative work?
  • Ticketing assigns work to people : less good for volunteering
  • Closing abandoned tickets is difficult (and frustrating!)


Matching employers to job-seekers?

  • Use a dating site?
  • Donor management software?


progress.com : Database company

Moodle

  • Tim uses it
  • It has a learning curve

VPSes

  • DigitalOcean
  • CloudAtCost
  • Linode


Factors in collaboration
  • Concurrent or not?
  • Are you producing a document out of the tool or not?
  • Does the document need to be exported or not?



Sidetrack: community foundation for the arts
  • They are in every city?
  • This is different from CEI
  • The community foundation was giving CEI some money too


Back to: KWNPSA Meeting Notes

KWNPSA Meeting Notes for 2015-11-09

KWNPSA Meeting Notes for 2015-10-19


KWNPSA Meeting Notes for 2015-09-21


  1. REDIRECT All About VoIP/Meeting notes for 2015-08-17


Keeping Remote Sites Up To Date

Date
Monday, 13 July 2015 from 7:00pm to 9:00pm
Event Announcement
https://www.meetup.com/NetSquared-Kitchener-Waterloo/events/223189124/
Location
The Working Centre, 58 Queen Street South, Kitchener Map

This month we will be talking about how to deal with multiple locations within an organization. We will be discussing things like file sharing setups for more than one location, communications between locations, different router types for VPN and such, etc....

Multiple locations may mean more than one office building, or other situations like employees who work from home or other remote locations.


Meeting Notes

What kinds of remote sites do you need to support/connect?
  • Second location
    • public facing location at one site
  • People working remotely without having an office
What things do remote users need to do?
  • File sharing: spreadsheets, word documents, PDFs
  • Database use
What tools do you do to enable them?
  • Sharepoint site for sharing documents
    • Brendan uses an older version
  • Syncing files between file shares
  • Windows Server Remote App
    • Small Business Server and Essentials
  • Moving files to the cloud
    • hosted server
  • Syncing with dropbox
  • Office 365 transitions workflow to the cloud
  • VPNs
    • Complicated for users
    • SecurePoint client makes it easier
  • Cisco mobility to connect (forwards all traffic via the VPN?)
    • Local storage with encrypted storage
    • files are stored remotely
  • Windows BranchCache?
  • Bittorrent sync, Dropbox, Syncthing
  • Caching servers that sync overnight
  • Microsoft DFS Replication (don't bother!)
    • OneDrive for Business is still not working
  • OpenVPN over OpenWRT
  • Hamachi
  • SSH tunnelling for remote access
  • Remote support: SSH tunnelling, VNC, Fuse and SSHFS
  • ownCloud with WebDAV
    • ownCloud does not do symbolic links very well (OK on synchronized clients, not on WebUI or WebDAV mounts)
  • WebEx (free for first three clients)
  • http://www.remoteutilities.com/download/ : free for 10 clients
  • AWS cloud?
  • Using git for synchronization
What clouds are easy to set up?
  • ownCloud on VPSes or your own servers
What is painful?
  • Attaching remote files to local email
  • Syncing multimedia files (photos)
  • Downloading things from the VPN is slow
  • People want things to work without learning anything
  • Initially contact to a remote client: how do you get them setup?
    • join.me, bomgar, TeamViewer, screensharing with Skype (slow)
  • Users do not provide enough detail
  • Slow connections on the remote end
  • ADSL connections with slow uploads
  • Can we stop the cloud?
  • Synchronizing calendars
Troubleshooting mobile devices?
  • Remote support viewing on smartphones? WebEx, LogMeIn
Other considerations
  • syncing over DSL
  • online collaborative systems for sharing documents
  • newer versions of Sharepoint allow concurrent editing of documents
  • confidential/sensitive information being uploaded to The Cloud (tm)
    • But any computer that is online is on the Cloud
  • Storing medical information on the Cloud?
  • VPN routers?
    • They have VPN servers themselves (IPSec and PPTP)
    • How do they find the clients? They use a road warrior setup
  • German company: SoftMaker (word processor software)
ISPs

Back to: KWNPSA Meeting Notes


Keeping Computers Up To Date

Date
Monday, 8 June 2015 from 7:00pm to 9:00pm
Event Announcement 
Keeping Computers Up To Date/Meeting Announcement 2015-06-08
Location
The Working Centre, 58 Queen Street South, Kitchener Map

Updating Desktops

You thought it would never happen again, but we are in fact holding a second Nonprofit Sysadmin meeting this Monday, June 8. As we did introductions last month I tried to collect some themes as future discussion topics. Somewhat arbitrarily, I propose that Monday's meeting be about keeping systems (specifically desktops) up to date:

  • What tools do you use to keep desktops up to date? (Windows or Linux, or other)
  • What tools do you use for third party updates (Flash? Adobe Reader? Hateful Java?)
  • What tools do you use to monitor and ensure that updates are happening?
  • How do you prevent desktops from filling up with spyware and other nonsense?
  • For Windows people: what are you doing about the Windows 10 upgrade offer?

We will meet starting at 7pm at the main Working Centre building, 58 Queen Street South. Bill says that there is free parking kitty-corner from the Working Centre, on the other side of Charles.

If you know of interested sysadmins who might be interested in our conversation, please invite them to the meeting.

- Paul



Upcoming meeting topics

  • July: Administrating remote locations and people who work from home
  • August: All about VoIP


Here are the bullet-point notes I took from tonight's meeting. (Paul Nijjar)

Someone needs to remind the list about how to get information for logging into the wiki.

Meeting Notes

Updating Computers

Linux
  • Run apt-get manually
  • apticron: emails when there are updates
  • unattended-upgrades: does security updates automatically
  • apt-dater: run updates in parallel
  • rkhunter
  • chkrootkit
Windows
  • Download and ask to install
  • WSUS updates
  • Download updates and shut down
Third Party Updates
  • ninite.com
  • wpkg.org
  • chocolatey.org
  • wsusoffline.net
Restoring computers
  • DriveVaccine (SUCKS)
  • SteadyState (RIP)
  • SteadierState
  • Faronics DeepFreeze
  • Virtual terminal servers (Multipoint server)
  • Ubuntu with guest account
    • PlayOnLinux: install Wine easier
  • DelProf


KWNPSA Meeting notes for 2015-05-11


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