OLE Google Docs Reorganization- Sept 2011

Owned by Kathleen Gerdink (Unlicensed)
Last updated: Jan 22, 2012Version comment
4 min read

(info)  Kuali Help: Google Apps
(info)  Kuali Toolset

What you need to know:

We are in the process of numerous maintenance activities on OLE Google Docs to reorganize files around related-OLE Processes, clean up file permissions and access, and deleting duplicate or unused files. Please review the following, and any linked resources to enable you to navigate the new OLE Google Docs file structure.

While we are moving around the linking of collections, each document and collection’s hyperlinks do not change, so any shared links or navigation will persist. Moving between collections isn’t really “moving” but just “sharing” within a new Collection structure. To learn more: Google Docs Collections.

  • OLE Development Sprints: this “collection” is being retired over the next two weeks and will be deleted!
  • All the file folders or “collections” within this folder are being reorganized to fit into a long-term plan and organization within OLE Process folders. The individual folders will be maintained with whatever file organization you are used to working in. Just the primary spec folders will show up in a different collection:
    • OLE > OLE Development Sprints >  02 Team Sturgis and 07 Trials……moving to…… OLE> OLE MANAGE ENTITY RELATIONSHIPS > 02 Team Sturgis and 07 Trials
    • OLE> OLE Development Sprints > 11 Describe-basic1 ….. moving to …… OLE> OLE DESCRIBE & MANAGE  > 11 Describe-basic1 (inc. editor)
    • OLE > OLE Development Sprints > 13 Deliver-Circulation, 14 Deliver- Interlibrary Loan, 15 Deliver- Course Reserve…..moving to OLE> OLE DELIVER > 13 Deliver-Circulation, 14 Deliver- Interlibrary Loan, 15 Deliver- Course Reserve
    • OLE > OLE Development Sprints > (Darby, Order Resource, Receive, Pay, Redwood, Serials, Financial, Workflows, Load Records, etc)…..moving to……OLE > OLE SELECT & ACQUIRE> (Darby, Order Resource, Receive, Pay, Redwood, Serials, Financial, Workflows, Load Records, etc)
    • The new Tiger Team folders will show up in the related Process folder for each focus area, grouped with the above related spec-team folders and resources: DESCRIBE & MANAGE, DELIVER, MANAGE ENTITY RELATIONSHIPS, MANAGE USER RELATIONSHIPS, SELECT & ACQUIRE, plus SYSTEMS INTEGRATION, and SCOPE TIGER TEAM.
    • Scope Tiger Team is linked via main OLE directory list, but also from within Functional Council, for convenience and sharing.
    • Other OLE folders remain unchanged or un-moved (functional council, technical council, workgroups, core team), with minimal file cleanup and reorganization and maintenance internal to the respective files.
    • SLICK is unchanged (but supplementally linked within Manage Entity Relationships).

What you need to do:

As soon as possible, it is important to re-map your “My Collections” or “Starred” folders to Kuali Shared> OLE. It is up to you if you map all the files and navigate to those you use regularly, or, you might “star” OLE so it will appear in the “starred list”, then click through to folders of interest, and add only those to “My Collections”.

Jaine has created a document on

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, and I also recommend the “Google Docs 2011 Beginner Tutorial Video” and “File Organization in Google Docs-Tutorial” on the

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(I cannot advocate your use of these outside videos, but I believe they would be helpful to Googledocs beginners, and safe to run).

Additional assistance:

OLE Teams & Tools (with links to new Google Docs folders)

FSpec tools & Google tips

Email: help@kuali.org (mailto: help@kuali.org) or kgerdink@kuali.org (mailto: kgerdink@indiana.edu)

Shortcut to Mapping:

Kuali Docs (Home): 

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Search: "Kuali Shared"

Click on "OLE"
Option 1: Click on (star) "OLE" . OLE and all its sub-folders (collections) will now be accessible via your "Starred Folder".

Option 2: Click on OLE to go to next folder level to see the following:
Select only those files you will need (do not link OLE HTC Development Documents, OLE Core Team, SLICK)- make sure to uncheck OLE Development Sprints, and that any new folders are checked.

After selecting folders, check the box "My Collections" and Apply. You should now see all the marked folders in My Collections. Alternatively, you could first drill-down in one of the primary folders, like Select & Acquire, find the desired folder, right click- Organize, and just add individual folders to "My Collections".





Introduction to new organization: Select & Acquire Example

Shortcuts to Google Docs folders

Who

New Location

Google Docs

OLE Communications

n/c

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OLE Core Team

n/c

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01 Team Darby (specs)

Select/Acquire

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OLE Data Model (workgroup)

n/c

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OLE Deliver Tiger Team

Deliver

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13 Deliver Circulation (specs)

Deliver

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15 Deliver Course Reserves (specs)

Deliver

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14 Deliver InterLibrary Loan (specs)

Deliver

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11 Describe-basic (specs)-inc Editors

Describe/ Manage

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12 Financial Integrations

Select/Acquire

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OLE Functional Council

n/c

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OLE KFS (eval/specs)

Select/Acquire

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09 Load Records

Select/Acquire

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OLE Describe & Manage Tiger Team

Describe/ Manage

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OLE Manage Entity Relationship/ERMS Tiger Team

MER

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OLE Manage User Relationship Tiger Team

MUR

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03 Order Resource (specs)

Select/Acquire

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05 Pay for Item/Invoicing  (specs)

Select/Acquire

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04 Receive Resource (specs)

Select/Acquire

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06 Redwood/Budget (specs)

Select/Acquire

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OLE Select & Acquire Tiger Team

Select/Acquire

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10 Serials (1) (specs)

Select/Acquire

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02 Sturgis/pre-licensing (specs)

MER

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OLE Systems Integration Tiger Team

Systems Integration

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OLE Technical Council

n/c

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07 Trials (specs)

MER

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OLE User Stories (workgroup)

n/c

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OLE Workflows (workgroup)

n/c

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<A href="https://docs.google.com/a/kuali.org/#folders/0B2bXKznsS-3GMzVlYzM2OTgtOThmYS00YmVlLWFiMDYtMjE2NTAwMzA1NjFl" mce_href="https://docs.google.com/a/kuali.org/#folders/0B2bXKznsS-3GMzVlYzM2OTgtOThmYS00YmVlLWFiMDYtMjE2NTAwMzA1NjFl" target="_Blank">https://docs.google.com/a/kuali.org/#folders/0B2bXKznsS-3GMzVlYzM2OTgtOThmYS00YmVlLWFiMDYtMjE2NTAwMzA1NjFl</A>
New Primary Specification/Scoping Folders

OLE DELIVER


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OLE DESCRIBE & MANAGE


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OLE MER/Manage Entity Relationships


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OLE MUR/Manage User Relationships


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OLE SELECT & ACQUIRE


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OLE SYSTEMS INTEGRATION

(no teams)

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OLE SCOPE (roadmap)/Tiger Team

(standalone & linked to FC)

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Operated as a Community Resource by the Open Library Foundation