2025 11 26 16 58 Desarrollo recording 7 8f870754 5988 464c b560 c2dca19598d1 recording

Discussion on Information Management and Auto-evaluation Process

Overview of the Meeting

• The team convened to discuss the setup of a space for information storage, aiming for support over three weeks.

• A previous meeting with Dianita focused on reviewing the self-evaluation process and identifying data collection needs.

Self-Evaluation Framework

• The self-evaluation exercise includes various factors and characteristics that need assessment, as discussed in a prior meeting with Dr. Catherine.

• There is an emphasis on integrating these evaluation aspects into the academic program, specifically within the doctoral framework.

Data Organization Goals

• The intention is to create a sustainable system for organizing information that can generate visual outputs like dashboards for administrative staff to track operational and academic progress.

• Student enrollment serves as a key example of data tracking, highlighting stages from initial interest to final enrollment statistics.

Importance of Statistical Analysis

• Each stage in student enrollment (interest, payment, testing) requires systematic analysis to inform reports generated each semester. This statistical insight is crucial for understanding trends and making informed decisions.

• A dedicated Google Sites suite will be utilized for this purpose, allowing effective organization and visualization of collected data.

Collaboration with Team Members

• Ongoing collaboration with team members like Johan, Gustavo, Carlos, and Dianita is essential to ensure clarity in expectations regarding the Google site setup. Discussions have been iterative but productive in aligning goals.

• Carlos has identified tools within Google's suite that facilitate both data storage and visual representation without straying from institutional resources; this approach aims to enhance operational efficiency while avoiding redundancy with other software like Power BI.

Future Steps in Data Management

• It’s critical that all relevant information about faculty and other operational areas be accessible through the dashboard created on Google Sites; this will streamline access across different mission-related activities such as research or internationalization efforts.

• Organizing information effectively is emphasized as necessary for achieving operational goals within the academic setting; ongoing adjustments may be needed based on feedback from team members during implementation phases.

Discussion on Team Collaboration and Information Management

Overview of Self-Assessment Tools

• The speaker emphasizes the need to enhance the self-assessment email tool for better utility within the team, aiming to clarify operational processes during meetings.

Addressing Previous Issues with Tools

• There is a focus on avoiding past issues related to Excel and other representations by discussing the tools that will be used moving forward.

Creating an Information Repository

• The idea of establishing a navigable information repository is introduced, which will facilitate better management of data using appropriate tools.

Document Integration Capabilities

• The speaker mentions discovering methods to directly insert documents (like Excel or Word files) into a webpage, enhancing accessibility without needing users to search through Drive.

Visual Presentation Considerations

• Discussion includes considerations for improving visual aspects of the site while acknowledging limitations in design; suggestions are made for enhancements from their current capabilities.

Legal Considerations in Data Storage

Inquiry About Compliance with Colombian Laws

• A question arises regarding compliance with Colombian laws concerning data storage, particularly about personal information and its legality when stored on sites.

Institutional Guidelines for Data Management

• Clarification is provided that the University of Cartagena has specific spaces for storing certain types of information according to institutional formats and guidelines.

Autonomy in Organizing Information

• It is noted that programs have autonomy over how they organize information, ensuring it aligns with institutional requirements while maintaining legal compliance.

Security Measures Against Data Breaches

• Concerns about potential hacking risks are acknowledged, but it’s suggested that there are security measures in place to mitigate such threats.

Next Steps in Project Development

Progress Update Request

• A request is made for an update on project developments as participants prepare to review what has been accomplished so far.

Autoevaluation Process and Information Management

Establishing a Centralized Email for Autoevaluation

• A request was made to create a single email account dedicated to the autoevaluation process to prevent information leaks and manage communication effectively. This aims to streamline the flow of information without multiple emails contributing to confusion.

Limitations on Email Permissions

• The platform allows for authorizing additional email accounts, but there are restrictions on what users can do with the shared space, such as viewing, uploading, or modifying documents. These limitations will be enforced at various times during the process.

Organizing Institutional Policy in Google Sites

• Discussion initiated on how to structure the workspace according to institutional policies, focusing on flexibility and proper use of tools available within Google Sites. The need for effective organization is emphasized.

Migration of Information: Drive vs Google Tools

• Clarification sought regarding whether data must first be uploaded to Google Drive before migrating it into Google Sites; it was confirmed that direct migration from other tools is necessary for compatibility with Google’s suite of applications.

Compatibility Issues with Office Files

• Concerns raised about compatibility issues when transferring files from Microsoft Office formats (like Excel and Word) into Google Drive, which may lead to formatting errors such as loss of images or formulas due to lack of full compatibility between platforms. Suggestions were made to work directly within Google Docs or Sheets instead.

Handling Document Downloads and Formatting Errors

• It was discussed that downloading documents from Google Sites could also result in some formatting issues; however, using conversion options like Docs or Excel minimizes these problems significantly compared to uploading directly from Office formats. Specific attention was given to maintaining formula integrity in Excel files during this process.

Strategies for Data Sharing Without Manipulation

• To mitigate risks associated with sharing sensitive data across departments, it was suggested that only visual versions (e.g., PDFs) should be shared unless absolutely necessary; this prevents unauthorized modifications while allowing others access for review purposes.

Importance of Institutional Branding in Documents

• Emphasis placed on including institutional logos in all documentation as part of branding efforts; ensuring consistency across materials reflects university identity and standards is crucial during document preparation processes. Discussions included potential design limitations within the platform used for creating these documents.

Dashboard Development Discussion

Overview of Tool Capabilities

• The tools discussed have different functionalities compared to Word or Excel but are capable of loading and positioning images as needed for creating footers and headers with logos.

Dashboard Design Considerations

• The team aims to conceptualize the dashboard layout so that the engineering team can begin development in the remaining days before project completion. This includes visualizing dashboards based on self-evaluation themes or progress.

• There is a suggestion to include buttons for each factor on the homepage, allowing users to click and view statistical analyses related to those factors.

Information Display Strategies

• The homepage should not feature institutional advertising but instead focus on displaying real-time information updates relevant to ongoing evaluations. Suggestions include using timelines or banners for academic activities in virtual classrooms, which differ from the main dashboard's purpose.

• Participants express agreement on having an entry space that immediately shows progress indicators, such as password status and storage metrics, measured by specific indicators per factor.

Customization of Dashboards

• Each factor will have its own unique dashboard due to varying data requests; this allows tailored insights based on specific needs rather than a one-size-fits-all approach. For example, statistics about faculty hiring could be displayed when accessing the professors' section of the dashboard.

• The idea is also proposed to visualize auto-evaluation schedules through Gantt charts rather than traditional dashboards since these would provide clearer insights into progress over time until project completion next October. However, this may become obsolete after subsequent evaluation cycles begin in 2027.

Initial Dashboard Presentation

• It is suggested that the initial page should serve as an introductory space with logos and a message indicating its purpose for doctoral evaluation rather than displaying sensitive information prematurely when accessed by users like Mauricio who might need specific data later on. This ensures clarity about what users are engaging with at first glance.

Introduction to Dashboard Navigation

Conceptualizing the Dashboard

• The discussion revolves around creating an introductory section for a dashboard that helps users understand its purpose and navigation flow, possibly using a flowchart.

• There is a suggestion to minimize the prominence of institutional logos in favor of focusing on the introductory content proposed by Gustavo.

Decision-Making Process

• Participants are encouraged to choose a method for presenting data, emphasizing the need for collective decision-making on how to proceed with the dashboard's development.

• A preference is expressed for including an introductory panel that serves as a navigation hub, allowing users to access specific indicators easily.

Designing Interactive Elements

User Interaction Features

• The idea of implementing an interactive format similar to H5P tools is discussed, where clicking on different processes reveals more options related to self-assessment and improvement plans.

• The proposed design includes an index-like structure that expands when clicked, providing users with easy access to various sections of the dashboard.

Visual Representation

• Johan clarifies that the dashboard should display various graphs representing required indicators, such as student enrollment numbers in courses.

• Two main options are presented: one where users navigate through a menu and another where key graphs appear immediately upon entry into the site.

Functionality and Data Management

Information Hosting

• Emphasis is placed on ensuring that the site hosts not just static files (PDF, Word, Excel), but also dynamic functionalities enabling statistical analysis visualization within the program.

Navigational Structure

• Users will have two navigational choices: either through a menu or an index-style layout linked directly to relevant sections of information within the site.

Data Visualization and Historical Analysis

Accessing Specific Data

• When navigating through sections like research, users should find all relevant documents along with quantitative dashboards displaying graphical representations of data.

Historical Contextualization

• Users can filter data by year (e.g., 2023), allowing them to view specific analyses or historical trends based on their selections.

Technical Considerations in Data Loading

Efficient Data Handling

• Concerns are raised about loading large amounts of data at once; selective loading via sessions or areas may enhance performance given varying internet conditions.

File Source Clarification

• Questions arise regarding whether uploaded files will be stored in a centralized database or accessed directly from their original sources. This impacts how graphical data will be generated from collected information.

Discussion on Data Management and Dashboard Creation

Overview of Information Review Process

• The speaker discusses the need to review the capabilities and limitations of a new system, emphasizing the importance of understanding its functionalities for data visualization.

• Collaboration with Diana involves examining documentary information, which includes reports that may lack depth but are essential for creating a quantifiable matrix.

Structuring Data in Excel

• The plan is to consolidate academic periods into a single Excel file, covering years from 2023 onwards, to streamline data collection for dashboard creation.

• Each factor will have its own dedicated Excel file rather than using one combined document, ensuring clarity and organization in data management.

Document Storage and Migration Concerns

• All information will be stored in Google Drive before being migrated to another site; concerns arise about potential loss during this transition process.

• The speaker expresses a desire for direct migration from Drive to the site without intermediate steps to avoid complications.

Data Integrity and Access Control

• There is an emphasis on maintaining data integrity within Google Drive, highlighting the need for careful access control to prevent accidental deletions or modifications.

• Different access levels (viewer, editor, commenter) are discussed as crucial for protecting sensitive documents related to analysis and data collection.

Organizing Program Information

• The conversation shifts towards organizing program-related information effectively while considering how it overlaps with self-evaluation exercises.

• Suggestions include either consolidating all activities under one space or keeping them organized by specific processes like self-evaluation and improvement plans.

Final Thoughts on Documentation Strategy

• Acknowledgment of existing folders containing student data indicates ongoing efforts to structure information efficiently across various academic periods.

Organizing Information for Evaluation

Importance of Structured Documentation

• The speaker discusses the organization of folders containing various documents such as syllabi, agreements, audits, and databases. This structure is crucial for easy navigation by team members.

• A specific folder titled "plenimetría" is mentioned, which may not be relevant to the self-evaluation process. The need to determine where this information should be organized is highlighted.

• Concerns are raised about ensuring that team members like Mauricio and Iván can easily navigate these folders without losing important information during the evaluation process.

Recommendations for Folder Architecture

• A recommendation is made to create a hierarchical architecture for folder management that aligns with the needs of different sections. This would facilitate easier access and organization of information.

• The discussion emphasizes the importance of knowing which documents belong to specific categories (e.g., self-evaluation), allowing for better visual representation in future presentations or reports.

Managing Program Information

• There’s an ongoing conversation about how to manage program-related information effectively within existing folders while ensuring continuous updates from team members.

• The idea of linking documents directly from email sources into shared folders is proposed, allowing real-time updates and visibility across platforms.

Practical Implementation Steps

• An example scenario illustrates how files uploaded in one location (like an email or drive folder) can reflect changes in another designated area, enhancing collaborative efforts among team members.

• It’s suggested that maintaining a simple storage system without complex permissions could streamline document management while still keeping everything organized.

Final Thoughts on Organization Strategy

• Team members are encouraged to test the system by uploading sample files to ensure functionality before finalizing their organizational strategy.

• The group agrees on establishing a clear structure for managing program information and auto-evaluation factors, aiming for clarity and ease of navigation throughout the documentation process.

Navigation and Documentation Structure in Educational Programs

Overview of Factors and Characteristics

• The discussion begins with the identification of 45 characteristics associated with various factors, emphasizing that each factor has a specific number of characteristics.

• It is suggested that links to relevant documents, reports, or data should be accessible when clicking on a factor, enhancing user navigation through educational resources.

Proposed Navigation System

• The proposed system acts as a starting point for navigation, akin to a table of contents. Users can click to access detailed information housed on separate pages.

• Carlos confirms that clicking on links will redirect users to specific content pages where related documents or graphs are displayed rather than directly opening files.

Content Organization

• The conversation highlights the importance of organizing content within the same site, creating distinct pages for different factors and their respective characteristics.

• There is an emphasis on ensuring that all necessary documentation is easily accessible through organized links rather than scattered across multiple files.

Detailed Breakdown of Factors

• An example is provided regarding Factor 2 (students), which includes sub-characteristics like admissions. Each characteristic would have its own aspects for evaluation.

• The need for clarity in displaying these aspects is discussed; users should see both the main characteristics and their corresponding evaluative aspects when navigating.

Document Management Strategy

• A suggestion arises to create a dedicated "documents" folder under each factor. This folder would contain subfolders for each characteristic along with their evaluated aspects.

• Emphasis is placed on maintaining well-organized information so that it can be efficiently utilized during report generation and other documentation processes.

Organizing Information for User-Friendly Navigation

Importance of Documentation and Organization

• The discussion emphasizes the need for specific evidence to establish characteristics like PET, student regulations, and policies. This documentation is crucial for clarity.

• A repository structure is proposed where all materials are organized into folders and subfolders that correspond to specific factors, enhancing accessibility.

Navigation Challenges

• The current navigation system involves multiple hyperlinks leading to various aspects under each characteristic, which can be cumbersome for users.

• A suggestion is made to streamline navigation by creating a single link that directs users to a comprehensive page containing all relevant information about factors and characteristics.

Enhancing User Experience

• The goal is to create an intuitive user experience where new users can easily find information without excessive clicking through menus.

• It’s suggested that having one main hyperlink per factor would simplify access to organized information about students or other categories.

Managing Extensive Information

• Acknowledgment of the volume of information available; it’s important that this data is well-organized so users can easily navigate through multiple entries related to students.

• Emphasis on the importance of organization in making the SES (Systematic Evaluation System) user-friendly for everyone involved.

Streamlining Access Routes

• Discussion on creating direct links within each factor's section that lead to organized pages with matrices and dashboards, reducing unnecessary clicks during navigation.

• Highlighting the time-consuming nature of excessive clicking in applications; thus, consolidating information onto fewer pages could enhance efficiency significantly.

Structuring Content Effectively

• Suggestion to group related documents together on a single page while allowing subpages for extensive content ensures clarity without overwhelming users with too much information at once.

• Recognition that certain documents may overlap across different factors (e.g., student regulations affecting multiple areas), necessitating careful organization without redundancy.

Institutional Documents and Their Impact on Educational Factors

Identifying Institutional Documents

• The discussion emphasizes the need to identify institutional documents that affect various educational factors. This is crucial for accurate interpretation when compiling reports.

Information Duplication Concerns

• There is a concern about potential duplication of information regarding educational projects, graduates, or students, which could complicate data analysis.

Linking Information Across Factors

• A suggestion is made to create links between different factors so that they can redirect to a single document, streamlining access to relevant information across multiple areas.

Organizing Information Effectively

• The proposed organization of information includes placing the dashboard at the beginning, followed by documents and concluding with reports and statistical analysis matrices. This structure aims for clarity and ease of navigation.

Agreement on Page Structure

• Participants agree on focusing on a webpage format for organizing the information, ensuring everyone understands the hierarchical structure involving factors, characteristics, and aspects of evaluation.

Evaluating Aspects in Self-Evaluation Policies

Understanding Evaluation Hierarchy

• The conversation highlights how self-evaluation policies require attention to specific aspects being evaluated while recognizing that each level (factor, characteristic) builds upon the previous one. This layered approach may complicate data collection efforts.

Individualizing Information Needs

• There’s a debate about whether it would be more effective to individualize information according to aspects rather than maintaining a broad overview across factors and characteristics during evaluations. Participants express differing preferences on this approach.

Data Collection Process Insights

Need for Clarity in Data Presentation

• A desire is expressed for an additional section where stakeholders can view finalized documents related to the self-evaluation process without unnecessary attachments or drafts cluttering their understanding of progress made thus far.

Streamlining Access to Finalized Documents

• It’s suggested that there should be clear pathways within the documentation system allowing users—especially decision-makers—to easily navigate through finalized guidelines and evidence required by regulations without sifting through irrelevant materials.

Tracking Progress in Self-Evaluation

Incorporating Timelines into Reports

• The idea of embedding a Gantt chart within reports is discussed as a means of tracking progress over time effectively; this visual representation will help measure advancement against set timelines throughout the self-evaluation process.

Final Reporting Structure

• Once all necessary data has been collected and analyzed statistically, participants agree that final results should be clearly documented in an accessible manner reflecting all stages of progress achieved during evaluations.

Dashboard and Self-Evaluation Process

Importance of the Dashboard

• The dashboard is crucial for organizing information and tracking progress in self-evaluation reports, allowing users to validate their status according to a set schedule.

• It facilitates the collection of data such as graphs and tables that need to be included in the final report, ensuring all relevant information is documented.

Functionality of Self-Evaluation Button

• The self-evaluation button serves three main purposes: organizing information, conducting statistical analyses, and generating dashboards tailored to specific groups like students.

• Information will be systematically organized by periods, ensuring clarity and consistency across different datasets.

Data Consistency and Reporting

• There will be multiple reports generated periodically; these include both interim reports on various factors and a final self-evaluation report.

• The final report will include essential diagrams (like GAN diagrams) alongside comprehensive evaluations from each period.

Structure of Reports

• A clear structure is necessary for the reports; they should be easily accessible for review or download in PDF format without issues.

• Institutional documents must align with the data presented in the dashboard; if any management reports are missing, they need to be created to ensure accurate data feeding into matrices.

Data Validation Process

• It's vital that institutional data matches program-specific data. Discrepancies must be investigated thoroughly to maintain integrity in reporting.

• Once validated, this information can then be used to design matrices for quantifying and organizing data effectively before it is migrated into the dashboard.

Future Planning and Organization

• Establishing a solid framework now will facilitate future evaluations. This includes creating an initial structure that can accommodate subsequent evaluation exercises planned for 2027 onwards.

• The homepage will feature sections including an introduction, auto-evaluation details with dates, improvement plans, activities related to those plans, and additional reporting features as needed.

Organizing Information for Auto-evaluations

Structuring Access to Reports and Improvement Plans

• Discussion on deploying information from folders, emphasizing the need for organized access to reports and improvement plans.

• Proposal to create tabs/pages that contain all relevant information, accessible only through specific links indicating the first self-evaluation.

• Suggestion that each new evaluation (e.g., 2027) should be prioritized in visibility, with previous evaluations archived for historical reference.

Managing Changing Information

• Acknowledgment of potential changes in factors and characteristics over time, stressing the importance of maintaining organized access to avoid confusion.

• Introduction of buttons for easy navigation: program information, self-evaluation, reports, improvement plans, and initial conditions document for renewal in 2028.

Preparing Data Structures

• Inquiry about the planned structure of an Excel file that will house statistical data; each factor is expected to have its own graph.

• Clarification that a matrix or database structure has not yet been developed as it depends on reaching specific evaluation moments.

Homogenization and Compatibility

• Emphasis on the goal of homogenizing data collection processes across academic-administrative activities to ensure compatibility.

• Recognition that gathering extensive information cannot be rushed; analysis will depend on whether qualitative or quantitative methods are needed.

Transitioning Data into Visual Formats

• Once data is collected and organized, it will be migrated into a dashboard for visual statistical analysis.

• Confirmation among team members regarding clarity on working routes; a follow-up meeting scheduled to discuss technical aspects further.

Testing with Sample Data

• Interest expressed in understanding how far they can go with graphical representations before real data is available.

• Suggestion to use sample datasets (e.g., car sales data) for testing graphical capabilities until actual information can replace it.

Discussion on Dashboard Design and Information Structure

Initial Planning for Dashboard Development

• The team discusses the need to replace data and ensure that the structure is organized, focusing on how to present information effectively.

• A meeting will be scheduled once the design of the DSBAR is ready to discuss required visualizations for the dashboard.

• Emphasis is placed on understanding that adjustments may be necessary based on the type of information included in the dashboard.

Collaboration and Progress Tracking

• The group plans to hold three meetings over a span of three weeks to monitor progress and address any questions or concerns regarding the project.

• There is a focus on ensuring that both visual appeal and organization are prioritized in the dashboard's design.

Administrative Tasks and Future Meetings

• An agenda will be created for today's meeting, including action items such as generating a link for future meetings tied to an evaluation email.

• Discussion about utilizing a virtual classroom space for storing important documents related to research, internships, and institutional materials.

Importance of Document Accessibility

• It’s highlighted that essential information must be easily accessible for students through various channels, with emphasis on having it stored in one central location.

• The team agrees to revisit certain topics in eight days without delaying discussions further.