Access to Information Taskforce Group Meeting

April 12, 2006; 8:30 am – 10:30 am

American Cancer Society office, Mendota Heights

Agenda & Minutes

This is an in-person meeting for the Taskforce. If you need to attend by phone please let us know and use: 888-453-5732, Code: 399632.

Attendees:  Josh Downham, Michele Fedderly, Sheryl Ness, Anna Reiter, Patti Swanson, Jody Jackson, Jessica Fallon, Jane Korn, Angie Graf, Freda Carlson, Nicole Bennet-Engler, Karin Bultman

Demo site location: http://cancerplan2.extranet.urbanplanet.com

Agenda Items

1. Web site review
1. Live demo (questions, discussion, feedback)
2. Resource status
3. Information link status
4. Design/technology update/status

MINUTES:

• Angie asked group input on how to format information links when all content goes to one site, as in her clinical trial example. Group discussed. It was noted that most of the information links were probably done slightly different, due to different people taking different topics. We agreed that the formatting should be similar and complete by the Summit.
• To Do – All: Review the information section and please offer feedback in terms of style or knowledge of other sites/sources that should be included in the first pass. Get feedback to Josh.
• Josh walked everyone through the demo site: http://cancerplan2.extranet.urbanplanet.com. Currently there are 784 resources and Anna (thank you) coded every single one to categories. Radius searching is complete by category. Still needs to be done for all categories. He’ll also clean up the “others” and alpha order the categories per the group’s feedback.
• General questions and answers about the site, long-term staffing, google search engines, and how CRD stays current all took place. Group discussed concern over accuracy of resources long-term and talked about developing a process where the volunteers can keep resources updated via online forms.
• Group also discussed need to keep this readable for laypersons. If a word or term is potentially confusing, we need to include a definition or example (e.g., palliative).
• Home page “what’s new” is recommended feature for us to work on, as well as a calendar. Best timing is when there is a staff person (fall).
• To Do – All: Review demo site and give specific feedback to Josh (josh@urbanplanet.com) regarding: 1) user interface: what terms or functionality should change to be easier for people; 2) any resources we are missing or that need fixing before we go live (that you know of easily); 3) Review the information portion and let him know if you have sites/sources that should be included.
• To Do – Angie: Angie will review and update the “About us” content fort the site and the general description. Karin will assist.

2. Summit update
1. Display
2. Presentation
3. Computers and feedback gathering
4. Logistics and computers
5. Registration count
6. Flyer design
7. Survey

• Jody outlined her plan for the table top display. Will also have a computer at the table with Internet access for demos and feedback. Jody will talk to Angie and Karin after their presentation is drafted.
• Logistics and computers were decided. ACS will bring 4-6 laptops; Urban Planet engineer will be there to get UI feedback and assist as needed with networking; there will be about 4 computers in the breakout room and two in the general hall area. Room to be set in U shape.
• 225 people are registered to date
• Angie and Karin are meeting to finalize the presentation. Outline: Overview of group and project/history; Demo of site (could be screen shots if no access at podium); communications plans. Session will be informal with opportunities for audience questions and feedback on the site and communications tactics. We’ll encourage people to get up and do the demo/feedback on the computer during the session.
• Josh can create a feedback survey: group decided some scales and open-ended items are a good combination.
• Karin and Nicole will work on a flyer for the packets that encourages participants to give their feedback on the site “today.”
• To Do: Angie and Karin will work on ppt and feedback questions; will bring handouts to the session; Jody will work on poster display; Josh will implement survey; Karin will work on the feedback flyer with Nicole.

3. Communications
1. Discuss and select tagline (need ideas submitted)
2. Updates on communications activities
3. Share draft of communications plan

• Group discussed the taglines suggested and worked to improve the favorite by eliminating redundant words (from site name) and making it shorter. New wording: Minnesota Cancer Resources, Your connection. Your community. Nicole will work on the graphic for the site using new tagline.
• Group made suggestions regarding the masthead. Eliminate the button the alliance on top; make it more human, use hands, consider image in the home page.
• Group reviewed Karin’s communication plan (quickly). Several new tactics were added and group discussed the fact that the number was too low in the audience. Karin asked for group comments and feedback and will continue to build out the tactics and close gaps in the plan.