IT COMMITTEE - Procedures

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1. General

The IT Committee is responsible for maintaining the computing infrastructure, private network and applications in the Clay Studio as well as website and email addresses within the Clay Studio domain. The committee serves as a coordinator and consultant for those clay studio committees who use or wish to use the computing services within the studio.

2. Services
1. Domain: The Clay Studio leases the domain ClayStudioGVAz.com on an annual basis. The domain is leased through weebly.com and is billed to the Purchasing Agent’s credit card.
2. Website: The Clay Studio website, http://claystudiogvaz.com, is maintained at Weebly.com and is billed annually to the Purchasing Agent’s credit card. The IT Chair and Studio President are editors.
3. Email: The studio has a Starter Package at QTH which provides 1 GB of storage, 10 mailboxes, unlimited forwarders and ftp accounts. Mailboxes may be accessed via POP, IMAP, or webmail. Forwarders permit a valid Studio email address to receive and automatically forward the email to a configured email address. The charge for this service is billed annually to the Purchasing Agent’s credit card.
4. Internet file storage: 1 GB of file storage is available for Studio use. Policies and procedures (under development) are stored at QTH and accessed through the Studio website or via https://policy.claystudiogvaz.com/TheList.html
5. Membership attendance: A scanner is provided for members to scan their GVR card when they enter the studio. GVR member number, date and time are stored in the current day’s file and are used by Service and Membership Committees.
3. Computing Infrastructure
1. Computers
1. The committee will make a best effort to keep all studio computers at the same version of Windows, currently Windows 10. Windows updates are managed as needed.
2. The Clay Studio has three (3) computers:
1. Membership computer houses the membership attendance database and reporting utilities.
2. POS computer houses the Retail Plus software which supports member purchases, inventory management and reporting.
1. Monitors enter member purchases into the POS and run daily reports. Daily batching of sales is managed by the software.
2. Weekly reports are run to support bank deposits and bookkeeping.
3. New inventory is recorded in the POS by the Purchasing Agent.
4. An annual year-end process is run prior to the start of business on January 1st; currently managed by the Treasurer.
5. A warning is issued one month before the annual support expires.
6. The Membership Chair currently manages the renewal which is billed to the Purchasing Agents’ credit card.
3. Staff computer is used by members and staff. The Studio website is displayed on start-up. Files supporting different Studio functions are stored on this computer.
1. The computer has a wireless interface to GVR’s campus-wide GVRHotspot wireless network. It is not backed up and uses Windows Defender to scan for virus attaches and other malware; no other antivirus is to be installed on this computer.
2. Members should not use the Staff Computer to sign up for monitoring using SignUpGenius.
2. Printers
1. The Clay Studio has one general purpose multi-purpose printer – the Epson ET-3850 Eco-Tank Printer. The online Manual is on the Staff Computer Desktop. Due to the clay dust in the Studio, the printer should be covered when not in use.
3. Network
1. Private Ethernet
1. Windows Updates on computers using the Private Network are managed manually.
2. The Ethernet Connection on the Printer is connected to the Private Network.
3. Backups of selected data are managed by the Network File Service which is attached to the Private Network. This device is mapped as a drive on the POS and Membership computers.
2. GVR's GVR-Hotspot public network is available with 2.4 GHz and 5.0 GHz capabilities.
4. Applications and Responsibilities
1. POS: Retail Plus 5.0 is an Orphan Application. No one is currently responsible for the application.
2. Membership: Jon Otto wrote the application in Python 2.7; data is stored in an excel format file. The application provides a menu option application to enter and edit the member data. Jon provides updates and the application is used by the Membership Committee.
3. Library: Jon Otto wrote the application currently used to manage the Clay Studio library in Python 2.7; data is stored in an excel format file. Jon provides updates and the application is used by the Library Committee.
4. Service: Jon Otto wrote the query script which scans the Membership application and summarizes the number of days individuals were present in the studio. Scans are counted as one per member per date. Jon provides updates and the application is used by the Service Committee.
5. MailChimp: The internet version of MailChimp provides information to members via eBlasts. The free version is normally used, providing less than 1,000 messages within a month. When needed, upgrading to the next level at $13 per month provides up to 5,000 messages per month. The level is changed as volume dictates.
1. Jon Otto wrote a script which extracts data for currently active members as they are entered into the membership system.
2. MailChimp email address is eblasts@claystudiogvaz.com.
3. The application is used by the MailChimp administrator.
6. SignUpGenius: The SignUpGenius Gold Version is used. It is used by the SUG Coordinator and admin@claystudiogvaz.com is the account owner.
7. Glaze Materials Database: stores manufacturer-provided documents describing materials contained in the various glazes used in the studio. The database of PDF files is found on the desktop of the Staff Computer and is maintained by the Glaze Committee.
5. Consulting and support

The IT committee provides reasonable assistance to the administrators of the various applications used to support the activities within the Clay Studio.

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IT Committee Procedures 11-4-23.docx

updated: 1/4/2024 - jdo