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Removing Persons who leave Pitt Pharmacy

This work spec covers the steps required to be followed when someone leaves Pitt Pharmacy.

Triggers:

  • PharmD students-TBD
  • Grad Students- Email from Lori Altenbaugh or Yearly Graduation program
  • Post docs- email from Kellie Mitchell (or other announcement)
  • Visiting Scholars- email from Kellie Mitchell (or other announcement)
  • Staff- email from Kellie Mitchell (or other announcement)
  • Faculty- email from Kellie Mitchell (or other announcement)

Here are the spaces where removals may be needed

  • Pharm School DB
  • RxStudent DB- process is at graduation to move these records from RxStudent to Alumni DB
  • Web site

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Items Needed for Social Media and General Publicity

  • Brief descriptive paragraph– use the 5 W’s as a guide- who, what, when, where, why. Why is probably the most important. For general publicity 300-500 words, for Social Media only 2-3 sentences, but can be more.
  • Photo(s)  [ add content here about photo dimensions in pixels needed buy the differing platforms]
  • Hashtags- there can be as many hashtags as you want up to 30 total. It is good to have at the least 4 or 5, but don’t make up silly hashtags simply to have more. Always included with be #PittPharmacy, #H2P some other ones to consider are #PharmacyIsInnovation #PharmacyIsPatientCare #PharmacyIsResearch #WeAreLeaders. Hashtags can be “topic-oriented too, such as, #DrugInteractions #Pharmacogenomics #polypharmacy
  • Handles for anyone in the photos. For example, if there are three students, and they are all on Twitter, their twitter handles so that they can be tagged. These generally look like “@thomascwaters”
  • Call To Action? Is there a link to follow or something you want from the reader after they see the media mention?

The Social Media handles that are of most use: Twitter, Instagram, Facebook, LinkedIn, YouTube

Photo size: dimensions for Social Media

Each social media platform prefers images to be of a certain dimension and has an ideal resolution. Whenever possible, we should work to get the photo originals, and save specific outputs for each social media platform in the correct size. [This data needs to be collected and added to this work spec.]

  • Twitter
  • Facebook
  • Instagram
  • YouTube
  • LinkedIn

Content Needed by YouTube

YouTube needs the following content to be created for each video posted. The content ought to be written in a way that will appeal to a variety of audiences including prospective students.  

  • Video Title
  • Video Description
  • Tags or Hashtags

Here is YouTube’s “help page” for writing descriptions: https://creatoracademy.youtube.com/page/lesson/descriptions.

Hashtags

Here is a list of hashtags that can be used

  • #H2P
  • #PittPharmacy
  • #PittPharmD2B- can use for any story about one of our students
  • #PittNow
  • #PittPharmacy2019 or any class year appropriate
  • #PharmacyIsInnovation
  • #PharmacyLeadingTheWay

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Update Amazing Slider Banners

The purpose of this work spec is to articulate the steps to take to update any Amazing Slider slider. The most often slider to be updated, is probably the home page banner slider.

Trigger: Add or exchange photos in a slider as needed.

  • Open the amazing slider app, open the appropriate slider.
  • make the needed changes
  • save the slider
  • open the amazing slider folder on the stage server (haredFolders⁩ ▸ ⁨RxInformatics⁩ ▸ ⁨SiteSource⁩ ▸ ⁨EWI-stage.www⁩ ▸ ⁨assets⁩▸ ⁨amazingSliders
  • find the appropriate slider folder. change the name to “old_foldername” (this is only done in case you need to revert. This folder can be deleted after successful testing)
  • Add a new folder named “folder name”
  • Go back to the Amazing Slider app and publish.
  • Once published, you have to copy and paste some of the content from the amazing slider folder”index.html” page to specific locations in the web page that holds this content. These changes are:
  • copy everything that is in the body starting at the comment to “Insert to your webpage…”
  • note: on making a NEW PAGE or a NEW SLIDER, you may also need to copy/paste the header info, but on an existing page, this is already in place.

Additional notes:

For the index slider on the school homepage, change out the image for the “I’m going to…” slider on a monthly basis. The saved slider images are in the folder ‎⁨SharedFolders⁩ ▸ ⁨RxInformatics⁩ ▸ ⁨SiteSource⁩. You need to use this content with this sliderI’m going to…
“I’m Going to…”

  • “I’m going to…”
  • “PittPharmacy PharmD students share what they plan to do with their personalized education. Pharmacy prepares students for a wide variety of careers.”
  • “Watch the Video!”
  • ” https://youtu.be/XKNCz4_u3AQ “
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Official Process Regarding Student Name Change

The purpose of this work spec is to spell out the steps involved when a student has an official name change.

Trigger: Registrar/Student Services is alerted of a student name change.

Note: there is not yet clarity of how or when the registrar ought to be notified. Is this by the student? Is it before or after the student’s name has been changed in PeopleSoft? This part can be sorted out by Student Services, or other appropriate persons.

This work spec also may be missing others within the school who may need to know of the name change, such as susan Parnell who makes up the student groups. Are there others?

  • Registrar or director, goes into RxStudent DB and makes the name change
  • Person making the change then alerts Matt Freidhoff and others to make change.
  • Matt uses Cheryl’s email as trigger to change name drop down in Qualtrics survey, and any other places he needs to make a change.
  • Matt alerts Thomas Waters that the name has been changed in Qualtrics.
  • Thomas looks at next update time for the specific PittForms DB. After that has run, uses “Find/Replace” to make the name change in field: “_2” or “QID2” depending on which DB it is.
  • Thomas emails the student, alerting them the change has been made.
  • Thomas replies to Cheryl’s original email so she is aware that the loop is closed.

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Photo Specs PittPharmacy Site

Profile photos: 261 px x 306 px @ 72dpi

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Photo Specifications

This is meant to become a list of all the photo specifications for various uses.  The goal is t maintain a single, easy to use list where the size of photos for different uses are clear and easy to find.

 

University Calendar

  • Event Photo : 300 x 225 px
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Yearly Updating of RxAmbassadors Web Page

Trigger for Webmaster: Receives finished spreadsheet from Student Services

Yearly, the RxAmbassador web page needs to be updated, taking out any RxAmbassadors who have graduated, adding any new RxAmbassadors, and updating any info as needed.

The webmaster needs two items for this to be done:

  1. A list of which RxAmbassadors are to be removed
  2. A spreadsheet the contains any new ambassadors, as well as any data changes for remaining RxAmbassadors.

 

This spreadsheet should be used for submitting any new RxAmbassador and any changed data. Note: all columns in the spreadsheet must contain data. There are no named columns that can be left blank.

 

The webmaster does these steps:

Import spreadsheet into the RxAmbassador Database. (local file)

Sort by last name

Open RxAmbassador web page in Dreamweaver

Cut and past HTML into the page

 

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Monthly Update of Student Addresses

Trigger: On a monthly basis the school registrar will pull a report from the Student DataMart of PharmD student addresses.  This data is then used to update the RxSchool DB.

Historical note:  At one time, we kept three addresses for each student: the home address or “permanent address”, the campus address, and a preferred mailing address.  However, this was abandoned and replaced with the policy as stipulated here, as per the Director of Student Services:

After speaking with Marcia, she informed me that students are told during Orientation that the only address that the School of Pharmacy will recognize is their home address. If their home and mailing address differ in PeopleSoft, it doesn’t matter for our purposes. Therefore, it is conceivable that a student may receive official communication from the university (e.g. semester tuition bill) at their local mailing address and correspondence from us to their home (presumably parents’ home) address. I remind students to update their address(es) each semester, but I will begin framing the request moving forward in a way that reinforces the communication that their home address is the only one we use.

 

 

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PrimeRx QR Code

Workflow:
Trigger:
Requester (Caylee or Dan) submits a help ticket.  Request type = PrimeRx QR Code
Ticket must be submitted no less than 48 hrs before event, however, for the first few events, more time would be GREAT, as we test out this system.
Ticket contains the following info:
  • Event Name:
  • Event Date:
  • Start Time:
  • End Time:
  • Event Registration Open Time- show long before the event start time should registrations be accepted?
After trigger: Thomas Waters will
  • Create a QR Code
  • Test QR Code
  • Add event to the database
  • Attach PDF of “registration sheet” to the help ticket and mark it as “resolved.”
“Registration sheet” has simple to follow instructions and QR code.
When Requester receives PDF: print out two copies of the PDF to have posted on a table or on the wall at the door of the event.
At some time prior to the event:
  • Requester posts the QR Codes
  • Students can scan QR code, authenticate.
After event: spreadsheet of students who scanned sent to requester as well as archived in the database.

 

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Create QR Code

https://www.qrcode-monkey.com