2022-09-15 SDC Updates Meeting

Owned by Megan Spee
Last updated: 2023-10-29 by Daniel Puratich
3 min read

Notes taken by Megan Spee discord Atlas#0263

2:30-3:30 pm Thursday sept 15 2022

ACTION ITEMS

  1. Send Teertstra team email to allow admin access to watimake room booking

  2. Finance: have a finance officer and decide on the 2-3 people to have access to Concur

  3. Get any files we have out of E5 2001 within next month

Emails to watch for

  1. Safety captain and finance captain meetings

  2. SDC fobs requested back

  3. Drivers list updates

  4. 1 T of network access

  5. Design team reviews

  6. EDI data collection

 

  1. Introductions/staffing updates

 

Victoria moved departments and is not being replaced

Finance position hiring by january

Until new person hired, teertstra still reference person

 

2. Meeting rooms

 

3 meeting rooms available for booking

  • E5 2004

  • E5 2103 (12-14 people cap)

  • E7 1401

 

 

Use gear lab computers instead of E5 2001 computers. All the ones in 2001 are getting removed and not replaced.

2001 becoming more working space (standing desks)

 

1T of network storage will become accessible at some point, they will follow up with that over email when it becomes available

 

Document storage no longer in 2001, store in smaller cabinets in the bay (cabinets can be requested)

1-2 months until documents are gone. If they find any unclaimed for the team they will contact the respective teams

 

SDC fobs will requested back (all of the regular ones)

Rooms will be passcode accessible, mostly. Welding room fobs still only work for welding and will not be requested back. 3D printer room similar to welding room.

 

Changing codes in some rooms at reading week

 

Room booking software updates:

With 'enhanced' access you can

  • Log in with your team email

  • See who has the room booked

  • Able to book weekly recurring bookings

 

https://waterloo.mywconline.net/index.php

Email teertstra what the team email is to allow access. Will allow admin 'enhanced' access to design teams.

 

 3. Vehicles

 

Trucks/trailers booking:

Additional page for each trailer you book to avoid double booking trailers

 

Vehicles:

Drivers list updates within month, they will email to request updates.

30 min interview required to register the driver to go over rules and requirements

Keep to 3-4 drivers per team.

Truck/trailer training as required

New pickup truck (getting rid of silverado)

 

 

4. Design review meetings

 

Guidance and reviewing the projects for competition

Plan is to meet with groups at key times

  • Before purchases

  • Before big design decisions

Save money and build better

Meetings divided by topics (chassis for example will include many teams)

 

 5. CSA approved equipment

 

Anything you plug into the wall (electrical equipment) please source locally

Buy from Canadian vendor. Might be able to bargain with companies we have good relations with

 

6. Misc

 

Contact info for team spreadsheet:

Should include team leads + finance + safety captain contact info

 

Meetings for finance leads

Teertstra to go over purchases reimbursements etc. will email about this

 

Meetings for safety captains coming next week (possibly 3:30 Thursday in E5 2004)

 

 

Mary Robinson associate dean for EDI (Ethnicity, diversity, and inclustivity):

Look out for EID requirements for competitions in the future. May require demographic data to compete.

Potentially SDC will collect data on this in design teams to start promoting EDI

Focus groups upcoming (?) Teertstra will email if applicable.

 

"Concur" opened to undergrads

This is an electronic expense claims service

Finance is doing a pilot: team leads and regular purchasers (2-3 people per team) will get access to concur.

 

  • You can run finance to negatives!

 

On Concur - WEEF funding comes through, also any personal charge reimbursements.