DAM & AEM User-Access Process Upgrade Meeting

Meeting begins with light conversation about hiring a magician and looking for Dallas magic shows ( $55$ for a 1-hour public show vs. $400$ for a private 2-hour event)
- Illustrates informal rapport among attendees before shifting to business topics.

Core objective: follow-up on Digital Asset Management (DAM) user-access processes and related tooling (Jira, Confluence, automation).
Attendees: primary speaker (DC Platform owner), Kelly, Megan, Sean, Emily, Adeline, plus casual mentions of Christian, Jonathan, Heather, Brian, Mindy, Jamie, Rosa, April.

Two linked Jira pages/tabs: one for total users; one scoped to DAM.
“DC Platform → User Access” project created.
- Field: “Request Type” auto-assigns issue to correct owner:
- “DAM Access” → Kelly
- “AEM Access” → main speaker
- “Camtasia License” → Adeline
SPE (Strategic Product Entity) fields now required for every request—applies to Portfolio Marketing, PL Tech Com, TechDocs, etc.
- SPE hierarchy:
- SPE (top) → SPE-1 (Business Unit) → SPE-2 (Product Portfolio Marketing / Product Line)
- Drop-down granularity stops at SPE-2; deeper levels not needed.
Bulk upload of existing users already performed (prior to adding SPE fields). Will update these in bulk post-meeting.

New mandatory fields per user record:
- “Access Setup Date”
- “Access End Date”
Planned automation:
- $<br>\text{1 week before End Date} \;\to\; \text{Email reminder to Kelly / main speaker}<br>$
- Email asks: “Does user still need access?”
- If “No response” ⇒ default removal to keep license pool within contract limit.
Contract cap: $300$ total DAM seats.
- Regular audits and automated reminders help stay below threshold.

Historical flow: product lines sent requests to Megan’s team, then forwarded.
New proposal: product lines submit directly to DC Platform Jira.
- Pros: removes middle-layer latency; reduces frustration; accelerates provisioning.
- Cons/mitigation: periodic audits and SPE-based filtering will still allow oversight.

Kelly drafting a step-by-step Confluence guide; target publish by tomorrow.
- Will include:
- Default environment guidance (most PLs choose “PROD” only).
- Screenshots of form fields & examples.
- Include-page macro to pull live Jira table of active users.
Existing internal how-to page will be archived once new guide is live (first documented instance of deleting a Confluence page—celebrated lightly).
Example of embedded Jira macro filter:
- Query limited to DAMREAD ONLY user type.
- Sorted by SPE, SPE-1.
- Current filter also shows Marketing users; noise acceptable because end-users can self-filter.

Scenario: One product line requests $5$ DAM licenses while others need $1–2$ .
- Kelly should loop in Megan/Sean to decide priority or negotiate swaps.
Intern season spike: confirm temporary status & scheduled removals.
- Temp vs. 1-year vs. indefinite access tiers defined:
- DAM: 1-year or temporary.
- AEM: typically indefinite (authoring role is permanent).

Ideal: Requester = Jira reporter (ensures auto-deactivation when person leaves company → reporter flag becomes “inactive”).
For bulk upload, reporter temporarily set to main speaker; will normalize post-launch.
Instruction note: if creating ticket on someone else’s behalf, update reporter to end-user.

Long-term vision (≈ $5$ -year horizon): migrate DAM/AEM access management to a dedicated platform (beyond Jira).
Heather’s initiative: eliminate standalone “product-folder-setup” Jira by auto-creating folders at release sign-off (currently many back-and-forth tickets).
Brian updating release form to capture folder info in a single step—mirrors EVM (Evaluation Module) release workflow.
Christian’s UX project: holistic component review—including URL logic & internal link translation.
- Planned follow-up in Aug/Sept to decide whether to enhance existing components or build replacements.

Example bug: mismatched literature numbers in two automotive overview pages.
- SAT (staging) was not synced with PROD → confusion.
- Resolution path: author repopulates correct lit #; republish; only log bug if mismatch persists.
Emphasis on separating authoring errors vs. system defects to scope Jira tickets correctly.

Mindy: Integrated Circuits (ICs) releases.
Jamie: Hardware (EVMs, reference designs).
Rosa: Software.
April: 3rd-party assets (recent surge of questions aligns with her new focus area).
Backup system: whole team learns all processes; “release” may funnel through one lead, but “maintenance” allowed for everyone.

License stewardship: automated expirations & audit culture prevent contract overuse and save costs.
Transparency: Confluence live tables let business units self-serve visibility; reduces opaque bottlenecks.
User autonomy balanced by governance: direct submission speeds work yet still enforces SPE tagging & lifecycle rules.

[By tomorrow] Kelly finishes Confluence instructions; send link to Megan for web update.
Megan briefs her team in afternoon meeting: direct submissions “coming soon.”
Emily coordinates with IT help-desk to reroute future tickets to Confluence guide.
Post-launch: periodic audits; if duplicate licenses per SPE-2 appear, escalate for validation.
Ongoing: gather user feedback, continue component-URL enhancement backlog.

Public magic show price: $55$ (1 hour).
Private magician hire: $400$ (2 hours).
Contractual DAM seat cap: $300$ users.
Default reminder cadence: $\text{End Date} - 7\;\text{days}$ → email notification.
Long-range platform vision: $\approx 5\;\text{years}$ .