Team:Sysadmin/Lessons Learned
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Lessons learned
Discussed on 2025-09-08
General
- Bad: Insufficient resources (CPU/RAM). Consider a dedicated server again for next event for the more heavy services.
- Bad: No budget requested.
- Bad: Orga is extremely bad at planning ahead in terms of requesting resources/services. Many things had to be configured after the communicated cut-off date.
- Good: Onsite server worked perfectly fine, even though it was requested after the cut-off date and we had to improvise.
- Improve: Better document procedures and/or create standardized forms.
- Bad: As mentioned last event: power can and will fail. *Definitely* get a UPS?
- Bad: Be more proactive in communication w/ other teams.
- Bad: Other orga seems harder to reach out to.
- Improve: Make a timeline of when to bring up services during WHY+1 early start of team. Document this on the wiki.
- Bad: Setting/Fixing up specifically requested things. Some topic had a tendency to stick around for multiple meetings w/ no progress in sight.
- Good: VPN's for Terrain DB worked for everyone as far as we know. Collaborative real-time map editing appears to have worked quite nicely.
- Bad: Some people apparently needed multiple certificates (concurrent connections), but wasn't mentioned to us till we were on the field (far too late). Breakdown in communication?
- Improve: Consider the bureaucratic/workload impact of security measures.
- Improve: figure out a better way to vet VPN requests (cut down on communication, delays).
- Improve: Figure out an LLM-policy for orga teams
- Improve: Further document internal procedures.
- Improve: Have a take-in list for all teams during the first WHY+1 orga meet.
- Good: A lot of memories (snaps) were collected during the event. This should prove useful for the website and Team:Info's booklet/promo next time.
- Improve: Visibility of the team to other orga.
- Improve: Get a flex working spot next time around. Yes, this costs money. It's worth it.
- Improve: Don't be extremely tight on finances/costs, see prior point for example.
Service: collabora
- Bad: had tons of issues during use by other orga: black screens during initial connect, broken documents, prints missing data, copy-paste not working, etc etc
- Bad: this didn't seem resource-bound, machine had plenty to spare
- Do not use this again next time.
Service: Grafana/MQTT
- Good: More data points than ever
- Good: More things integrated (consumers) into the feed.
- Good: More data more better.
Service: angelsystem
- Bad: barrier of responsibility needs to be made more clear.
Service: authentik
- Improve: Next time, set up the authentication lifetime (remember me) up way earlier...
- Good: No complaints from our side otherwise
- Improve: Figure out a better selection of service to host next edition. We had 3 separate options running at the end of the event.
- Improve: Figure out orga requirements for such software.
- Live updating kanban boards are a must, otherwise this will lead to data corruption in some cases, and it makes meetings more chaotic if everyone has to refresh the page all the time.
Service: Support queue
- Bad: No inter-team support ticket
- Bad: uses exorbitant amount of resources
- Bad: unintuitive UI design, not allowed to open multiple tabs
- Good: reliable, few issues once it was up and running
Service: Tickets
- Bad: Not all organizational constraints were known to us ahead of time.
Service: Wiki
- Bad: People appear to be less technical inclined. Wiki's are seen as too challenging to update.
- Improve: Enable the visual editor next time.