Onboarding Training Series - August 2024

[kkale25]

• [] Create registration form @kkale25 @aliyamagnuson - by Tuesday, 6/11 - Kashmira has already sent email to Tony describing the changes that need to made to the form

• [] Finalize Onboarding training agenda with dates and times - by 6/24 - Kashmira sent an email to all POCs with the dates and times for each session - @kiernanking and @aliyamagnuson please make the adjustments needed if POCs reply back as not available for their assigned times.

• [] Create Sharepoint folder for training @aliyamagnuson

• [] Send Specific Session Save the Dates to POCs, facilitators, and participants @aliyamagnuson - Once the POCs have confirmed the dates/times for their sessions, please send out calendar invites to POCs, Jamie, Kashmira, and Kiernan. It is then the POCs responsibility to share these invites with their facilitators (make sure they know to do this). Once we have a final list of participants for each session, add them to the invites as well (no later than second week of July)

• [] Send out registration form @aliyamagnuson - by Friday, 6/14. Please make it due on July 1st but leave the form open. Reference other registration emails in the past and update for the new structure of the training, including the dates/times of each session (include the disclaimer that times are subject to change).

• [] Discuss support needs with TWGs and finalize facilitators list @kkale25 @kiernanking - Need to finalize facilitators (which should be a process driven by the POCs with our support); reach out to all POCs and confirm they are on track to get their facilitators AFTER we have a final list of participants for each session (first week of July)

• [] Have POCs update all PVA content for their sessions - this is due on July 1st for all sessions. Please follow-up with POCs if you haven't heard from them a few days before July 1st. @aliyamagnuson @kiernanking

• [] Finalize registrations and provide Leads details on who is attending - This can happen the second week of July since registrations are due July 1st. @kiernanking @HoustonJamie

• [] Send confirmation emails to attendees and enroll all in PVA - This should happen right after the Leads have signed off on participants (hopefully the second week of July). Send out the confirmation email + instructions/pre-work info for Onboarding. Reference and update emails from previous iterations. @aliyamagnuson @kiernanking

• [] Set up Office Hours for PEPFAR Data systems (DATIM, Pano, Sharepoint) and send out invite - Reach out to these folks and ask for office hours availability at least ONE WEEK before July 29th. Invite all participants to this OPTIONAL office hours for tech support. @HoustonJamie can you confirm these names are up-to-date?

  1. DATIM: Mu French, Leticia Richeson
  2. Sharepoint: Grant Barker, Tony Scheer
  3. Panorama: Alex Ortiz, Delia Turner
  4. PVA: Marc Mason
  5. Mac: Mala N. or Kate Wilkins
  6. ICPI-related: Aliya Magnuson

• [] Hold a Kick-off Meeting to POCs and facilitators: This should take place the second week of July. Please reference "POC/Facilitator Training" ppt from previous iterations to see how we've shared this info in the past. @aliyamagnuson Send out an invite for a time that works ASAP.

• [] Finalize Run of Show documents - @kiernanking Follow-up with POCs as needed to finalize the ROS docs by their prescribed deadlines.

• [] Develop feedback surveys for all three weeks - TechChange sent us their proposed updates to the surveys. I haven't looked at this yet but feel free to review and provide your input @kiernanking @HoustonJamie @aliyamagnuson

[kkale25]

FYI - please see below for the tentative calendar for Onboarding Training key action steps if we go with Option 1 dates:

[kkale25]

Hi @aliyamagnuson, could you please go ahead and create a Sharepoint folder for the July/August Onboarding Training? You can copy the same folder structure as the previous training but use "Week 1", "Week 2" language instead of "Day 1" and "day 2".

Hope that makes sense..

[aliyamagnuson]

@kkale25 done! It's under shared documents -> trainings.

[kiernanking]

<html xmlns:o="urn:schemas-microsoft-com:office:office" xmlns:w="urn:schemas-microsoft-com:office:word" xmlns:dt="uuid:C2F41010-65B3-11d1-A29F-00AA00C14882" xmlns:m="http://schemas.microsoft.com/office/2004/12/omml" xmlns="http://www.w3.org/TR/REC-html40">

 

Session | Last Training’s POCs | POCs Proposed 2024 -- | -- | -- DATIM | Couper, David Nesbitt | David Nesbitt or Kristen Kelly MSD | Kholida, Mala | Kholida (available July 30th, not Aug 6th) Mala, or identify another person? HIV Testing | Dena Cherry Brown | Dena Cherry Brown - likely OOO last week of July   Jessica Rose HSS | Alexander Richardson Erin Rottinghaus Roman Kate Wilkins | Treatment | Mala Narasimhan | Nicole Carloni? Jessica Stephens? Prevention | LaChandra Spencer Pooja Vinayak Allison Schmale | Alex Brun – VMMC Allison Schmale – Gender Pooja Vinayak - PrEP DREAMS | Kiernan King | Kiernan King TB/HIV | Rebeca Briceno Robaugh Stephanie O’Connor | Rebeca Briceno Robaugh Stephanie O'Connor   + Meaghan Peterson & Karishma Srikanth (need to confirm) OVC | Amy Aberra | Amy Aberra Ivana Ferrer – OOO week of Aug 13th Peds | Meagan Stephenson | Meagan Stephenson PMTCT | Farid Abarca Realegano | Farid Abarca Realegano KP | LaChandra Spencer William Miller | LaChandra Spencer Viral Load | Ayesha Rashid | Ayesha Rashid Meagan Stephenson   + a. Carolina Gonzalez - cargonzalez@usaid.gov b. Erin Romano Rottinghaus - isa0@cdc.gov   can check availability if needed:   c. Jessica Stephens jstephens@usaid.gov d. Nelly Maina  nmaina@usaid.gov

 

@kkale25 - formatting didn't paste, but as of 5.29, we're NOT confirmed with HSS, Treatment, Prevention and OVC

[aliyamagnuson]

@kkale25 done! It's under shared documents -> trainings, link HERE