Meeting Data Audit: Brigade Organizer's Playbook

hackforla / admin-calendaring

This is an administrative repo to reconcile teams' calendaring and organization Zoom accounts.

GNU General Public License v2.0

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Overview

We need to audit all calendar events for a given project to match the Zoom Setup and Zoom Audit Spreadsheet so that we can optimize the availability of the Zoom rooms and have the most current meeting information.

Prerequisite

If you are not the PM on the project this issue is for

access to the 1Password vault for Google Drive Migration
know your GitHub username and password so that you can use it in the (Google Drive Migration) hfla-email-all@hackforla.org Chrome profile
If you are the PM on the project this issue is for
access to the 1Password vault for the project
access to the project's shared drive through the project's email Chrome profile
- [ ] add the project's email as a Content Manager if the drive is not already shared with the email
know your GitHub username and password so that you can use it in the project email's Chrome profile

Action Items

Setup Access Through Proper Profile

Non PMs
- [x] Log into the hfla-email-all@hackforla.org email and open it in a new chrome profile, so that you can access the account's calendar
- [x] open this issue in the hfla-email-all profile browser and follow steps to Access GitHub
PMs
- [ ] Log into the project's email and open it in a new chrome profile, so that you can access the account's calendar
- [ ] open this issue in the project's profile browser and follow steps to Access GitHub

Access GitHub

[x] Log into your GitHub account. If you are already logged in you will see either your icon. If you are not, you will see a sign-in button top right in the issue that is open now in the new profile browser.
[x] Close any other browsers you have open that are not in the new profile browser, so that you don't end up opening links in the wrong browser (this will be particularly important when you are accessing drives)

Add Org Level Audits folder to Starred

If you do not see the project's drive in the list of shared drives, see Prerequisite

[x] access the Org Level Audits folder in the project's shared drive
[x] right click on the folder and select Add to starred

Prep

For each of the following items, there are instructions in the wiki. Copy the instruction for next item to be checked off (must do them in order), to a comment below, and then complete the tasks in the comment.

During these tasks you will be asked to add link to resources, and that section is at the bottom of this issue (go view it now).

[x] Create Slack Audit document (open in new tab)
[x] Add Slack channel(s) to the Slack Audit document (open in new tab)
[ ] Create Meeting Data Audit and Reconciliation Spreadsheet (open in new tab)
[ ] After the first 4 Prep items have been checked off and their labels removed,
- [ ] remove the prep label
- [ ] add the admin prep label
- [x] move issue to Prioritized Backlog on the project board
- [x] unassign yourself
- [ ] remove the Org Level Audits folder from Starred
  - [ ] access https://drive.google.com/drive/starred (open in new tab)
  - [ ] look for the Org Level Audits folder that belongs to the project by looking under Owner for the project name
  - [ ] right click on the folder and select Remove from starred

Admin Prep

[ ] Import project's data from Zoom Setup spreadsheet
[ ] Setup Automation Formulas for the Audit
[ ] After the first 2 Admin Prep items have been checked off and their labels removed,
- [ ] remove the admin prep label
- [ ] add the audit label

Audit

NOTE: There are autogenerated notes in the spreadsheet you will be using so please do not edit any Auto Notes columns

[ ] Perform Calendar Event Audit
[ ] Perform Zoom Accounts Audit
[ ] Perform Slack Audit
[ ] Perform hackforla.org/VRMS Audit
[ ] After the first 4 Audit items have been checked off and their labels removed,
- [ ] remove the audit label
- [ ] add the reconciliation label
- [ ] move issue to Prioritized Backlog on the project board
- [ ] unassign yourself

Reconciliation

[ ] Reconcile the Slack Audit document with the Slack Audit Sheet

Recommendations and next steps

[ ] Create and send message to PMs via Slack
[ ] Review team feedback and respond

Resources/Instructions

1.0 Zoom Setup Spreadsheet 2.0 Brigade Organizer's Playbook: Slack Audit Document 3.0 [Brigade Organizer's Playbook: Meeting Data Audit and Reconciliation Spreadsheet]

Create Slack Audit document

[x] go to Template for Slack Audit (open in new tab)

[x] select USE TEMPLATE button

[x] add the newly created document's link to resource 2.0

[x] rename file by replacing [Replace PROJECT NAME] with the name of the project or CoP you are performing the audit for

[x] select CRTL+H or CMD+SHIFT+H (Google's Find & Replace feature) and replace [Replace PROJECT NAME] with the project's or CoP's name

[x] replace [Replace PROJECT INITIALS] with project's or CoP's initials

Move File to the `Org Level Audits` folder in the Project's or CoP's Drive

Start with Option 1 and if the Org Level Audits folder is not in Starred use Option 2

[x] Option 1

choose move icon or file menu item, Move in the spreadsheet
use back arrow (top left)
choose Starred
open the project's or CoP's Org Level Audits folder (indicated by project or CoP initials)
choose Move here
choose Move

[ ] Option 2

choose move icon or file menu item, Move in the spreadsheet
use back arrow (top left)
choose Shared Drives
open project drive
open folder inside project or CoP drive (with same name as project or CoP drive)
open the Org Level Audits folder
choose Move here
choose Move
Close Out this Task

[x] check the box for Create Slack Audit document in the Action items of this issue

[x] remove status: needs Slack audit document label

[x] close the tabs you just opened (wiki and document)

[x] hide this comment as RESOLVED, you are finished with this step

Add Slack channels

Open resources

[x] open resource 2.0

[x] access Hack for LA's Slack workspace through https://hackforla.slack.com/ (use the method you regularly use)

[x] view side by side

Get channel names

There may be multiple channels, e.g. access-the-data, access-the-data-lead, so scroll down in the search results to make sure you get all the channels.

Search by project or CoP name

[x] in the search bar for Hack for LA's Slack workspace, search for the project or CoP channels using the project or CoP name

[x] count the number of channels

[x] go to resource 2.0, page 2

[x] if more than one channel, copy and paste the block of headings to a new page for each channel by copying from the top of page 2 to the end of the document, and then pasting on the empty page (page 3, page 4, etc.)
[x] replace [channelname] for each block with the channel name you found on Slack
Search by project or CoP initials

[x] in the search bar for Hack for LA's Slack workspace, search for the project or CoP channels using the project or CoP name initials

[x] count the number of channels

[x] go to resource 2.0, last page

[x] if the search by channel initials finds more channels, copy and paste the block of headings to a new page for each channel by copying from the top of the last page to the end of the document, and then pasting on the empty page
[x] replace [channelname] for each block with the channel name you found on Slack

[x] refresh the Table of Contents (TOC) on the first page and double check to make sure all the Slack channel names were added

[x] update the Last Updated date in the footer

Close out this task

You are done with all the steps in this task. You will now close it out in the main body of the issue.

[x] check the box for Add Slack channel(s) in the Prep action items of this issue

[x] remove status: needs Slack channel(s) label

[x] close the tabs you just opened (wiki, document, Slack)