Meeting Data Audit: Open Community Survey

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
- [ ] 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
- [ ] 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
- [ ] #36

Access GitHub

[ ] 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.
[ ] 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

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

Prep

For each of the following items, there are instructions in the wiki. You must do them in must do them in order.

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

Admin Prep

[x] Import project's data from Zoom Setup spreadsheet (open in new tab and follow the instructions there)
[ ] Setup Automation Formulas for the Audit (open in new tab and follow the instructions there)
[ ] 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

Create Slack Audit document

[x] go to Template for Slack Audit

[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

Option 1

[x] choose move icon or file menu item, Move in the spreadsheet

[x] use back arrow (top left)

[x] choose Starred

[x] open the Org Level Audits folder

[x] choose Move here

[x] 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

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

use full name or initials
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

[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

[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

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

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

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

Create Recommendations & Next Steps document

[x] go to Template for Post Audit Recommendations

[x] Select USE TEMPLATE button

[x] add the newly created document's link to resource 3.0

[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 Org Level Audits folder
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 Recommendations & Next Steps document in the Action items of this issue

[x] remove status: needs post audit recommendations document label

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

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

Create Meeting Data Audit and Reconciliation Spreadsheet

[x] go to Template for Meeting Audit

[x] select USE TEMPLATE button

[x] add the newly created document's link to resource 4.0

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

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 Org Level Audits folder
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
Paste the spreadsheet URL in the Details tab

[x] copy the sheet URL starting from https till the / before edit

[x] paste it into cell B7 in the Details tab of the spreadsheet

Paste Slack audit URL in the `Details` tab

[x] open resource 2.0

[x] copy the document URL

[x] paste it into cell B5 in the Details tab of the spreadsheet

Close Out this Task

[x] check the box for Create Meeting Data Audit and Reconciliation Spreadsheet in the Action items of this issue

[x] Remove status: needs audit spreadsheet label

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

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

Import project's data from Zoom Setup spreadsheet

[x] open resource 1.0 in a new window

[x] view side by side with the issue window

create a filter for your project

[x] go to the Schedule tab in the Zoom Setup (resource 1.0)
[x] select the green down arrow next to Project Name in column A
[x] under Filter by values, select Clear
[x] search for your project name in the search bar
[x] select your project name so that a checkmark appears next to it
[x] select OK
copy sheet into resource 4.0
[x] right click on the Schedule tab of Zoom Setup spreadsheet (tabs are at the bottom)
[x] select Copy to
[x] then select Existing spreadsheet
[x] in the window that opens up, type the name of resource 2.0 and press enter
[x] click on the file in the results
[x] select Insert
[x] then select Open spreadsheet in the pop up message
Remove irrelevant (other projects') data
[x] rename the Copy of Schedule sheet to Overall Audit
[x] drag it to 2nd position (next to the Details tab)
[x] select the green funnel next to Project Name in column A
[x] under Filter by values, select Select All
[x] unselect your project name so that the checkmark next to it disappears
[x] select OK
[x] select the data starting from A2 all the way to the end
[x] right click and select Delete selected rows
[x] select the green funnel next to Project Name in column A
[x] under Filter by values, select Select All
[x] select OK
Undo the filter in Zoom Setup (resource 1.0)
[x] select OK in the Sheet copied successfully pop up message
[x] select the green funnel next to Project Name in column A
[x] under Filter by values, select Select All
[x] select OK
Close out this task

[x] remove

[x] status: needs Zoom Setup data label

[x] check the box for Import project's data from Zoom Setup spreadsheet in the Action items of this issue

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

[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

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

use full name AND initials
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

[x] compare the channel list, for both search by name and initials, with the list in resource 2.0 and if they don't match

[x] copy and paste a block of headings for an existing channel to a new page for each new channel found
[x] replace the channel name for each block with the new channel
[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

hackforla / admin-calendaring