Meeting Data Audit: Youth Justice Nav

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 project's or CoP's 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. 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 project's or CoP's Org Level Audits folder from Starred
  - [x] access https://drive.google.com/drive/starred (open in new tab)
  - [x] locate the correct Org Level Audits folder (indicated by the project or CoP initials)
  - [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)
[x] Setup Automation Formulas for the Audit (open in new tab and follow the instructions there)
[x] After the first 2 Admin Prep items have been checked off and their labels removed,
- [x] remove the admin prep label
- [x] 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

[x] Perform Calendar Event Audit (open in new tab and follow the instructions there)
[x] Perform Zoom Accounts Audit (open in new tab and follow the instructions there)
[x] Perform Slack Audit (open in new tab and follow the instructions there)
[x] Perform hackforla.org/VRMS Audit (open in new tab and follow the instructions there)
[ ] 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 (open in new tab and follow the instructions there)

Recommendations and next steps

[ ] Add recommendations (open in new tab and follow the instructions there)
[ ] Review team feedback and respond (open in new tab and follow the instructions there)

Resources/Instructions

1.0 Zoom Setup Spreadsheet 2.0 Youth Justice Nav: Slack Audit Document 3.0 Youth Justice Nav: Post Audit Recommendations 4.0 Youth Justice Nav: Meeting Data Audit and Reconciliation Spreadsheet

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 (open in new tab)
[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 project's or CoP's Org Level Audits folder (indicated by the 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 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(open in new tabe)
[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 project's or CoP's Org Level Audits folder (indicated by the 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
  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] right click on resource 2.0
[x] copy the document URL (copy link address)
[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 (resource doesn't have to be opened)
- [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 4.0 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] in resource 4.0 (your project or CoP's audit spreadsheet), 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] in resource 1.0 (the Zoom Setup spreadsheet), 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 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

Setup Automation Formulas

[x] open resource 4.0 in a new window
[x] view side by side with the issue window

Setup the Overall Audit Sheet

Formatting
[x] change the header color to #38761d (the second to last green in the Fill color option)
[x] change the header font color to white
[x] change the column name in Col C to Name of Meeting in Zoom Setup Spreadsheet
[x] change the column name in Col E to 'In Zoom Setup Spreadsheet'

Remove Validation in Column S
[x] select column S
[x] right click and select Data Validation
[x] select the rule for column S
[x] select Remove Rule
[x] x out of the Data validation rules panel

Hide and Insert Columns
[x] hide columns D, N, O, U and V
[x] insert 4 columns to the right of column T
[x] name column U Auto Notes

Add Formula

[x] copy and paste the following formula in cell U2

=IF(AND(C2='hackforla.org-VRMS'!C4,C2='Calendar Event Audit'!A3,C2='Zoom Accounts Audit'!B3,C2='Slack Audit'!B3),'hackforla.org-VRMS'!K4&Char(10)&'Calendar Event Audit'!U3&Char(10)&'Zoom Accounts Audit'!L3&Char(10)&'Zoom Accounts Audit'!K23&Char(10)&'Slack Audit'!Y3&Char(10),"")

Setup the Calendar Event Audit Sheet (This sheet is divided into 3 sections)

In Section 1

[x] check that column A has been auto filled
[x] Delete all empty rows except one
[x] check that the values for column T changed to YES
[x] check that the formula in column U is copied till the last filled row in this section

In Section 3
[ ] check that columns A,C,D,E,G and J have been auto filled
[x] delete all empty rows except the last one

Setup the hackforla.org-VRMS Sheet (This sheet is divided into 3 sections)

In Section 2
[x] check that column A has been auto filled
[x] delete all empty rows except the last one
[x] check that the values for column J changed to YES
[x] check that the formula in column K is copied till the last filled row in this section

In Section 3
[x] check that the formula in column K is copied till the last row in this section

Setup the Zoom Accounts Audit Sheet (This sheet is divided into 3 sections)

In Section 1

Filter out relevant project data
[x] select the funnel next to Team in column G
[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 A3 till column H and the last row above row 54 (till the green border of the filter)
[x] right click and select Delete selected rows
[x] select the funnel next to Team in column G
[x] under Filter by values, select Select All (only your project's name should appear)
[x] select OK
[x] undo the sheet filter by selecting the green funnel in the tool bar

In Section 3
[x] check that column B through H have been auto filled
[x] delete all empty rows except the last one

In Section 1 again
[x] adjust the rows under column A (Name of Meeting in Zoom Account) to match the sequence of meetings under column B (Name of Meeting in Zoom Setup Spreadsheet) in Section 3
- [x] if there is a meeting that is not listed in column A, add a missing row in it's place
[x] add an = sign before the function in cell B2
[x] press Enter at the end of the formula to save
[x] check that the values for column I changed to YES
[x] delete all empty rows except the last one
[x] check that the formula in column L is copied till the last row in this section

Setup the Slack Audit sheet
[x] access resource 2.0
[x] view side by side with the Slack Audit sheet
[x] check that columns B through D have been auto filled

Add channel name(s)

Please see the before and after screenshots below so you have an understanding of what needs to be done.

Before

After
repeat the following steps for every channel name in resource 2.0
- [ ] copy the channel name and paste it in the appropriate row in column A in the Slack Audit sheet (e.g. [Replace channelname1] will be replaced with the first channel name in resource 2.0)
- [x] copy the channel name in column A for each meeting name
- [x] delete the extra [Replace channelname[#]] rows if any
- [ ] copy columns B, C and D
- [ ] paste it in column B for the next channel
[x] after all channel names have been added, delete all empty rows except the last one

Add Remaining Formulas to Overall Audit Sheet

Access the Overall Audit tab

In column F,
[x] add an = sign in F2
[x] access the Zoom Accounts Audit tab
[x] select the first cell in column J in Section 2
[x] press Enter to save
[x] copy the formula down to the last row by dragging the tiny blue box at the end of the cell all the way down

In column G,
[ ] add an = sign in G2
[ ] access the Zoom Accounts Audit tab
[ ] select cell A3
[ ] press Enter to save
[ ] copy the formula down to the last row by dragging the tiny blue box at the end of the cell all the way down

In column H,
[ ] add an = sign H2
[ ] access the Calendar Events Audit tab
[ ] select cell B3
[ ] press Enter to save
[ ] copy the formula down to the last row by dragging the tiny blue box at the end of the cell all the way down

In column I,
[ ] add an = sign I2
[ ] access the Calendar Events Audit tab
[ ] select cell C3
[ ] press Enter to save
[ ] copy the formula down to the last row by dragging the tiny blue box at the end of the cell all the way down

In column J,

[ ] copy and paste the following formula in cell J2

=IF(OR('Slack Audit'!E3="YES",'Slack Audit'!I3="YES",'Slack Audit'!M3="YES",'Slack Audit'!Q3="YES",'Slack Audit'!U3="YES"),"YES",'Slack Audit'!E3)

[x] press Enter to save
[x] copy the formula down to the last row by dragging the tiny blue box at the end of the cell all the way down

In column K,

[ ] copy and paste the following formula in cell K2

=TEXTJOIN(",",TRUE,IF('Slack Audit'!E3="YES",'Slack Audit'!F3,""),IF('Slack Audit'!I3="YES",'Slack Audit'!J3,""),IF('Slack Audit'!M3="YES",'Slack Audit'!N3,""),IF('Slack Audit'!Q3="YES",'Slack Audit'!R3,""),IF('Slack Audit'!U3="YES",'Slack Audit'!V3,""))

[x] press Enter to save
[x] copy the formula down to the last row by dragging the tiny blue box at the end of the cell all the way down

In column L,
[x] add an = sign L2
[x] access the hackforla.org-VRMS tab
[x] select cell F4
[x] press Enter to save
[x] copy the formula down to the last row by dragging the tiny blue box at the end of the cell all the way down

In column M,
[x] add an = sign M2
[x] access the hackforla.org-VRMS tab
[x] select cell G4
[x] press Enter to save
[x] copy the formula down to the last row by dragging the tiny blue box at the end of the cell all the way down

Close out this task
[x] check the box for Setup Automation Formulas for the Audit in the Action items of this issue
[x] close the tabs you just opened (wiki, spreadsheet)
[x] hide this comment as RESOLVED, you are finished with this step

Perform Calendar Event Audit

View the team's calendar

[x] if you are the pm on the project, open the project's email account and go to the calendar
[x] Else, if you are the doing this work via the hfla-email-all, open the calendar for hfla-email-all
- [x] access the project's calendar by finding the email/name in the left panel, under My calendars, and checking the box(es) (make sure no other boxes are checked)
- [x] open resource 4.0 in a new window
- [x] view side by side
  Access the Calendar Event Audit tab (There are 3 sections in this sheet)
  
  In Section 1
- [x] record the data for each unique event from the project's calendar that matches the meeting in column A
- to fill out column J Zoom Account, use the following:
  - if the Zoom account is not mentioned, select Unknown
  - if you know that it is a team member's personal account, select Personal
  - if the link starts with: https://us02web.zoom.us/j/4451450308?, select Bonnie's Zoom
- if any meeting in column A is not on the project's calendar,
  - [x] select "NO" in column B
    In Section 2
- [x] add meetings that are on the calendar but not in Section 3: Data Pulled from Zoom Setup Spreadsheet
- [x] select NO in column T (In Zoom Setup Spreadsheet) for each meeting you add to this section
  - [x] copy and paste each meeting in this section into Section 2 of the Next Steps tab, under Team Calendar , adding additional rows if needed
    Close out this task
- [x] check the box for Perform Calendar Event Audit in the Action items of this issue
- [x] remove status: needs calendar event audit label
- [x] close the tabs you just opened (wiki, spreadsheet, calendar)
- [ ] hide this comment as RESOLVED, you are finished with this step

Perform Zoom Accounts Audit

Open resources

[x] open resource 4.0 in a new window
[x] view side by side
[x] access the Zoom Accounts Audit tab (There are 3 sections in this sheet)
In Section 1
column J
- [x] update with YES for meetings in column A
- [x] update with NO for blanks in column A
column K
- [x] update with YES for meeting in column A if Recurrence Matches Zoom Setup Spreadsheet Data Below
- [x] update with NO for meeting in column A if Recurrence Doesn't Matches Zoom Setup Spreadsheet Data Below
- [x] leave blank for blanks in column A
  In Section 2
[x] add meetings that appear in Section 1 but not in Section 3: Data Pulled from Zoom Setup Spreadsheet (leave column B blank)
- [x] copy and paste each meeting in this section into Section 2 of the Next Steps tab, under Zoom Accounts , adding additional rows if needed
  Close out this task
[x] check the box for Perform Zoom Accounts Audit in the Action items of this issue
[x] remove status: needs Zoom accounts audit label
[x] close the tabs you just opened (wiki, spreadsheet)
[x] hide this comment as RESOLVED, you are finished with this step

Perform Slack Audit

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
Gather data

Repeat for each channel name in resource 2.0
[ ] in Hack for LA's Slack workspace, search for the channel name
collect the following data for the channel (if you are not a member of the channel, you can join temporarily to collect the data and then leave)
- [x] Reminders
  - [x] go to the channel
  - [x] type /remind list in a comment and hit enter
  - [x] copy the resulting text
  - [x] paste it under the Reminders for that channel
  - [x] write none if there's no data
- [x] Pins
  - [x] click on the pin icon in the top left of the channel window (no pin icon = no pins)
  - [x] copy the messages
  - [x] paste under the Pins for that channel
  - [x] write none if there's no data
- [x] Bookmarks (if there are any bookmarks in the channel, they will appear next to the pinned items)(3 dots = there are more)
  - [x] write the name of the bookmark as it appears and the resource type under the Bookmarks for that channel (e.g. Developer Meeting Tuesday - Zoom Link)
  - [x] right click on the bookmark, copy link and link it to the resource name you just wrote
- [x] Topic
  - [x] select the down arrow next to the Slack channel name
  - [x] look for the section named Topic in the window that pops up
  - [x] copy the text (add topic/no text = no topic)
  - [x] paste under the Topic for that channel
  - [x] for emojis
  - [x] right click on the emoji, copy image, paste it with corresponding topic
  - [x] write none if there's no data
- [x] Description
  - [x] select the down arrow next to the Slack channel name
  - [x] look for the section named Description in the window that pops up
  - [x] copy the text (add description/no text = no description)
  - [x] paste under the Description for that channel
  - [x] for emojis
  - [x] right click on the emoji, copy image, paste it with corresponding description
  - [x] write none if there's no data
[x] refresh the Table of Contents (TOC) on the first page
[x] add the appropriate emojis to each category
- [x] go to the Legend on Page 1 of the document
- [x] copy the 👁️‍🗨️ (eye emoji) and paste it in front of every category heading (Reminders, Pins, Bookmarks, Topics, Description) for each channel that has any information (e.g. there is information for Reminders in a channel: Reminders 👁️‍🗨️)
- [x] copy the 🚫 (no emoji) and paste it in front of every category heading (Reminders, Pins, Bookmarks, Topics, Description) for each channel that doesn't have any information (e.g. there is no information for Pins in a channel: Pins 🚫)
- [x] refresh the Table of Contents (TOC) on the first page The TOC will look something like this when you are done
[x] update the Last Updated date in the footer
[x] remove Draft from the file name
Close out this task
[x] check the box for Perform Slack Audit in the Action items of this issue
[x] remove the status: needs Slack audit label
[x] reminder: if you are not the PM on the project leave all the Slack channels you joined after the audit is complete (Slack: Leave a channel)
[x] close the tabs you just opened (wiki, document, Slack)
[x] hide this comment as RESOLVED, you are finished with this step

Perform hackforla.org/VRMS Audit

project specific steps

[x] open resource 4.0
[x] access https://www.hackforla.org/projects
[x] locate your project card and access the project's page
[x] copy the URL
[x] on the Details sheet in resource 4.0, paste the URL in place of https://www.hackforla.org/projects/[Replace PROJECT-NAME], B6
Add meeting data
[x] access the project's page
[x] access the hackforla.org/VRMS tab in resource 4.0 (There are 3 sections in this sheet)
[x] view side by side
In Section 1
[x] check the No events on website (check if applicable, which completes VRMS audit) box if there's no meeting data on the project's page
In Section 2
[x] record the data for each meeting on the project's page that matches the meeting in column C
[x] if a meeting in column C doesn't appear on the project's page, update column F with No
In the Section 3
[x] add data (start from column D) for meeting that are on the project's page but not in column C of Section 2
- [ ] copy and paste each meeting in this section into Section 2 of the Next Steps tab, under hackforla.org/VRMS , adding additional rows if needed
  CoP specific steps
[ ] open resource 4.0
[ ] on the Details sheet in resource 4.0, replace the text that says https://www.hackforla.org/projects/[Replace PROJECT-NAME], in B6 with https://www.hackforla.org/communities-of-practice
Add meeting data
[ ] open the URL https://www.hackforla.org/communities-of-practice
[ ] find the CoP
[ ] access the hackforla.org/VRMS tab (There are 3 sections in this sheet)
[ ] view side by side
In Section 1
[ ] check the No events on website (check if applicable, which completes VRMS audit) box if there's no meeting data on the CoP's page
In Section 2
[ ] record the data for each meeting on the CoP's page that matches the meeting in column C
[ ] if a meeting in column C doesn't appear on the CoP's page, update column F with No
In Section 3
[ ] add data (start from column D) for meeting that are on the CoP's page but not in column C of Section 2
- [ ] copy and paste each meeting in this section into Section 2 of the Next Steps tab, under hackforla.org/VRMS , adding additional rows if needed
  Close out this task
[x] check the box for Perform hackforla.org/VRMS Audit in the Action items of this issue
[x] remove the status: needs hackforla.org/VRMS audit label
[x] close the tabs you just opened (wiki, spreadsheet, website)
[x] hide this comment as RESOLVED, you are finished with this step

Add recommendations

Review audit results

[ ] open resource 4.0
[ ] access the Next Steps tab

[ ] in column C, Action Required, add the appropriate recommendation from the list below

Update Meeting Titles

Update Calendar Invites

Update VRMS

Update Slack channels

Update Zoom Setup spreadsheet & Zoom accounts

Cancel a meeting permanently

Reconcile the meetings in Section 2 by updating/deleting the mentioned occurrences

None

Customize Slack message

[ ] open resource 3.0
[ ] update Last Updated date in the footer
[ ] change [Replace PM HANDLE] to team lead's Slack handle (add more than one if required)
[ ] change [Replace ISSUE # & LINK] with this issue number and link
[ ] add links to resources 2.0, 3.0 and 4.0 where required
[ ] remove Draft from file name
Send Slack message to team leads
[ ] copy the compiled Slack message
[ ] access the appropriate project channel on Slack
[ ] paste the copied message
[ ] add/check Slack handle(s) and send
[ ] add the heading #### Slack Communication in a new comment, paste the sent message in and save
Close out this task
[ ] remove status: needs recommendations label
[ ] add status: waiting on team feedback label
[ ] move the issue to the 'Questions/Review' on the project board
[ ] check the box for Add recommendations in the Action items of this issue
[ ] close the tabs you just opened (wiki, document and spreadsheet)
[ ] hide this comment as RESOLVED, you are finished with this step

Updated

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

I did not find any additional Slack channels.

hackforla / admin-calendaring