Meeting Data Audit: Engineering CoP

[mxajPrice]

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

Admin Team

- access to the 1Password vault for HfLA-email-all - know your GitHub username and password so that you can use it in the hfla-email-all@hackforla.org Chrome profile

PMs

- 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

Set up

Set up Access Through Proper Profile

Admin Team

- Log into the [hfla-email-all@hackforla.org](mailto: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 - open this issue in the project's profile browser and follow steps to `Access GitHub`

Access GitHub

• Log into your GitHub account. If you are already logged in you will see 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.
• Assign yourself to this issue and move it to In progress (actively working)
• 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 or CoP's drive in the list of shared drives, see Prerequisite above

• access the Org Level Audits folder in the project or CoP's shared drive, it will be preceded by the project or CoP initials
  • a star next to the folder name indicates that it has already been starred and you don't need to do the next step
• right click on the folder and select Add to starred

Notes

There are automation formulas used throughout the meeting data and audit reconciliation sheet to autofill cells and generate messages regarding meetings with nonstandard setup. These formulas are indicated in a light grey color. - During the `Audit Prep` you will be asked to confirm that there are formulas in the correct cells and columns, which will easily be recognizable by the light grey - Please do not edit any cells that are indicated to have formulas

Troubleshooting

_Please make sure you read through all instructions carefully. There are some errors that are expected and should be automatically resolved as you continue with the tasks outlined in each action item. Please review [Errors and How To Resolve Them](https://github.com/hackforla/admin-calendaring/wiki/Errors-and-How-To-Resolve-Them) to get an idea of what to expect. If, while carrying out any of the tasks, there is still ambiguity or there are errors that are not listed with a solution on the page mentioned above, please [follow these instructions](https://github.com/hackforla/admin-calendaring/wiki/Reach-the-Admin-Team) to contact the Admin team._

Action Items

There are some action items below that are linked to a wiki page with instructions (they are displayed in blue). Open the link in a new tab, copy the instructions from the wiki page into a comment below and complete the tasks in the comment.

Prep

During the first task you will be asked to add a link under Resources/Instructions, and that section is at the bottom of this issue (go view it now).

• [x] Update Team Calendar (open in new tab)
• [x] Create Meeting Data Audit and Reconciliation Spreadsheet (open in new tab)
• [x] After the first 2 Prep items have been checked off,
  • [x] remove the prep label
  • [x] add the audit prep label
  • [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 or CoP, it will be preceded by the initials
    • [x] right click on the folder and select Remove from starred

If you are stopping here then do the following otherwise move to the Audit Prep tasks

• [ ] move issue to Prioritized Backlog on the project board
• [ ] unassign yourself

Audit Prep

If you are continuing right after completing the Prep tasks, skip the first two items and start from the third item, otherwise do all

• [ ] Assign yourself to the issue
• [ ] Move the issue to In progress (actively working)
• [x] Set up Meeting Data Audit and Reconciliation Spreadsheet for the Audit (open in new tab)

If you are stopping here then do the following otherwise move to the Audit tasks

• [ ] move issue to Prioritized Backlog on the project board
• [ ] unassign yourself

Audit

If you are continuing right after completing the Audit Prep tasks, skip the first two items and start from the third item, otherwise do all

• [ ] Assign yourself to the issue
• [ ] Move the issue to In progress (actively working)
• [x] Perform Calendar Event Audit (open in new tab)
• [ ] Perform Zoom Setup Spreadsheet Audit (open in new tab)
• [ ] Perform Zoom Accounts Audit (open in new tab)
• [ ] Perform hackforla.org/VRMS Audit (open in new tab)
• [ ] After the 4 Audit items have been checked off and their labels removed,
  • [ ] remove the audit label
  • [ ] add the recommendations and next steps label

Add the next label according to role

Admin Team

- [ ] add the `status: needs post audit messaging` label

PMs

- [ ] add the `status: needs post audit updates` label

If you are stopping here then do the following otherwise move to the Recommendations and Next Steps tasks

• [ ] move issue to Prioritized Backlog on the project board
• [ ] unassign yourself

Recommendations and Next Steps

If you are continuing right after completing the Audit tasks, skip the first two items and start from the role specific item, otherwise do all

• [ ] Assign yourself to the issue

• [ ] Move the issue to In progress (actively working)

  Admin Team

• [ ] Create and Send Message to PMs via Slack

• [ ] Confirm Post Audit Updates

  PMs

• [ ] Perform Post-Audit Next Steps to Standardize All Meeting Data

  • [ ] Taking a break. BRB

Resources/Instructions

1.0 Draft: Engineering CoP: Meeting Data Audit and Reconciliation

[mxajPrice]

Update Team Calendar

Purpose

In this step, you will be updating the team's calendar so that it displays the most current meeting information correctly and follows all the standards for calendar invites. The team's calendar will then be used for the audit process as the source of truth.

Task Outline

You will open some resources in new windows/tabs for easy navigation between them. You will then follow guidelines on a wiki page to update the team calendar by:

• deleting meetings that no longer take place
• updating meeting titles, times and duration, setting up proper guest permissions and updating the meeting description for valid meetings

Task Details

• [x] Close the wiki page you just opened
• [x] Open Resources
  • Team Calendar
    • if you are the PM on the project/CoP, open the project/CoP's email account in a window and go to the calendar
    • if you are the doing this work via the hfla-email-all, open the calendar for hfla-email-all in a new window
    • access the project/CoP'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)
  • Calendar Invite Standards
    • open Calendar Invite Standards in a new window
    • view side by side
• [x] Update calendar invites
  • move to the next month on the team calendar
  • clean up the calendar
    • if there are any meetings on the calendar that are no longer valid, delete them from the calendar (other instances, Zoom etc., will be updated later)
  • repeat for every valid meeting that remains on the calendar
    • select the meeting you want to update, then select the pencil icon to access the details about the meeting
    • while following the Calendar Invite Standards :
      1. update the invite if
         • the meeting has been moved to another day
         • the meeting has been moved to another time
         • the meeting's duration has changed
         • the meeting's host Zoom account has changed
      2. for meetings with no updates needed, make sure that all relevant information is in compliance with the standards
• [x] Close out this task You are done with all the steps in this task. Close it out in the main body of the issue
  • check the box for Update Team Calendar in the Prep action items of this issue
  • remove status: needs calendar cleanup label
  • close the tabs you just opened (wiki, calendar)
  • hide this comment as RESOLVED, you are finished with this step

[mxajPrice]

Create Meeting Data Audit and Reconciliation Spreadsheet

Purpose

In this step, you will create an audit spreadsheet for your project/CoP using a template.

Task Outline

You will open the template in a new tab, use it to create the audit spreadsheet and move it into the Org Level Audit folder for your project/CoP.

Task Details

• [x] Close the wiki page you just opened
• [x] Use the template to create a new document for your audit
  • open the Template for Meeting Audit in a new tab
  • select USE TEMPLATE button
  • rename file by replacing [Replace PROJECT NAME] with the project or CoP name you are performing the audit for
  • add the newly created document's name and link to resource 1.0
• [x] 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
  • 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
• [x] Close Out this Task You are done with all the steps in this task. Close it out in the main body of the issue
  • check the box for Create Meeting Data Audit and Reconciliation Spreadsheet in the Action items of this issue
  • remove status: needs audit spreadsheet label
  • close the tab you just opened (spreadsheet)
  • hide this comment as RESOLVED, you are finished with this step

[mxajPrice]

Set up Setup Meeting Data Audit and Reconciliation Spreadsheet for the Audit

Purpose

In this step, you will set up the audit spreadsheet for your project/CoP's audit.

Task Outline

You will open the audit spreadsheet in resource 1.0 and access different sheets to:

• perform a pre-audit check
• customize it for your project/CoP

Task Details

• [x] Close the wiki page you just opened
• [x] Open Resource(s)
  • open resource 1.0 in a new window
  • setup side by side view with the issue window

You will now be accessing the different sheets.

• [x] Customize the Details sheet Access the Details tab and complete the following:
  • in cell B6, add the URL for the audit spreadsheet (copy the URL from the address bar starting at https: till the / before edit and paste it in B6)
  • in cell B9, add the project or CoP name from the drop down
  • in cell B10, add the project or CoP name from the drop down
  • in cell B11, add the project or CoP name from the drop down
  • in cell B12, add the project or CoP initials from the drop down
  • in cell B13, check that there is at least one Slack handle (name preceded by @)
    • if there is a #REF! error, hover over it and select the green Allow access button
    • if cell B12 is still empty, please follow these instructions to contact the Admin team
    • [ ] add the bug label and do not proceed further

You are done with this sheet.

• [x] Check the Next Steps Sheet Access the Next Steps tab and confirm the following (ignore any #N/A errors for now):
  • In Section 1.1: Meeting Audit Results
    • all rows, except the last one, in columns D, E and F are light grey (have a formula)
  • In Section 1.2: Meetings with 'Does not Repeat' status
    • the first cell is light grey (has a formula)
    • all rows, except the last one, in columns D, E and F are light grey (have a formula)
  • In Section 1.3: Meetings not in the Zoom Setup Spreadsheet but mentioned in and need to be deleted from
    • the first cell in 1.3.1 Zoom Setup Spreadsheet and all cells in column F, except the last, are light grey (have a formula)
    • the first cell in 1.3.2 Zoom Accounts and all cells in column F, except the last, are light grey (have a formula)
    • the first cell in 1.3.3 hackforla.org/VRMS and all cells in column F, except the last, are light grey (have a formula)

You are done with this sheet.

• [x] Check the Team Calendar Events Sheet Access the Team Calendar Events tab and confirm the following:
  • all rows, except the last one, in columns L, M, P and Q are light grey (have a formula)

You are done with this sheet.

• [x] Check the Zoom Setup Spreadsheet Audit Sheet Access the Zoom Setup Spreadsheet Audit tab and confirm the following (ignore any #N/A errors for now):
  • In Section 1: Meetings on the Team's Calendar
    • cell B3 is light grey (has a formula)
    • all rows, except the last one, in columns A, P, Q and R are light grey (have a formula)
  • In Section 3: Meetings in Zoom Setup Spreadsheet
    • all rows, except the last one, in columns P, Q and R are light grey (have a formula)

You are done with this sheet.

• [x] Check the Zoom Accounts Audit Sheet Access the Zoom Accounts Audit tab and confirm the following (ignore any #N/A errors for now):
  • In Section 1: Meetings on the Team's Calendar
    • cell B3 is light grey (has a formula)
    • all rows, except the last one, in columns A, O, P and Q are light grey (have a formula)
    • cell R3 is light grey (has a formula)
  • In Section 3: Meeting data from Zoom accounts
    • all rows, except the last one, in columns O, P and Q are light grey (have a formula)

You are done with this sheet.

• [x] Check the hackforla.org-VRMS Sheet Access the hackforla.org-VRMS tab and confirm the following (ignore any #N/A errors for now):
  • In Section 1: Meetings on the Team's Calendar
    • cell D3 is light grey (has a formula)
    • all rows, except the last one, in columns B, M, N and O are light grey (have a formula)
    • cell P3 is light grey (has a formula)
  • In Section 3: Meetings on
    • all rows, except the last one, in columns M, N and O are light grey (have a formula)

You are done with this sheet.

• [x] Close out this task You are done with all the steps in this task. Close it out in the main body of the issue
  • check the box for Set up Meeting Data Audit and Reconciliation Spreadsheet for the Audit in the Admin Prep action items of this issue
  • remove the
    • status: needs spreadsheet set up label
    • audit prep label
  • add the audit label
  • close the tab you just opened (spreadsheet)
  • hide this comment as RESOLVED, you are finished with this step

[mxajPrice]

Perform Calendar Event Audit

Purpose

In this step, you will be adding meetings from the team's calendar to the audit spreadsheet so that the details can be used to audit the Zoom Setup spreadsheet, Zoom accounts and hackforla.org meeting data.

Task Outline

You will open the team's calendar and resource 1.0 and add all the meeting data from the team's calendar to the Team Calendar Events sheet.

Task Details

• [x] Close the wiki page you just opened
• [x] Open Resources
  • if you are the PM on the project, open the project's email account and go to the calendar
  • if you are the doing this work via the hfla-email-all, open the calendar for hfla-email-all
    • 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)
  • open resource 1.0 in a new window
  • set up side by side view with issue window, team's calendar and resource 1.0

You will now add meeting details.

• [x] Add meeting details to the Team Calendar Events sheet
  • move to the next month on the team calendar
  • repeat for every unique meeting on the calendar (e.g. if a meeting repeats weekly, add it's details only once)
    • select the meeting you want to add details about, then select the pencil icon to access the details about the meeting
    • on the Team Calendar Events sheet, fill out columns A through O with the details about the meeting (columns L and M will auto fill if YES is selected for column K)
  • to fill out column G Zoom Account, use the following tips:
    • if the Zoom account is not mentioned in the description of the meeting, 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/445145****?, select Bonnie's Zoom
  • once all the information for the meeting has been added, select the X next to the meeting name on the team's calendar to exit the details window
• [x] Close out this task You are done with all the steps in this task. Close it out in the main body of the issue
  • check the box for Perform Calendar Event Audit in the Audit action items of this issue
  • remove status: needs calendar event audit label
  • close the tabs you just opened (spreadsheet, calendar)
  • hide this comment as RESOLVED, you are finished with this step

[mxajPrice]

Perform Zoom Setup Spreadsheet Audit

Purpose

In this step, you will determine if the meetings in the Zoom Setup spreadsheet match with the team calendar. There may be slight differences in the meeting names, meeting start/end times but if the majority of the data matches, consider the meetings a match.

Task Outline

You will open resource 1.0 and access the Zoom Setup Spreadsheet Audit sheet, which has 3 sections. Only sections 1 and 3 should have data. You will copy data from Section 3: Meetings in Zoom Setup Spreadsheet and add it to Section 2: Copy and Paste Meeting Details from Section 3 Here.

Task Details

• [x] Close the wiki page you just opened
• [x] Open resource
  • open resource 1.0 in a new window
  • set up side by side view with the issue window

You will now copy and paste meeting data.

• [x] In resource 1.0, access the Zoom Setup Spreadsheet Audit
• [ ] Add meeting data to Section 2: Copy and Paste Meeting Details from Section 3 Here The values in column R, S and T will change as you perform this audit step
  • start with the first meeting in column B of Section 1: Meetings on the Team's Calendar and find it's match in column B of Section 3: Meetings in Zoom Setup Spreadsheet
    • if you find the match
    • select YES in column A of Section 3 for that meeting
    • copy the Name of Meeting, Meeting Weekday, Meeting Time Start (Pacific Time), Meeting Time End (Pacific Time), Meeting Recurs, Zoom Account and What the Meeting Title Should Say (Auto) for the meeting from section 3
    • paste the values into section 2 for the matching meeting starting from column J and ending at column Q
  • if you don't find the match
    • leave I through O in Section 2 empty for that meeting
  • repeat these steps for every meeting in Section 1
• [ ] Identify meetings that are in the Zoom Setup spreadsheet but not on the team calendar
  • select NO in column A of Section 3 if there isn't already a YES selected
• [ ] Close out this task You are done with all the steps in this task. Close it out in the main body of the issue
  • check the box for Perform Zoom Setup Spreadsheet Audit in the Audit action items of this issue
  • remove status: needs Zoom Setup spreadsheet audit label
  • close the tabs you just opened (spreadsheet)
  • hide this comment as RESOLVED, you are finished with this step

[mxajPrice]

There is a bug for the previous comment steps. When hovering over REF it does not allow spreadsheet access.