Meeting Data Audit: Access the Data

[Rabia2219]

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

• 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

Action Items

Access GitHub through (Google Drive Migration) hfla-email-all@hackforla.org

• [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] log into your GitHub account in the hfla-email-all@hackforla.org profile
• [x] open this issue and continue

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 item, and hide the comment.

Prep

• [x] Create Meeting Data Audit and Reconciliation Spreadsheet
• [x] Create Slack Audit document
• [x] Create Recommendations & Next Steps document
• [x] After the first 3 Prep items have been checked off, remove the following labels:
  • [x] prep
  • [x] status: needs audit spreadsheet
  • [x] status: needs Slack audit document
  • [x] status: needs post audit recommendations document

Audit

• [x] Perform Calendar Event Audit
• [x] Perform hackforla.org/VRMS Audit
• [x] Gather & document data from channels
• [x] After the first 3 Audit items have been checked off,
  • [x] remove the following labels:
    • [x] audit
    • [x] status: needs calendar event audit
    • [x] status: needs hackforla.org/VRMS audit
    • [x] status: needs Slack audit
  • [x] move issue to Prioritized Backlog on the project board
  • [x] unassign yourself

Admin Prep

• [x] Import project's data from Zoom Setup (schedule) sheet into Resource 3.0

Reconciliation

• [x] Reconcile the new sheet with the Zoom Meeting Audit
• [x] Reconcile the new sheet with the Calendar Event Audit Tab
• [x] Reconcile the new sheet with the Slack Audit
• [x] After the first 3 Reconciliation items have been checked off, remove the following labels:
  • [x] reconciliation
  • [x] status: needs Zoom reconciliation
  • [x] status: needs calendar event reconciliation
  • [x] status: needs Slack reconciliation

Recommendations and next steps

• [x] Customize and add recommendations to resource 5.0
• [x] Review team feedback and respond

Resources/Instructions 1.0 Zoom Setup Spreadsheet 2.0 Zoom Meeting Audit Spreadsheet 3.0 Access the Data: Meeting Data Audit and Reconciliation Spreadsheet 4.0 Access the Data: Slack Audit Document 5.0 Access the Data: Post Audit Recommendations

[Rabia2219]

Slack Communication

• Message Sent

  
  Bonnie
  [5:01 PM](https://hackforla.slack.com/archives/C03USGQFGJH/p1671577291672759)
  @Lucy Chang](https://hackforla.slack.com/team/U025WJ8CHFC)

@ajPrice

• Rabia and I have just finished an audit of the zoom accounts and are now trying to correlate them with the teams's calendars. It seems like in the zoom setup spreadsheet and in Zoom that AtD has reserved 6 different meetings per week, however we are not seeing those meetings on the AtD calendars. AtD Design Team Meetings AtD PM & Planning Meetings AtD Project Breakout sessions AtD Research Team Meetings AtD Team Meetings Please review the AtD: Meeting Data Audit and Reconciliation spreadsheet we have setup, and do the following for each appropriate status: If the meeting is canceled permanently: delete them from the Zoom Accounts they are in delete them from the Zoom Setup Spreadsheet remove references to meetings (if any) in the places where they are mentioned via your Slack Channels delete them from VRMS data - you don't have any listed If the meeting is valid and ongoing: Add meetings that are missing to your various Google Calendars Revise the titles for the meetings to be in this format everywhere "AtD: [NAME]" please do not add the word meeting. So that future reconciliation is easier. If its a meeting for Research, call it AtD: Research If its a meeting for Design, call it AtD: Design If its a meeting for both, call it AtD: Design/Research or AtD: UI/UX If its an All Team meeting, call AtD: Team It its a Product or Project Management meeting. call it AtD: PM etc. Open a ticket at VRMS to let them know which meetings you have Update or create the Slack pins, bookmarks, topics and reminders that you might need Please write back to us here and let us know you are done or contact @Rabia Shaikh to setup a meeting. 5:02 p.s. here is our Audit of the AtD Slack channels (pins, bookmarks, topics, reminders) Bonnie 5:12 PM p.p.s what we did not do, is log into any email account on the AtD project except the main email account. If their are calendars setup on those email accounts, those calendar events need to get transferred to the main project email address.

  - Team Feedback

  ajPrice 5:48 PM All updates have been made and the VRMS ticket has been submitted.

  
  - Action Taken
  - checked Zoom spreadsheet, Zoom accounts, team calendar, VRMS ticket and Slack reminders
  - found all information accurate except Slack mentions
  - waiting on VRMS update

[Rabia2219]

Note: check who owns meeting and add to audit spreadsheet

[Rabia2219]

Review team feedback and respond

• [x] cross check all actions taken as reported by the team (which may include some or all of the following)
  • [x] updated Zoom Setup spreadsheet
  • [x] updated Zoom account(s)
  • [x] opened VRMS ticket for updates (add link to ticket from vrms issues)
• [x] if all information is accurate
  • [x] remove
    • [x] status: waiting on team feedback label
    • [x] recommendations label
  • [x] add status: no further action needed label
  • [x] check the box for Review team feedback and respond in the Action items of this issue
  • [x] close the tabs you may have opened (wiki, spreadsheet, Zoom accounts, VRMS repo)
  • [x] unassign yourself
  • [x] close this issue
• [ ] if there are still discrepancies
  • [ ] open resource 5.0
  • [ ] compile a message
  • [ ] copy the message and reach out via Slack again
  • [ ] paste the message in this comment
  • [ ] check the box for Review team feedback and respond in the Action items of this issue
  • [ ] close the tabs you may have opened (wiki, spreadsheet, Zoom accounts, VRMS repo)
  • [ ] hide this comment as RESOLVED, you are finished with this step

[ExperimentsInHonesty]

• Reviewed their ticket at VRMS https://github.com/hackforla/VRMS/issues/1262 and revised their ask. The instructions are much clearer now than they were then.