Meeting Data Audit: VRMS

ExperimentsInHonesty commented 1 year ago

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.

Meeting Data Audit

Slack Audit

Reconciliation

Recommendations and next steps

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

ExperimentsInHonesty commented 1 year ago

Create Meeting Data Audit and Reconciliation Spreadsheet

[x] go to Template for Meeting Audit
[x] select USE TEMPLATE button
- [x] add a link to the new document at resource 3.0
  - [x] rename file by replacing [Project Name] with the project name you are performing the audit for
  - [x] move file to the Org Level Audits folder in the project's drive
    - [x] choose move icon or file menu item, Move in the Meeting Audit document
    - [x] use back arrow (top left)
    - [x] choose Shared Drives
    - [x] open project drive
    - [x] open folder inside project drive (with same name as project drive)
    - [x] open the Org Level Audits folder
    - [x] choose Move here
    - [x] choose Move
[x] remove status: needs audit spreadsheet label
[x] add status: ready for calendar event audit label
[x] check the box for Create Meeting Data Audit and Reconciliation Spreadsheet in the Action items of this issue
[x] close the tabs you just opened (wiki and spreadsheet)
[x] hide this comment as RESOLVED, you are finished with this step

ExperimentsInHonesty commented 1 year ago

Perform Calendar Event Audit

[x] open the calendar for hfla-email-all@hackforla.org in the account profile window
[x] access the project's calendar by finding the email/name in the right hand panel, under My calendars/Other calendars, and checking the box(es) (make sure no other boxes are checked)
[x] open resource 3.0 in a new window
[x] view side by side
[x] for each unique event on the project's calendar, gather and record the data in the Calendar Event Audit tab in resource 3.0
[x] add any notes in the Notes
[x] remove status: ready for calendar event audit label
[x] add status: ready for hackforla.org/VRMS audit label
[x] check the box for Perform Calendar Event Audit in the Action items of this issue
[x] close the tabs you just opened (wiki, spreadsheet, calendar)
[x] hide this comment as RESOLVED, you are finished with this step

ExperimentsInHonesty commented 1 year ago

Perform hackforla.org/VRMS Audit

[x] open resource 3.0
[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 3.0, paste the URL in place of https://www.hackforla.org/projects/[Replace PROJECT-NAME]
[x] repeat the above for the hackforla.org/VRMS sheet
[x] add any meeting data on the project page to the hackforla.org/VRMS sheet
[x] check the 'No events' box if there's no meeting data
[x] add date to 'Date Last Audited'
[x] remove status: ready for hackforla.org/VRMS audit label
[x] add status: needs Slack audit document label
[x] check the box for Perform hackforla.org/VRMS Audit in the Action items of this issue
[x] close the tabs you just opened (wiki, spreadsheet, website)
[x] hide this comment as RESOLVED, you are finished with this step

ExperimentsInHonesty commented 1 year ago

Create Slack Audit document

[x] go to Slack Audit Template
[x] select USE TEMPLATE button
[x] add a link to the new document at resource 4.0
[x] rename file by replacing [PROJECT NAME] with the name of the project you are performing the audit for
[x] do a 'find and replace' for [Replace PROJECT NAME] and replace with the project's name
[x] replace [Replace PROJECT INITIALS] with project's initials
[x] move file to the Org Level Audits folder in the project's drive
- [ ] choose move icon or file menu item, Move in the document
- [ ] use back arrow (top left)
- [ ] choose Shared Drives
- [ ] open project drive
- [ ] open folder inside project drive (with same name as project drive)
- [ ] open the Org Level Audits folder
- [ ] choose Move here
- [ ] choose Move
[x] open resource 3.0
[x] add link to the Slack Audit document on the Details sheet, B5
[x] remove status: needs Slack audit document label
[x] add status: ready for Slack audit label
[x] check the box for Create Slack Audit document in the Action items of this issue
[x] close the tabs you just opened (wiki, document and spreadsheet)
[x] hide this comment as RESOLVED, you are finished with this step

ExperimentsInHonesty commented 1 year ago

Gather and document data from channels

[x] open resource 4.0
[x] access Hack for LA's Slack workspace through https://hackforla.slack.com/ (use the method you regularly use)
[x] view side by side
[x] search for the project channels in the Slack search bar
- use full name or initials
- there may be multiple channels for a project, 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 4.0, page 2
- [x] copy and paste the block of headings on a new page for each channel
- [x] replace [channelname] for each block with the channel name you found on Slack
[ ] collect the following data for one channel then repeat for the next channel(s) (write none if there's no data)
- if you are not a member of the channel, you can join temporarily to collect the data and then leave
- [x] Reminders
  - [x] click on the channel name
  - [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] 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] Bookmarks (if there are any bookmarks in the channel, they will appear next to the pinned items)
  - [x] write the name of the bookmark and a description as best as you can 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 document 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 Topics for that channel
[x] refresh the Table of Contents on the first page
[x] add the appropriate emojis to each category
[x] remove status: ready for Slack audit label
[x] add status: needs Zoom Setup data label
[x] check the box for Gather & document data from channels 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
[x] move issue to 'Prioritized Backlog' on the project board
[x] unassign yourself

hackforla / admin-calendaring