Meeting Data Audit: Expunge Assist

[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 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

Action Items

Access GitHub through (Google Drive Migration) hfla-email-all@hackforla.org (only for people who are not the PM on the project this issue is for).

• [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 browser
• [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 hfla-emaill-all browser.
• [x] Close any other browsers you have open that are not hfla-email, so that you don't end up opening links in the wrong browser (this will be particularly important when you are accessing drives).

Prep

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 tasks in the comment.

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 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 and their labels removed,
  • [x] remove the prep label
  • [x] add the audit label

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 and their labels removed,
  • [x] remove the audit label
  • [x] add the admin prep label
  • [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 and their labels removed,
  • [x] remove the reconciliation label
  • [x] add the recommendations label

Recommendations and next steps

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

Resources/Instructions

1.0 Zoom Setup Spreadsheet 2.0 All Zoom Accounts Meeting Audit Spreadsheet 3.0 Expunge Assist: Meeting Data Audit and Reconciliation Spreadsheet 4.0 Expunge Assist: Slack Audit Document 5.0 Expunge Assist: Post Audit Recommendations

[ExperimentsInHonesty]

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 or CoP name you are performing the audit for
    • [x] move file to the Org Level Audits folder in the project's or CoP's drive
      • [x] choose move icon or file menu item, Move in the spreadsheet
      • [x] use back arrow (top left)
      • [x] choose Shared Drives
      • [x] open project drive
      • [x] open folder inside project or CoP drive (with same name as project or CoP drive)
      • [x] open the Org Level Audits folder
      • [x] choose Move here
      • [x] choose Move
• [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]

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

[ExperimentsInHonesty]

Create Recommendations & Next Steps document

• [x] go to Template for Post Audit Recommendations
• [x] Select USE TEMPLATE button
  • [x] add a link to the new document at resource 5.0
    • [x] rename file by replacing [PROJECT NAME] with the name of the project or CoP you are performing the audit for
    • [x] move file to the Org Level Audits folder in the project's or CoP's drive
      • [x] choose move icon or file menu item, Move in the document
      • [x] use back arrow (top left)
      • [x] choose Shared Drives
      • [x] open project drive
      • [x] open folder inside project or CoP drive (with same name as project of CoP drive)
      • [x] open the Org Level Audits folder
      • [x] choose Move here
      • [x] choose Move
• [x] check the box for Create Recommendations & Next Steps document in the Action items of this issue
• [x] close the tabs you just opened (wiki and document)
• [x] hide this comment as RESOLVED, you are finished with this step

[ExperimentsInHonesty]

Perform Calendar Event Audit

• [x] View the team's calendar
  • [ ] 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/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
  • for Zoom Account:
    • 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
• [x] add any notes in the Notes column
• [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)
• [x] hide this comment as RESOLVED, you are finished with this step

[ExperimentsInHonesty]

Perform hackforla.org/VRMS Audit

• [x] open resource 3.0
• [ ] project specific steps
  • [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], B6
  • [x] add any meeting data on the project page to the hackforla.org/VRMS sheet
  • [ ] check the No events box if there's no meeting data
  • [x] add date to Date Last Audited column
• [ ] CoP specific steps
  • [ ] on the Details sheet in resource 3.0, replace the text that says https://www.hackforla.org/projects/[Replace PROJECT-NAME], in B6 with https://www.hackforla.org/communities-of-practice
  • [ ] open the URL https://www.hackforla.org/communities-of-practice
  • [ ] find the CoP
  • [ ] add any meeting data on the project page to the hackforla.org/VRMS sheet
  • [ ] check the No events box if there's no meeting data
  • [ ] add date to Date Last Audited column
• [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

[ExperimentsInHonesty]

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 or CoP channels in the Slack 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 4.0, 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] 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] 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] 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 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] 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] 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] check the box for Gather & document data from channels in the Action items of this issue
• [x] remove the status: needs Slack audit label
• [x] close the tabs you just opened (wiki, document, Slack)
• [x] hide this comment as RESOLVED, you are finished with this step

[ExperimentsInHonesty]

Import project's data from Zoom Setup (schedule) sheet into Resource 3.0

• [x] open resource 1.0 in a new window
• [x] view side by side
• [x] 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 tick appears next to it
  • [x] select OK
• [x] copy sheet into resource 3.0
  • [x] right click on the Schedule sheet tab at the bottom
  • [x] select Copy to
  • [x] then select Existing spreadsheet
  • [x] in the window that opens up, type the name of resource 3.0 and press enter
  • [x] click on the file in the results
  • [x] select Insert
  • [x] then select Open spreadsheet in the pop up message
• [x] remove irrelevant (other projects') data
  • [x] rename the Copy of Schedule sheet to Audit
  • [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 tick 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
  • [x] undo the filter in Zoom Setup (resource 1.0)
  • [x] select the green funnel next to Project name in column A
  • [x] under Filter by values, select Select All
  • [x] select OK
• [x] remove
  • [x] status: needs Zoom Setup data label
  • [x] admin prep label
• [x] add reconciliation label
• [x] check the box for Import project's data from Zoom Setup (schedule) sheet into Resource 3.0 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

[ExperimentsInHonesty]

Reconcile the new sheet with the Zoom Meeting Audit

• [x] open resource 2.0 in a new tab
• [x] open resource 3.0 in a new window
• [x] view side by side
• [ ] create a filter for your project in resource 2.0
  • [ ] go to the All Zooms tab in resource 2.0
  • [ ] select the green down arrow next to Team in column F
  • [ ] under Filter by values, select Clear
  • [ ] search for your project name name in the search bar
  • [ ] select your project name so that a tick appears next to it
  • [ ] select OK
• [ ] repeat for each Zoom Account
  • [x] create a filter for Zoom# in resource 2.0
    • [x] in the All Zooms tab, select the green down arrow next to Zoom# in column A
    • [x] under Filter by values, select Clear
    • [x] select the Zoom account you want to work on first, so that a tick appears next to it
    • [x] select OK
  • [x] create a filter for Zoom Account in resource 3.0
    • [x] go to the Audit tab in resource 3.0
    • [x] select the green down arrow next to Zoom Account in column R
    • [x] under Filter by values, select Clear
    • [x] select the same Zoom account you selected in resource 2.0 , so that a tick appears next to it
    • [x] select OK
  • [x] for meetings that match in both resources, fill in the following corresponding data from resource 2.0 into resource 3.0
    • [x] Zoom Account
    • [x] What the Zoom Meeting Title Currently says
    • [x] Meeting Weekday
  • [ ] for meetings that are in the Zoom Setup Spreadsheet but not in the Zoom meeting audit spreadsheet
    • [ ] Select NO for the Zoom Account column (F)
  • [ ] for meetings that are in the Zoom meeting audit spreadsheet but not in the Zoom Setup spreadsheet
    • [ ] add a new row for each missing meeting
    • [x] select NO for Zoom Sheet(this sheet)
    • [x] fill in the following corresponding data from resource 2.0 into resource 3.0
      • [x] Zoom Account
      • [x] What the Zoom Meeting Title Currently says
      • [x] Meeting Weekday
      • [x] Meeting Time Start (Pacific Time)
      • [x] Meeting Time End (Pacific Time)
      • [x] Meeting Recurs
      • [x] Zoom Account
      • [x] Notes (Add the following text: Meeting in Zoom Meeting Audit but not in this spreadsheet)
• [x] undo all filters
• [x] check the box for Reconcile the new sheet with the Zoom Meeting Audit in the Action items of this issue
• [x] remove the status: needs Zoom reconciliation label
• [x] close the tabs you just opened (wiki, spreadsheets)
• [x] hide this comment as RESOLVED, you are finished with this step

[ExperimentsInHonesty]

Reconcile the sheet with the Calendar Event Audit Tab

• [x] open resource 3.0
  • [x] access the Calendar Event Audit tab
• [x] duplicate resource 3.0
  • [x] access the Audit tab
  • [x] view side by side
  • [ ] for each event, fill in the following corresponding data from the Calendar Event Audit tab into the Audit tab
  • [ ] Team Calendar
  • [ ] What the Team Calendar Meeting Title Currently says
  • [ ] if event on calendar is not on the Audit sheet
    • [ ] add a new row for each missing meeting
    • [ ] Select NO for Zoom Sheet(this sheet)
    • [ ] fill in the following corresponding data from the Calendar Event Audit Tab into the Audit tab
      • [ ] Team Calendar
      • [ ] What the Team Calendar Meeting Title Currently says
      • [ ] Meeting Weekday
      • [ ] Meeting Time Start (Pacific Time)
      • [ ] Meeting Time End (Pacific Time)
      • [ ] Meeting Recurs
      • [ ] Zoom Account
      • [ ] Notes (Add the following text: Meeting is not in the Zoom Setup spreadsheet or any Zoom account)
  • [x] check the box for Reconcile the sheet with the Calendar Event Audit Tab in the Action items of this issue
  • [x] remove the status: needs calendar event reconciliation label
  • [x] close the tabs you just opened (wiki, spreadsheets)
  • [x] hide this comment as RESOLVED, you are finished with this step

[ExperimentsInHonesty]

Reconcile the new sheet with the Slack Audit

• [x] open resource 3.0 in a new window
• [x] open resource 4.0 in a new window
• [x] view side by side
• [x] for each meeting in the Audit tab in resource 3.0
  • [x] search resource 4.0 for any kind of mention (meeting reminder, agenda bookmark, etc.)
  • [x] update Slack Mention in the Audit tab in resource 3.0
  • [x] update What the Slack Mention Currently has the Meeting Title listed as in the Audit tab in resource 3.0
• [x] check the box for Reconcile the new sheet with the Slack Audit in the Action items of this issue
• [x] remove the status: needs Slack reconciliation label
• [x] close the tabs you just opened (wiki, spreadsheet, document)
• [x] hide this comment as RESOLVED, you are finished with this step

[ExperimentsInHonesty]

Customize and add recommendations to resource 5.0

• [x] open resource 5.0
• [x] update Last Updated date in the footer
• [x] open resource 3.0 in a new window
• [x] view side by side
• [x] review resource 3.0 for discrepancies
  • [x] in resource 5.0, check the discrepancies NOT found
  • [x] compile the Slack message to be sent to team lead(s)
  • [ ] choose one of the sample messages to customize (create a new one if none fit)
  • [ ] delete the sample messages that do not apply
  • [ ] change [Replace PM HANDLE] to team lead's Slack handle (add more than one if required)
  • [ ] add your findings and recommendations
  • [ ] add links to resources 3.0 and 4.0 where required
• [x] copy the compiled Slack message
• [x] access the appropriate project channel on Slack
• [x] paste the copied message
• [ ] add/check Slack handle(s) and send
• [x] add the heading #### Slack Communication in a comment, paste the sent message in and save
• [x] remove status: needs recommendations label
• [x] add status: waiting on team feedback label
• [x] move the issue to the 'Questions/Review' on the project board
• [x] check the box for Customize and add recommendations to resource 5.0 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]

Slack Communication

Sent a slack message 2022-12-29 at 5:17pm without @ anyone to the Channel: #expunge-assist-pm-and-leads

Hi there PMs & Leads! Hope you are having a wonderful holiday season.

I have just finished an audit of the zoom accounts and am now trying to correlate them with the team's calendars and Slack references (pins, bookmarks, topics, reminders).

Please review the Expunge Assist: Meeting Data Audit and Reconciliation spreadsheet, Overall Audit and do the items indicated in the Changes Required Column, using the notes tab for specific details.

The instructions for how to do each of the tasks is in Expunge Assist (EA) Post Audit Recommendations

Additionally, We have created a Expunge Assist: Slack Audit Document that will help you see how you are managing your channels

[ExperimentsInHonesty]

Jamie thumbs upped the post