Audit Issue Cleanup

[Rabia2219]

Overview

We need to revise the action items for the drive migration audit issue so that they are clearer and easier to follow.

Action Items

• [x] Review existing issue
• [x] Revise
• [x] Test
• [x] Finalize
• [x] Update template

Resources/Instructions

• 3

[Rabia2219]

From #54

Overview

We need to audit the drive so that we can know what files to move and if the receiving end is ready.

Action Items

• [x] Does drivemigration@ have access to New Google Drive
  • if no, add label: need shared drive access
  • if yes, continue
• [x] Audit
  • [x] start new audit template from copy
    • [x] add link to resources below
    • [x] rename file to have project name (and remove copy of)
    • [x] move file to project drive
  • [x] Check program area for project on the spreadsheet (add to resources below)
  • [x] add old drive folder link to resources below
  • [x] are there files to move
  • [ ] if no, close issue as completed
  • [x] if yes
    • [ ] add ETA to comments
    • [ ] add new drive location to resources below
    • [ ] use worksheet to identify files to move
    • [ ] is file structure the same (for where the new files go)
• [ ] Engage with product managers
  • [ ] Make sure all necessary people are added to the new shared drive (below)
    • [ ] Once added, confirm information in worksheet
  • [ ] Ask PM to comment their meeting times on this issue
  • [ ] Show pm demo of file migration and how to use spreadsheet and teach them permissions
  • [ ] Ask product manager if they are able to communicate with old members to get files moved
  • [ ] If yes, then assign them the issue
  • [ ] Once files moved, close issue with a comment

    Resources/Instructions

    Templates and sources

• Template for Drive Audit
• HfLA old drive structure

  Project specific links

• COP: Engineering old GDrive
• [project name new GDrive]
• COP: Engineering Drive Migration Audit
• Program Area: Communities of Practice
• [older migration template - audit and move info into new template]

[ExperimentsInHonesty]

Overview

We need to audit the drive so that we can know what files to move and if the receiving end is ready.

Action Items

Does drivemigration@ have access to New Google Drive for this project

• [ ] open resource X link
• [ ] search for project name
• [ ] Answer if you find it
  • [ ] no
    • [ ] if no, add label: need shared drive access
    • [ ] unassign yourself from the issue
    • [ ] put issue back into the prioritized backlog column
      • [ ] yes
      • [ ] Add the link to the drive to resource X below

Create Audit Template

• [ ] go to Template for Drive Audit link (resource X)
• [ ] Select USE TEMPLATE button
  • [ ] add a link to the new document in resource X
    • [ ] rename file to have project name or nickname where it currently says `[project initials]
    • [ ] move file to project drive

Find Program Area

• [ ] Open GDM: Active Project List (resource X)
• [ ] Find the Program Area for the project on the spreadsheet (add to resources X)
• [ ] If there is no program area for this project, add a comment and put this in the Questions/Review column of the project board.

Get Old Drive link

• [ ] Open the HfLA old drive structure (resource X)
• [ ] Find the old folder for the project
  • [ ] If the old folder does not exist
    • [ ] add a comment with the text

       There was no folder for this project in the old drive

    • [ ] add the label status: need folder links
    • [ ] unassign yourself from the issue
    • [ ] put issue back into the prioritized backlog column
• [ ] add old drive folder link to resource X

Identify if there are files in the old folder

• [ ] are there files to move?
  • [ ] if no, add a comment with this text

    there are no files in the old folder to be moved, and it:
    - [ ] has folders
    - [ ] does not have folders or files (entirely empty)

    • [ ] close issue
  • [ ] if yes go on to next instructions

Fill out Drive Migration Audit spreadsheet (vague)

• [ ] use worksheet to identify files to move
• [ ] is file structure the same (for where the new files go)

Product Managers

• [ ] Engage with product managers
  • [ ] Make sure all necessary people are added to the new shared drive (below)
    • [ ] Once added, confirm information in worksheet
  • [ ] Ask PM to comment their meeting times on this issue
  • [ ] Show pm demo of file migration and how to use spreadsheet and teach them permissions
  • [ ] Ask product manager if they are able to communicate with old members to get files moved
  • [ ] If yes, then assign them the issue
  • [ ] Once files moved, close issue with a comment

Resources/Instructions

Templates and sources

• Template for Drive Audit
• HfLA old drive structure

• GDM: Active Project List

  Project specific links

• COP: Engineering old GDrive
• [project name new GDrive]
• COP: Engineering Drive Migration Audit
• Program Area: Communities of Practice
• [older migration template - audit and move info into new template]

[ExperimentsInHonesty]

Overview

We need to audit the drive so that we can know what files to move and if the receiving end is ready.

Action Items

Does drivemigration@ have access to New Google Drive for this project

• [ ] open resource 1.0 link
• [ ] search for project name
• [ ] Answer if you find it
  • [ ] no
    • [ ] if no, add label: need shared drive access
    • [ ] unassign yourself from the issue
    • [ ] put issue back into the prioritized backlog column
  • [ ] yes
    • [ ] Add the link to the drive to resource 2.2 below

Create Audit Template

• [ ] go to Template for Drive Audit link (resource 1.1)
• [ ] Select USE TEMPLATE button
  • [ ] add a link to the new document at resource 2.3
    • [ ] rename file to [Replace Project Name] Drive Migration Audit
    • [ ] move file to project drive
      • [ ] choose move icon or file menu item, Move in the [Replace Project Name] migration audit document
      • [ ] use back arrow (top left)
      • [ ] choose Shared Drives
      • [ ] open project drive
      • [ ] open folder inside project drive (with same name as project drive)
      • [ ] choose Move

Find Program Area

• [ ] Open GDM: Active Project List (resource 1.3)
• [ ] Find the Program Area for the project on the spreadsheet (add to resources 2.4)
• [ ] If there is no program area for this project, add a comment and put this in the Questions/Review column of the project board.

Get Old Drive link

• [ ] Open the HfLA old drive structure (resource 1.2)
• [ ] Find the old folder for the project
  • [ ] If the old folder does not exist
    • [ ] add a comment with the text

       There was no folder for this project in the old drive

    • [ ] add the label status: need folder links
    • [ ] unassign yourself from the issue
    • [ ] put issue back into the prioritized backlog column
• [ ] add old drive folder link to resource 2.1

Identify if there are files in the old folder

• [ ] are there files to move?
  • [ ] if no, add a comment with this text

    there are no files in the old folder to be moved, and it:
    - [ ] has folders
    - [ ] does not have folders or files (entirely empty)

    • [ ] close issue
  • [ ] add status: audit drive label and remove other status labels that are not applicable
  • [ ] go on to next instructions or pause (if pausing, see resource 1.4)

Fill out Drive Migration Audit spreadsheet (vague)

• [ ] use worksheet to identify files to move
• [ ] is file structure the same (for where the new files go)

Product Managers

• [ ] Engage with product managers
  • [ ] Make sure all necessary people are added to the new shared drive (below)
    • [ ] Once added, confirm information in worksheet
  • [ ] Ask PM to comment their meeting times on this issue
  • [ ] Show pm demo of file migration and how to use spreadsheet and teach them permissions
  • [ ] Ask product manager if they are able to communicate with old members to get files moved
  • [ ] If yes, then assign them the issue
  • [ ] Once files moved, close issue with a comment

Resources/Instructions

Templates and sources

1.0 Google Shared Drive 1.1 Template for Drive Audit 1.2 HfLA old drive structure 1.3 GDM: Active Project List 1.4 Make sure it has the right status label, unassign yourself, put back into the prioritized backlog

Project specific links

2.1 [[Replace Project Name] old GDrive] 2.2 [[Replace Project Name] new GDrive] 2.3 [[Replace Project Name] Drive Migration Audit] 2.4 Program Area: 2.5 [older migration template - audit and move info into new template]

[Rabia2219]

Overview

We need to audit the drive so that we can know what files to move and if the receiving end is ready.

Action Items

Find Program Area

• [ ] Open GDM: Active Project List (resource 1.3)
• [ ] Find the Program Area for the project on the spreadsheet (add to resources 2.4)
• [ ] If there is no program area for this project, add a comment and put this in the Questions/Review column of the project board.

Get Old Drive link

• [ ] Open the HfLA old drive structure (resource 1.2)
• [ ] Find the old folder for the project
  • [ ] If the old folder does not exist
    • [ ] add a comment with the text

       There was no folder for this project in the old drive

    • [ ] add the label status: old drive not found
    • [ ] unassign yourself from the issue
    • [ ] put issue back into the Questions/Review column
• [ ] add old drive folder link to resource 2.1

Identify if there are files in the old folder

• [ ] are there files to move?
  • [ ] if no, add a comment with this text

    there are no files in the old folder to be moved, and it:
    - [ ] has folders
    - [ ] does not have folders or files (entirely empty)

    • [ ] close issue
  • [ ] add status: audit drive label and remove other status labels that are not applicable
  • [ ] go on to next instructions or pause (if pausing, see resource 1.4)

Does drivemigration@ have access to New Google Drive for this project

• [ ] open resource 1.0 link
• [ ] search for project name
• [ ] Answer if you find it
  • [ ] no
    • [ ] if no, add label: need shared drive access
    • [ ] unassign yourself from the issue
    • [ ] put issue back into the prioritized backlog column
  • [ ] yes
    • [ ] Add the link to the drive to resource 2.2 below

Create Audit Template

• [ ] go to Template for Drive Audit link (resource 1.1)
• [ ] Select USE TEMPLATE button
  • [ ] add a link to the new document at resource 2.3
    • [ ] rename file to [Replace Project Name] Drive Migration Audit
    • [ ] move file to project drive
      • [ ] choose move icon or file menu item, Move in the [Replace Project Name] migration audit document
      • [ ] use back arrow (top left)
      • [ ] choose Shared Drives
      • [ ] open project drive
      • [ ] open folder inside project drive (with same name as project drive)
      • [ ] choose Move

Fill out Drive Migration Audit spreadsheet (vague)

• [ ] use worksheet to identify files to move
• [ ] is file structure the same (for where the new files go)

Product Managers

• [ ] Engage with product managers
  • [ ] Make sure all necessary people are added to the new shared drive (below)
    • [ ] Once added, confirm information in worksheet
  • [ ] Ask PM to comment their meeting times on this issue
  • [ ] Show pm demo of file migration and how to use spreadsheet and teach them permissions
  • [ ] Ask product manager if they are able to communicate with old members to get files moved
  • [ ] If yes, then assign them the issue
  • [ ] Once files moved, close issue with a comment

Resources/Instructions

Templates and sources

1.0 Google Shared Drive 1.1 Template for Drive Audit 1.2 HfLA old drive structure 1.3 GDM: Active Project List 1.4 Make sure it has the right status label, unassign yourself, put back into the prioritized backlog

Project specific links

2.1 [[Replace Project Name] old GDrive] 2.2 [[Replace Project Name] new GDrive] 2.3 [[Replace Project Name] Drive Migration Audit] 2.4 Program Area: 2.5 [older migration template - audit and move info into new template]

[ExperimentsInHonesty]

Overview

We need to audit the drive so that we can know what files to move and if the receiving end is ready.

Action Items

Find Program Area

• [ ] Open GDM: Active Project List (resource 1.3)
• [ ] Find the Program Area for the project on the spreadsheet (add to resources 2.4)
  • [ ] remove status: needs program area
• [ ] If there is no program area for this project, add a comment and put this in the Questions/Review column of the project board.

Get Old Drive link

• [ ] Open the HfLA old drive structure (resource 1.2)
• [ ] Find the old folder for the project
  • [ ] If the old folder does not exist
    • [ ] add a comment with the text

       There was no folder for this project in the old drive

    • [ ] add the label status: old drive not found
    • [ ] unassign yourself from the issue
    • [ ] put issue back into the Questions/Review column
• [ ] add old drive folder link to resource 2.1

Identify if there are files in the old folder

• [ ] are there files to move?
  • [ ] if no, add a comment with this text

    there are no files in the old folder to be moved, and it:
    - [ ] has folders
    - [ ] does not have folders or files (entirely empty)

    • [ ] close issue

Does drivemigration@ have access to New Google Drive for this project

• [ ] open resource 1.0 link
• [ ] search for project name
• [ ] Answer if you find it
  • [ ] no
    • [ ] if no, add label: need shared drive access
    • [ ] unassign yourself from the issue
    • [ ] put issue back into the prioritized backlog column
  • [ ] yes
    • [ ] Add the link to the drive to resource 2.2 below
    • [ ] remove the status: needs folder links label (if the old drive folder link is already in the resources)

Create Audit Template

• [ ] go to Template for Drive Audit link (resource 1.1)
• [ ] Select USE TEMPLATE button
  • [ ] add a link to the new document at resource 2.3
    • [ ] rename file to [Replace Project Name] Drive Migration Audit
    • [ ] move file to project drive
      • [ ] choose move icon or file menu item, Move in the [Replace Project Name] migration audit document
      • [ ] use back arrow (top left)
      • [ ] choose Shared Drives
      • [ ] open project drive
      • [ ] open folder inside project drive (with same name as project drive)
      • [ ] choose Move
• [ ] remove status: needs audit template label

If all the steps above are completed successfully

• [ ] add status: audit drive label and remove other status labels that are not applicable
• [ ] go on to next instructions or pause (if pausing, see resource 1.4)

Fill out Drive Migration Audit spreadsheet (vague)

• [ ] use worksheet to identify files to move
• [ ] is file structure the same (for where the new files go)

Product Managers

• [ ] Engage with product managers
  • [ ] Make sure all necessary people are added to the new shared drive (below)
    • [ ] Once added, confirm information in worksheet
  • [ ] Ask PM to comment their meeting times on this issue
  • [ ] Show pm demo of file migration and how to use spreadsheet and teach them permissions
  • [ ] Ask product manager if they are able to communicate with old members to get files moved
  • [ ] If yes, then assign them the issue
  • [ ] Once files moved, close issue with a comment

Resources/Instructions

Templates and sources

1.0 Google Shared Drive 1.1 Template for Drive Audit 1.2 HfLA old drive structure 1.3 GDM: Active Project List 1.4 Make sure it has the right status label, unassign yourself, put back into the prioritized backlog

Project specific links

2.1 [[Replace Project Name] old GDrive] 2.2 [[Replace Project Name] new GDrive] 2.3 [[Replace Project Name] Drive Migration Audit] 2.4 Program Area: 2.5 [older migration template - audit and move info into new template]

[Rabia2219]

Note: go through the closed audit issues and make sure that the audit spreadsheet is up to date.

[ExperimentsInHonesty]

Overview

We need to audit the drive so that we can know what files to move and if the receiving end is ready.

Action Items

Find Program Area

• [ ] Open GDM: Active Project List (resource 1.1)
• [ ] Find the Program Area for the project on the spreadsheet (add to resources 2.1)
  • [ ] remove status: needs program area
• [ ] If there is no program area for this project, add a comment and put this in the Questions/Review column of the project board.

Get Old Drive link

• [ ] Open the HfLA old drive structure (resource 1.2)
• [ ] Find the old folder for the project
  • [ ] If the old folder does not exist
    • [ ] add a comment with the text

       There was no folder for this project in the old drive

    • [ ] add the label status: old drive not found
    • [ ] unassign yourself from the issue
    • [ ] put issue back into the Questions/Review column
• [ ] add old drive folder link to resource 2.2

Identify if there are files in the old folder

• [ ] are there files to move?
  • [ ] if no, add a comment with this text

    there are no files in the old folder to be moved, and it:
    - [ ] has folders
    - [ ] does not have folders or files (entirely empty)

    • [ ] close issue

Does drivemigration@ have access to New Google Drive for this project

• [ ] open resource 1.3
• [ ] search for project name
• [ ] Answer if you find it
  • [ ] no
    • [ ] if no, add label: need shared drive access
    • [ ] unassign yourself from the issue
    • [ ] put issue back into the prioritized backlog column
  • [ ] yes
    • [ ] Add the link to the drive to resource 2.3 below
    • [ ] remove the status: needs folder links label (if the old drive folder link is already in the resources)

Get Team Roster link

• [ ] Search inside their new drive (resource 2.3) for their project roster
• [ ] Add a link to the project roster to resource 2.4

Create Audit Template

• [ ] go to Template for Drive Audit link (resource 1.4)
• [ ] Select USE TEMPLATE button
  • [ ] add a link to the new document at resource 2.5
    • [ ] rename file to [Replace Project Name] Drive Migration Audit
    • [ ] move file to project drive
      • [ ] choose move icon or file menu item, Move in the [Replace Project Name] migration audit document
      • [ ] use back arrow (top left)
      • [ ] choose Shared Drives
      • [ ] open project drive
      • [ ] open folder inside project drive (with same name as project drive)
      • [ ] choose Move
• [ ] remove status: needs audit template label

If all the steps above are completed successfully

• [ ] add status: audit drive label and remove other status labels that are not applicable
• [ ] go on to next instructions or pause (if pausing, see resource 1.5)

Fill out Drive Migration Audit spreadsheet (vague)

• [ ] use worksheet to identify files to move
• [ ] is file structure the same (for where the new files go)

Product Managers

• [ ] Engage with product managers
  • [ ] Make sure all necessary people are added to the new shared drive (below)
    • [ ] Once added, confirm information in worksheet
  • [ ] Ask PM to comment their meeting times on this issue
  • [ ] Show pm demo of file migration and how to use spreadsheet and teach them permissions
  • [ ] Ask product manager if they are able to communicate with old members to get files moved
  • [ ] If yes, then assign them the issue
  • [ ] Once files moved, close issue with a comment

Resources/Instructions

Templates and sources

1.1 GDM: Active Project List 1.2 HfLA old drive structure 1.3 Google Shared Drive 1.4 Template for Drive Audit 1.5 Make sure it has the right status label, unassign yourself, put back into the prioritized backlog

Project specific links

2.1 Program Area: 2.2 [[Replace Project Name] old GDrive] 2.3 [[Replace Project Name] new GDrive] 2.4 [[Replace Project Name] Roster] 2.5 [[Replace Project Name] Drive Migration Audit] 2.6 [older migration template - audit and move info into new template]

[ExperimentsInHonesty]

Overview

We need to audit the drive so that we can know what files to move and if the receiving end is ready.

Action Items

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.

• [ ] Find Program Area
• [ ] Get Old Drive link
• [ ] Identify if there are files in the old folder
• [ ] Check that drivemigration@ has access to New Google Drive for this project
• [ ] Get Project Roster link
• [ ] Create Audit Template
• [ ] Perform Drive Migration Audit
• [ ] Invite file owners to our next file moving party
• [ ] Once file moving party is completed, add a comment about what is outstanding and move to Questions and Review Column

Resources/Instructions

Templates and sources

1.1 GDM: Active Project List 1.2 HfLA old drive structure 1.3 Google Shared Drive 1.4 Template for Drive Audit 1.5 Make sure it has the right status label, unassign yourself, put back into the prioritized backlog

Project specific links

2.1 Program Area: 2.2 [[Replace Project Name] old GDrive] 2.3 [[Replace Project Name] new GDrive] 2.4 [[Replace Project Name] Roster] 2.5 [[Replace Project Name] Drive Migration Audit] 2.6 [older migration template - audit and move info into new template]

[ExperimentsInHonesty]

Overview

We need to audit the drive so that we can know what files to move and if the receiving end is ready.

Prerequisite

• access to the 1Password vault for Google Drive Migration
• know your GitHub username and password so that you can use it in a new browser

Action Items

• [ ] Log into the hfla-email-all@hackforla.org email and open it in a new chrome profile, so that all your access is through that Chrome window

Customize issue

• [ ] Search in the issue title, in addition to this issue comment.
  • [ ] Search for [Replace PROJECT NAME]
  • [ ] Replace with the name of the project (e.g., Expunge Assist)
  • [ ] Delete the customize issue section (4 prior lines from ### Customize issue... 4 prior lines)

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 item, and hide the comment.

• [ ] Find Program Area
• [ ] Get Old Drive link
• [ ] Identify if there are files in the old folder
• [ ] Check that drivemigration@ has access to New Google Drive for this project
• [ ] Get Project Roster link

Audit

• [ ] Create Audit Template
• [ ] Perform Drive Migration Audit

File Moving

• [ ] Invite file owners to our next file moving party
• [ ] Once file moving party is completed, add a comment about what is outstanding and move to Questions and Review Column

Resources/Instructions

Project specific links

2.1 Program Area: 2.2 [[Replace PROJECT NAME] old GDrive] 2.3 [[Replace PROJECT NAME] new GDrive] 2.4 [[Replace PROJECT NAME] Roster] 2.5 [[Replace PROJECT NAME] Drive Migration Audit] 2.6 [older migration template - audit and move info into new template]

[ExperimentsInHonesty]

2.1 Program Area: 
2.2 
2.3
2.4 
2.5 
2.6 

[ExperimentsInHonesty]

revise Drive audit issue template with content above https://github.com/hackforla/google-drive-migration/issues/new?assignees=&labels=&template=drive-audit-issue-template.md&title=Drive+Audit%3A+%5BProject+Name%5D

[Rabia2219]

revise Drive audit issue template with content above https://github.com/hackforla/google-drive-migration/issues/new?assignees=&labels=&template=drive-audit-issue-template.md&title=Drive+Audit%3A+%5BProject+Name%5D

Done...