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lzim / teampsd

Team PSD is using GitHub, R and RMarkdown as part of our free and open science workflow.
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wk2 mar_epic: Story 5/6 - Co-Planning Documents on Teams/SharePoint #1705

Closed staceypark closed 3 years ago

staceypark commented 3 years ago

Story 5: SharePoint Online 365 Story 6: Co-planning documents

We want a cloud-sharing of our Co-planning documents that integrate with workflows for Story 5 & 6. These shared documents need to be on the cloud (SharePoint or Teams).

Story 5:

Queuing: Preparing selections in advance before the meeting (risk for Facilitator and front-end MTL users) e.g. Leaders would select their clinic and the queue would run overnight.

Cache: Make a bunch of selections live in the moment and have the selections automatically saved for hand-offs. e.g. If someone has a outage, someone else can support.

Story 6:

We need to figure out a workflow on how to efficiently store and pull these documents for cross-coverage.

lijenn commented 3 years ago

Discussed at HQ WG 2/18: @lzim & @lijenn 2/19 Friday 8:30 - Migrate Wave 1 NIH teams folder documents to Teams to cache this. Pick up Story 5 & 6 at wk4 feb_epic Monday 8am wg.

lzim commented 3 years ago

@staceypark @anthonycpichardo @lijenn @anazariz

This is one of our most important tasks to discuss at 8AM Workgroup Leads.

I am re-thinking the decision to just use Outlook invites for teams. I believe want a Channel/Sharepoint for each team to achieve the caching needs we discussed on Thursday.

lijenn commented 3 years ago

@lzim @staceypark @anthonycpichardo

I'm just brainstorming how having meetings in channels could work.

To set up a Teams group for MTL Learner Teams, we must:

  1. Create a Teams group (name: Modeling to Learn?)
  2. Add all Learners as members into the Teams group
  3. Create Private channels based on team name/site and assign Learners to their respective channel (Facilitators, Support WG, Admin will have access to all private channels)
    • [private channels will prevent Learner teams from seeing each other's channel and info. unless Learners have been granted access to that channel)
  4. Create the Team meeting in the Private Channel and copy and send the invite to ourselves
  5. Copy and Paste the meeting link into a New Appointment invite in Outlook from the MTL.Help calendar and send the invite to the Learners (if any one from Admin is out or a date/time needs to be changed, someone else could edit the meeting invite this way)

Question:

  1. Will the co-planning documents go into the new Team's group/channels or teampsd_vha in facilitate_workgroup channel (i.e where should Facilitators meet for inter-session prep, if Facilitators needed to pull these documents up while driving a meeting where should it go, how will Learners/Team Leads view/edit with these documents, if docs should be in both the new Teams group and teampsd_vha how can we sync and cache the docs all together)?
    • co-plan 1 agenda
    • co-plan 2 agenda
    • stakeholder map
    • process map
    • notes (this doc would probably not be in the new Teams group?)
anthonycpichardo commented 3 years ago

Note : Files uploaded to a teams chat are saved to the uploaders personal sharepoint and are accessible by everyone in the group thread.

anthonycpichardo commented 3 years ago

Discussed During 2/22 Workgroup Meeting:

Create the team at Sharepoint -> Teams Private Channel

...and the permissions would flow in that direction...

"Microsoft 365 Group" User for hybrid Story 5/6 for #1705: "O.H.I.O." or"O.P.I.O."

Only set them up and permission once for all our 365 resources.

Inherited by Story 5 - Power BI Inherited by Story 6 - Dynamics Where does this "365 group" fit: "Entity structure in 365 app ecosystem."

P.I. reaction "There is meaningful data structure in our org chart that may make sense in terms of our user permission to fully think through." Key idea is that users would be permissioned into resources. Organization Hierarchy determines permissions: VISN -> Facility (sta3n) -> Clinic (sta6a) - > Team

Questions:

Check Microsoft documentation "Microsoft 365 Groups" documentation for our 3 apps we would like O.P.I.O. (Teams, Power BI, Dynamics [365].

Check VHA documentation for use of 365 groups (BISL, PSF; OIT partners) or other ways of inheriting permissions across our apps using 365 Groups As an example, in our future state: (we don't want re-invent wheel and we don't want be inconsistent with VA norms/standards in 365 use. Is there an OMHSP or some other standard in VA we should easily align with now?

Divvy Up - 1st step of stories to avoid rework...

*Hierarchy of Permissions in our Entity relationship** Story 5/6...hybrid if we inherit from 365 groups e.g., Story 6 on its own Accounts (VISN/QIICs, Co-Planning) > Contacts individuals nested in teams (365 Dynamics specific)

What we really need: VISNs (co-planning, permissions, documntation) -> sta3n -> sta6a -> teams

"Right first step to avoid rework for all 365 Apps" needs to be MTL pre-emails for all teams

wk1 mar_epic... If 365 Groups were set up -> Micrpsoft Teams (app) would inherit the 365 groups.

Background: Grant & Story 5 & 6 wk1 (week before team meetings) wk2 (Monday of their meeting)

R21 - Same week of team meeting pre reminder of meeting post is reminder of the homework.

Rework

Implement 365 Groups inherited by Teams

O.H.I.O. Method O.P.I.O. "O.Permission.I.O"

Ash <> "365 Group" inheritance Microsoft Teams (due 1st), look ahead (START HERE). Microsoft Power BI (Stories 5) & Microsoft Dynamics (Story 6).

Anthony - "365 Group" in VHA with our partners.

Stacey - pre/post email text changes to reflect weekly emails.

anthonycpichardo commented 3 years ago

Discussed at 1pm Team Time 2/23:

anthonycpichardo commented 3 years ago

The reason that mtl facilitators and admins are sending them from mtl.help is so that we have ownership permissions to be able to change the invites.

anthonycpichardo commented 3 years ago

Using Teams to Create Groups

Pros:

Cons:

Questions: Is there any way to link all 56 Groups together? (i.e., MTL). How does it interface with onprem BISL? How does these groups interface with Story 6?

Teams Channel Sharepoint Modifications

Remove these Blocks

Remove Everything from Left Bar

Add Message:

Uploaded Images:

Custom Image Thumbnails:

anthonycpichardo commented 3 years ago

Conclusion: 56 groups solves end-user painpoints and is a permission solution for Team PSD members.

"Owners" when setting up the Group in Teams

lijenn commented 3 years ago

Additional proposals/to-dos and Blockers before we notify the teams:

staceypark commented 3 years ago

@anthonycpichardo

lijenn commented 3 years ago

@lzim @staceypark @anthonycpichardo

I was not able to send out the emails yet, making final edits and thinking through my steps (see edits and checklist below).

Edit: Current way of getting to the homepage of the SharePoint site is a little confusing/lots of clicks: Go to the General Channel > Files > click Open in SharePoint > click on the MTL logo on the SharePoint page that comes up > gets to Homepage of SharePoint site.

New way: Add the HomePage of the SharePoint as a tab in the MS Teams group: General Channel > SharePoint tab > gets to HomePage of SharePoint site within MS Teams. image

Goal is to send the emails out tmrw AM ASAP. Reiterating the manual steps that I'll be taking and commenting here for documentation purposes (and mental model check!):