hq_workgroup wk4 jul_epic

August Epic - Weekly Sprint Planning - Lead, support

[ ] Special Issue: Stacey (manuscripts overall) & David (analyses) & Lindsey (hopefully, writing most of the time) wk1 wk2 wk3 wk4 wk5
[ ] Hiring: Stacey & Lindsey & David wk1 wk2 wk3 wk4 wk5
[ ] Onboarding Meghana: Stacey & David wk1 wk2 wk3 wk4 wk5
[ ] Co-planning: Jenn & Lindsey

wk1

[ ] #2150 Run SQL Script - Ash/Stacey/Jenn?
[x] Prep Data UI file for Marcia's MTL Blue Coplan 1 site in wk2 Monday 8/9 - Jenn
[x] Prep Co-planning documents for Marcia's site - Jenn
[x] Prep RedCap Fidelity ratings for Marcia's site - Jenn
[x] Look for new dates for Matt's sites (1 reschedule, 2 for co-planning 2) - Jenn
[x] Look for co-plan 2 dates for John's sites - Jenn
[x] Ping John's MTL Blue V22 sites, leadership returns on Wed. 8/4 - Jenn
[ ] Theresa to prep co-planning 1 drafts?

wk2

[x] Prep Data UI file for John's MTL Red Coplan 1 site in wk3 Wed. 8/18 - Jenn
[x] Prep Co-planning documents for John's site - Jenn
[x] Prep RedCap Fidelity ratings for John's site - Jenn

wk3

[x] Look for co-plan 2 dates for John's sites - Jenn

wk4 wk5

[ ] Dynamics UAT: Jenn & Stacey

wk1 Mon. 8am WG Leads - Check-in with Howard on UAT Guide, prep agenda items for Tues. 8/3 8am Facil. WG:

[x] Provide Liberty with our sites currently wrapping up re: co-planning and team details, to facilitate user learning and testing. - Jenn
[x] Tailor the bug tracker (as needed) at the 8AM Workgroup Leads. - Stacey

Prep for Tues. 8AM Facilitate Agenda

[x] How to get to Dynamics, check out their access, etc.
[x] Where is the UAT guide? facilitate_workgroup channel
[x] Show them template for UAT in the bug_tracker.
[x] Who you are (Liberty team), how get ahold via Teams if needed.
[x] Two Wed meetings other opportunities, get instruction, or provide information about testing.

wk2

wk3

wk4

wk5

[x] Scheduling/Purchasing Resources/ADM Funds: Jenn & Stacey

wk1

[x] Renew Zotero - Jenn
[x] Reschedule August Psych tools meeting - Jenn

wk2

wk3

wk4

wk5

[x] Story 13: David & James (James could lead, need to co-determine with them); support on specific tasks from hq and Anthony; Lindsey working on help from PERC and w/the Detail (more updates expected by COB today). wk1 wk2 wk3 wk4 wk5

Other August Tasks

[x] Email Emily Evans about union notification - Stacey
[ ] Complete Stanford OTL - Stacey
[x] Coordinating with co-investigators about HEAL grant re-submission - Lindsey
[ ] Record facilitate videos that were requested - Lindsey
[ ] Get VISN System Specialists going on MTL Videos
[x] Cost aims - Stacey & Libby & David
[x] Set up RedCap data pipeline/workflow - David

hq_workgroup 7/29/21

DECISIONS:

[ ] Ash, David & Stacey - Transition planning for Research ORD databases and CDW on B02 Research Server on Monday.
[ ] Return to Story 13 Power BI on Tuesday - We may want to bring to team_time Power BI questions that we have for Ash using the files created today and put in Team PSD > quant_workgroup > power bi.

8AM Workgroup Leads

General Notes:

@staceypark For costing - Note on costing calculations: @jamesmrollins use of story points is based on the # of hours spent
@anazariz is out today Mon. 8/2 ???

Monday - quant_workgroup Videos, Documentation and Training

[x] Review a the documentation #626 & 627 - Run the July propagation for VA sites
[ ] Research: CDW, ORD databases, ensuring access and documentation of the code.
[ ] @lijenn and @staceypark #2150
[ ] @staceypark #2151
[ ] @staceypark & @lijenn https://github.com/lzim/research/issues/212
[ ] @dkngenda will make issue cards scoping his research and data tasks
[ ] @lijenn @staceypark #2121

Tuesday 8am Facilitate

UAT Guide will be completed by the 2pm Wednesday Support WG call.
But Facilitators can go in to try the guide on Tuesday if they can't attend the 2PM Wednesday.
Snyder, Howard (Liberty IT Solutions) to Demo a quick/easy step from the UAT guide for orientation on Tuesday.
[ ] Additional Items: Discuss coverage for Kansas City next Thursday due to APA Conference
[ ] Prep for Tues. 8AM Facilitate Agenda
[ ] Where is the UAT guide? facilitate_workgroup channel
[ ] How to get to Dynamics, check out their access, etc.
[ ] Show them template for UAT in the bug_tracker.
[ ] Who you are (Liberty team), how get ahold via Teams if needed.
[ ] Make a comment in the UAT Discussion Thread, ping Liberty to monitor the thread.
[ ] Two Wed meetings other opportunities, get instruction, or provide information about testing.

Wednesday 12:30pm CRM

[ ] Week 8 Sprint Update
[ ] Arlene's Outlook Invite Demo
- Three types of items in Dynamics:
- Appointments - show in calendars in Dynamics
- Invites - what you send from Outlook to schedule
- Emails
- We would still need to create the invite in Outlook, even though the appointments are automatically created in Dynamics as this process does not automatically create invites in Outlook.
- [ ] @lijenn bring up adding a Team Vision and the Sim UI password field for team set up in CRM

Wednesday 2:00pm Support WG

[ ] Invite Facilitators who can attend
[ ] UAT Guide will be completed by Liberty

hq_workgroup 08/05/21

Facilitator Fidelity Ratings Should we track substitutions? DECISION: Yes #2163

#214 Research - R Notebook for every grant; Data pipeline (23 points)

[ ] Provider Survey (RedCap)
[ ] Facilitator Fidelity (RedCap) #2163
[ ] Cost Aim (ZenHub)

Discuss Cost aim at our 8/12 quant_operations meeting Decisional perspective: How much does it cost to use MTL as their strategy? Development - (one time) Operation Team Facility (MTL teams) VISN (Co-planning) VACO (QIICs) CI/CD Development/Operation Bugs - exponential costs untold story- risk management Labels for workgroups will likely be sufficient. Personnel cost - Workgroup from the board to determine. Velocity per workgroup in story points Bugs... by Zimmerman, Lindsey E.

Velocity per workgroup in story points

Bugs
Development
QA
Operations
Relationship/Scheduling

e.g., 100 point in July for quant_workgroup Divvy up into personnel salary estimates Divvy up bucket of activity

feature_tracker

[ ] #1834 - SNOMED codes over the ICD10Greater precision to the Diagnoses and CPTLink to Story 13
[ ] #1887 - VISN Provider Hub Data These are VISN providers who could provide coverage at community health hubs at a different sta3n due to telehealth. Because these providers may be located at other VISNS, they may not show up at the sta3n of the team that needs their data.
[ ] #1580 - Fiscal Year - Comparable
[ ] #2065 - SPParams - "NA"
[ ] #1633 - CrossRef history; Best Practice Guides VINCI, CDW, BISL, etc.

Sim_UI

[ ] #2146 - 1 unit less than the minimum on the x-axis for time.
[ ] Cross-ref #1444 - Continuous Deployment of our Power BI data refreshes Is there a jitter( ) equivalent in JavaScript? TRAINING: Cover the use of Table View to see the exact values.

215 - Park, Stacey D. & LZ Still to test

Andrew will be covering changes to Schema Owner at the 8/18 Office Hours. Ash's SQL code made him the private owner of the data tables. The issue with data table access was resolved by switching access back to Lindsey. ORD Tables Security Schemas comSite ORD_Zimmerman_202106150

[ ] #31 Discuss Race/Ethnicity & SDOH CDW domains at 8/17 Post Doc Mentorship meeting.
[ ] Authorship App (Shiny Server) #212

8AM Workgroup Leads

[ ] #2167 - Data are now shared in individual worlds, and syncing Epicenter and GitHub.
Removing the Team Data Menu is a big change, but recommended to avoid conflicts among users.

Updates on Team Data Table File Upload Feature requirements:

Our guides do not explain to Learners how to upload their team data table file in the back-end (this part is invisible since Admins and Facilitators do this)
If we remove the "Delete", "Rename", "Add" buttons on the Team Data Maintenance Dropdown, we need to reflect this update in the guide
James: We can make the auto team data table file upload feature available to the Learners, but uploading a team data table file with the same root name from the dashboard will add the data file to other groups that share the same team root.

SIM UI QA:

@jamesmrollins To implement a process in the QA environment to ensure we test features with the existing groups, experiments, and files that Facilitator and teams are working on in the moment.
- Need to ensure moving features from Test to Prod do not impact Live teams

Facilitate WG 8/10:

First half hour to be facilitated by Jenn & Stacey
Go over how to upload the team data table file to Epicenter from the Facilitator Dashboard
Go over how to use the auto-team data table file upload that James will be implementing Tuesday AM
Need to include the Module in the MTL Help invite title (There was an update to the AGG module since we re-named/updated the Balanced Mode variable, this may impact Jane and Matt's team to ensure the feature does not impact their existing experiments.
UAT Testers Guide
- Most introductory tasks first:
  1. Dynamics App
  2. Dashboard
  3. My Activities
  4. What's due today? What's due tomorrow?
  5. Who are my co-planning groups? Who are my teams?
- Step-by-step in order:
  - Then these types of questions:
    - When do I meet w/this team?
    - What session on their own?
    - Has their co-planning email 1 to schedule been setup?
    - Where is the stakeholder map file?
  - Story 6 UAT MVP:
    - Can you just link these task prompts to a number 6.16?
    - Can our users test from there?
  - First 5 questions for Dashboard above, then these four key terms:
    - Glossary - Focus on these first as they define how things related to one another in app (checklists & sessions):
    - 6.3 - MTL -> Dynamics "Programs"
    - 6.4 - MTL -> Dynamics "Evaluations"
    - 6.5 - MTL -> Dynamics "Versions"
    - 6.6 - MTL -> Dynamics "Roles"

Team Time 8/10:

Update teampsd_manual documentation of research workflows and how they connect to each other

wk2 auq_epic quant_workgroup

[ ] Wed quant_research 8/11: Co-I this week, need to focus on manuscripts
[ ] Thurs quant_operations 8/12: Cost aim, ZenHub/GitHub data export

Story 6

[ ] #2166 - Bug on UAT for Dynamics

Authorship App:

[ ] #212 - @staceypark @lijenn to view David's feedback

Top Priorities this week:

IIR VINCI will create our cohort for our databse
Hiring
Expenses
Union
Authorship App - #2120
Manuscripts
Sim UI
Story 6 UAT
Story 13 Power BI - #1961; #2112; #2168
@lzim @lijenn Ping David L. regarding John K's site for Fridays at 11:30-1:30pm Eastern.

story_13 Power BI Architecture by @jamesmrollins:

https://lucid.app/lucidchart/dbc75b39-03cc-4da4-9ec5-5e51c7b3d721/edit?page=0_0#
4 Primary Data Tables in all views ("data" row level Veteran PHI, "viz" for the team trends over (Diag, Enc, HF, Meas)
Data Sets (Data, Viz, Params (export Sim))
Team Vets the data "ClinicSelection Tab" and the "SPReferrals"
Columns ("Filters" in Power BI) - "Slicers"
Current Nevermore v23 Data UI:
Columns C-J define how the teams select themselves.
Do Enc exceed Appointments or Appointments exceed Enc? Encounters almost always exceed appointments because we have tons of encounter drop-ins that are not scheduled.
Filters in Power BI reports - https://docs.microsoft.com/en-us/power-bi/create-reports/power-bi-report-filter-types
Slicers in Power BI - https://docs.microsoft.com/en-us/power-bi/visuals/power-bi-visualization-slicers
"Drill down" is not Drill Through
Slicers can't support "Drill down."
Filters support "Drill through."
We may want a VISN "Automatic Filters" to support #1887 VISN Clinical Resource Hub provider support
Circle back around 3PM to talk about Sim UI Plans this week.

CBOC & VAMC Sizes:

[ ] Explain https://github.com/lzim/research/issues/201 at Facilitate WG 8/10.

hq_workgroup 8/12/21

Special Issue - Co-I Channel

[ ] lzim/research/212 authorship app @dkngenda
[x] working titles #2180 @lzim CLOSED 8/15

Facilitation questions: https://mtl.how/features - Guide edits/additions https://mtl.how/community - Discussion and Q & A

What is a dynamic hypothesis? Expectations that the team has about what will happen over time with different clinical decisions.

Team PSD Manual Updates

[x] How to contribute to a Team PSD Manuscript
[x] How to manage RedCap data pipelines (Provider Survey & Facilitator Fidelity Ratings) DECISION: User POV Task chapters (add ones we don't have) under a workgroup header

Team PSD Training Tracker - Assigning points to these tasks 5 pt day/25 pt week/100 pt month per person

wk1 - Starting w/Team PSD Manual and going in order - Riding along w/meetings
wk 2 - Modeling to Learn videos, manual & guides
wk 3 - workgroup focus - e.g., BISL VA data; GitHub; Data Camp

Planning wk3 aug_epic

8AM Workgroup Leads

[ ] How/if we should change how we track things on the Board/Reports for the Cost Aim 3? Intersection w/Dynamics.
Careful use names, or labels - David about which are easiest to set up data pipeline for.
[ ] Update Team PSD manual Glossary to go with this - "story 3" "story3" or "story_3"

#manuscript_monday

[ ] TEST for authorship_app

8AM facilitate_workgroup

[ ] @lzim put team_tracker notes for Tues Jane & Matt's team s10 in Dynamics to test

Phone Screens

[x] Schedule the following week on Thurs afternoons
[x] @staceypark @lijenn @dkngenda - Set up OOO EVERY FRIDAY.

Sim UI Bugs

[ ] Cover how to use the mtl.help calendar to determine what team this occurred?

feature_tracker

[x] Close #396; Facilitator Training; Principles; Chat (Teams or Sim UI); Dynamics
[x] In icebox: https://github.com/lzim/teampsd/issues/2183

Monday 8am WG on 8/16:

OOOs:

LZ is out on Mon & Fridays until the end of aug_epic (she is in office every Tues-Thurs., 6 total days).
LZ out wk1 sept_epic.

PRINCIPLES from HQ last Thursday:

Hub Board by weekly sprint, every week but the first.
Set up the next monthly epic wk4 hq_workgroup.
Review the monthly epic & wk1 spring at first 8AM of the month. standing workgroup meetings - start by opening the weekly sprint for that workgroup. If we open the board at 8AM and it's not up to date. We'll pick this up at this workgroup_meeting.

mtl.help operations workgroups

https://mtl.how/bugs
https://mtl.how/features
weekly sprint for that workgroup

mtl.info research workgroups

https://mtl.how/manuscripts
weekly sprint for co-I_workgroup

WEEKLY SPRINT Anchoring conversations in showing/documenting on "the board."

Points, Sprints & Pipelines:

We average ~ 80pts/Epic.
If we are triaging cards (e.g. moving a card from aug_epic to the sept_epic):
- adjust the 9-clicks
- and move the card from the Priority Epic to Upcoming Epic.
- update the weekly sprint
Sprints: Remove all previous sprints if it was not worked on during that week, update the sprint that the card is being worked on.
David: How will ZenHub count Days to Completion with the Sprint removal?
Stacey: To get a more accurate Days to Completion, we need to focus on accurately scoping and prioritizing cards sitting in Priority Epic. Move cards from Priority Epic into the proper pipeline and always keep sprints up to date.

bug_tracker:

2178 - @lijenn to help with testing.
2177 - Fixed and closed!

feature_tracker Feature Tracker:

Only keep epic in the title name for due date if they are not being worked on/not scoped out.
1299 to track Liberty work, will close by end of aug_epic since Go_live is Sept.
396 closed and new effort for oct_epic is in #2183
2130 - @jamesmrollins to clean up and update this feature card
2112 - @jamesmrollins to also review and clean up this feature card
@dkngenda to move issue cards that can be on lzim/teampsd repo and not lzim/research (e.g. Power BI cards can be on lzim/teampsd, keep research cards only on research repo)

manuscript_tracker:

Reminder that we will need to scope out our work for the special issue manuscript

CRM UAT:

@hsnyder2 working on updating the UAT guide to incorporate testing for the Notes feature (e.g. If you are are the session detail for S7, grab S7 template in the Files tab of facilitate_wg channel and update the notes/check boxes)
2 items in guide that were in dev. is being worked on/done
These features will be updated in the QA instance tmrw morning.
@hsnyder2 will post the exact time in the UAT Thread in facilitate_wg channel

Team PSD Manual

DECSION: Need to organize the chapter by workgroup rather than workflow
Similar to the MTL Manual that is split up by user group perspectives
Need to add: How to contribute to a Team PSD Manuscript
Need to add: How to manage RedCap data pipelines (Provider Survey & Facilitator Fidelity Ratings)
DECISION for story in the title: story13
- wk3 aug_epic story13

Team PSD Issue Naming Convention for Costing + story13 PBI capabilities

David is exporting via the Control Chart - gives title, issue, issue number
If we can be explicit about the title, we can pull the data from there
Cumulative Flow - no label export since it's looking at pipelines
Burndown - Broad export, not issue specific
Velocity - can give points only by overall, cannot give by wg
James: There is a GitHub API for Power BI, will look into it.
David: We could use R in Power BI, unsure of the workflow for that. But we can create a dataset to export for R.

8/23 Monday 8AM WG

OOO

LZ out Monday and Friday this week, and all next week

mtl.how/bugs

2185 - @jamesmrollins fixed the issue @staceypark identified where zeroes are being identified as BC. In PROD.
2178 - will update to PROD with larger release at EOM

mtl.how/features

2187 - review scope and decision at wed sim_ui workgroup meeting
2130 - review priority order at wed sim_ui workgroup meeting

mtl.how/manuscripts

re-test authorship app during manuscript monday meeting

CRM

Request for restriction/double check pop up for facilitators to not accidentally complete admin tasks
- @apisano0920 clarified that the d365 app right now is not distinguishing what are admin vs. facilitator tasks in the checklist. Liberty will need to add fields for the d365 app to distingue the tasks.

Sprint Review

@jamesmrollins will close all sim_ui cards that are finished developing and cross-ref all the issues in a release card to track their PROD/release effort

Move to sept_epic

2168
1176
2160
2138
2136

Meetings this week

Tues facilitate: #2121 Facilitators need to make sure to go in and save all their sessions prior to the Sunday night release
Wed sim_ui: #2187, #2130, #2121 - Use "News Alert" button for release?

Bugs:

Two UTA bugs still open
Matt noticed coplaning email didn't send. Erlene developing a solution for it.

Features

Talked about floating points at simUI. James developing this
@dkngenda will set up feature & bug tracker for research workflow and we'll use "bug" and "feature" labels. Cost, Provider Survey, Facilitator Fidelity - Research Repo

Authorship app.

Add periods to full sentences. On 2. prior_work_effort -
Use the dropdown or search to select the manuscript.
Pie chart: Header: The pie chart depicts the total effort on this manuscript. Descriptive language:
- Prior work are intellectual contributions that have already been completed for this manuscript.
- The prior_work slice is the average weight of prior work sub-categories provided by co-authors who have used the app for this manuscript.
- Write_analyze is work planned in write_analyze_edit.

Magna Orientation:

She will responsible for Quant operations.
She will be focusing on quant project management. She needs orientation on which meetings she will be running and how to run them.
She needs to attend the facilitate meeting

UAT for Dynamics & Go Live

Jenn will ping Facilitators tomorrow: Could everyone please log into the excel file? Liberty is looking today for at least 2 green Passes on every row of the spreadsheets.

Lindsey to add under PI label

End of year budget Ci2i
Meghana onboarding
Detail
End of year annual report
Internship & Post Doc training documents
Tom OHT/OMHSP

8/30 Workgroup Leads

9/1 Wednesday

Meghana first day
UAT Go Live

Meetings

[ ] Monday interview w/RA
[ ] 8/31 Tues Facilitate meeting UAT testing
[ ] 9/1 Wed Quant Research - Setup data pipelines teampsd/#2170; research/#219; research/#218; bug & feature tracker on lzim/research repo research/#229
[ ] 9/2 Thurs Quant Operations - Setup VINCI workspace research/#228

Lots of issues carrying over from last week to be closed today. Will review overall aug_epic board again at team_time tomorrow.

9/2 HQ:

Schedule

Note: We are all out on Monday due to Labor Day.
David is out next Thursday.
Meghana & Jeff will be in Friday.

Interviewing

2 candidates have moved onto the behavioral interview
Will be reaching out a handful more for phone screens next week as well
Should Jeff & Meghana join for these?

ZenHub

We are 83% done from closing out issues for wk5 of aug_epic, with remaing cards set to close.
Is @lzim able to delete the extra workspace on ZenHub without deleting the original/existing workspace??
Want to keep that we have 2 new additional team members when scoping weeks/months

@staceypark and @lijenn Can you remind me, do we close the epic card? Or, does that mess with all our data?

lzim / teampsd

aug_2021 #2120

hq_workgroup wk4 jul_epic

Other August Tasks

hq_workgroup 7/29/21

8AM Workgroup Leads

215 - Park, Stacey D. & LZ Still to test

hq_workgroup 8/12/21

Special Issue - Co-I Channel

Planning wk3 aug_epic

2178 - @lijenn to help with testing.

2177 - Fixed and closed!

1299 to track Liberty work, will close by end of aug_epic since Go_live is Sept.

396 closed and new effort for oct_epic is in #2183

2130 - @jamesmrollins to clean up and update this feature card

2112 - @jamesmrollins to also review and clean up this feature card

8/23 Monday 8AM WG

OOO

mtl.how/bugs

2185 - @jamesmrollins fixed the issue @staceypark identified where zeroes are being identified as BC. In PROD.

2178 - will update to PROD with larger release at EOM

mtl.how/features

2187 - review scope and decision at wed sim_ui workgroup meeting

2130 - review priority order at wed sim_ui workgroup meeting

mtl.how/manuscripts

CRM

Sprint Review

Move to sept_epic

2168

1176

2160

2138

2136