Week of 9/3 #hqhuddle

[staceypark]

hqhuddle

• [x] 1. Update GH dependency check label definitions #478
• [x] 2. welcome & orient Rita to the team
• [x] 3. orient team to changes in SOP including new meta column cards: #600 #601 #602 #603 #604
• [x] 4. PCSPDB due today #599
• [x] 5. Prep for MTL Facilitate this week
• [ ] Resolve Issue #401 of error with zeroes in Params file
• [x] #483 VA REDCap
• [x] #480 team tracker

[lzim]

@staceypark @jessfroe

Do each of you have a specific list of training items for Rita today?

• Stacey, you’ll sit out on Qual today. Does it make sense for Rita to train on basics w/you during Qual?
• Or, should she join Qual and get her bearings with Jessilyn?

[staceypark]

@lzim @jessfroe I think makes more sense for her to sit out of qual with me and I can orient her to our platforms, mapping, etc

[staceypark]

@ritahitching and I covered the following

1. mtl.how
2. mtl.how/team
3. mtl.how/demo
4. mtl.how/facilitate - Epicenter account created and added to TeamPSD projects
5. mtl.how/sim - Error in adding new users (see Issue #616 )
6. mtl.how/lucid - Account created under PAVIR email address
7. mtl.how/live
8. mtl.how/osf - Account created under PAVIR email address & added to SOP project
9. mtl.how/refs - Account created under PAVIR email address
10. mtl.how/teampsd - Account created under PAVIR email address, @lzim please add @ritahitching to the repository, oriented to resources > cheatsheet folder

[jessfroe]

@staceypark @lzim @ritahitching

I am getting ready to leave so I wanted to give an update on where I was able to get to in my work today:

1. Updated documentation schedule table for the describe (#600), detail (#601), and depend (#604) column
2. Began working on the fidelity rating operational definitions on #614

I still need feedback on the team_tracker_template before I am able to populate the team_tracker with the checklist. Lindsey, whenever you have time to do that (hopefully before COB Thursday?) I'd appreciate it. That way, I can populate the tracker before our Friday meeting.

During intersession prep tomorrow, if time allows I believe further clarification and specificity regarding the fidelity ratings would be much appreciated. Multiple facilitators in Team 2 mentioned their confusion about the function of these questions, and expressed a need for clairity in order to correctly use the ratings during MTL live co-f practice.

Reminder: I am on CWC/STAIR tomorrow all day.

[staceypark]

@lzim on issue #401 - what is the cofacilitation plan tomorrow esp given Jane’s email?

If we are still walking through systems stories, we won’t be able to 0 proof the models by tomorrow but I checked the team4 data file this morning against all modules and it doesn’t throw the same 0 error that the team2 file did. So we could use that.

[lzim]

@staceypark

Right, I just posted the same about using Team 4 on issue #401. Although, I also do hope @tomrust can weigh in on this.

• Also, @tomrust did you make progress with the s06 SAY guides, which you were editing to further flesh out systems stories.

[lzim]

@staceypark and @jessfroe

• Jessilyn is out today (for Team PSD) today
• Stacey will you populate my edited Master Documentation schedule Issue #600 across the document_tracker columns please?
• Stacey, for this morning’s training, I also need a table of exactly who has
  1. Attended each MTL Facilitate training session.
  2. Co-Facilitated each session (i.e., the pairs, the session, the team).
  3. Make sure all the training videos are posted in 000, and give me a list of who is recorded and note if there are any issues with the recordings (e.g., no sound).
  4. Check with Tom about his work on the systems stories.
  5. Include a link to s06 MTL Video for each module in the Lucid Meeting.

I still need feedback on the team_tracker_template before I am able to populate the team_tracker with the checklist. Lindsey, whenever you have time to do that (hopefully before COB Thursday?) I'd appreciate it. That way, I can populate the tracker before our Friday meeting.

• I will work in this. However, we may need to slow down and do less on Friday. We may only want to focus on fidelity using RedCap

During intersession prep tomorrow, if time allows I believe further clarification and specificity regarding the fidelity ratings would be much appreciated. Multiple facilitators in Team 2 mentioned their confusion about the function of these questions, and expressed a need for clairity in order to correctly use the ratings during MTL live co-f practice.

• Yes, we need to go back to the qual_workgroup Lucid Meeting where we pulled out each fidelity item from the revised fidelity_training checklist in *mtl_facilitate_workgroup** and add the operational definitions. Cross-ref #614

[staceypark]

@lzim @tomrust said yesterday the model won’t be ready by today because they need to test and validate.

Ok I’ll populate the schedule and get a table put togethet

[lzim]

@staceypark

• I think maybe an #hqhuddle for the week, that we work with throughout each day may make the most sense, because not all items across the team are resolved within the day.
• [x] Thanks re: Table - Can you turn the table creation into a “teachable moment” for orienting Rita to Lucid this AM?
• [x] what did you train her in yesterday, please include the HQ training updates in the #hqhuddle issue thread
• we want to be much more structured than we were with Jessilyn
• [x] Please have her create a GitHub account and I will add her to TeamPSD so she is included in these #hqhuddles

FYI: @jessfroe

[staceypark]

@lzim Check the fourth comment from the top. I can add more detail to that if that's what you mean?

[jessfroe]

@lzim thanks for getting back to me re: team_tracker. I can focus on orienting the team to the REDCap project this week, then. Ignore my other comment on my pull request! I didn't sort through my notifications effectively enough this AM 🙈

[jessfroe]

Also - are we using the same GitHub thread for one week? Or, starting a new thread each day? Or, never starting a new thread?

[staceypark]

@jessfroe I think we're finding it makes more sense to do 1 per week

[jessfroe]

@staceypark that makes perfect sense. Petition to say "week of" in the title? @lzim @ritahitching

[staceypark]

• [x] Need to create a poll for TIDIRH for LZ & JD Smith

[lzim]

@jessfroe

We realized at today's meeting that we need to put the correct (most up-to-date) video links in the depend_products column. Will you please put the correct link in each issue card please?

• [x] Link the most current video links in each session card for the depend_products column.

Thanks!

[staceypark]

• [ ] @staceypark schedule manuscript planning meeting with @lzim

[lzim]

@ritahitching @jessfroe

• [x] Please add images to Gravatar so that you have images on GitHub, etc.
• [x] Please also add yourselves and your images to https://mtl.how/team

I will take a photo of you, if you need one that works on the site 📸

[lzim]

@jessfroe #fidelityfridays & team_tracker (this week):

• [ ] updated fidelity training checklist: get the question items with their associated operational definitions together.

• https://github.com/lzim/teampsd/blob/master/mtl_facilitate_workgroup/checklists/fidelity_training_checklist.md

• https://github.com/lzim/teampsd/tree/master/mtl_facilitate_workgroup/evaluation

• [x] ask you to turn SAY guides into “1-pager” or “overview checklists” the way that I did with you and Tom last week, starting with s07.

• https://github.com/lzim/teampsd/blob/master/mtl_facilitate_workgroup/facilitator_say/mtl_session07_say.md

• [ ] bullet 2 will be key part of the team_tracker.

• https://github.com/lzim/teampsd/projects/10

@lzim

• [ ] edit the link to be mtl.how/documents so that all trackers are plural (keep the names singular, however, e.g., team_tracker

[lzim]

Welcome to GitHub @ritahitching 🥳

I re-opened the “Week of 9/3 #hqhuddle” issue until we get through the end of the week. 😄

FYI: @staceypark and @jessfroe

[lzim]

@staceypark I believe @ritahitching needs help with how to open a pull request for her bio

• [ ] GH pull requests

[lzim]

@staceypark @jessfroe @ritahitching

FYI HQ:

From yesterday’s Intersession Prep:

• [x] Need to put the training schedule prominently in the team_tracker

• [ ] Need to link issue #303 in the top of each MTL Facilitate Training in Lucid (Rita)

• [ ] In Lucid Re-name the 3 weekly Facilitate Sessions (M/W/F) according to what will be covered that week (s07: Modeling to Learn base case)

• [ ] Cancel next week’s meetings, BUT...

• [ ] 1. First, back-up the video session from yesterday in 000 and link directly to it in the cancellation message

• [x] 2. Second, put the updated video links in the depend_products column.

• [x] 3. Third, be sure to say in the email: “THIS IS A ONE-TIME CANCELLATION due to many team members being out for travel this week.

Thanks! 🤓

[staceypark]

@jessfroe @ritahitching We’ve learned that the adobe connect videos can’t be backed overnight since the system reboots sometimes and can’t be backed while we use adobe connect.

Let’s make sure we all use our machines today during the day to back up the missing ones to make sure we have all of them.

[staceypark]

@ritahitching and I went through how to Invite folks on Lucid as a "Series Attendee" and she added herself to all of the meetings as practice (except MTL Facilitate 3 meetings which @jessfroe will do and we already discussed).

@lzim @jessfroe @ritahitching I noticed that our adobe connect videos are named a little differently each time making it terribly confusing to pinpoint a specific session's video.

I propose we rename them to be: year_month_day_meetingname_session#_teamname or 2019_09_05_manuscript_monday_s05_team4.

This will let make them autosort from most recent to oldest when it sorts by name and help us keep track of which teams have recorded which sessions.]

What if we said #workingwednesdays? we have #manuscriptmonday & #fidelityfriday... we need a wednesday alliteration

[staceypark]

@ritahitching @jessfroe and I are all backing up different Adobe Connect meetings. @jessfroe - Wed 9/4 prep session @ritahitching - Fri 8/30 demo session @staceypark - Wed 8/28 prep session

While those are backing up @ritahitching is also

• [x] Double checking 000 folder against Adobe Connect recordings folder for all missing recordings
• [x] Checking backed up videos in Adobe Connect to look for ones that need to be re-backed up due to error

[jessfroe]

@lzim I did not see the bullet point re: linking the videos directly in the cancellation. Could I instead link the videos to the follow-up from tomorrow's #fidelityfriday?

[jessfroe]

@staceypark I agree we need a hashtag and have been trying to think of good "w" words to do so...we work every day so I'm not sure if we want to do working? Its going to be tough to come up with something for that one! Especially one that is related to what we do on Wednesdays.

[staceypark]

😄 true we definitely do work everyday! work-in-progress wednesdays? ugh but that's so long

ok hq what about workplan, workflow, workstream?

[staceypark]

• [x] Need to cancel 9/24 co-I meeting as Craig is giving the D&T Director Job Talk & reschedule to Tues 10/1 @jessfroe can you do this

[ritahitching]

Stacey and I came up with the suggestion of WikiWednesday or WorkboxWednesday - thoughts @lzim @jessfroe @staceypark

Wiki Wednesday, is a term for wiki meetups which occur on #WikiWednesday Workbox Wednesday, refers to a box for work instruments and material #WorkboxWednesday

[staceypark]

Please update the staff tree with your information. Refer to the email for the actual link.

• [ ] @jessfroe Add information to NCPTSD Staff tree
• [ ] @ritahitching Add information to NCPTSD Staff tree

[jessfroe]

@ritahitching @staceypark @lzim Hmm I'm just not totally partial to the Wednesday hashtags currently. Also, neither of those options seem to address what we are actually doing that day. Why does it have to be on the W day! 😭

[jessfroe]

Also, can I just say...it is SO satisfying to click on these little check boxes when I am finished with a task!! Very reinforcing 🤣

[staceypark]

@jessfroe @lzim for the REDCap fidelity tracker, what granularity do we need when they are submitting their fidelity ratings? Specifically, do different team ratings need to be separated like in the MTL menu when viewing results immediately after submitting? I can talk about it more when we huddle at 12:30p after lunch (we should use the HQ meeting to talk about process & workflow, not specific tasks).

[staceypark]

• [ ] track all of the serial numbers for new monitors and give list to NCPTSD admin (Mary & Doug) as well for move upstairs

[jessfroe]

@staceypark not sure, that would probably be a call you need to make

[staceypark]

• [ ] pull requests with Rita for updating mtl.how 1.8 models and bio

[staceypark]

• [ ] mtl.how/demo links: mtl live & mtl video intro update links

[jessfroe]

@lzim @staceypark @ritahitching Alright HQ, I'm off for the day. Here are my needs during the huddle -

• [x] Lindsey provide feedback on the new REDCap branching logic and questions so that I can finish the fidelity ratings ASAP in the morning - Stacey can you link this? I can't find it and I have to go https://vhacdwweb05.vha.med.va.gov/surveys/?s=DCJ9HJTLFH

• [x] Lindsey review pull request for the fidelity rating checklist - https://github.com/lzim/teampsd/pull/631

[staceypark]

• [x] add document tracker link and instructions to top of issue #294 to give clarity

[ritahitching]

Adobe Recordings List

List of recordings from Lucid Meeting

Adobe	Sound	Backed Up
s06_interssion_prep	Yes
s06_demo_08_30_2019	Yes
s06_intersession_prep	Yes
manuscript_monday_group_supervision_s06_systems_story	Yes	Yes
s05_demo	No
2019_08_21_team2_intersession_prep	No
s05_group_supervision_manuscript_mondays	Yes
s4_team4_2019_08_16	Yes	Yes
2019_08_14_s3_s4_team4	No
s4_team2_2019_08_09	Yes	No video & No Sound
s4	Yes	Yes
s4_manuscriptmondays	Yes	Yes	Yes
s3_team4_intersession_prep_2019_07_31	No
s3_team4_live_cofacilitation_2019_08_02	No	Yes
s3_manuscript_monday_2019_07_29	No	Yes
team2_s2_2019_07_19	No	Yes
s2_2019_07_17	Yes	Yes
s2_sp_gap_threshold	Yes	Yes
s2_intersession_prep	Yes	Yes
mtl_facilitator_orientation_2019_07_10	Yes	Yes

[lzim]

@jessfroe @staceypark @ritahitching

Hurray!

• [x] mtl.how/fidelity is live 🎆
• [x] Need to remove the "Dr." from the MTL Facilitator list and just alphabetize by first name (for today)
• [x] Need to populate team 2 and 4 for s06 only today
• [x] FIDELITY: Meet this afternoon to review fidelity RedCap, 1-pagers "say_checklists," team_tracker, qual_workgroup.

thanks!

[lzim]

HQ

We want to send the 000 video for Wed 09/05/2019 Intersession Prep in the Lucid Follow-up Email ASAP this morning.

Lindsey

[lzim]

@jessfroe @staceypark @ritahitching

Hurray!

• [x] mtl.how/fidelity is live 🎆
• [ ] Need to remove the "Dr." from the MTL Facilitator list and just alphabetize by first name.
• [ ] Need to populate team 2 and 4 through the RedCap Survey

thanks!

Hey @jessfroe I noted your pull request #631 - Let’s make sure we’re clear about the distinctions for s11 and s12 within the APPLY phase (s9-12) BEFORE you populate further.

Let’s touch base first thing 🌅

[lzim]

hqhuddle for Friday AM

@jessfroe

• [ ] Lindsey review pull request for the fidelity rating checklist - #631 - See my comments about this.
• Let’s review this together BEFORE you populate RedCap
• [ ] ask you to turn SAY guides into “1-pager” or “overview checklists” the way that I did with you and Tom last week, starting with s07.
• Let’s turn to this tomorrow after #fidelityfridays tomorrow I will help with the s07_checklist and the team_tracker

@staceypark

• [ ] track all of the serial numbers for new monitors and give list to NCPTSD admin (Mary & Doug) as well for move upstairs
• NOTE: I need to send the serial #s to PAVIR, and we should track any equipment that Team PSD uses that we may worry the movers may skip.
• We may need to spend an hour on Friday afternoons scanning/shredding and getting ready for the move.

ALL:

We want to send the 000 video for Wed 09/05/2019 Intersession Prep in the Lucid Follow-up Email ASAP FRIDAY MORNING

[lzim]

P.S....

LOVING the #fidelityfriday agenda in Lucid great work HQ 🚀

[jessfroe]

@lzim I can send out the recording this morning when I get in. Should I clarify the meaningful work the facilitators should be doing during that time?

Also, now that we discussed emails, would you like me to revisit the grant meeting reschedule?

_{Sent with GitHawk}

[lzim]

FYI HQ: @branscombj asked some great questions on pull request: Update mtl_session07_see.md #635

• [ ] @staceypark Need to cover a few of them today re: .gifs.
• [ ] Need to clarify about saving any new .gifs with the same name as the old .gifs - Provide training int the GitHub Guide in Resources

[lzim]

@lzim I can send out the recording this morning when I get in. Should I clarify the meaningful work the facilitators should be doing during that time?

Also, now that we discussed emails, would you like me to revisit the grant meeting reschedule?

Morning @jessfroe 🐔 (meant to be a rooster)

• The message (and formatting) of the email you send this morning should be:

“As we discussed on Wednesday during this intersession prep meeting, today we will divvy up to practice telling causal systems stories. The details are in the record below.

Also, we spent a fair bit of time on Wednesday focusing on MTL resources principles for co-facilitators, our schedule and next steps, and the research on importance of psychological safety for achieving organizational improvement using system dynamics. Several in attendance recommended that this was a valuable video to watch Please check it out here: [insert the complete link, so that they can just click right on it and go to the video; I’ve omitted it on GH, because we do not post secure paths here]”

• Grant meeting schedule: Let’s clarify with Savet and Andrew what we will cover at the 10/4 meeting first. Then, yes, let’s circulate an invite to the 10/4 meeting.

[lzim]

@staceypark cross-ref PR #636

I need your help on how to handle edits/PR across TeamPSD and MTL. I’m not current on what was decided and how it works and cannot advise.

• [ ] Can we please document this for the team, so that everyone is clear.
• [ ] It may be something that goes in Team PSD > Resources > GitHub guide (re: Pull Requests)?