Week of 10/15 HQ Huddle

[ritahitching]

Week of 10/15 HQ Huddle cross ref #750

@lzim

Co-I meeting and Trial registration

• [ ] Review Data Definition in wiki r21_r01_iir procedures (https://osf.io/z7y8m/wiki/Data%20Definition/) R01
• [ ] Review consort tables on OSR for R01 (https://osf.io/8pzxu/wiki/consort_checklist)
• [ ] Review updates to ct.gov for R01 - Responded to all 10 comments including re-updating a study protocol with cover page; Updated study time period to 01/01/2019 - 12/31/2024 (added an extra year since 5 year study); What should our "Primary Completion Date be? - defined as last date of data collection IIR
• [ ] Review ART > CT.gov for IIR
• [ ] If you can give me the login information and cost for each of the accounts, I can put in the Req orders.
• [ ] Review notice OASC
• [ ] Review union letter
• [ ] Review consort tables on OSF for IIR (https://osf.io/p7g8f/wiki/consort_checklist/)

PAVIR HR & Expenses

• [ ] Review PD for 3 positions & finalize PDs - @ritahitching following guidance on call today, then Lindsey will review again.
• [ ] Give Stacey the login information and cost for each of the accounts, to put in the Req orders.

Misc

• [ ] Prep slides and update related information for WRJ visit (re: SWS's email)
• [ ] add Dexter to teampsd GitHub - @staceypark do we have a username for Dexter yet?

Done

• [x] MacBook or iPad property stickers for @ritahitching to send to PAVIR
• [x] PI Disclosure for IIR

@staceypark

• [x] Meet w/Mark on query permissions for providers
• [ ] Work with Andrew to document & train on his work (@lzim I'm planning to meet with Andrew for an hour each day every day next week for: 1) splashpage; 2) data UI; 3) session 2 & 3 documentation; 4) pchart. I've asked him to document prior to the meeting and train during the meeting).
• [x] Follow up w/Savet on #462
• [ ] Clarifying r21_manuscripts data file - May need to rename to be consistent with our conventions...Need to know where Tom is with syncing to MTL Videos for use in R21 Module Manuscripts
• [ ] #339 - There are instructions online about how to create a "Code of Conduct" and "Contribution Guidelines" for the mtl.how repo "MTL Community" Wiki for Q&A and upvoting.
• [ ] Help Dexter get setup again on Demo
• [ ] graphics for David's paper
• [x] R01 & IIR IRB's - add Andrea in personnel
• [ ] update OSF cheatsheet with Windows instructions
• [ ] f/u with rachel kimerling for TeamPSD GitHub again
• [ ] add Casey to TeamPSD platforms (bio, photo, GH account)
• [ ] f/u with June on VA OIT tag of monitors
• [ ] f/u with Chris & James on 1x meeting for psychotx tool

@ritahitching

• [ ] HR and PD hires
• [x] send this week's tt report
• [x] Double-check IIR IRB
• [x] RDIS IIR complete form
• [x] Badge push
• [x] ART > CT.gov for IIR
• [x] SuNetId for @ritahitching (@ritahitching Ping Craig again if nothing comes through soon)

JIT ASAP items (now on @lzim)

• [ ] PI Assurance
• [ ] RDIS
• [ ] DAP
• [ ] Union Letter

1) Check with OMB on veteran work (Our project does not work directly with veterans/patients at all). 2) Check with Randy on potential single-site vs. multisite issue in regards to Andrea Nevedal

[lzim]

@ritahitching and @staceypark

• David fixed his broken link

[lzim]

@staceypark

• I meant to remind you about tt2 and tt3 reports for Team 2 and Team 4

[ritahitching]

@lzim @staceypark Followed up with

1. RDIS and inability to edit our HSRD IIR Merit Award

2. My lack of badge

[ritahitching]

@lzim VA Inventory Management want a copy of the purchase order for the monitors. Do you have it?

[staceypark]

@lzim relevant staff meeting updates:

• earliest upstairs move date Jan 22, 2020
• 7 grants going from NCPTSD this cycle, so Ella will be swamped.

[ritahitching]

@lzim @staceypark I completed a first pass on the RDIS forms for the IIR.

[ritahitching]

@lzim @staceypark I have taken a ART > CT.gov for IIR as far as I can - would welcome some feedback

[staceypark]

@lzim decisions needed:

PR #762 Issue #476

@lzim for tomorrow S11 & S12:

• [x] s11 & s12 SAY guide
• [x] s11 & s12 SAY checklist

[staceypark]

@staceypark

• [ ] re-upload outdated cheatsheets at mtl.how outside of VA

• [x] update team_tracker cards with s11 & s12 details

• meeting w/ Mark on Wednesday afternoon for data query permissions check

• Ella double checked on the multisite issue regarding Andrea N. and we are indeed still single site for everyone under VAPAHCS. She'll get back to us on the OMB question.

[staceypark]

• s11 & s12 SEE guides updated at mtl.how

• ff video finally backed & sent to IC

[lzim]

Hi 👋🏼 #hq

@ritahitching and @staceypark Arrived at AHSR & plan to try to get some work done, shortlist

• [x] s11 & s12 SAY guide and checklist for AM
• [x] call w/James
• [x] Review outstanding PR and Issues
• [x] Prep for workshop tomorrow
• [ ] Return to Friday review tasks

[ritahitching]

@lzim IRB submission for IIR (protocol 52116) almost complete, with only the following issues pending. Once these are dealt with we can submitt.

• Competing financial interests on IIR IRB

• Lindsey Zimmerman

• Steven Lindley

Missing Documents - Looked everywhere, not luck Any ideas where it is?

• VA Research Consent form
• HIPPA IRB waiver
• Scientific Protocol waiver
• VA Required Questions

FYI @staceypark

[lzim]

Morning #hq! @staceypark and @ritahitching

Some notes on edits to SEE/SAY/EES/Pre-/Post- Emails

• [x] Remind Team PSD members to update the YAML headers if edits have been made, so we can track these updates and the latest versions.

• [ ] HQ do not merge pull requests that do not have an up-to-date YAML header

• [ ] I have made some edits to Learning Objectives over the last several weeks - We may need to get this edits in the Master Brochures for MTL Live with EES, I'm not sure. They are likely minor from an EES perspective, but important after watching commonly underemphasized components of MTL Facilitator practice during training.

• [ ] We need to make sure the Done/Do review in pre/post emails aligns.

• [x] Need to make sure all mtl.how SEE and SAY guide links are pointing to useful places - some still point to out-dated guides on the Team PSD Repo

• [ ] Could we have someone at HQ also review to catch small areas of mis-alignment due to carrying over code across sessions and locations. For example, it may be a session 11 guide that refers back to session 09 as the last session, when it should refer to session 10.

[staceypark]

@ritahitching

• [x] update 2 tables in #303 on Co-F & recordings

[staceypark]

@lzim We are also implementing my recommendation on PR #762 in line with goal of pointing to useful places.

Need to make sure all mtl.how SEE and SAY guide links are pointing to useful places - some still point to out-dated guides on the Team PSD Repo

[staceypark]

@lzim Confirmed the change to 8am Pacific on Friday w/Craig. He's asking that you call him (number is in email).

[staceypark]

Andon alert:

Adobe Connect got removed from Kathryn's computer as a non-VA approved software. I thought we used Adobe Connect through VA EES, which means it should be fine. For the short run:

• I've just emailed Mike Truong (who removed it) to try and get more details, on why it suddenly is getting removed.
• We could use Skype as a backup for Friday. I can alert all of the facilitators (and the rest of the team) to the issue, depending on what Mike says tomorrow.

Did we have a specific EES contact or group we went through for the Adobe Connect account that I can reach out to?

[staceypark]

@lzim

• Permissions test for #429 w/Mark and they failed. Alerted Andrew.
• I've reached out to Casey & Fawn about the LO's.
• Ella has an answer for us on the OMB question. I think we can proceed without OMB approval based on what she's found. If you agree, I can have @ritahitching work on the statement to submit with the JIT explaining our OMB Exemption.
• Links issues fixed for all 12 Session SEE guides.

@ritahitching

• [x] update links on all 12 Session SAY guides like we did for the SEE guides

By the way, did you know you can pin up to 3 issues at the top of the issues page? (like how you pin tweets on Twitter). For example, pinning #303 during this entire training would have made it easier for the facilitators & saves emailing time wondering how to find it...

Training is almost over, but I'm sure we could use the pinning function for something else in the future. Maybe Andon alerts?

[lzim]

By the way, did you know you can pin up to 3 issues at the top of the issues page? (like how you pin tweets on Twitter). For example, pinning #303 during this entire training would have made it easier for the facilitators & saves emailing time wondering how to find it...

Nice!

[lzim]

@staceypark and @ritahitching

• [ ] Recurrent expenses w/Yogita

Was there any progress on this? A response from Yogita?

[lzim]

Re: Our EES Adobe Connect account.

• Can you email Elizabeth to ask her about who the best point of contact is about this? She’s our project manager for MTL Live

[staceypark]

@lzim Re: MTL Learning objectives update, they want 30 days turnaround for resubmitting. I think if we can get all the documentation done by end of month - specifically the SAY guides for you, then we can give it to her beginning of November and have it ready by December. I don't expect we'll be starting with sites before then anyways.

Re: Yogita & expenses. They can just add the PAVIR credit card to these different accounts but would need us to submit requisitions for them with the login information. They prefer to do a year's subscription purchase over monthly charges. If we do monthly charges, we have to forward receipts every month.

• [ ] If you can give me the login information and cost for each of the accounts, I can put in the Req orders.

[staceypark]

@lzim Savet updated slides 1-70 (not all of them but just the parts within that range that needed updating) and you can find it in the Analyses folder on TeamPSD. @ritahitching and I went through most of it with her and gave her some feedback.

[staceypark]

@lzim I think it could be worth @ritahitching and I trying to run the Splashpage updates at the beginning of November instead of Savet. We would need to ask IT to download the SQL application for us to do so.

[staceypark]

@staceypark

• [x] schedule AH, TR, & LZ for floors
• [x] schedule LZ & TR for ISTSS prep

[lzim]

@lzim Savet updated slides 1-70 (not all of them but just the parts within that range that needed updating) and you can find it in the Analyses folder on TeamPSD. @ritahitching and I went through most of it with her and gave her some feedback.

Awesome News! @staceypark and @ritahitching I just got off the line w/Craig and I’m in a session now. Would you be willing to email the slide deck to my personal email to check out in the background during the meeting? 👩🏻‍💻

Thanks!

[lzim]

Also...@ritahitching & @staceypark

• I’m going to be in a session until 9:45AM
• So, David and I plan to only join for the team meeting from 10-11AM.
• He’ll join PSY Team 2 (Lucid and Breakout 1) and I’ll join SP Team 4 (Adobe Main Room & VANTS)
• In other words, the teams can prep on their own and debrief on their own.

Will you two be ready to go and set up the team

[ritahitching]

@lzim @staceypark Teams all organized - see you at 10:00am

[ritahitching]

@jessfroe @staceypark @lzim keep close check on team time stamps today during DEMO - to address facilitator concerns

[ritahitching]

@staceypark facilitate say guides 6 to 12 pulls done.

FYI @lzim

[ritahitching]

@lzim if you have Andrew's PD please forward - planning to reach out to HR shortly

[staceypark]

@lzim following up on the Adobe Connect issue - according to Elizabeth, we are supposed to use the browser version not the downloaded application. Kathryn's got deleted as part of a region check for software not secure for VA use. I think the browser version needs Flash though which we can't enable on our own... still investigating

[staceypark]

@lzim

• Scheduled in for Ptool monthly checkin, ISTSS prep with Tom, & I've asked Tom & Andrew to join Monday Workgroup leads meeting to talk about the SP Floors and to update the GH issue prior to joining.

[staceypark]

• [ ] @ritahitching & @staceypark read and rate hires as CV's come in

[ritahitching]

@lzim @staceypark update on hires:

• Spoke with Ruth at length today
  1. Finalized the RAI position
  2. Updated the data analyst position - it's 95% there (f/u with Craig (no response) & Dough (on annual leave) to get Andrew's PD)
  3. Discussed salary bands for both - she'll discuss with Maricela grant budgets
  4. She'll circle back with you for final confirmation
  5. Objective to finalize & approve by Monday 10/21
  6. Post positions Tuesday/Wednesday October 22-23

[ritahitching]

@lzim added the laptop and ipad images to Pavir_expenses file