Audrey Log/July 2013

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Wed, 31 Jul

Tues, 30 Jul

Goals for the Week:

  1. Work with team to complete Development Process - Current State, Future State & Deliverables

Recap from Last Week:

  1. Recruiting from universities--focused on community colleges with tech programs--UPDATE: on hold pending development process completion
  2. Schedule DPV video filming for recruiting video--coordinated but not scheduled, tent for --UPDATE: Complete
  3. Dev recruiting plan for DPVs beyond students (overcome start of school year)--UPDATE: on hold pending development process completion

Today

Mon, 29 Jul

  • Mail Chimp is a free subscriber-based email service that provides extra features to email and polishes our email presentation. Features: free for up to 2,0000 subscribers/12,000 emails per mo; multi-user accounts, can link to RSS feed, better segmentation for targeted emailing, social media integration. Paid services calculator beyond 2K/12K are here
  • Continued DPAI Current State July 2013 Matrix and refined Current State July 2013
  • Updated Jonathan DPV 2013

Sun, 28 Jul

Sat, 27 Jul

Fri, 26 Jul

  • Contact J. Miller references for DPV, updated DPV Tracker
  • Updated Current Events page w/Sat Sprint & CANX of Tech Check Mtg
  • Developed Action Item Tracker for Development Process & Implementation (DPAI) Planning Meeting
    • Emailed Today's Recap, Action Items and Plan for Monday from DPAI:
  • Re-cap:
  1. Katie is compiling the following documents: Development Process & Implementation Plan and Current State July 2013.
  2. Check out the Action Item Tracker ... we didn't formally document actions during the meeting today, and that is particularly my fault for not being more cognizant when actions were voiced...I will be more cognizant of this, please feel free to suggest an action be recorded if I miss it. This step is very important to our process. If we missed recording an action today that someone took note of, please add it to the tracker and email out an update to the team.
  3. We closed the meeting very abruptly. I will watch the time better in the future so we can recap what we did and discuss next steps so everyone has a clear expectation of what comes next. Sorry!
  • Plan for Mon/next week:
  1. Review our current state for completeness
  2. Complete a matrix that IDs each step in the current state and assesses:
    • Products Created
    • Communication Tools Channels
    • Time (Total Time & Touch Time)--note, we are modifying this step a bit, read below
    • Total Time - total time from start to finish (duration) to complete a task
    • Touch Time - total time the task was being worked during the total time
    • Resources
    • Responsibility/Authority
    • Triggers
    • Issues/risks (I just added this)

From here, we may add more steps to the Current State (ie. looking at things in terms of "triggers" sometimes makes you realize that a step occurred between two actions that we missed). We will also complete the matrix and focus on these things: a) Products created, b) Communication Channels, c) Responsibility/Authority, d) Resources (mostly Human), e) Triggers, f) Issues/risks. Time is super important, and the additional Resources (outside of Human) required are also important but will not be a focus (there will be exceptions, such as a truck is a required resource to pick up parts in NE...so we would add the Human resource and the Truck resource; but, for most steps we aren't going to drill down too far (i.e. to do documentation you need a camera), unless a reason has been ID'd that requires us to do so at this stage).

  1. We will analyze our Current State for gaps, lack of triggers, issues, risks, lack of products/instructions, lack of resources, multiple re-works, lack of comm channels,etc. This will help us ID what we need to ensure is in our future state.
  2. Map out our future state as we correct the issues of the Current State. The Future State should start as a no-resource-constrained environment. We will adjust this after brainstorming sessions. This is part of value creation.
  3. Also, we will validate/ID Assumptions.
  • Facilitated DPAI--defined the basics of OSE's "Current State" of the Design Process (Katie electronically documented:Development Process and Implementation Plan and Current State July 2013
    • Note: Lost 2.5 hours due to technical difficulties: 1) Hablab internet was slow and completely dropped out multiple times, 2) Hablab camera intermittently syncs with the computer, had to use a DPV's camera, 3) DPV's camera required drivers & updates to be loaded first, slow internet caused this process to take a really long time
  • Emailed Tech Team that the Friday Tech Check is CANCELLED due to scheduling conflicts; also was informed that all future Friday Tech Checks will be cancelled as the step is unnecessary to a successful Design Sprint; will include this change in the next Design Sprint Announcement
  • Received response from 1 of J. Miller's references; received phone call from another, need to return phone call
  • Tentatively set up DPV interview with Cory Shenk for Sat, 27 Jul, time TBD; emailed questions for SA

Thurs, 25 Jul

  • Provided input to Retreat/Planning Meeting
  • Sprint Announcement 27 Jul 13
  • Video interviewed current DPVs for DPV Explainer video
  • Outlined Design Process Implementation Meeting (scheduled for 25 Jul) via email to execs*Prepped [1] and updated [2]
  • Grant Writer Position Description
  • Researched on Value Stream Mapping;[3]. There are better explainers that are less about manufacturing and more about what we are doing...but many of the concepts are transferable and this will due on a short notice, and its relatively short. Essentially, we are going to use the principles of VSM to fill in the gaps of our new design process so we can implement, evaluate and then improve.
  • Agenda for Fri, 25 Jul Design Process Implementation Planning Meeting:
  1. Map out our current state
  2. Map out our future state, which includes:
    1. deliverables at each step
    2. breakdown of the process at each step (which will turn into protocols or an O plan)
    3. ID templates that need to be developed or work samples as benchmarks
    4. ID how we are going to communicate each step to our collaborators (instructionals)
    5. ID when info hands off from one person to another (to include the triggers--how do they know its been handed off to them?)
    6. ID admin that occurs at each step (i.e. does the TCM need to contact people after design sprints for follow ups on progress?, who is updating Project Manager?, when does the exec team do a Project Manager review?, how does the Product Lead know when a QA review is ready for a module?, what reports do we think we want?, how do we ID "% completion"?, etc.).
  3. Then...once we finish our "future state"--which is building out what Gary has developed, we can ID what we need to develop--i.e. the protocols, templates, instructionals, etc.

Wed, 24 Jul

  • Updated DPV Tracker re: Jonathan Miller; spoke with Jonathan on the phone, scheduled interview for Fri, 26 Jul @7pm CST
  • Article Young Donors Are Turned Off by Out-of-Date, Uninformative Web Sites -- includes sites with too much info/info not conveyed well
  • Updated blog input for Tech Community Manager
  • T-shot issue with Project Manager software; Problem: start dates of linked tasks were not updating when a new start date was changed for a previous task (i.e. the schedule did not "cinch"). Answer: Project Manager currently does not "waterfall" the dates when the start date changes. It will only change the dates to ensure that two linked task does not conflict -- i.e if Task A and B are linked, where Task B cannot be started bore Task A is finished; and Task A's date is moved to the right, then there will be a "waterfall" effect to Task B. But if Task A's date moves to the left, then Task B's date will remain the same unless we manually change it. PM's engineers are looking at developing alternate linking options that allow you to "cinch" your schedule, but they don't have that option yet. What this means for us: The template is valuable to us in that we can cut and paste tasks, with their links, but we will have to manually update the schedule if we move the start date to the left. Recommendation: setup the template so the start date is today's date...I believe this will make the initial schedule building for the current GVCS priorities easier to load, since we are moving the dates forward, therefore triggering a "waterfall" effect for most tasks.
  • Found Reviews of Volunteer Management Software
  • Mozilla Open Badges

Tues, 23 Jul

Goals for the Week:

  1. Recruiting from universities--increase contacts by 30, focusing on Utah, Colorado, & Texas
  2. Complete volunteer landing pages
  3. Dev recruiting plan for DPVs beyond students (overcome start of school year)

Recap from Last Week

  1. Recruiting from universities--focused on community colleges with tech programs
  2. Schedule DPV video filming for recruiting video--coordinated but not scheduled, tent for Thurs
  3. Dev recruiting plan for DPVs beyond students (overcome start of school year)----needs work

Today

  • Interviewed Scott Eisele for DPV DPV Tracker, forwarded recommendation to ED
  • Updated Dedicated Project Visits page; streamlined app procedures; created 2 categories of DPVs: 1) DPV (assists OSE w/ Master Schedule), 2) Specialized DPV (creates project plan outside of scope of Master Schedule); recorded changes/rationale in Tracked Wiki Changes and recorded outdated pages in Outdated Wiki Pages document
  • Followed up with PM software support re: template transferability problem; requested phone call for support vs streams of emails
  • Offer sent [4]
  • Sent DPVs sample questions for DPV interview recruiting/feedback video filming on 25 Jul.
  • Participated in Planning meeting & Dozuki review. Dozuki seems like a great tool...only concerns: 1) control content, allow for QA review to edit/change instructionals/diagrams/BOMs, etc; 2) Allow for multiple configurations and instructions to support different "current" configs, 3) Need to develop process to manage input, questions, feedback, etc.

Mon, 22 Jul

  • DPV Tracker with Scott Eisele; emailed references; fast-tracking process
  • Post-DPV survey to Cory, Leandra, Caleb & Chris
  • Eisele Interview Notes doc prepped, setting up interview for 22-23 Jul
  • Framing recruiting focus: Sprints, DPVs & Work Days--consolidating areas that need updated on wiki to avoid confusion, provided input for Dozuki creation
  • Worked with Gary & Katie to build PM schedule (10am-4:45pm) using new s/w...concerns about strategic direction & resource loading to right size, concerns about quality of products/needs; plus concerns to schedule time to build/eval/refine processes that will allow us to properly scale

Fri, 19 Jul

Comp day

Thurs, 18 Jul

Wed, 17 Jul

Tues, 16 Jul

Goals for the Week:

  1. Recruiting from universities.
  2. Schedule DPV video filming for recruiting video
  3. Dev recruiting plan for DPVs beyond students (overcome start of school year)

Recap from Last Week

  1. Complete Contributor/Collaborator Touchpoints docs for IRC, forums, & Facebook, Update LinkedIn documentation--UPDATE: still INW, UPDATE to the UPDATE: added Academia and Internship Databases (other than Academia
  2. Work on protocols: 1) Tech Comm Mgr's role in Design Sprints here & 2) Tech Comm Mgr's Communication Plan here--UPDATE: still INW, no progress last week, except to Touchpoints (above)
  3. Become proficient in Project Manager--UPDATE: Built https://docs.google.com/a/opensourceecology.org/document/d/1tTirjkklCYjz-XiJB9sov7us_j5AUL-6Ftez5Nv03AE/edit?usp=sharing PM QRS Training Sheet]

Mon, 15 Jul

Completed Background Paper on INTERNSHIP PROGRAM REQUIREMENTS/NEEDS

  • Spoke to Katie about priorities for the week: focus is to increase DPVs/interns; will incorporate into Tuesday's Goals of the Week, which will be a continuance of goals of last week
  • Updated Academia Touchpoint Database with
    • Researched/added Community Colleges in the Midwest that received grants to facilitate internships for students...will contact them tomorrow
  • Created Notes on Developing an OSE Internship Program
  • Created iNet

Sun, 14 Jul

  • Background paper on intern requirements for non-profit vs for-profit organizations
  • Updated Academia Touchpoint Database with 15 more schools
  • Updated lessons learned/safety issues/tool issues (hand-written log to be captured in a hot wash report)
  • Took more pictures of build & design problems--will upload to Rob's platform
  • Spoke with Gary about scheduling a hot wash and ensured DPVs were capturing changes to the design and other issues as they came to light and were resolved

Sat, 13 Jul

  • Tractor build (0900-0045)
  • Kept lessons learned/safety issues/tool issues (hand-written log to be captured in a hot wash report)
  • Took pictures of build & design problems--will upload to Rob's platform
  • Cooked lunch & coordinated dinner for DPVs/Spark crew/OSBG/OSE personnel

Fri, 12 Jul

Thurs, 11 Jul

  • Great articles on how to brand/get message for organizations via Facebook [5] and [6] and how to use Pinterest as a recruiting/social media tool for non-profits [7]
    • Take aways from FB article: 1) Use enticing pictures with teaser lines to get people to click on a link; 2) Tools for creating pics: picmonkey, instagram & snagit
    • Take aways from Pinterest article: 1) Check out pinleague.com (metrics tool), 2) Board types: volunteer board, guest board for pins that align with OSE, product boards, other???
  • Design Sprint Announcement for 13 July
  • Improved Sprint landing page. Reformatted link to OSE Design Sprint page to draw a collaborator's eye to the tech team culturing survey

Wed, 10 Jul 2013

  • Created Sketchup info std response & updated FUL with Sketchup links & Sketchup//Linux website (researched Sketchup compatability issues with Linux and forwarded response and t-shooting/how-to website to a technical collaborator)
  • Updated 2013 DPV status
  • Placeholder for Post-DPV survey
  • Researched volunteer mgmt systems [8]
  • Hosted DPV/Spark/Media/Staff BBQ at my apartment

Tues, 9 Jul, 2013

Goals for the Week:

Recruiting from universities.

Recap from Last Week

  1. Complete Contributor/Collaborator Touchpoints docs for IRC, forums, & Facebook, Update LinkedIn documentation--UPDATE: still INW
  2. Work on protocols: 1) Tech Comm Mgr's role in Design Sprints here & 2) Tech Comm Mgr's Communication Plan here--UPDATE: still INW
  3. Become proficient in Project Manager--UPDATE:

Today

  • DPV interview with Miguel Castro & reference check for John Stager 2013 DPV Tracker
  • Facebook marketing [9]
  • OSHA for non-profits [10]
  • Prepped home/food for OSE Family Dinner with staff, DPVs, Spark people, and New Yorker reporter

Mon, 8 Jul, 2013

Wed, Jul 3, 2013

  • Article on when is the best times to post to various social media: [11]
  • Article on how to avoid analysis paralysis: [12] Take aways: 1) Set decision deadlines, 2) Evaluate both failures and successes--if a failure, what happened; if it was a success, how could it have been more successful (streamlining, copy as best practice, etc)
  • Pictorial on aligning strategy (MVV) to Objectives, Goals & KPIs [13] & article [14]
  • Created/sent Design Sprint Invite
  • Created/populated Design Sprint FAQ
  • Updated OSE_Design_Sprint
  • Hosted OSE Dinner

Tues, Jul 2, 2013

Goals for the Week:

  1. Complete Contributor/Collaborator Touchpoints docs for IRC, forums, & Facebook, Update LinkedIn documentation--UPDATE: still INW
  2. Work on protocols: 1) Tech Comm Mgr's role in Design Sprints here & 2) Tech Comm Mgr's Communication Plan here--UPDATE: still INW
  3. Become proficient in Project Manager

Recap from Last Week:

  1. Complete Contributor/Collaborator Touchpoints docs for IRC, forums, & Facebook, Update LinkedIn documentation--UPDATE: still INW
  2. Rough outline metrics for recruiting--NEWLY TASKED GOAL: 0) To help with steps 1 and 6 - list all GVCS machines that fall into these three categories: Agriculture, Construction, Utility, 1) List of top ten developer profiles. Choose 1 to start and vet tomorrow, 2) Use the Collaborator Profile Template to describe the skill sets of a each (starting with 1) profile. Ex. Mechanical Engineer. Use the master spread sheet (with 69 people) to link skill sets with specific GVCS machines. What is that sheet's name and is it in Drive? 3) Which general phases of development does this profile support or fit? Recommend adding this list to Collaborator Profile Template. 4) How do you identify which venues to source technical talent from? What is YOUR process? 5) What are your actions to executing that process? 6) How would you have them contribute? What would your method be for assigning them to the machines or phases in step 0)? UPDATE: ?????????
  3. Work on protocols: 1) Tech Comm Mgr's role in Design Sprints here & 2) Tech Comm Mgr's Communication Plan here--UPDATE: still INW

Today

Mon, Jul 1, 2013

  • Built Module Design Template (Go to PM, then click All tab, then click the My Projects tab, click the Templates folder on the left menu)
    • Need to learn the share settings
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