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Onboard & Offboard: Product #1561

Open
4 tasks
MBasil03 opened this issue Aug 25, 2023 · 14 comments
Open
4 tasks

Onboard & Offboard: Product #1561

MBasil03 opened this issue Aug 25, 2023 · 14 comments
Labels
Feature: GitHub Board/Onboarding Anything to do with team onboarding Role: Product Management Size: 1pt Can be done in 6 hours
Milestone
W - Ongoing

Comments

@MBasil03
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MBasil03 commented Aug 25, 2023 •
edited by bberhane
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Dependency

The need to onboard/offboard a new person

Overview

We need to have a checklist of items to do when a product manager onboard and offboards so that the process can be consistent and fast.

Date Updated

Created: 08/25/2023
Updated: 08/25/2023

Action Items

  • Check to see if the org template for this process has new steps in it, and if it does, update this issue and its template with content and add the last date you updated the template below
  • Copy template to comment below
  • Add name of person
  • Check off as done
#### Onboard
- [ ] Slack channel membership
 - [ ] Google Drive
   - [ ] Add to drive as Manager
- [ ] Add to Google calendar invites
   - [ ] Wednesday All-Team meeting
   - [ ] Thursday PM meeting
- [ ] Roster
  - [ ] Send link
  - [ ] Team member adds themselves
  - [ ] Check for Public
- [ ] GitHub
     - [ ] Add to write team
        - [ ] Change membership to maintainer
     - [ ] Add to read team
        - [ ] Change membership to maintainer
     - [ ] Confirm that their name is on their Github  
     - [ ] Assign them to the issue #1546 and add them to role call and accountability check 
     - [ ] Assign them to the issue #1545 and add them to role call and accountability check 
- [ ] Figma
  - [ ] invite
  - [ ] acceptance
- [ ] 1password 
     - [ ] invitation
     - [ ] acceptance
     - [ ] add to vaults
       - [ ] 311 Data Vault
       - [ ] Zoom vault
- [ ] Confirm that product member has access to Zoom Meeting Setup spreadsheet (if they are part of the product community of practice they will have access)
- [ ] Update team page on Wiki
   - [How to activate-inactivate team members from roster and wiki](https://github.com/hackforla/internship/wiki/How-to-activate-inactivate-team-members-from-roster-and-wiki)
- [ ] Add to email address(s)
   - [ ] [email protected]
- [ ] Sign up on [VRMS](vrms.io) so that they can add/adjust zoom calendar meetings
  - [ ] create a new profile
  - [ ] add yourself to the 311 Data project
  - [ ] Current Role: your real job
  - [ ] Desired Role: a role that you'd like to transition into through your work at Hack For LA
  - [ ] Add PM Admin Access on VRMS
- [ ] Train how to 
   - [ ] login to team account
   - [ ] setup chrome shortcut for adding to desktop
   - [ ] use zoom spreadsheet, vault and accounts
   - [ ] calendar invite
- [ ] Update the hackforla.org website team 


<details><summary>Roster Required Fields</summary>
<p>


- Status: Active (required)
- Role: PM, TPM, Project Manager, etc.
- Dashboard: L
- email: required
- number/texting: optional
- Slack Name: required
- SlackID: required (click your slack picture > ellipses > copy member id)
- Github
- everything else: optional

<img src="https://github.com/hackforla/311-data/assets/6414668/45fc1596-ef3d-4aa5-a586-495e5eb1df58" width="254">

</p>
</details> 


#### Offboard
- [ ] confirm that volunteer is not working on any guides in community of practice (if person does not respond to communication you can assume they are not active in the CoP)
- [ ] Remove from Google calendar invite
   - You need to log into the [email protected] account in order to remove the person from all future events
   - Choose to remove from "This and all following events"
   - Send the following cancelation message:
      - ``You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.``  
   - [ ] Wednesday All-Team meeting (ad-hoc)
   - [ ] Thursday PM meeting
 - [ ] 1password setup
    - [ ] remove from team vaults
       - [ ] 311 Data
       - [ ] Zoom vault
- [ ] Remove access from VRMS
   - ask admin if you don't have access
- [ ] Revoke access from Zoom Meeting Setup spreadsheet
- [ ] Google Drive
   - [ ] 311 Data (ie., project)  
      - [ ] demote to viewer
   - [ ] Product Management
      - [ ] demote to viewer
         - ask admin channel for support if you don't have access
- [ ] Roster
  - [ ] mark as inactive
- [ ] GitHub
     - [ ] demote member to read only team and remove from write team
     - [ ] Un Assign them to the issue #1546,  remove them from role call and accountability check 
     - [ ] Un Assign them to the issue #1545,  remove them from role call and accountability check 
     - [ ] Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
- [ ] Figma
  - [ ] remove from team (you must be logged in with project email account)
- [ ] Help them delete the desktop shortcut to email address if they made one
- [ ] Remove from email address(s)
   - [ ] [email protected]
- [ ] Remove from Social Media Accounts with role assignment
   - [ ] Facebook
- [ ] Update team page on WIKI
  - [How to activate-inactivate team members from roster and wiki]
 - [ ] Update the hackforla.org website team 
 - [ ] Remove PM Admin Access on VRMS

Resources/Instructions
@ryanfchase
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ryanfchase commented Sep 1, 2023 •
edited by ExperimentsInHonesty
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Onboard 8-31-2023 Chris Cotton

  • Slack channel membership
  • Google Drive
    • Add to drive as Manager
  • Add to Google calendar invites
    • Wednesday All-Team meeting (ad-hoc)
    • Thursday PM meeting
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public
  • GitHub
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation
    • acceptance
    • add to vaults
      • 311 Data Vault
      • Zoom vault
  • Confirm that product member has access to Zoom Meeting Setup spreadsheet (if they are part of the product community of practice they will have access)
  • Update team page on Wiki
  • Add to email address(s)
  • Social Media Accounts with role assignment
    • Facebook
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite

@ryanfchase
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ryanfchase commented Sep 8, 2023 •
edited by bberhane
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Onboard 2023-09-07 Bethlihem Berhane

  • Slack channel membership
  • Google Drive
    • Add to drive as Manager
  • Add to Google calendar invites
    • Wednesday All-Team meeting
    • Thursday PM meeting
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public
  • GitHub
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation
    • acceptance
    • add to vaults
      • 311 Data Vault
      • Zoom vault
  • Confirm that product member has access to Zoom Meeting Setup spreadsheet (if they are part of the product community of practice they will have access)
  • Update team page on Wiki
  • Add to email address(s)
  • Social Media Accounts with role assignment
    • Facebook
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite

@ryanfchase
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ryanfchase commented Oct 6, 2023 •
edited by bberhane
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Offboard Muhammad Basil

  • confirm that volunteer is not working on any guides in community of practice (if person does not respond to communication you can assume they are not active in the CoP)
  • Remove from Google calendar invite
    • You need to log into the [email protected] account in order to remove the person from all future events
    • Choose to remove from "This and all following events"
    • Send the following cancelation message:
      • You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.
    • Wednesday All-Team meeting (ad-hoc)
    • Thursday PM meeting
  • 1password setup
    • remove from team vaults
      • 311 Data
      • Zoom vault
  • Remove access from VRMS
    • ask admin if you don't have access
  • Revoke access from Zoom Meeting Setup spreadsheet
  • Google Drive
    • 311 Data (ie., project)
      • demote to viewer
    • Product Management
      • demote to viewer
        • ask admin channel for support if you don't have access
  • Roster
    • mark as inactive
  • GitHub
    • demote member to read only team and remove from write team
    • Un Assign them to the issue 311 Data Weekly PM Meeting Agenda  #1546, remove them from role call and accountability check
    • Un Assign them to the issue 311 Data Weekly Meeting Agenda #1545, remove them from role call and accountability check
    • Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
  • Figma
    • remove from team (you must be logged in with project email account)
  • Help them delete the desktop shortcut to email address if they made one
  • Remove from email address(s)
  • Remove from Social Media Accounts with role assignment
    • Facebook
  • Update team page on WIKI
    • [How to activate-inactivate team members from roster and wiki]

@ryanfchase
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Offboard Graem Krietzman

  • confirm that volunteer is not working on any guides in community of practice (if person does not respond to communication you can assume they are not active in the CoP)
  • Remove from Google calendar invite
    • You need to log into the [email protected] account in order to remove the person from all future events
    • Choose to remove from "This and all following events"
    • Send the following cancelation message:
      • You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.
    • Wednesday All-Team meeting (ad-hoc)
    • Thursday PM meeting
  • 1password setup
    • remove from team vaults
      • 311 Data
      • Zoom vault
  • Remove access from VRMS
    • ask admin if you don't have access
  • Revoke access from Zoom Meeting Setup spreadsheet
  • Google Drive
    • 311 Data (ie., project)
      • demote to viewer
    • Product Management
      • demote to viewer
        • ask admin channel for support if you don't have access
  • Roster
    • mark as inactive
  • GitHub
    • demote member to read only team and remove from write team
    • Un Assign them to the issue 311 Data Weekly PM Meeting Agenda  #1546, remove them from role call and accountability check
    • Un Assign them to the issue 311 Data Weekly Meeting Agenda #1545, remove them from role call and accountability check
    • Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
  • Figma
    • remove from team (you must be logged in with project email account)
  • Help them delete the desktop shortcut to email address if they made one
  • Remove from email address(s)
  • Remove from Social Media Accounts with role assignment
    • Facebook
  • Update team page on WIKI
    • [How to activate-inactivate team members from roster and wiki]

@ryanfchase
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Add to Offboarding: remove person from website

@sanjumv
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sanjumv commented Oct 13, 2023 •
edited by ryanfchase
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Onboard Ahmed Awadalla 2023-10-12

  • Slack channel membership
  • Google Drive
    • Add to drive as Manager
  • Add to Google calendar invites
    • Wednesday All-Team meeting
    • Thursday PM meeting
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public
  • GitHub
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation
    • acceptance
    • add to vaults
      • 311 Data Vault
      • Zoom vault
  • Confirm that product member has access to Zoom Meeting Setup spreadsheet (if they are part of the product community of practice they will have access)
  • Update team page on Wiki
  • Add to email address(s)
  • Social Media Accounts with role assignment
    • Facebook
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite

@cottonchristopher cottonchristopher added this to the W - Ongoing milestone Oct 25, 2023
@ExperimentsInHonesty ExperimentsInHonesty mentioned this issue Feb 5, 2024
Open
3 tasks
@ryanfchase
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ryanfchase commented Feb 9, 2024 •
edited
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Offboard Sanju 2024-02-08

  • confirm that volunteer is not working on any guides in community of practice (if person does not respond to communication you can assume they are not active in the CoP)
  • Remove from Google calendar invite
    • You need to log into the [email protected] account in order to remove the person from all future events
    • Choose to remove from "This and all following events"
    • Send the following cancelation message:
      • You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.
    • Wednesday All-Team meeting (ad-hoc)
    • Thursday PM meeting
  • 1password setup
    • remove from team vaults
      • 311 Data
      • Zoom vault
  • Remove access from VRMS
    • ask admin if you don't have access
  • Revoke access from Zoom Meeting Setup spreadsheet
  • Google Drive
    • 311 Data (ie., project)
      • demote to viewer
    • Product Management
      • demote to viewer
        • ask admin channel for support if you don't have access
  • Roster
    • mark as inactive
  • GitHub
    • demote member to read only team and remove from write team
    • Un Assign them to the issue 311 Data Weekly PM Meeting Agenda  #1546, remove them from role call and accountability check
    • Un Assign them to the issue 311 Data Weekly Meeting Agenda #1545, remove them from role call and accountability check
    • Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
  • Figma
    • remove from team (you must be logged in with project email account)
  • Help them delete the desktop shortcut to email address if they made one
  • Remove from email address(s)
  • Remove from Social Media Accounts with role assignment
    • Facebook
  • Update team page on WIKI
    • [How to activate-inactivate team members from roster and wiki]

@ryanfchase
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ryanfchase commented Mar 28, 2024 •
edited
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Onboard Robert Schacht 2024-03-27

  • Slack channel membership
  • Google Drive
    • Add to drive as Manager
  • Add to Google calendar invites
    • Wednesday All-Team meeting
    • Thursday PM meeting
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public
  • GitHub
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation
    • acceptance
    • add to vaults
      • 311 Data Vault
      • Zoom vault
  • Confirm that product member has access to Zoom Meeting Setup spreadsheet (if they are part of the product community of practice they will have access)
  • Update team page on Wiki
  • Add to email address(s)
  • Social Media Accounts with role assignment
    • Facebook
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite

@bberhane
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bberhane commented Apr 27, 2024 •
edited
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Offboard Ahmed 2024-04-27

  • Remove from Google calendar invite
    • You need to log into the [email protected] account in order to remove the person from all future events
    • Choose to remove from "This and all following events"
    • Send the following cancelation message:
      • You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.
    • Wednesday All-Team meeting (ad-hoc)
    • Thursday PM meeting
  • 1password setup
    • remove from team vaults
      • 311 Data
      • Zoom vault
  • Remove access from VRMS
    • ask admin if you don't have access
  • Revoke access from Zoom Meeting Setup spreadsheet
  • Google Drive
    • 311 Data (ie., project)
      • demote to viewer
    • Product Management
      • demote to viewer
        • ask admin channel for support if you don't have access
  • Roster
    • mark as inactive
  • GitHub
    • demote member to read only team and remove from write team
    • Un Assign them to the issue 311 Data Weekly PM Meeting Agenda  #1546, remove them from role call and accountability check
    • Un Assign them to the issue 311 Data Weekly Meeting Agenda #1545, remove them from role call and accountability check
    • Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
  • Figma
    • remove from team (you must be logged in with project email account)
  • Help them delete the desktop shortcut to email address if they made one
  • Remove from email address(s)
  • Remove from Social Media Accounts with role assignment
    • Facebook
  • Update team page on WIKI
    • [How to activate-inactivate team members from roster and wiki]

@bberhane
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bberhane commented May 22, 2024 •
edited
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Offboard Robert 2024-05-22

  • confirm that volunteer is not working on any guides in community of practice (if person does not respond to communication you can assume they are not active in the CoP)
  • Remove from Google calendar invite
    • You need to log into the [email protected] account in order to remove the person from all future events
    • Choose to remove from "This and all following events"
    • Send the following cancelation message:
      • You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.
    • Wednesday All-Team meeting (ad-hoc)
    • Thursday PM meeting
  • 1password setup
    • remove from team vaults
      • 311 Data
      • Zoom vault
  • Remove access from VRMS
    • ask admin if you don't have access
  • Revoke access from Zoom Meeting Setup spreadsheet
  • Google Drive
    • 311 Data (ie., project)
      • demote to viewer
    • Product Management
      • demote to viewer
        • ask admin channel for support if you don't have access
  • Roster
    • mark as inactive
  • GitHub
    • demote member to read only team and remove from write team
    • Un Assign them to the issue 311 Data Weekly PM Meeting Agenda  #1546, remove them from role call and accountability check
    • Un Assign them to the issue 311 Data Weekly Meeting Agenda #1545, remove them from role call and accountability check
    • Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
  • Figma
    • remove from team (you must be logged in with project email account)
  • Help them delete the desktop shortcut to email address if they made one
  • Remove from email address(s)
  • Remove from Social Media Accounts with role assignment
    • Facebook
  • Update team page on WIKI
    • [How to activate-inactivate team members from roster and wiki]

@ryanfchase
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ryanfchase commented Aug 22, 2024 •
edited by bberhane
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Onboard Sumit Sharma 2024-08-21

  • Slack channel membership
  • Google Drive
    • Add to drive as Manager
  • Add to Google calendar invites
    • Wednesday All-Team meeting
    • Thursday PM meeting
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public
  • GitHub
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation
    • acceptance
    • add to vaults
      • 311 Data Vault
      • Zoom vault
  • Confirm that product member has access to Zoom Meeting Setup spreadsheet (if they are part of the product community of practice they will have access)
  • Update team page on Wiki
  • Add to email address(s)
  • Sign up on VRMS so that they can add/adjust zoom calendar meetings
    • create a new profile
    • add yourself to the 311 Data project
    • Current Role: your real job
    • Desired Role: a role that you'd like to transition into through your work at Hack For LA
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite
Roster Required Fields

  • Status: Active (required)
  • Role: PM, TPM, Project Manager, etc.
  • Dashboard: L
  • email: required
  • number/texting: optional
  • Slack Name: required
  • SlackID: required (click your slack picture > ellipses > copy member id)
  • everything else: optional

@ryanfchase
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ryanfchase commented Aug 22, 2024 •
edited by bberhane
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Onboard Robleh Farah 2024-08-21

  • Slack channel membership
  • Google Drive
    • Add to drive as Manager
  • Add to Google calendar invites
    • Wednesday All-Team meeting
    • Thursday PM meeting
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public
  • GitHub
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation
    • acceptance
    • add to vaults
      • 311-Data Vault
      • 311-Data Dev Vault
      • Zoom vault
  • Confirm that product member has access to Zoom Meeting Setup spreadsheet (if they are part of the product community of practice they will have access)
  • Update team page on Wiki
  • Add to email address(s)
  • Sign up on VRMS so that they can add/adjust zoom calendar meetings
    • create a new profile
    • add yourself to the 311 Data project
    • Current Role: your real job
    • Desired Role: a role that you'd like to transition into through your work at Hack For LA
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite
Roster Required Fields

  • Status: Active (required)
  • Role: PM, TPM, Project Manager, etc.
  • Dashboard: L
  • email: required
  • number/texting: optional
  • Slack Name: required
  • SlackID: required (click your slack picture > ellipses > copy member id)
  • everything else: optional

@bberhane
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bberhane commented Aug 24, 2024 •
edited
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Offboard Anna 2024-08-23

  • confirm that volunteer is not working on any guides in community of practice (if person does not respond to communication you can assume they are not active in the CoP)
  • Remove from Google calendar invite
    • You need to log into the [email protected] account in order to remove the person from all future events
    • Choose to remove from "This and all following events"
    • Send the following cancelation message:
      • You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.
    • Wednesday All-Team meeting (ad-hoc)
    • Thursday PM meeting
  • 1password setup
    • remove from team vaults
      • 311 Data
      • Zoom vault
  • Remove access from VRMS
    • ask admin if you don't have access
  • Revoke access from Zoom Meeting Setup spreadsheet
  • Google Drive
    • 311 Data (ie., project)
      • demote to viewer
    • Product Management
      • demote to viewer
        • ask admin channel for support if you don't have access
  • Roster
    • mark as inactive
  • GitHub
    • demote member to read only team and remove from write team
    • Un Assign them to the issue 311 Data Weekly PM Meeting Agenda  #1546, remove them from role call and accountability check
    • Un Assign them to the issue 311 Data Weekly Meeting Agenda #1545, remove them from role call and accountability check
    • Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
  • Figma
    • remove from team (you must be logged in with project email account)
  • Help them delete the desktop shortcut to email address if they made one
  • Remove from email address(s)
  • Remove from Social Media Accounts with role assignment
    • Facebook
  • Update team page on WIKI
    • [How to activate-inactivate team members from roster and wiki]
  • Update the hackforla.org website team
  • Remove PM Admin Access on VRMS

@ryanfchase
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ryanfchase commented Sep 27, 2024 •
edited by bberhane
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2024-09-26 Onboard London-Doyoung Kim

  • Slack channel membership
  • Google Drive
    • Add to drive as Manager
  • Add to Google calendar invites
    • Wednesday All-Team meeting
    • Thursday PM meeting
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public
  • GitHub
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation
    • acceptance
    • add to vaults
      • 311 Data Vault
      • Zoom vault
  • Confirm that product member has access to Zoom Meeting Setup spreadsheet (if they are part of the product community of practice they will have access)
  • Update team page on Wiki
  • Add to email address(s)
  • Sign up on VRMS so that they can add/adjust zoom calendar meetings
    • create a new profile
    • add yourself to the 311 Data project
    • Current Role: your real job
    • Desired Role: a role that you'd like to transition into through your work at Hack For LA
    • Add PM Admin Access on VRMS
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite
  • Update the hackforla.org website team
Roster Required Fields

  • Status: Active (required)
  • Role: PM, TPM, Project Manager, etc.
  • Dashboard: L
  • email: required
  • number/texting: optional
  • Slack Name: required
  • SlackID: required (click your slack picture > ellipses > copy member id)
  • Github
  • everything else: optional

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Labels
Feature: GitHub Board/Onboarding Anything to do with team onboarding Role: Product Management Size: 1pt Can be done in 6 hours
Projects
P: 311: Project Board
Status: Start Here
Milestone
W - Ongoing
Development

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5 participants
@ryanfchase @sanjumv @MBasil03 @cottonchristopher @bberhane