2022 Community Management & Operations Team Notes

Owned by Jennifer Antilla
Feb 07, 2023
12 min read
Notes Directory


December 2022

2022-12-15

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami Erica Kigotho 

Regrets: None

Recording link: Not recorded

Agenda

  • Review Action Items

    • Nikesh: Post recording link in the talk post and also the wiki
    • Jennifer: Need to confirm those fellows we have funding for, those who may need to wait a bit by 15th Dec Operations and Community Call. 

  • 2022 Annual Report

    • Need to start brainstorming the 2022 annual report theme.
    • The overall purpose of the annual report is to communicate impact, trends, recognize and inspire contributors.
    • Report needs to be published by March 1st 2023.
    • Review by the community is slated for February 2023
    • Segments in the report include:
      • Letter/video from Paul.
      • Reaching out to implementers for implementation data.
      • Updates from Talk, Discourse and Slack about work being done in the community.
      • Growing talent in the community.
      • How are we growing: new orgs, how many current, active squads.
      • Code contribution from organizations.
      • Update: top developers, hall of fame, special contribution to the community - not just about code.
      • Community events.
      • Funding success and writing proposals.
      • Non-technical contributions: remarkable non-code.
      • Talk post about annual report development.
      • Set up a slide deck for the report.
      • Review applications - apply rubrik. 
      • Identify people who will be on the selection committee. Proposed members are mentors: Grace, Dennis, Jayasanka, Jennifer. 
      • Set up fellows interviews once selection has been done.

  • 2023 Planning: Community Engagement & Operations 

    • Need to update the community engagement dashboard with the community in January 2023.
    • Review and prioritize initiatives.
    • Formulate an operations dashboard under Inc. in January 2023.
    • Enumerate a list of organizations/groups/persons who can be instrumental in the community engagement roadmap.
    • Find 3 different times on the OpenMRS calendar for community engagement priorities after identification of potential key persons to be involved. 
    • Present the proposed ideas for the community engagement priorities in the mini-meeting time.

  • Fellowship 

    • Debrief of session 5
      • Went smoothly, was fruitful.
      • Mentors were well represented.
      • Mentee numbers were low. Not sure why. However, recording will be shared.
    • Resource Allocations
      • This discussion continues.
    • Funding confirmed for: 
      • Two QA fellows: Jayasanka will be the fellows mentor
      • One PM fellow
      • One Frontend fellow
    • 700k budget for TAP submitted. A small portion has been received. The rest until January 2023

  • Finance

    • Zeplin

      • Awaiting confirmation of approval.

      • If not received, will send a gentle reminder on Friday, 16th December EAT morning.

    • Accounts Receivable

      • UW: Monthly
      • GSoD: Monthly by the 21st. 
      • DS ANC: Quarterly. Current one is due in January. 
      • TAP: Quarterly. Current one is due in January.
  •  

    • Weekly AP update

      • Need to submit an invoice for OMRS22 vendor.
      • Confirm banking information from the OMRS22 vendor.
      • Email about the deadline for payments in December.
      • Last date to process 2022 invoices: 19th December.
  •  

    • Updating budget trackers & spend plan

    • Uncoded statement lines

  • Grants: Status & Support (30 minutes)

    • TAP

      • November Updates: TBD

      • Y3 Q1 Deliverables & Redmine: TBD

    • Bahmni-SNOMED

      • Contracting ongoing

    • ANC DAK

      • Oct - Dec Blog

        • Done. Reviewed by Grace. Awaiting Jennifer’s review before 20th December, 2022.

      • Design expert engagement

        • Slated to start in January 2023

  • AOB

    • Reviewing and rearranging of key documentation in the wiki related to operations
      • To be discussed in subsequent meetings.
    • Annual review of SOPs
      • To be discussed in subsequent meetings.
    • Mauritius 
      • Follow-up meeting to be held on Monday 19th December at 8 - 8:30pm EAT

Action items

  • Jennifer: Review ANC DAK blog post.
  • Christine and Nikesh: Work on the QA blog post.
  •  
  • Christine: Confirm banking information from the OMRS22 vendor 
  • Erica: Bahmni-SNOMED contracting
  • Jennifer: Follow up with Dimitri about Design expert engagement.
  • Jennifer: Set up slide deck for the report
  • Erica: Recording link for session 5
  • Erica: Set up fellows interviews once selection has been done.
  • Jennifer: Send out an email to the selection committee.
  • Erica: Find 3 different times on the OpenMRS calendar for community engagement/roadmap discussions after identification of potential key persons to be involved.
  • Erica: Email Zeplin
  • Erica: Email about the deadline for invoice payments for November/ December 
  • Jennifer: Engage ANC DAK design expert.
2022-12-08

Meeting cancelled due to travel from Global Digital Health Forum.

2022-12-01

Attendees: Nikesh Balami Jennifer Antilla Erica Kigotho 

Regrets: Christine Gichuki 

Recording link: Not recorded

Agenda

  • Fellowship

    • Two applications received.  More applications expected by mid-Dec.

    • Need to explore additional ways to promote the fellowship application.

    • January 3rd start date for fellows to be confirmed as we await budget confirmation. 

  • Grants: Status & Support (30 minutes)

    • Digital Square

      • Progress update was done yesterday about the fellowship progress.

      • Challenge about getting organizations on board mentioned. They were understanding. 

      • They are happy with progress so far.

    • TAP update 

      • Awaiting 2nd funding confirmation in January 2023.

    • ANC DAK

      • Great progress being made on objective 2 around decision support.

      • Behind on design given the holidays

      • End of January 2023 for deliverables.

      • Blog story on going

    • GSoD

      • Case study done.

  • OMRS22 

    • Postponing to before June 2023 strongly encouraged.

    • More after the scheduled call.

Action Items

  • Nikesh: Blog post to be out next week

  • Nikesh and Jennifer: Consider ways  to promote the fellowship applications even beyond our community. To post the fellowship applications beyond our community (Global Digital Health Network)

  • Nikesh: Schedule calls with potential sponsors

  • Jennifer: How to use mailchimp orientation video to Nikesh and Erica

  • Jennifer: Connect with organizations face time

  • Jennifer: Get in touch with Ethiopia support next Thursday

  • Jennifer: Email current fellows by end of December and say thank you et al

  • Jennifer: Strategies to make sure ANC DAK work goes ahead. How to manage deliverables due in January 2023?

  • Jennifer: Need to confirm those fellows we have funding for, those who may need to wait a bit by 15th Dec Operations and Community Call.

  • Erica: Bahmni-SNOMED contracting ongoing

  • Christine and Nikesh: Work on the QA blog post.

November 2022

2022-11-24

Attendees: Christine Gichuki Nikesh Balami Erica Kigotho 

Regrets: Jennifer Antilla  

Recording link: Not recorded

Agenda

  • Fellowship Program

    • So far so good. To discuss Session 3 in Monday’s call

  • Grants: Status & Support (30 minutes)

    • GSoD:

      • Coming to an end.

Action items

  • Nikesh: Blog post

  • Christine: Finalizing GSoD’s case study

  • Jennifer: Need to confirm those fellows we have funding for, those who may need to wait a bit by 15th Dec Operations and Community Call.

  • Erica: Bahmni-SNOMED contracting ongoing

  • Christine and Nikesh: Work on the QA blog post.

2022-11-17

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami Erica Kigotho

Recording link: Not recorded

Agenda

  • Fellowship Program (10 minutes)

    • Fellowship Symposium

      • Blog post

    • 2023 Fellowship Program

    • Talk post highlighting the changes made for 2023 and ask the community for the feedback/suggestion

    • Session 2 fellowship orientation program preparation

  • Grants: Status & Support (30 minutes)

    • Google Season of Docs (GSoD)

    • Digital Square Notice F 

    • TAP

  • Finance (5 minutes)

    • Weekly AP update

    • Updating budget trackers & spend plan

    • Uncoded statement lines

  • Annoucements

  • CM/Ops on our Wiki & Talk (10 minutes)

Action items

  • Nikesh: Blog post for Fellowship symposium.

  • Jennifer: Need to confirm those fellows we have funding for, those who may need to wait a bit by 15th Dec Operations and Community Call.

  • Erica: Bahmni-SNOMED contracting ongoing

  • Christine and Nikesh: Work on the QA blog post.

  • Nikesh: Talk post for 2023 Fellowship.

  • Jennifer and Nikesh: Prepare for session 2 for the Fellowship orientation. 

  • Jennifer: Reach out to Fellowship orientation facilitators to check their availability. 

2022-11-10

Attendees: Nikesh Balami Jennifer Antilla Christine Gichuki Erica Kigotho 

Recording link: Not recorded

Agenda

  • Fellowship Program (15 minutes)

    • Fellowship symposium updates:Tentative dates set.

    • 2023 Fellowship Program

    • Capstone project page is done in the wiki

    • Orientation session - ongoing

    • Continuing fellows

    • There is funding to support some fellows. Possible confirmation of funding beginning of February 2023.

  • Grants: Status & Support (30 minutes)

    • Digital Square

      • Quarterly Success Stories by January 10th 2023

  • Sponsored Projects

    • Bahmni-SNOMED

      • Draft sub-contracts for Beehyv, Thoughtworks and Intellisoft.

      • Get MSA from SNOMED

      • Get SoW from SNOMED

Action items

  • Jennifer: Need to confirm those fellows we have funding for, those who may need to wait a bit by 15th Dec Operations and Community Call.

  • Erica: Bahmni-SNOMED contracting

  • Christine and Nikesh: Work on the QA blog post.

  • Jennifer: Create a zoom room for the fellowship symposium and send it out via slack by end of day Thursday, 10th Nov.

  • Nikesh: Send out calendar invite as soon as zoom room is created  by  11th Nov. 

  • Christine: Add Fellowship symposium dates to OpenMRS Calendar and what’s happening page by 14th Nov.

  • Nikesh: Come up with and share fellowship symposium agenda by 11th Nov. 

  • Nikesh: Email the capstone questionnaire for review and comments.

  • Nikesh: Update wiki page for the fellowship capstone projects

  • Nikesh: Post something on talk to get feedback from community about the capstone page.

  • Nikesh: Come up with a RACI matrix for the fellowship program 

  • Jennifer: Reach out to fellows who can stay on.

  • Jennifer: Respond to Joshua’s email

  • Jennifer: Forward GSoD eval from Google to Christine regarding the project evaluation and case study.

  • Christine: Final GSoD case study - submission by 30th Nov. Drafting begins tomorrow  (11th Nov)

  • Jennifer: Update new budget codes.

  • Jennifer and Christine: Need to work on the October stipends.

  • Erica: Check in with Suruchi about the ANC DAK blog post

2022-11-03

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami Erica Kigotho  

Recording link:  Not recorded

Agenda

  • Fellowship Program (15 minutes)

    • 2022 Cohort check-ins and project progress

    • 2023 Fellowship Program announcement + priorities

    • Fellowship Program RACI matrix: Roles, Responsibilities

Action Items


October 2022

2022-10-20

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link: Not recorded

Agenda

  • Fellowship Program (15 minutes)

    • 2022 Cohort check-ins and project progress

    • Fellowship Program RACI Matrix: Roles, Responsibilities 

    • 2023 Fellowship Priorities

  • Finance (10 minutes)

Action Items

  • Type your task here, using "@" to assign to a user and "//" to select a due date


2022-10-13

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link: Not recorded

Agenda

  • Fellowship Program (15 minutes)

    • 2022 Cohort check-ins and project progress

    • 2023 Fellowship Priorities

    • How many fellowships can be supported.

      • 2 QA fellows 

      • 1 PM and 1 Frontend developer for ANC DAK

      • TAP funding fellowship will need to be prioritised and

        • Design Mentor

        • Design fellow.

        • Dev Mentor

        • Dev fellow. 

  • OMRS22

Action items


September 2022

2022-09-29

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link: Not recorded

Agenda

  • Fellowship Program (15 minutes)

    • 2022 Cohort check-ins and project progress

      • 1:1 Check-ins

      • Projects

      • Final Presentations

      • Fellowship Structure Improvements

  • Community Openings (5 minutes)

Action items


2022-09-15

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link: Not recorded

Agenda

  • Fellowship Program (15 minutes)

    • 2022 Cohort check ins and project progress

      • 1:1 Check-ins

        • Still need to set up check in with Bett

    • Projects

      • Reminder to all fellows

    • 2023 Cohort (January 2023? - June 2023 or September 2023)

  • Community Openings (5 minutes)

    • Executive Team Review

      • Discussion to be done on Monday 12 Sep 2022.

    • Agreements

      • Goal: draft & share agreements with Frontend Fellow Mentor & Product Quality Engineer by September 15

Action items



2022-09-08

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link:  Not recorded

Agenda

  • Fellowship Program (15 minutes)

    • 2022 Cohort check ins and project progress

      • 1:1 Check-ins

        • Still need to set up check in with Bett

    • Projects

    • Extensions

      • Offer extensions to three top performing fellows

    • 2023 Cohort (January 2023? - June 2023 or September 2023)

    • Aim to have fellows start at the same time

      • Use Oct-Dec period for orientation/onboarding?

    • Fellowships go through the funding period

  • Community Openings (5 minutes)

    • Interviews

      • Frontend 

        • Grace reviewed all CVs and selected 3.

        • Preferred engineering level is like Joel Denning e.t.c

        • Current candidates are better as frontend engineer fellow mentors.

        • Decision: Offer Frontend Fellow Mentor role to lead candidate, Senior Engineer position will stay open until it is filled.

      • QA Engineer 

        • Jayasanka to be QA engineer while growing his skill on the frontend role.

    • Executive Team Review

      • Discussion to be done on Monday 12 Sep 2022.

    • Agreements

      • Goal: draft & share agreements with Dennis & Jayasanka by September 15

  • Grants: Status & Support (30 minutes)

    • DS Rapid Projects (10 minutes)

      • Agreements

      • DS agreement signed, sent back to PATH

      • Sonder agreement with Sonder for signature

      • Invoice - Jen to review/submit on Friday morning

      • Deliverables: 

        • UX Design Conference

          • Aug 31 recording in progress

          • Sept 1 recording broken down

          • Project Journey

            • Add in bullet points

            • Jen to carve out time this week to turn into narrative

    • DS QA Capacity Building (5 minutes)

      • Where this work happens

      • Deliverables

    • Fellowship Structure Improvements

      • Monday, 4pm EAT open “conversation”

      • Jen to put together 1-2 slides to guide the conversation

    • QA Fellows: Target Countries & Orgs

      • Have QA Fellow Mentor identified. Need to determine path of current QA fellow. 

      • Tap into O3 momentum

      • OHRI countries?

    • DS ANC DAK (10 minutes)

    • TAP Y2 (5 minutes)

      • Q4 & Y2 Deliverables

Action items

  • Type your task here, using "@" to assign to a user and "//" to select a due date

August 2022

2022-08-25

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link: Not recorded

Agenda

  • Finance

    • 2022/2023 Budgets

  • Fellowship Program

    • 2022 Cohort check ins and project progress

      • 1:1 Check-ins: Bett - still on vacation (hasn't responded), Suruchi - around the end of September (Grace suggested it) as she presented her updates on the hands meeting, Joshua is looking for a feasible time.

    • 2023 Cohort: how many, what kind, continuing & open fellowships

  • Community Openings

    • QA and Frontend role - an interview is completed, debrief scheduled

    • Program officer role - when to schedule the interview?

  • September deliverables by award

Action items

  • Type your task here, using "@" to assign to a user and "//" to select a due date


2022-08-18

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link: Not recorded

Agenda

  • Fellowship Program

    • Need to check-in with the project proposal update.

Action items

  • Type your task here, using "@" to assign to a user and "//" to select a due date


2022-08-11

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link:  Not recorded

Agenda

  • Fellowship Program

    • Any backlog?

    • Mentor check-in & Community openings interview - sending doodle poll

    • Week to target: (Target next week)

  • Virtual Design Conference

    • Any additional thought about the date change: Finalized for (31 August - 2 Sept)

    • Let Design and Product team know about the date + schedule

    • Announce the date in talk post

    • Invitation, Email - Nikesh + Jen, Mailing list - Jen + Christine

Action items

  • Type your task here, using "@" to assign to a user and "//" to select a due date


2022-08-04

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link: Not recorded

Agenda

  • Fellowship Program

    • Project Proposal - everyone has started working on it.

    • Publish all hands blog?

    • Check-in call - Nikesh and Suruchi early next week.

    • Other things seem to be in good shape.

    • Check-in with mentor for fellowship extend

  • Virtual Design Conference

    • Officially announce the date? - Paul has confirmed, Ciaran seems to be on holiday.

    • Conference objective review and comment - here.

    • Setup wiki and start participant and session registration.

      • Start the wiki setup.

    • Send out invitation

  • Community Openings

  • Notice F:

    •  

  • Finance

Action items

  • Type your task here, using "@" to assign to a user and "//" to select a due date

July 2022

2022-07-28

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link:  Not recorded

Agenda

  • Fellowship Program

    • Project Proposal Template (here): this needs to be finalized and shared.

    • All hands Blog (here): needs to be reviewed and published. Once published, can be shared in the Talk.

    • Check-in call: Tendayi was doing great work. Bett says he is on vacation and will schedule the call once return. Suruchi and Nikesh check-in to be scheduled next.

    • Invoice and payment: Tendayi was asking about the invoice and payment update for June month? - It will be made early next month.

  • Mini-meeting/design conference

    • Talk post about the theme and objective is up, please feel free to share your thoughts and ideas.

    • Best way to move forward with session outline/schedule?

      • Email product and design team?

      • Talk post?

      • Old documentation of the topics related to design and product?

  • August Priority

    • Fellowship Program

      • Project proposal

      • Fellowship check-in with mentors (to discuss the potential contract extension of fellows)

      • Regular fellowship work

  • Mini-meeting/design conference

    • Theme and objectives (early week)

    • Schedule (early week)

    • Potential speakers and facilitators (mid week)

    • Registration and participants (mid week)

    • Organize Mini-meeting/design conference (end week)

Action items

  • Type your task here, using "@" to assign to a user and "//" to select a due date


2022-07-21

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link: Not recorded

Agenda

  • Fellowship Program

    • Fellowship Check-in call

    • Project Proposal Template

    • Blog

  • Financial Management

  • Award Management

Action items


2022-07-14

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link: Not recorded

Agenda

  • Fellowship Program

    • Debrief All Hands

    • Question about Project Proposal - by Fellows

    • Check-in calls

  • Financial Management

    • Q3 Close Out

    • TAP Y2 Q3 Invoice

  • New positions!

  • Dev Stage improvements

  • Next mini-meeting/design conference

Action items


2022-07-07

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link:  Not recorded

Agenda

  • Financial Management

    • Digital Square Funding Opportunity

    • TAP Y2 Q4 Priorities

    • TAP Y3 Planning

    • Resources

Action items


June 2022

2022-06-09

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link: Not recorded

Agenda

  • Announcements

  • Updating travel SOPs

  • Fellowship updates

  • Financial Management

    • Digital Square Notice F updates

    • TAP Updates

    • Updating Dev Stages

Action items


May 2022

2022-05-12

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link: Not recorded

Agenda

  • Announcements

  • May Mini-Community Meeting

  • Financial Management

    • Digital Square Notice F Next Steps

    • TAP Updates

  • Dev & OMRS Stages

Action items


April 2022

2022-04-14

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link: Not recorded

Agenda

  • Announcements

  • April Mini Meeting Updates

  • Financial Management

    • TAP Updates

  • 2022 Fellowship Planning

Action items

  • Type your task here, using "@" to assign to a user and "//" to select a due date

March 2022

2022-03-31

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link: Not recorded

Agenda

Action items


February 2022

2022-02-17

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link: Not recorded

Agenda

Action items


2022-02-03

Attendees: Jennifer Antilla Christine Gichuki Nikesh Balami 

Recording link: Not recorded

Agenda

Action items

  • Type your task here, using "@" to assign to a user and "//" to select a due date

January 2022

2022-01-20

Attendees: Jennifer Antilla, Herbert, Sharif Magembe, Daniel, Daud, Hamish, Namanya, Tendo, Grace, Burke, Hamish

Recording link: Not recorded

Agenda

  • Announcements

    • BoD Elections

  • 2022 Mentorship Programs

    • GSoC Admins & Mentors

      • Reviewed list of potential GSoC Admins

        • Decision: Herbert & Daud are our 2022 co-admins, working with Jen and Grace

      • Next step: Co-Admins to meet & create a 2022 GSoC Admin plan

      • How to make the mentor experience better & make sure we have the right mentor-project match

        • Talk post

        • Look at who is proposing projects, interested/knowledgeable about the project

  • 2022 Fellowship next steps

    • Applications currently being accepted - through Feb 5

    • Need to have strong mentors for the fellows.

    • Update fellowship terms to be explicit about what happens when expectations are not met

    • Make sure we have evaluation and feedback mechanisms in place & follow them

  • Grant/Funding updates

    • Three DS Notice F proposals submitted

    • Received funding to support the TAP mechanism in Y2 (through Sept 30, 2022)

  • Annual Report

    • Aim is to publish on our website this year

    • Liaise with Zuzanna about her interest in working on this

    • Looking for people to help gather, write, and review content, design the report

  • 2022 Strategic Priorities & Plan

    • Many squads/teams are thinking about what they want to get done in 2022, updating their roadmaps

    • Next 4-6 weeks: review/update the Product & Community Engagement Vision & Strategic Priorities, make the link to squads' results clear, think about metrics

Action items



2022-01-06

Attendees: Jen, Ian, Grace, Jan, Tendo

Recording link: Not recorded

Agenda

Action items