2023 Community Management and Operations Team Notes

Notes Directory

Who is welcome: All members of the community interested in contributing to the overall strategic direction and operations of the OpenMRS community

Zoom link: https://om.rs/zoomso

When: Thursdays 6 - 7pm EAT | 3 - 4pm UTC | 8:45 - 9:45pm NPT | Time Zone Converter

Holidays & Leave

Action Items

A dynamic list of action items, reviewed every Thursday.

Annual report related

OMRS23

Travel

Finance

Wiki and Website

AOB

July 2023

2023-07-13

Attendees: @Jennifer Antilla@Erica Kigotho @Juliet Wamalwa 

Recording: 

Agenda

• ANC DAK deliverables & final report

• APs for the week

• OMRS23

  • Finances

  • Sponsorships

  • Scholarships

June 2023

2023-06-08

Attendees: @Jennifer Antilla@Erica Kigotho @Juliet Wamalwa 

Recording: 

Agenda

• Announcements

• DS QA Workplan & Deliverables Review

• Finance Check In
  
  

  • Travel expense reimbursements: Done 

  • UW DS QA invoice: Done and sent out today, June 8, 2023

  • Bahmni-SNOMED invoice: To be sent out today June 8, 2023

• AOB

  • AP's ready for approval. Pinging of next level approvers to begin after the call.

May 2023

No meetings held in May largely due to Program Travel.

April 2023

2023-04-27

Attendees: @Jennifer Antilla @Christine Gichuki @Erica Kigotho 

Recording: April 27, 2023

Agenda

• Announcements

• Review Action Items

  Christine: QA blog post by Thursday 6 April 2023

  Jennifer: Update DS Global Guide Book by April,10 2023

  Erica: Notice G SOW & Budget

  Jennifer: Coordinate credit card updates and get access.

  Erica: Create a spreadsheet that lists out vendors (Go Daddy, Mailchimp etc) gets paid on the credit card: who has the log in credentials

  Jennifer: working with the various billing pages to update the information. 

  Jennifer: Revise current C&O meeting agenda to make it better structured for more purposeful updates within the team and community at large

  Jennifer: Once the agenda is set, invite community members to join as deemed relevant.

• Past Holidays and Leaves

  Christine: Easter holidays

  Erica: Easter holidays

  Grace: 3 - 10 February

  Paul in Vietnam the week beginning 6th.

  Christine: In Botswana for the month of February

  Jen: Friday 17th February OOTO

  Monday 20th February US holiday

  Jen: Tuesday 21st February UTC OOTO from 5pm 

  Jen: Thursday, 23 March 4pm-7pm UTC

  Jen: April 7 -  April 14 

• Grant Status & Support

  • TAP 

    • Y3 Annual & Quarterly Report Updates

    • Y4 Workplan Inputs

  • Notice G

    • GG travel: SOW submitted

    • Budget tracker needs to be set: Erica

    • AWS - Go through the google doc: Jennifer

    • Submit AWS by May 15: Erica and Jennifer

• May Travel Coordination Updates

  • OpenHIE

  • Ethiopia Hackathon

  • GG Innovators Meeting

• Finances
  
  

  • OMRS23 Finances: Christine shared the links to the budget trackers to Erica

  • GSoC 2023 Payment & Instructions

    • Request Form: Due May 10

  • April Budget Allocations: Done

  • April Financial Review
    AP & AR Updates

• AOB

2023-04-20

Attendees: @Jennifer Antilla

Recording: April 20, 2023

Agenda

• Announcements

• Review Action Items

• Grant Status & Support
  
  

  • TAP Y3

    • Narrative Reports

    • Partner Skills and Resource Assessment table 

  • Deliverables & Priorities Review

    • Notice F ANC 

    • Notice F QA

    • TAP Y3 Q2

  • Notice G:

    • AWS

    • GG Innovator's Summit

• Finances
  
  

  • AP & AR Updates

• Travel Tracking & Coordination

2023-04-06

Attendees: @Jennifer Antilla @Christine Gichuki @Erica Kigotho 

Recording: April 6, 2023

Agenda

• Announcements

  • OOO Calendar

• Review Action Items

• Big Picture: Finance & Operations Meetings & Agendas

  • Reviewed the cadence and agreed to give it a shot

• Grant Status & Support

  • January - March 2023 Quarterly Reports: due April 10th

  • Notice G

    • AWS

      • Application form

      • Google doc prep

    • GG Summit SOW & Budget

    • Global Good Guidebook update

• Finances
  
  

  • AR Updates

    • Invoices ready and sent for  review. Should be sent out by April 10

• AOB

  • Ethiopia pre-hackathon meeting moved to 3pm EAT

  • Recording

March 2023

2023-03-30

Attendees: Meeting postponed

Recording: No recording

Agenda

• Announcements

  • OOO Calendar

• Review Action Items

• Big Picture: Finance & Operations Meetings & Agendas

• Grant Status & Support

  • January - March 2023 Quarterly Reports: due April 10th: Easter Monday

  • DS Monthly Check in update

  • Notice G

    • AWS

    • GG Summit

• Finances
  
  

  • Budget updates

    • OMRS23

    • TAP

  • Monthly Financial Review (March 31)

• AOB

  • Update: Consultant amendments

2023-03-23

Attendees: @Jennifer Antilla @Christine Gichuki  @Erica Kigotho 

Recording: No recording

Agenda

• Announcements

  • OOO Calendar

• Review Action Items

• Annual Report

  • Jennifer: Get report out by March 31, 2023

• Grant Status & Support

  • January - March 2023 Quarterly Reports: Process & Timeline

    • Due April 10th: Easter Monday

    • ANC DAK narrative and financial report ready and submitted to Jennifer for review.

  • ANC DAK amendment

    • Deliverable links & due date review: Jennifer to review info submitted by Erica and Suruchi and advise on way forward.

  • QA

    • Deliverable links

    • Ethiopia Hackathon

  • TAP Y3

    • Amendments: Will need to re-do budget with start date amendments. Possibly 7-month budget. Jennifer to confirm start date of agreement and thereafter we can amend accordingly. 

• Finances

  • TAP Budget updates

  • OMRS23

  • AP Report Update

  • Up next: Monthly Financial Review (March 31)

• AOB

  • Update: Consultant amendments

2023-03-09

Attendees: @Jennifer Antilla @Christine Gichuki @suruchi dhungana @Erica Kigotho 

Recording: March 9, 2023

Agenda

• Review Action Items

  Jennifer: Talk post about annual report. By 2/24

  Jennifer/Erica: Email to implementing partners to request for data update with link to Github repo if it is publicly available.

  Ongoing. By 20th February 2023

  Christine: Non-technical contributions: remarkable non-code contributions. Ongoing

  Jennifer: Reaching out to specific teams for broader audience for the community forum meetings.

  Jennifer: TAP Y3 success story draft by 23 February 2023

  Erica: ANC DAK blog post by Thursday 6 April 2023

  Jennifer/Erica: TAP Budget by Friday 17 March 2023

  Jennifer: Update DS links

  Erica: Compiling travel budget template, updating Travel SOP and implementing the same for the Nigeria hackathon.

  Erica: Set up google doc with wiki pages team will maintain disaggregated by roles.

  Jennifer: To determine best way to inform community of OOTO days for key persons in the community

  Jennifer and team: "Where is"... talk  post/spreadsheet or calendar

  Erica: Look at Sonder/Mekom agreement with regards to deliverables.

  Jennifer: Slack Erica Sonder/Mekom agreement

  Budget and justification for the new funding information by Friday, March 17.

  Erica: QA invoice needs to be prepared.

   

• Announcements

  • OOO options: Dashboard, Talk post out, spreadsheet

    • Nigeria hackathon 

    • Ethiopia hackathon

    • Jury duty

    • Need to vote on the talk post that is out.

• Grants Status & Support

  • ANC DAK updates

    • This was a bumper-ride quarter. Daniel succeeded with OpenMRS  module, designers on board  and actively interviewing users. Unfortunately no interviewing recording available. Design hoped to be complete by end of this quarter. More timelines indicated in the SMART guidelines  Wiki page.  Key blocker is review of Daniel's PR by Bryn. Hopefully this will be sorted before the end of the quarter. When modules are  ready,  user acceptance testing will be done. 

    • Jennifer: Slack Erica Sonder/Mekom agreement

    • Erica: Look at Sonder/Mekom agreement with regards to deliverables.

    • Suruchi: Let Jennifer or Erica know if she needs any assistance

  • TAP Y3:

    • Budget and justification for the new funding information by Friday, March 17.

    • This is good news and looking forward to receiving notifications by end of March 2023.

  • Nigeria & Ethiopia Hackathons

    • Nigeria hackathon coming up end of March 2023 to beginning April 2023

• Updating our Travel SOPs

  • This to ensure that OpenMRS travels are better structured to make them more successful, easy to use, logistically supported and adherent to grants guidelines.

  • Erica: Update travel SOPs and implement with upcoming Nigeria hackathon.

• Finance
  
  

  • Accounts Receivable: current status & upcoming.

  • Erica: QA invoice needs to be prepared.

  • Accounts Payables: Waiting for one but they have been notified. 

  • Credit Card updates

    • Expires end of this month.

    • Jennifer working with the various billing pages to update the information.  

    • Jennifer: Coordinate with Burke about credit card updates and get access.

    • All: Notify Jennifer is any major service is interrupted eg wiki

• AOB

  • No meeting next week due to mini-meeting

2023-03-02

Attendees: @Jennifer Antilla @Christine Gichuki @Erica Kigotho 

Recording: March 2, 2023

Agenda

• Review Action Items

• Announcements

  • Jennifer: Follow with EGPAF by 9th March, 2023

• Grants Status & Support

  • TAP Y3: Nigeria & Ethiopia Hackathons

  • ANC DAK updates

• Finance
  
  

  • Accounts Receivable: current status & upcoming.

  • Accounts Payables

  • Overall financial status

• Documentation: Wiki & Website

• OOO Dashboard

  • Review the Community Engagement Meeting

  • Review Operation Dashboard

• AOB

  • Christine: Brainstorm matrix for events: one that checks whether or not we are succeeding with goals set.

February 2023

2023-02-23

Attendees: @Jennifer Antilla @Christine Gichuki @Erica Kigotho 

Recording: February 23, 2023

Agenda

• Review Action Items

  Jennifer: How are we growing: new orgs, how many current, active squads.

  Jennifer: Catalogues OpenMRS Inc is in eg Digital Public Good recognition. We are approved...hooray

  Jennifer and Erica: Updates from Talk, Discourse and Slack about work being done in the community (openly sharing, collaborating and learning)

  Ongoing. By Friday 10 February

  Jennifer and Erica: Funding success, winning award and writing proposals. Grants application folder in the google drive for reference.

  Ongoing. By Thursday, 23rd February

  Jennifer: Check in with Grace about attending  next C&O meeting on the 16th of February to give ANC DAK updates. By Monday, 20th February 2023.

  Jennifer to reach  out to UCSF by Monday, 20th February 2023.

  Jennifer: Follow up with Grace and Jayasanka about building local capacity on Monday, 20th February, 2023

  Jennifer: Give a list of wiki pages to be maintained

  Christine: Community events - annual report

  Christine/Jennifer: Update content: top developers, hall of fame, special contribution to the community - not just about code.  Ongoing.  Deadline:  Friday 10th February 2023

  Erica: Set up check-in meeting with Grace and Suruchi once Grace is back.

  Erica: Set up FAIMER budget tracker

  Christine: What impact are we having in OpenMRS ecosystem (OpenMRS Talent) by Friday 17 February 2023

  Erica: Follow-up on FAIMER deliverables with Grace and Dimitri by Thursday 23 February, 2023

• Announcements

  • None for today

• Grants: Deliverables Status & Support (30 minutes)

  • DS check-in:

    • Need to have updated links: Att Jennifer

    • Blocker about  PR review was voiced. Awaiting  action from funders.

    • Design deliverables deadline accepted as  31 March 2023

    • Request to have a webinar on ANC DAK work being done. Grace and Jennifer discussing the when. Maybe have a tech dive of the same at the mini-meeting

    • Notice G received. Need to update global guide book. This may be used to give funding for  Darsalaam  meeting in May 2023.

  • Success Stories:

    • TAP Y3: Jennifer

    • QA: Christine 

    • ANC DAK: Erica

  • TAP Y3 (Jennifer)

    • Possible TAP retreat in April in Kenya. Details to follow.

    • Nigeria hackathon 27 Mar -  6 Apr. 

    • 27  April - 5 May for Ethiopia Hackathon

    • Budget estimates for the travel ongoing: Erica

  • FAIMER (Grace)

    • Two deliverables done done...