cawaterboarddatacenter / swrcb-openscapes

SWRCB Openscapes!

Backend of the Water Boards Openscapes Website

swrcb-openscapes's Issues

2024 Fall Cohort Application Period (May-Jun)

To do list

April/May

• Apr 22-25 - Draft announcement/reminders email language templates
• Apr 22-25 - Review/update + open Application by May 1
• Apr 22-25 - Update Openscapes Site pages - add callout boxes (Home, Champions Cohorts, Fall 2024 Cohort)
• Apr 25 - Finalize announcement email template & send to GG for sending to All Staff by May 1 (2 months out)
• May 1 - Cross-post announcement on Teams Channels (Water Boards Data Team, Openscapes)

Jun

• Jun 3-7 - Review/finalize reminder email language templates & send to GG for sending to All Staff by Jun 17 (2 weeks out)
• Jun 17 - Cross-post reminder on Teams Channels (Water Boards Data Team, Openscapes)
• Jun 30 - Application Closes; Confirm application can no longer accept responses after Jun 30
• Jul 1 - Update Openscapes Site pages - remove callout boxes (Home, Champions Cohorts, Fall 2024 Cohort)

2024 Fall Internal Outreach (May-Jun)

• Review, update & finalize Roadshow slides

Internal Presentations

• GIS RT - May 15
• DWQ All Staff - May 22
• DWR All Staff - Jun 28

Office Hours

• Tue. Jun 25, 2:00 - 3:00 pm PT (MS Teams join link)
• Wed. Jun 26, 10:00 - 11:00 am PT (MS Teams join link)

Header box for application guidance in index.qmd

text div header box on the homepage to highlight when the application is open, closed, and provide quick access to application when open.

e.g, this tutorial on div text and this one on adding a background color to box

Openscapes Office Hours (Jun 25 & 26)

Tue. Jun 25, 2:00 - 3:00 pm PT (MS Teams join link)
Wed. Jun 26, 10:00 - 11:00 am PT (MS Teams join link)

2024 Cohort Process - Call 1 (March 28)

Important Dates

• March 28: Cohort Call 1

To do list

• 1 week prior to call: Finalize lesson plan/slides
• 1 week prior to call: Email reminder/confirmation to guest speakers (if any)
• By Fri after call: Thank you email to guest speaker
• By Fri after call: Initiate guest speaker honorarium
• By Fri after call: Download, format, post call recording
• By Fri after call: Draft Digest, send for review
• By Tues following call: Review digest
• By Wed following call: Send digest

Update Presentations and Media Page

2022-2024 Spring - Create & Distribute Past Cohort Certificates

• Make a plan for creating and distributing certificates to past Openscapes Champions, including:
  • Chat notice language
  • Request to add blurb on website about team progress since completing Openscapes
  • Gauge interest in attending/contributing to 2ce per year Openscapes at the Water Boards Community Calls
• Review Kyber documentation
  • Exploration of whether certs can be made for mentors, water boards instructors
• Create certificates
• Create poll on interest in community call; solicit topic ideas

2023 Cohort Process - Call 1 (Aug 16)

Important Dates

• Aug 16: Cohort Call 1
• Aug 21-25: Team-scheduled seaside chats

To do list

• 1 week prior to call: Finalize lesson plan/slides
• 1 week prior to call: Email reminder/confirmation to guest speakers (if any)
• By Fri after call: Thank you email to guest speaker
• By Fri after call: Initiate guest speaker honorarium
• By Fri after call: Download, format, post call recording
• By Fri after call: Draft Digest, send for review
• By Tues following call: Review digest
• By Wed following call: Send digest

2023 Cohort Process - Call 4 (Sep 27)

Important Dates

• Sep 27: Cohort Call 4
• Sep 28: Co-working Session
• Oct 5: Co-working Session
• Oct 2-6: Team-scheduled seaside chats

To do list

• 1 week prior to call: Finalize lesson plan/slides
• 1 week prior to call: Email reminder/confirmation to guest speakers (if any)
• By Fri after call: Thank you email to guest speaker
• By Fri after call: Initiate guest speaker honorarium
• By Fri after call: Download, format, post call recording
• By Fri after call: Draft Digest, send for review
• By Tues following call: Review digest
• By Wed following call: Send digest

Update About Openscapes Page

2024 Spring Cohort - 2 month Check-in (Jul 18)

• Send reminder email to cohort - 1 week out

Create Implementation Project

Create pages under About Openscapes at the Water Boards: Implementation Cycle Timelines & What Makes a Good Team

Add Openscapes DWR Presentation to Resources Page

Delete old NMFS mentors page

2024 Fall Cohort - 2 month Check-in (Dec 4)

• Send reminder email to cohort - 1 week out

Highlight & celebrate outcomes

A main header on the website sidebar, to include:

• qualitative outcomes
• pathways (all)
• individual team successes

2024 Cohort Process - Call 2 (April 11)

Important Dates

• April 11: Cohort Call 2
• April 18: Co-working Session

To do list

• 1 week prior to call: Finalize lesson plan/slides
• 1 week prior to call: Email reminder/confirmation to guest speakers (if any)
• By Fri after call: Thank you email to guest speaker
• By Fri after call: Initiate guest speaker honorarium
• By Fri after call: Download, format, post call recording
• By Fri after call: Draft Digest, send for review
• By Tues following call: Review digest
• By Wed following call: Send digest

2024 Spring Cohort Process - Call 5 (May 23)

Important Dates
May 23: Cohort Call 5

To do list

• 1 week prior to call: Finalize lesson plan/slides
• 1 week prior to call: Email reminder/confirmation to guest speakers (if any)
• By Fri after call: Thank you email to guest speaker
• By Fri after call: Initiate guest speaker honorarium
• By Fri after call: Download, format, post call recording
• By Fri after call: Draft Digest, send for review
• By Tues following call: Review digest
• By Wed following call: Send digest

2024 Spring Debrief

• Debrief with Instruction team, mentors
• Debrief with managers - make a plan for supporting advertising upcoming application period
• Coordinate and schedule Instruction team seaside chats / co-working to prep for Fall cohort

Update Home Page

2023 Cohort Process - Call 3 (Sep 13)

Important Dates

• Sep 13: Cohort Call 3
• Sep 21: Co-working Session
• Sep 18-22: Team-scheduled seaside chats

To do list

• 1 week prior to call: Finalize lesson plan/slides
• 1 week prior to call: Email reminder/confirmation to guest speakers (if any)
• By Fri after call: Thank you email to guest speaker
• By Fri after call: Initiate guest speaker honorarium
• By Fri after call: Download, format, post call recording
• By Fri after call: Draft Digest, send for review
• By Tues following call: Review digest
• By Wed following call: Send digest

Update About NMFS Openscapes (change to About Openscapes at the Water Boards)

2024 Debrief + Plan for 2025

• Debrief with Instruction team, mentors, managers
• Confirm whether we will be running 2025 Cohort(s)
• Plan 2025 Openscapes Strategy Session
• Coordinate and schedule Instruction team seaside chats / co-working to prep for 2025 cohort(s)

2024 Cohort Process - Call 3 (April 25)

Important Dates

• April 25: Cohort Call 3
• May 1: Co-working Session

To do list

• 1 week prior to call: Finalize lesson plan/slides
• 1 week prior to call: Email reminder/confirmation to guest speakers (if any)
• By Fri after call: Thank you email to guest speaker
• By Fri after call: Initiate guest speaker honorarium
• By Fri after call: Download, format, post call recording
• By Fri after call: Draft Digest, send for review
• By Tues following call: Review digest
• By Wed following call: Send digest

Create GitHub labels

2024 Fall Cohort Process - Call 2 (Aug 21)

To do list

• 2+ weeks prior to call: confirm logistics with guest speaker; schedule prep call if needed - NA
• 1 week prior to call: Finalize lesson plan/slides
• 1 week prior to call: Email reminder/confirmation to guest speakers (if any) - NA
• By Fri after call: Thank you email to guest speaker - NA
• By Fri after call: Initiate guest speaker honorarium - NA
• By Fri after call: Download, format, post call recording
• By Fri after call: Draft Digest, send for review @esuglia
• By Tues following call: Review digest @AHolder1 @tures23
• By Wed following call: Send digest @esuglia

2023 Cohort Process - 2-month check-in (Dec 4)

Important Dates

• Dec 6: 2-month check-in

Roles

• Instructor(s):
• Note taker & chat monitor:
• Tech Support (Breakout rooms, record meeting, add recording to Drive):

To do list

• 2 weeks prior to call: Confirm meeting location (in-person & virtual options)
• 2 weeks prior to call: Finalize agenda
• 2 weeks prior to call: Email reminder for 2-month check-in, include agenda/questions to ponder/discuss

Review Cohort Application Form

Let's do one final review of the form so we can add a link to the website when we're ready in May

Update 2023 cohort timeline, add to slides, website

2024 Fall Pre-cohort Planning and Engagement (Jul)

To do list:
Team communications

• Jul 1-3 - Review application for team nominations
• Jul 1-3 - Review email language templates
• Jul 1-3 - Email notifications to teams
• Jul 8-12 - Email confirmed teams; schedule Team 1:1 Calls (Jul 22-26); send all cohort calendar invites (cohort calls, co-working, 2 month check-in)
• Jul 15-19 - Create Team 1:1 Agendas
• Jul 22-26 - Hold Team 1:1 Calls
• Jul 29-Aug 2 - Email cohort call reminder + action items to complete before start of Cohort following week (Aug 7)
• Jul 29-Aug 2 - Invite all team members to the MS Meeting Materials Folder + internal Water Boards Openscapes Microsoft Team so they can introduce themselves to the Water Boards Openscapes Community.

Other Prep

• Work with the external and internal Openscapes communities to identify, invite, and coordinate guest teachers to present topics during Cohort Calls.
• Update website (add cohort details)
• Create cohort GitHub team (Kyber + Openscapes Staff)
• Update Cohort Call issues (tag mentor names next to roles, confirm to do list
  • Call 1
  • Call 2
  • Call 3
  • Call 4
  • Call 5
  • 2-month check-in)

2023 Cohort Application Period (May-Jun)

To do list

April

• Draft announcement/reminders email language templates @AHolder1
• Review announcement email language templates @DevanBurke @tures23 @cclatterbuck
• Update announcement email template & send to GG for sending to All Staff @AHolder1
• Final Review of Application
• Update Openscapes Site pages (Champions Cohorts, 2023 Cohort)
• Enable Application to be able to accept responses
• GG sends out announcement via All Staff - request to send out week of May 1-5 (2 months out)

May/Jun

• Application Open May 1-Jun 30
• Review reminder email language templates @DevanBurke @tures23 @cclatterbuck
• Update reminder email templates @AHolder1
• Request GG send out application deadline reminder to All Staff week of May 29 - Jun 2 (1 month reminder) @AHolder1
• Check application responses - decide of 2 week reminder is needed
• Request GG send out application deadline reminder to All Staff week of Jun 19 - Jun 23 (2 week reminder) @AHolder1
• Confirm application can no longer accept responses after Jun 30

Update Contact Page

2024 Fall Cohort Prep (May-Jun)

To Do to prep for cohort

• May - Create Issues, Add timelines, milestones & assign to Project
• May - Add timeline reminders to Asana
• May - Copy over Google folders/files (Cohort_Prep, slide decks, 1:1 calls, survey, participant list, lesson plans)
• May - Create Meeting Materials Folder on OneDrive
• May - Create MS 1:1 Agenda template + 1:1 Agendas Folder on OneDrive
• May - Create GitHub Repo + ReadMe (Kyber)
• May - Create Call Agendas (Kyber) @AHolder1
• May - Confirm calendar holds (office hours, cohort calls, co-working, 2-month check-in)
• June - Revise copied google sheets/docs - customize for Fall cohort / delete Sp content @tures23
  • 2024F_Email Language_Announcements & Reminders
  • 2024F_ Email Language_Team Confirmation & Welcome Logistics
  • 2024F_Email Language_Invite to guest instructors
  • DRAFT Digests
• Jun 1 - Mentor notifications + availability poll for seaside chats
• Jun 1-20 - Set up Mentor 1:1s (as needed)
• Jun 1-20 - Create Mentor Seaside Chat series; add mentors to calendar invites (cohort calls, co-working, 2-month check-in)
• Jun 1-20 - Create Mentor Materials folder on OneDrive, copy down mentor materials
  • Seaside Chat doc
  • Lesson Planning
  • Participant List
  • DRAFT Digests
  • Agendas [DRAFTs] Folder with agendas
• Jun 1-20 - Review lesson plan and assign Instructor teaching roles
• Jun 17 - Aug 5 - Onboard mentors (2 months before cohort start date (4 mentor seaside chats)

Test issue

2023 Cohort Process - Call 2 (Aug 30)

Important Dates

• Aug 30: Cohort Call 2
• Sep 7: Co-working Session
• Sep 4-8: Team-scheduled seaside chats

To do list

• 1 week prior to call: Finalize lesson plan/slides
• 1 week prior to call: Email reminder/confirmation to guest speakers (if any)
• By Fri after call: Thank you email to guest speaker
• By Fri after call: Initiate guest speaker honorarium
• By Fri after call: Download, format, post call recording
• By Fri after call: Draft Digest, send for review
• By Tues following call: Review digest
• By Wed following call: Send digest

2024 Fall Cohort Process - Call 3 (Sep 4)

To do list

• 2+ weeks prior to call: confirm & coordinate logistics with guest speaker; schedule prep call if needed
• 1 week prior to call: Finalize lesson plan/slides
• 1 week prior to call: Email reminder/confirmation to guest speakers (if any)
• Add team members to GitHub Team; confirm notification acceptance (Kyber + Openscapes Staff)
• By Fri after call: Thank you email to guest speaker
• By Fri after call: Initiate guest speaker honorarium
• By Fri after call: Download, format, post call recording
• #51 @vlzimmer
• By Tues following call: Review digest @AHolder1 @tures23
• By Wed following call: Send digest @vlzimmer

Update Champions Cohorts Pages / delete NMFS Cohort Pages

2024 Cohort Process - Call 4 (May 9)

Important Dates
May 9: Cohort Call 4
May 16: Co-working Session

To do list

• 1 week prior to call: Finalize lesson plan/slides
• 1 week prior to call: Email reminder/confirmation to guest speakers (if any)
• By Fri after call: Thank you email to guest speaker
• By Fri after call: Initiate guest speaker honorarium
• By Fri after call: Download, format, post call recording
• By Fri after call: Draft Digest, send for review
• By Tues following call: Review digest
• By Wed following call: Send digest

2023 Internal Outreach (Jan-Jun)

• Water Boards DMC (Deputy Management Committee) - Feb 15
• Review, update & finalize slides

Internal Water Boards Roundtables
Confirmed

• Integrated Report - Mar 28
• Site Cleanup / DoD - Apr 18
• Joint Waste Discharge Requirements & National Pollutant Discharge Elimination System (NPDES) - Apr 19
• Joint Confined Animal Facilities (CAF) & Irrigated Lands Regulatory Program (ILRP) - Apr 20
• Racial Equity-Vulnerable Communities Group - Apr 24
• SWAMP - Apr 26
• Biosolids - Apr 6 May 1st
• Land Disposal / Title 27 - May 4
• Stormwater - Jun 15

Requested; Not Yet Confirmed

No Response (RT Invite Email sent Feb 15, 2023)

• GitHub Group - sent email Feb 15, 2023; waiting for response
• GIS Roundtable
• USTs/GeoTracker
• Admin Officers
• Basin Planning
• Cannabis Program
• Enforcement
• Environmental Justice
• GAMA Program
• Nonpoint Source
• Oil & Gas
• Recycled Water
• SGMA
• Timber Harvest
• TMDL
• Tribal Affairs -OPP
• Water Quality Certs
• Wildfire Resiliency

2023 Pre-cohort Planning and Engagement (Jul-mid Aug)

To do list:
Team communications

• Jul 3-10: Review application for team nominations
• Jul 3-10: Draft email language templates (@AHolder1 )
• Jul 3-10: Review email language templates (@cclatterbuck , @DevanBurke , @tures23 )
• Jul 10-17: Email notifications to teams @AHolder1
• Jul 17-21: Email confirmed teams; schedule 1:1 Intro Calls (Aug 8-11); send all cohort calendar invites
• Aug 1-10: Email cohort call reminder + action items to complete before start of Cohort following week (Aug 16 9:30-11:30 am)

Other Prep

• Work with the external and internal Openscapes communities to identify, invite, and coordinate guest teachers to present topics during Cohort Calls.
• Set up all necessary documentation (e.g., Cohort sharing folders, Cohort Call agendas, GitHub repositories, lesson plans and presentations).
• Update website (remove application info, add cohort details)
• Update Cohort Call issues (tag names next to roles, confirm to do list - Call 1, Call 2, Call 3, Call 4, Call 5, 2-month check-in)
• Invite all incoming team members to the internal Water Boards Openscapes Microsoft Team so they can introduce themselves to the Water Boards Openscapes Community.
• Invite and onboard identified Openscapes mentors to the Openscapes Team, as appropriate.

ux in _quarto.yml

This is vague, but I want to edit the quarto .yml to make the website body less crowded. Perhaps edit font/font size as well, and pre-create header for when the application is open.

2024 Fall Cohort Process - Call 4 (Sep 18)

To do list

• 2+ weeks prior to call: confirm logistics with guest speaker; schedule prep call if needed
• 1 week prior to call: Finalize lesson plan/slides
• 1 week prior to call: Email reminder/confirmation to guest speakers (if any)
• By Fri after call: Thank you email to guest speaker
• By Fri after call: Initiate guest speaker honorarium
• By Fri after call: Download, format, post call recording
• By Fri after call: Draft Digest, send for review
• By Tues following call: Review digest
• By Wed following call: Send digest

2023 Reflection and Revision (Nov-Dec)

To do list

• Send thank you letters/emails + stickers to teams
• Debrief process with Water Boards Openscapes Team
• Review Feedback Survey Results
• Debrief process with Water Boards Openscapes Sponsors/Management (request to get on MCC agenda for early 2024)
• Debrief process with Openscapes Team
• Draft Blog Post
• Review/finalize Blog Post
• Update website, as needed (2023 successes shared at 2-month check-in, quotes from feedback survey, 2024 cohort page)
• Schedule in-person Openscapes Strategy Retreat - to plan for 2024
• 2024 MCC update - Prep agenda description, slide outline (copy from 2023 materials)
• Reach out to 2022 + 2023 cohorts to see if anyone is interested in becoming mentors or leading their own cohorts (with support!) in 2024

2024 Fall Cohort Process - Call 5 (Oct 2)

To do list

• 1 week prior to call: Finalize lesson plan/slides
• By Fri after call: Download, format, post call recording
• By Fri after call: Draft Digest, send for review
• By Tues following call: Review digest
• By Wed following call: Send digest

2023 Cohort Process - Call 5 (Oct 11)

Important Dates

• Oct 11: Cohort Call 5

To do list

• 1 week prior to call: Finalize lesson plan/slides
• 1 week prior to call: Email reminder/confirmation to guest speakers (if any)
• By Fri after call: Thank you email to guest speaker
• By Fri after call: Initiate guest speaker honorarium
• By Fri after call: Download, format, post call recording
• By Fri after call: Draft Digest, send for review
• By Tues following call: Review digest
• By Wed following call: Send digest

Discuss making project public

Who can comprise a cohort team?

Add to "What makes a good Openscapes team": highlight that applicants create their own teams and are not constrained by their relationship on, say, the org chart. Teams can be created across RDOs, and the implementation team does not have a quota for teams coming from certain RDOs.

Consider adding that Openscapes shouldn't be used to address a single "work project" but for colleagues that regularly work together, whatever that looks like for that team.

Review Cohort Applicaiton Form

Final review of Application for 2024 Spring Cohort

2024 Fall Cohort Process - Call 1 (Aug 7)

To do list

• 2+ weeks prior to call: confirm logistics with guest speaker; schedule prep call if needed
• 1 week prior to call: Finalize lesson plan/slides
• 1 week prior to call: Email reminder/confirmation to guest speakers (if any)
• By Fri after call: Thank you email to guest speaker
• By Fri after call: Initiate guest speaker honorarium
• By Fri after call: Download, format, post call recording
• By Fri after call: Draft Digest, send for review @dl-cantrell
• By Tues following call: Review digest @AHolder1 @tures23
• By Wed following call: Send digest @dl-cantrell