Ops Plan: 2018 OpenMRS Implementers' Meeting
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TimelineCategoryLead
Due Date
StatusNotes
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6-12 monthsLogisticsChristine/KeHIASet date, site, and timeDoneUpdate as of 21 June 2018: Pending confirmation of dates.
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6-12 monthsLogisticsChristineScholarship Application processDoneLink to Scholarship application form:https://goo.gl/forms/uGqpOvktgdHvMIS13
Update as of 5th July 2018: Application form is complete and is now availble on the wiki. Application deadline is on 1st Sep 2018.
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6-12 monthsLogisticsJan, KeHIANotify KeHIA, MOH, and CDC Kenya congratulating themDoneThe "formal" letter was sent to Steve, should we send to KeHIA, Onesmus directly and cc CDC?
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6-12 monthsLogisticsPaul/ StevenTalk Post announcing Kenya as hostDoneConducted vote for dates
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6-12 monthsLogisticslocal committeeChoose objective and goals8/15/2018Done
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6-12 monthsLogisticslocal committeeCome up with a conference theme8/1/2018Done
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6-12 monthsLogisticsSet up Conference wiki page and begin populating it with conference information8/1/2018Done
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6-12 monthsLogisticsPaul, KeHIASigned letter of agreement (MOU) between host country MOH and OpenMRS8/15/2018In Progress (on track)Not sure this is the MOH? since KeHIA was the applicant
6th Sep 2018(Christine's Input): May not be necessary, however Steven will follow up on this.
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6-12 monthsLogisticsKeHIADraft official invitation letterDoneLetter has been forwarded to MOH for approval
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6-12 monthsLogisticsIdentify/compile names for any strategic attendees from the local, regional, or national level who might participate in the event and what they stand to gain from participating in the event.Done
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6-12 monthsLogisticsKeHIAStart venue selection with host countryDone
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6-12 monthsFiscalKeHIAResearch local sponsorship and secure funds before advertising registration feesDone
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FiscalPaul, Terry, LT, BODSecure international sponsors for event 2018In Progress (on track)Google, IMO, OpenMRS Partners?
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12-18 monthsFiscalPaul, Terry, LT, BODStart securing sponsorships for event 2019Not StartedWe need to be reaching out to our larger partners and potential sponsors for the next year's events (12-18 months in advance)
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6-12 monthsFiscalIdentify who will contact funders/sponsorsDoneLT
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6-12 monthsFiscalDraft letter and send it out to identified potential sponsorsDone
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6-12 monthsFiscalDetermine expenses before setting registration fees - Hotel accommodationDone
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6-12 monthsFiscalDetermine expenses before setting registration fees - Venue CostDone
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6-12 monthsFiscalDetermine expenses before setting registration fees - TransportationDone
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6-12 monthsFiscalDetermine expenses before setting registration fees - Hackathon RoomDone
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6-12 monthsFiscalDetermine expenses before setting registration fees - PA System ( Including one projector per room, mic) Done
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6-12 monthsFiscalDetermine expenses for internet/data package ( and ability to flex on this) Done
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6-12 monthsLogisticsDetermine power strips/ electricity availability t/o the rooms Done
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6-12 monthsFiscalDetermine expenses before setting registration fees - Display SystemDone
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6-12 monthsFiscalDetermine expenses - SwagIn Progress (on track)
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6-12 monthsFiscalJan/ Props?Create conference budget spreadsheet to share between OpenMRS and host countryDone
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6-12 monthsFiscalDetermine what type of payment for fees will be takenDoneOn brownpaper ticket is Visa, Mastercard, Amex and Discover. Or direct wire transfer to OpenMRS inc(However, this is through the guidance from Pamela)
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6-12 monthsFiscalKeep records up-to-dateIn Progress (on track)
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6-12 monthsPlanning TeamDefine the specific duties of the coordinatorsDone
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6-12 monthsPlanning TeamDecide what administrative assistance is neededDone
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6-12 monthsPlanning TeamKathleen MuangeChoose one person to oversee Exhibit hall/hotelDone
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6-12 monthsPlanning TeamKelvin, Lindy and Carina Choose one person to oversee Invitations and RegistrationDone
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6-12 monthsPlanning TeamPamelaChoose one person to oversee FinanceDone
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6-12 monthsPlanning TeamLindy and JulietChoose one person to oversee Coordinating the scheduleDone
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6-12 monthsPlanning TeamAbigaelChoose one person to oversee Publications and PostersDone
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6-12 monthsPlanning TeamEdwin and RodneyChoose one person to oversee EntertainmentDonePlanned for activities are: Karaoke, and live band. Also trying to plan for a sporting activity.
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6-12 monthsPlanning TeamPaul, Antony , Nicholas ,Herbert & Cynthia Choose one person to oversee HackathonDone
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6-12 monthsPlanning TeamBernard and PhilipChoose one person to oversee TransportationDone
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6-12 monthsPlanning TeamChoose one person to oversee Lessons learnedNot Started
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6-12 monthsPlanning TeamLook into offering reduced registration price for planning committee and studentsDone
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6-12 monthsPlanning TeamPrepare Conference Notebook - use as templateNot Startedwe can use this spreadsheet as the template
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3-6 monthsLogisticsKeynote Speaker - Ask for suggestions on speakersIn Progress (on track)
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3-6 monthsLogisticsKeynote Speaker - Contact potential speakers for presentationsIn Progress (on track)
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3-6 monthsLogisticsCreate registration form, registration deadline, and set late feesDone
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3-6 monthsLogisticsCreate hotel info sheetIn Progress (on track)
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3-6 monthsLogisticsCreate transportation info sheetIn Progress (on track)
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3-6 monthsLogisticsSet basic times for the conference, esp time of start on the first dayDone
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3-6 monthsLogisticsInvitation management - Request for strategic invites from the communityDone
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3-6 monthsLogisticsInvitation management - Send out strategic invite lettersIn Progress (on track)
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3-6 monthsHackathonFinalize the timeline and the activitiesIn Progress (on track)
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3-6 monthsHackathonMake sure a 24hr room is available for the geeks (and good internet) - count 2.5 devices per registrantDone
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3-6 monthsSponsorshipsIdentify sponsors for keynote speaker, opening social, lunch, dinner and entertainmentIn Progress (on track)Do we have an overall sum we are looking for? Are IMO, TW, Google being specifically targeted for one or the other?
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3-6 monthsScholarshipsRequest for applications8/1/2018Doneto extended deadline depending on when registration is opened.
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ScholarshipsReview and update the scholarship pageDone
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3-6 monthsScholarshipsSet up a review committee to review the applicationsDone
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3-6 monthsScholarshipsSuccessful applicants are notified a month before the conference11/1/2018Not Started
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1-3 monthsPublicityLink our registration page to other orgs websitesIn Progress (on track)
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1-3 monthsPublicityAsk attendees to bring promotional material about upcoming events in their area for display on a resource board (trainings)Not Started
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1-3 monthsSponsorshipsSecure sponsors for keynote speaker, opening social, lunch, dinner and entertainmentIn Progress (on track)
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1-3 monthsPublicitySecure swag (t-shirts, stickers)In Progress (on track)
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1-3 monthsPlanning Teamadd a Leadership Team after action review...Not Started
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1-3 monthsLeadership TeamLeadership team meeting beforeNot Started
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1-3 monthsLeadership Teamset date for leadership meeting Done
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1-3 monthsLeadership Teamset agenda /topics/outcomes desired for LT meetingNot Started
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1-3 monthsLeadership Teamany strategic invites for LT meetingNot Started
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1-3 monthsPlanning Teamask other organizations if they want to have concurrent/before or after meetings Not Started
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1-3 monthsPlanning Teamif yes, to wanting other organizations, then discuss conference space for additional concurrent meetingsNot Started
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Not Started
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1 monthLogisticsTransportation - Determine final transportation plansNot Started
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1 monthLogisticsMaterials - Order conference badges, banners, receipt book, etc.In Progress (on track)
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1 monthLogisticsIdentify Materials needed- access to flip charts , supplies ( is there a place to buy them near the venue if we need to)In Progress (on track)
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1 monthLogisticsMaterials - Create receipts for all conference attendeesNot Started
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1 monthPlanning TeamCreate conference evaluationNot Started
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1 monthFiscalDetermine the actual cash handling and cash drop procedure for on-site conference same-day registrationNot Started
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1 monthAssign photographer for the eventIn Progress (on track)
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Not Started
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2 weeksLogisticsSecure signs for the hotel and hang themNot Started
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2 weeksLogisticsAcquire office supplies - Sharpies, large Post-it style notepads, tape, etc.Not Started
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Not Started
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On SiteLogisticsHave table for registration with name badges, guest list, directions to nearby restaurantsNot Started
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On SiteLogisticsHave Host tableNot Started
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On SiteLogisticsHave table for t-shirtsNot Started
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On SiteLogisticsPost directions to meeting roomsNot Started
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On SiteLogisticsPost paper copy of schedule and provide announcements before each sessionNot Started
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On SiteLogisticsEnsure AV equipment is working properlyNot Started
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On SiteLogisticsSet up resource board/table for participants to bring their materials to shareNot Started
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On SiteFiscalHave receipts and small amount of cash to make changeNot Started
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Not Started
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Post ConferenceLogisticsSend out all the thank you letters to hotel staff and anyone who helpedNot Started
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Post ConferencePlanning TeamWrite up lessons learned and communicate to community as well as coordinatorsNot Startedinclude recognition of volunteers with photosslide show for next year
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Post ConferenceFiscalFinish the budget as soon as possible and write a short report on the conferenceNot Started
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Post ConferenceFiscalSend the appropriate funds leftover to the reserve account for the NGONot Started
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Post ConferencePublicityFill out template and post to the wiki page for the corresponding Implementers' MeetingNot Started
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Get feedback at the conference from the after action reports
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