Ops Plan: 2017 OpenMRS Implementers' Meeting
 Share
The version of the browser you are using is no longer supported. Please upgrade to a supported browser.Dismiss

 
$
%
123
 
 
 
 
 
 
 
 
 
 
 
 
 
 
ABCDEFGHIJKLMNOPQRSTUVWXY
1
TimelineCategoryLeadDue DateStatusNotes
2
6-12 monthsLogisticsSet date, site, and timeDone
3
6-12 monthsLogisticsChoose objective and goalsDone
4
6-12 monthsLogisticsCome up with a conference themeDone
5
6-12 monthsLogisticsSet up Conference wiki page and begin populating it with conference informationDone
6
6-12 monthsLogisticsSigned letter of agreement (MOU) between host country MOH and OpenMRSDone
7
6-12 monthsLogisticsMalawiDraft official invitation letterDone
8
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
9
6-12 monthsFiscalResearch sponsorship and secure funds before advertising registration feesDone
10
6-12 monthsFiscalIdentify who will contact funders/sponsorsDoneLT
11
6-12 monthsFiscalDraft letter and send it out to identified potential sponsorsDone
12
6-12 monthsFiscalDetermine expenses before setting registration fees - Hotel accommodationDone
13
6-12 monthsFiscalDetermine expenses before setting registration fees - Venue CostDone
14
6-12 monthsFiscalDetermine expenses before setting registration fees - TransportationDone
15
6-12 monthsFiscalDetermine expenses before setting registration fees - Hackathon RoomDone
16
6-12 monthsFiscalDetermine expenses before setting registration fees - PA System ( Including one projector per room, mic) Done
17
6-12 monthsFiscalDetermine expenses for internet/data package ( and ability to flex on this) Done
18
6-12 monthsLogisticsDetermine power strips/ electricity availability t/o the rooms Done
19
6-12 monthsFiscalDetermine expenses before setting registration fees - Display SystemDone
20
6-12 monthsFiscalDetermine expenses - SwagDoneincluded xtra in budget
21
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 Lorinne)
22
6-12 monthsFiscalKeep records up-to-dateProgress w/ Issue (potential slip)
23
24
6-12 monthsPlanning TeamDefine the specific duties of the coordinatorsDone
25
6-12 monthsPlanning TeamDecide what administrative assistance is neededDone
26
6-12 monthsPlanning TeamChoose one person to oversee Exhibit hall/hotelDoneJeff
27
6-12 monthsPlanning TeamMbongeni-MalawiChoose one person to oversee Invitations and RegistrationDone
28
6-12 monthsPlanning TeamLorinneChoose one person to oversee FinanceDonelorinne
29
6-12 monthsPlanning TeamChoose one person to oversee Coordinating the scheduleDone
30
6-12 monthsPlanning TeamBlessings-MalawiChoose one person to oversee Publications and PostersDone
31
6-12 monthsPlanning TeamChoose one person to oversee EntertainmentDone
32
6-12 monthsPlanning TeamLarry Ivange and Sanjay Choose one person to oversee HackathonDone
33
6-12 monthsPlanning TeamChoose one person to oversee TransportationDone
34
6-12 monthsPlanning TeamChoose one person to oversee Lessons learnedProgress w/ Issue (potential slip)
35
6-12 monthsPlanning TeamLook into offering reduced registration price for planning committee and studentsIn Progress (on track)
36
6-12 monthsPlanning TeamPrepare Conference Notebook - use as templateIn Progress (on track)we can use this spreadsheet as the template
37
38
3-6 monthsLogisticsKeynote Speaker - Ask for suggestions on speakersDone
39
3-6 monthsLogisticsKeynote Speaker - Contact potential speakers for presentationsDoneMrs. Emma Mabvumbe - Director of Planning and Policy Development in the Ministry of Health. She is also the one overseeing the Central Monitoring and Evaluation Division.
40
3-6 monthsLogisticsCreate registration form, registration deadline, and set late feesDone
41
3-6 monthsLogisticsCreate hotel info sheetDone
42
3-6 monthsLogisticsCreate transportation info sheetDone
43
3-6 monthsLogisticsSet basic times for the conference, esp time of start on the first dayDone
44
3-6 monthsLogisticspaulInvitation management - Request for strategic invites from the communityDone
45
3-6 monthsLogisticspaul/jamieInvitation management - Send out strategic invite lettersDone
46
3-6 monthsHackathonFinalize the timeline and the activitiesDone
47
3-6 monthsHackathonMake sure a 24hr room is available for the geeks (and good internet) - count 2.5 devices per registrantBlocker/Contingency (add note)failed
48
3-6 monthsSponsorshipsIdentify sponsors for keynote speaker, opening social, lunch, dinner and entertainmentProgress w/ Issue (potential slip)Do we have an overall sum we are looking for? Are IMO, TW, Google being specifically targeted for one or the other?
49
3-6 monthsScholarshipsRequest for applicationsDoneClosed on 1st November 2017.
50
3-6 monthsScholarshipsSet up a review committee to review the applicationsDoneReview happended between the 10th and 13th of November 2017.
51
3-6 monthsScholarshipsSuccessful applicants are notified a month before the conferenceDoneParticipants notified on 14th Nov 2017 by Jeff.
52
53
1-3 monthsPublicityLink our registration page to other orgs websitesNot Startedask jeff
54
1-3 monthsPublicityAsk attendees to bring promotional material about upcoming events in their area for display on a resource board (trainings)Not Started
55
1-3 monthsSponsorshipsSecure sponsors for keynote speaker, opening social, lunch, dinner and entertainmentDone
56
1-3 monthsPublicitySecure swag (t-shirts, stickers)Done
57
1-3 monthsPlanning Teamadd a Leadership Team after action review...In Progress (on track)ongoing
58
1-3 monthsLeadership TeamterryLeadership team meeting beforeDone
59
1-3 monthsLeadership Teamset date for leadership meeting Done
60
1-3 monthsLeadership TeamLT - Paulset agenda /topics/outcomes desired for LT meetingDone
61
1-3 monthsLeadership Teamany strategic invites for LT meetingDone
62
1-3 monthsPlanning Teamask other organizations if they want to have concurrent/before or after meetings Done
63
1-3 monthsPlanning Teamif yes, to wanting other organizations, then discuss conference space for additional concurrent meetingsDone
64
65
1 monthLogisticsTransportation - Determine final transportation plansIn Progress (on track)
66
1 monthLogisticsMaterials - Order conference badges, banners, receipt book, etc.Done
67
1 monthLogisticsIdentify Materials needed- access to flip charts , supplies ( is there a place to buy them near the venue if we need to)Done
68
1 monthLogisticsMaterials - Create receipts for all conference attendeesBlocker/Contingency (add note)
69
1 monthPlanning TeamCreate conference evaluationIn Progress (on track)asked jamie
70
1 monthFiscalDetermine the actual cash handling and cash drop procedure for on-site conference same-day registrationBlocker/Contingency (add note)
71
1 monthAssign photographer for the eventDone
72
73
2 weeksLogisticsSecure signs for the hotel and hang themDone
74
2 weeksLogisticsAcquire office supplies - Sharpies, large Post-it style notepads, tape, etc.Done
75
76
On SiteLogisticsHave table for registration with name badges, guest list, directions to nearby restaurantsDone
77
On SiteLogisticsHave Host tableDone
78
On SiteLogisticsHave table for t-shirtsDone
79
On SiteLogisticsPost directions to meeting roomsDone
80
On SiteLogisticsPost paper copy of schedule and provide announcements before each sessionDone
81
On SiteLogisticsEnsure AV equipment is working properlyBlocker/Contingency (add note)
82
On SiteLogisticsSet up resource board/table for participants to bring their materials to shareBlocker/Contingency (add note)
83
On SiteFiscalHave receipts and small amount of cash to make changeDone
84
85
Post ConferenceLogisticsSend out all the thank you letters to hotel staff and anyone who helpedNot Started
86
Post ConferencePlanning TeamWrite up lessons learned and communicate to community as well as coordinatorsIn Progress (on track)include recognition of volunteers with photosslide show for next year
87
Post ConferenceFiscalFinish the budget as soon as possible and write a short report on the conferenceNot Started
88
Post ConferenceFiscalSend the appropriate funds leftover to the reserve account for the NGONot Started
89
Post ConferencePublicityFill out template and post to the wiki page for the corresponding Implementers' MeetingIn Progress (on track)
90
91
92
get feedback at the conference from the after action reports
93
94
95
96
97
98
99
100
Loading...
 
 
 
Goals
Form Responses 1
 
 
Main menu