Ops Plan: 2017 OpenMRS Implementers' Meeting
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TimelineCategoryLeadDue DateStatusNotes
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6-12 monthsLogisticsSet date, site, and timeDone
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6-12 monthsLogisticsChoose objective and goalsDone
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6-12 monthsLogisticsCome up with a conference themeDone
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6-12 monthsLogisticsSet up Conference wiki page and begin populating it with conference informationDone
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6-12 monthsLogisticsSigned letter of agreement (MOU) between host country MOH and OpenMRSDone
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6-12 monthsLogisticsMalawiDraft official invitation letterDone
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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.In Progress (on track)
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6-12 monthsFiscalResearch sponsorship and secure funds before advertising registration feesProgress w/ Issue (potential slip)
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6-12 monthsFiscalIdentify who will contact funders/sponsorsIn Progress (on track)
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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) In Progress (on track)
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6-12 monthsLogisticsDetermine power strips/ electricity availability t/o the rooms In Progress (on track)
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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)included xtra in budget
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6-12 monthsFiscalDetermine what type of payment for fees will be takenNot Started
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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 coordinatorsIn Progress (on track)
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6-12 monthsPlanning TeamDecide what administrative assistance is neededIn Progress (on track)
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6-12 monthsPlanning TeamChoose one person to oversee Exhibit hall/hotelIn Progress (on track)
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6-12 monthsPlanning TeamMalawiChoose one person to oversee Invitations and RegistrationIn Progress (on track)
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6-12 monthsPlanning TeamLorinneChoose one person to oversee FinanceDonelorinne
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6-12 monthsPlanning TeamChoose one person to oversee Coordinating the scheduleIn Progress (on track)
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6-12 monthsPlanning TeamChoose one person to oversee Publications and PostersIn Progress (on track)
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6-12 monthsPlanning TeamChoose one person to oversee EntertainmentIn Progress (on track)
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6-12 monthsPlanning TeamChoose one person to oversee HackathonIn Progress (on track)
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6-12 monthsPlanning TeamChoose one person to oversee TransportationIn Progress (on track)
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6-12 monthsPlanning TeamChoose one person to oversee Lessons learnedIn Progress (on track)
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6-12 monthsPlanning TeamLook into offering reduced registration price for planning committee and studentsIn Progress (on track)
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6-12 monthsPlanning TeamPrepare Conference Notebook - use as templateNot Started
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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 presentationsNot Started
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3-6 monthsLogisticsCreate registration form, registration deadline, and set late feesIn Progress (on track)
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3-6 monthsLogisticsCreate hotel info sheetIn Progress (on track)
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3-6 monthsLogisticsCreate transportation info sheetNot Started
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3-6 monthsLogisticsSet basic times for the conference, esp time of start on the first dayNot Started
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3-6 monthsLogisticspaulInvitation management - Request for strategic invites from the communityIn Progress (on track)
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3-6 monthsLogisticspaul/jamieInvitation management - Send out strategic invite lettersIn Progress (on track)
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3-6 monthsHackathonFinalize the timeline and the activitiesNot Started
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3-6 monthsHackathonMake sure a 24hr room is available for the geeks (and good internet) - count 2.5 devices per registrantIn Progress (on track)
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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?
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3-6 monthsScholarshipsRequest for applicationsIn Progress (on track)October 1
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3-6 monthsScholarshipsSet up a review committee to review the applicationsIn Progress (on track)
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3-6 monthsScholarshipsSuccessful applicants are notified a month before the conferenceNot Started
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1-3 monthsPublicityLink our registration page to other orgs websitesNot Startedask jeff
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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 entertainmentNot Started
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1-3 monthsPublicitySecure swag (t-shirts, stickers)Not Started
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1-3 monthsPlanning Teamadd a Leadership Team after action review...Not Started
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1-3 monthsLeadership TeamterryLeadership team meeting beforeIn Progress (on track)
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1-3 monthsLeadership Teamset date for leadership meeting Done
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1-3 monthsLeadership TeamLT - Paulset 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 In Progress (on track)
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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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1 monthLogisticsTransportation - Determine final transportation plansIn Progress (on track)
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1 monthLogisticsMaterials - Order conference badges, banners, receipt book, etc.Not Started
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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)Not Started
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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 eventNot 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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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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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 Started
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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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