Checklist to Organize a Tools and Services Workshop

Approve workshop

EOTCO

Enter workshop on the /wiki/spaces/Events/pages/242199860 page

EOTCO

Coordinate with other trainers if there has been prior contact

Trainer

Identify goal of workshop

EOTCO

Identify location from local host

Uwe, 411

Identify dates from local host

Uwe, 411

Identify which /wiki/spaces/eot/pages/241585145 will be used

Trainer

Confirm Trainers are available based on /wiki/spaces/eot/pages/241585145 selected

Trainer, 411

Communicate workshop location, dates, number of users, and services need to Core Services

Trainer, 411

Move workshop from /wiki/spaces/Events/pages/242199860 page to /wiki/spaces/Events/pages/242199881 page

411

Create workshop-specific wiki page

411

Create workshop-specific checklist as child page to wiki page, viewable by staff

411

Assign roles to workshop-specific checklist

411

Create event on Schedule of Events Google Calendar

411

Create event on iPlant website

411

Communicate to 411 goal of workshop

EOTCO

Communicate to 411 special questions to include on registration form

Trainer

Create online registration form

411

Inform 411 of max number of seats

Local Host

Inform 411 for date range to keep registration open

Trainer

Inform 411 of other special needs

Trainer

Communicate registration form to Trainer, local host, possible attendees

411

Communicate to attendees link to create iPlant account (all services)

Trainer

Advertise workshop

Trainer, Local Host

Identify caterer

411

Post agenda to workshop-specific wiki page

Trainer

Buy airfare for Trainer (for UA employees prepare UA Travel Auth)

411

Arrange lodging for Trainer (if possible)

411

Arrange ground transportation for Trainer (if possible)

411

Coordinate with caterer and trainers for breaks, lunches

411

Use wiki page to communicate workshop logistics info to participants

411

Use wiki page to communicate pre-meeting prep materials and tutorials to participants

411

Monitor registration list to communicate newly-registered participants logistics and pre-meeting materials

411

Monitor registration list to verify iPlant accounts for newly-registered participants

411

Identify catering menu

411

Place catering order

411

Monitor registration list to communicate newly-registered participants logistics and pre-meeting materials

411

Monitor registration list to verify iPlant accounts for newly-registered participants

411

Communicate to Core Services iPlant accounts with abnormalities

411

Communicate to Core Services Atmosphere requirements

Trainer

Ensure any test datasets are uploaded to Data Store

Trainer

Use wiki page to communicate list of participants to Core Services

411

Confirm all participants have functioning accounts

411

Monitor registration list to communicate newly-registered participants logistics and pre-meeting materials

411

Monitor registration list to verify iPlant accounts for newly-registered participants

411

Encourage users to test log in to iPlant services

Trainer

Encourage user to launch Atmosphere instance

Trainer

Complete dry-run of example or demo

Trainer

Communicate guest account information to Trainer

Core Services

Send name tags to workshop location

411

Post attendee list to workshop-specific wiki page

411

Include instruction on how to terminate an instance in Atmosphere

Trainer

Be familiar with how to Reset your iPlant Password

Trainer

Have guest accounts ready for emergencies

Trainer

Pay caterer

411

Coordinate with EMEC to ensure post-surveys happen

411

Submit travel/expense receipts

Trainer

Process travel/expense receipts (for UA employees)

411

Update Participant Database (Lotus) for the workshop

411

Follow up with local host

Trainer, 411

Follow up with participants

Trainer