Checklist to Organize a Tools and Services Workshop
At least 6 Weeks Before Workshop
Done | Task | Person Responsible |
|---|---|---|
| Approve workshop | EOTCO |
| Enter workshop on the Events Under Discussion 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 Training Modules will be used | Trainer |
| Confirm Trainers are available based on Training Modules selected | Trainer, 411 |
| Communicate workshop location, dates, number of users, and services need to Core Services | Trainer, 411 |
| Move workshop from Events Under Discussion page to Upcoming Events 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 |
At least 4 Weeks Before Workshop
Done | Task | Person Responsible |
|---|---|---|
| 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 |
At least 2 Weeks Before Workshop
Done | Task | Person Responsible |
|---|---|---|
| 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 |
At least 1 Week Before Workshop
Done | Task | Person Responsible |
|---|---|---|
| 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 |
At least 2 Business Days Before Workshop
Done | Task | Person Responsible |
|---|---|---|
| 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 |
At the Workshop
Done | Task | Person Responsible |
|---|---|---|
| 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 |
1 Week After Workshop
Done | Task | Person Responsible |
|---|---|---|
| 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 |