Roule L.	Fabulous feedback. Thank you Jane and team	11:49am
Jane C.	Thank you - the feeling is mutual and yes, Wordworks is a very special organisation (after a lifetime in NGOs I can say that with conviction) and we are working hard to keep the magic even as we grow.	2:50pm
Robyn	thank you so much Jane - your team is wonderful and we are delighted that are so happy with the work we have done - its such a blessing working with people like you	2:42pm
Jane C.	HA-LALA to Matogen digital - Wordworks is very happy and filled with anticipation! Thank you thank you for an excellent session. The after chat was all about how important it was to get the big picture of all the bits and layers. (even though it was clearly only what we could fit in, I think we gave them what was needed to appreciate the depth and range of the work, to feel the feelings and to get a sense of the functionality and future impact on the work). All your work is much appreciated. Ian Robyn Xoliswa and the rest of the development team Roule (your name was warmly mentioned throughout) - and all! Onwards and forwards!	2:39pm
Robyn	Hi Jane sorry I jumped out too quickly :) and thanks so much for the great chat, you are all so lovely to work with so thank you as well! ❤️	10:14am
Jane C.	Hey Robyn - thank you for a good meeting. As we were closing out, I wanted to ask you to please send our very warm appreciation to everyone working on our site!	10:12am
Robyn	Jane I understand the situation - I spoke to Ian and he will close the loop with you when you connect tomorrow.	12:49pm
Jane C.	Hey Robyn - meeting with Ian is only tomorrow. Ian perhaps you advise as to why dots are not connecting. My sense is that we need Matogen more hands on here, or if feel you have been hands on, perhaps I need to be present in the discussion/ communications to ensure that our team is confident to move forward with Kyle. Jacqui please confirm - Our Operations team just needs to know that our sales process will not be messed up while the ecommerce stage of the build is underway. When he was asked to reassure us on this, the above process was what he suggested. Maybe its all very simple. If it's possible for us to run our existing resource sales from SAGE while simultaneously integrating a newly titled and grouped set of resource titles through SAGE to Stock2Shop to ECommerce, AND THEN if its possible to de-activate the existing set of resources in SAGE as we go live with the new set, then we are happy. But we need someone to tell us that/ how this is going to work.	11:57am
Robyn	Jane thanks so much - hope you had a good weekend - I asked Ian and we need the integration completed to do our part so it looks like this suggestion has issues - I know you are speaking to Ian tomorrow so please close the loop with him when you chat	6:58am
Jane C.	thanks Robyn and a happy weekend to everyone!	3:28pm
Robyn	👀 checking this out and will confirm	1:04pm
Robyn	hi Jane we could use dummy content / lorem ipsum but happy for you to share an actual example or two so we can build it out when we get there - we're not working on courses yet. Your team will load the content so whatever you want to go live with should be on your radar. The deadline is aligned to the rest of the content loading timeline for LMS. Re the pop up messages and emails, I have asked Ian and I don't think we need anything from you re this part of the process till you get to testing. Please let me know if you have any questions - thanks so much	1:04pm
Jane C.	Ian Robyn way forward from Kyle from Stock 2 Shop. Our Ops team were concerned that we would not be able to continue using Sage as the new or newly named products would be overwritten. His solution is not to synch to Woo commerce until we are ready to change over our sales system. Will it be sufficient for Matogen development and testing to have the new titles uploaded into SAGE and the synch between SAGE and Stock to Shop active. Please confirm. Good afternoon Team, Thanks for joining the meeting earlier. Just following up on what was mentioned, below is the agreed way forward regarding the Wordworks integration: SageOne's current data (such as titles or categories - please do excuse the naming) is correct, however, there will be changes made to this information. We agreed that, once confirmed, the sync from SageOne product information into Stock2Shop / WooCommerce will begin. However, Stock2Shop will not be syncing product titles and categories to WooCommerce . As this information will need to be finalised and added to SageOne first. Once this information has been updated/finalised and added to SageOne I will be notified, and the sync to WooCommerce then include the updated/finalised product title and categories. KYLE EDMUND Support Technician T +27 (0)21 813 5866W www.stock2shop.com	12:37pm
Jane C.	Robyn a question about communications to users. (1) We offer program support messages to all program partners (ie those who have trained to use/ train on a program). There was much discussion between Ian and Annakie, but my understanding of the outcome is that those types of communications will be set up from Salesforce using the bulk messaging/ email facility, and the program partner contact data collected on site. Wordworks only task at this stage therefore is to prepare those messages in Salesforce. Please confirm. (2) I understand that Matogen has been making automatic pop up messages and emails that are originated in the site (additional to the ones we submitted in prototype). I am checking whether there is anything else Wordworks has to do about these, other than make changes during the testing phase as Ian suggested in a meeting.	8:42am
Jane C.	Robyn two dashboard questions please. (1) do you need some dummy content for events tied to courses, events that are courses, and for stand alone events - in order to test functionality once dashboards are being set up. How extensive should this be? One quarter's content or a full year perhaps? Can you give me a deadline (2) once they are set up by Matogen, will it be possible for Wordworks to make any changes to dashboards and reports or is that all going to have to be done by coders?	8:34am
Roule L.	Thank you Jane	8:15am
Jane C.	Dear Ian , Roule , Robyn , Annakie Have given you access to this document https://drive.google.com/file/d/1_cYZZ8ThwHYqZTZeYtOv3wPTLzZ5xqGy/view?usp=drive_link It is Jacqui and my attempt to summarise what was in Ian's User permissions doc and Roule's User dashboards xd. Both of these had levels of User but the levels did not correspond! This was making us crazy-confused. :) Please check for omissions and errors so that it can become our shared source. Best Jane	1:38pm
Jane C.	that's great. Probably connects to the list you were going to make to show us where field data was drawing from and going to ?	3:35pm
Ian P.	Checking - will provide feedback tomorrow Jane	2:30pm
Jane C.	Ian Annakie Thabisile can any of you clarify what the status of this sheet is in the SF-WP/ LD integration process https://docs.google.com/spreadsheets/d/11xV6Tx16rj6QhlRdml7h-gYZo0hyO1jTstrguWfIeMU/edit?usp=drive_link - it was where we were doing thinking before the meeting between Matogen and Connect Solutions re integration and would be so helpful for us to have a sense of the FIELDS that have been set up / are going to be set up so that we can make sense of Dashboard design from the data side . Robyn fyi	2:29pm
Robyn	Jane it should be possible but I need to check everything so don't want to give you a definitely without getting through this - your team will need training and we need to get through testing so I really cannot say definitely at this point. Its less than three weeks for us to get this ready for show and tell which feels tight.	2:05pm
Jane C.	ok, so I tell them it's a maybe but if Jacqui gets S2S goodies to you on Friday then that maybe is more likely to be definitely?	2:44pm
Robyn	Jane thanks for the heads up, lets get the Stock2shop goodies on the roll after which I can give you an accurate timeline. We can prepare / aim for this with a definite maybe in place right now.	1:21pm
Jane C.	Robyn - just got this from our management team Dear Jane Just confirming that the website induction for staff is still taking place on Wed 18 June. I am not sure how to answer .. .no/ maybe/ yes ... sorry this is not	11:29am
Jane C.	Ian please clarify for Jacqui and I. While no one can purchase a printed version of just one component of our programme packs, our programme members will be permitted to download any component of the programme pack for free. Will this still need to go through SAGE/StoS at R0 in order to record the download? If so, we need to develop front facing naming conventions for each component file. So for example, 19 big book/ 19 sequence picture/ 19 puppet file names in one programme pack. (then with variety of language attribute of course). Please clarify so we know what size spreadsheet we are making!! :)	3:17pm
Robyn	Jane how about next week Wednesday at 10 am? Ian is jam packed tomorrow so I dont think we can extend the standup	1:41pm
Jane C.	Hi Robyn - in a meeting with Jacqui and Roule now - and we have a lot to task about dashboard functionality - not enough time in the Stand up we feel. Can we extend the time or schedule another meeting soon?	12:51pm
Robyn	Jane noted! and on the agenda, thank you	10:35am
Jane C.	Robyn re Stand up tomorrow. Our agenda 1. Stock to shop items vs a vs metadata sheet (timing) 2. Dashboard design progress - functionality assessment wrt data? 3. Main site - dates for upload training and for uploads to begin	8:57am
Jane C.	Ian please have a look at my appeal for process guidance. 4.17 pm email "Wordworks Stock2Shop RESOURCE DATA changes for new website". Thanks! Robyn fyi as relates to schedules	2:56pm
Robyn	perfect! :) Email it is! I will share a little later x	8:50am
Jacqui B.	I think an email is perfect, thank you 😊	8:26am
Roule L.	I am happy with an email today too :)	7:41am
Robyn	Morning Jacqui thanks for your message - we're happy to do an email update to let you know where we are at progress wise - we also wanted to follow up on Stock2Shop as we have a hold up there that's blocking us - let me know if you are happy with an email or if you'd like to come for a chat	6:49am
Jacqui B.	Morning Robyn ! We don't have anything to raise at the stand-up. We're happy to do an email update, unless you need to chat to us about something, in which case I'll see you at 11.30 😊	6:44am
Robyn	enjoy the birthday breakfast!	1:12pm
Robyn	no probs Jane - we can do an email update if needed :)	1:12pm
Jane C.	Hi Robyn et all. I am not able to attend our stand up tomorrow due to my sister in law's birthday breakfast that I just remembered! Jacqui can attend. Please confirm meeting. Best xx	10:15am
Robyn	No probs, I believe you are loading most of the copy / checking what have used is correct so as long as this makes sense for the people loading and checking, we are good to go ✨	9:58am
Jane C.	thanks Robyn	8:59am
Jane C.	Checking that Anna's doc is for our uploading and so if the placement of copy is different to the doc structure, we don't have to edit the doc now, we can just use her copy and upload where we know things must go?	8:59am
Robyn	No stress Jane I am going to double check this as well but I believe this is a content loading job so its needed by the time that happens - I will let you know if this is incorrect but that's my understanding here too - it may be that we need one example per category so I will let you know if that's the case	8:57am
Jane C.	Robyn - we need some process guidance please. In the programme filing categorisation and preparation process (which is culminating in a huge file meta-sheet) we are obviously making lots of micro decisions about which files go onto which programme pages (ie teachers/ ECD practitioners vs parent workshop facilitators vs tutors and afterschool practitioners and under which headings. There is a necessary connect through to which related copy goes where (which could influence Anna's doc). Do you need to have this information for dev/ build or is it something we will use for content upload, or both. We are hoping that that build is not affected by this level of detail, that this is more about how we upload our files (pointing to which place) and how we write in our copy - but we suddenly are panicking!	8:49am
Jane C.	look forward to input on scope creep from Ian and Xoliswa	2:16pm
Robyn	We should all review this again to make sure there's no scope creep. I imagine it makes sense to do that again - we can discuss in standup tomorrow - thanks for sharing Roule	11:49am
Roule L.	I think Jacqui and Jane need one more check-through for sign-off.	10:28am
Roule L.	Please find the LMS prototype as it stands now here:https://xd.adobe.com/view/14495bc3-665c-469b-bc95-07a56e880838-411a/ Courses 14 Screens, Last modified on Apr 10, 2025 10:14 GMT	10:27am
Robyn	Jane Jacqui can discuss tomorrow - I spoke to Ian but we are not able to commit until we wrap up our work now - there's a lot of layers so we would like to finish the current work so we can see if its practical to prioritise the LMS course loading. I am waiting for an update to the LMS prototype and have responded to Gant Chart questions - we can go over all of it tomorrow as needed, Thank you!	9:59am
Robyn	Morning Jane thank you for reaching out - sure, no problem at all. I spoke to Ian about a plan but we are unable to confirm the next part of the work until this part is wrapped up. We can go over all of this tomorrow - thank you!	6:53am
Jane C.	Hi Robyn - welcome back! Jacqui and I looked again at the schedule and have marked up some questions in there for your attention. We can perhaps pick up uncertainties at Friday's stand up?	4:50pm
Jane C.	thanks for this, Robyn. You do always figure something out .. so I'm not stressing, but will caution WW that we may need to postpone our event. So many 'ifs'.. its the nature of the beast. Glad to be working with you guys at Matogen where we can manage the ifs like grown ups! xxxx	7:04am
Robyn	Jane thank you for your feedback _ I am leaning towards you moving your session forward, the site won't be empty because we are using your content to test but its not going to be a great reveal if we are tinkering because Roule and team are giving feedback - if we can get the feedback sorted and applied in one week, it can work but if not, its not going to be a good experience. We can see how we go and make a call a little later this month if that works for you? I understand that you have people to coordinate so not sure if this is practical? - We can see about 6 weeks of content for LMS, Ian did say he thinks LMS will be a little less time but I kept it so we are not disappointing you later - lots of if's here so let me see what I can wangle to give you more time for loading without extending the timeline. Thanks also for the reminder about your national literacy conference at the end of September - we understand so let me get back to you next week - we'll figure something out - We always do! 🙏	6:30am
Jane C.	Robyn sorry.. me again. Line 14 Design testing (Roule) I am wondering if anything prevents us uploading some content at the same time as we have a planned whole WW team reveal for the 6th May. I don't want them to see an empty site so would need to reschedule if we can't. Jacqui	4:03pm
Jane C.	Robyn I totally understand that your heads aren't in the Learn yet, and can't pause what's happening now so your offer "I will chat to Ian next week and see if there's any clever tricks we can come up with / if there's any way we can give access sooner to load courses"... would be the very best outcome, thank you for exploring it. I would like to say 6 weeks to upload the courses, not the four we have on the schedule now. Of course, we don't know until we try, and I'm sorry that I didn't highlight this earlier. I always saw a bit of elastic into August, but now that's not possible given our new schedule, especially with the national literacy conference coming up end Sept.. Dashboards and events clarity is not stressing me, but when you can would be great to have insight. Thanks so much for all this juggling... it's all going to be ok, and anyway, TGIF .. have a break this weekend.xoxo Best Jane	3:45pm
Robyn	Jane the Learn part of our work is not developed yet. We are not in a position where we can pause what we are doing now but we can look at how we prioritise as the next step of the build - I am not making any promises as I have already discussed this timing with the team so it is realistic and I am not sure there’s a good work around for us to go with here. I will chat to Ian next week and see if there's any clever tricks we can come up with / if there's any way we can give access sooner to load courses. As it stands now we can add more time for course loading but that will push the date further ahead. We have the same amount of time allocated to course loading now that we did with the first schedule so I think we missed each other somewhere here in the beginning as well. How much time would you like for loading courses ideally? Re Events and Dashboards, I don't have a final visual - the meeting happened last week, Roule wasn't done yet and she is out this week; I will hopefully get all the visuals next week at which point I can confirm what content is needed. Thank you	3:18pm
Jane C.	Robyn I've changed line 29: Wordworks: prepare all course and event content required for learn website from haven't started to Work in Progress. I am very worried that the time for uploading the content to the Learn site is just too short. It seems to me that we should be treating the Learn site as 3 sub projects - the courses, events and the dashboards. If my logic holds, it would be great to have a row for each of these on the schedule. Naively, I would say that the course is the simplest development project of the three, but the most complex content upload. For this reason, it would be brilliant IF Matogen could complete the course dev first and if it were possible for us to start loading the course content while working on the dashboard and event development. COURSES: We have two full courses prepared and ready for upload, and a third being written. We can start building these as soon as we are given the green light. Because we think we may need up to 3 weeks per course to load the content, we seriously were hoping we could start mid June!!! (We may have to create comms and links to resources, forms, certificates, events and dashboards, later. Its just getting the modules and quizzes up) EVENTS: We can load these up as soon as this section is ready. Assume we are talking really about dates and blurbs? We'll aim to have content ready by end July. DASHBOARDS: Mostly, their content will be automatically populated. We can have forms prepared by end July. What other content would we need?	2:33pm
Jane C.	I suppose it is not clear to us what 'counts' as a prototype given the extent to which we are going to be working within LearnDash's native capacity for the courses. The dev for the Learn site is only partly on the LMS and I wondered if Matogen can't possibly first get to a point where we can build our first course (with space to come back if things aren't working - it would be a real test) while the other elements (events and dashboards) are built?	2:07pm
Jane C.	ok, I thought so! thanks for changing status of line 27 to completed. Now what about dev starting on 12 May .. The note says "Dev can only start once the prototype is signed off" - is that still the case or is it rather that this work will start after bug testing of the main site finishes the week before?	2:03pm
Robyn	to get to the LMS prototype	1:57pm
Robyn	This is past work Jane	1:57pm
Jane C.	Schedule line 27 Jacs and Roule load courses in line with content templates available in Learndash once completed Robyn what does this mean? what exactly needs to be completed before a course can be built? (2 weeks have been allocated for this) and which two weeks?	1:56pm
Robyn	Thanks, Jane - I am going to put a new meeting in at this time and ask Ian to cancel the one you booked - he is out tomorrow and I want to make sure this is booked :)	1:55pm
Jane C.	Robyn meeting re User doc is booked for Tuesday 3pm. I've asked if you could please include Paulene Thabasile and Jacqui - I have no calendar access to do so. We are open to extending til 4 if needed.	1:51pm
Robyn	Just noting the convo Jacs and I had about shop specific content	1:42pm
Robyn	Screenshot 2025-04-03 at 15.41.09.png 25.5 KB • Download	1:42pm
Robyn	Great, I will update the Gant chart to mark this as complete, thank you	1:41pm
Robyn	Yes, I believe that seeing as the files are the same content wise - this can be done at the same time	1:41pm
Annakie G.	Yes, the Salesforce entry level customisation, data cleaning and migration has been completed.	1:38pm
Jane C.	2. It seems the E commerce functionality will be ready before WW starts loading content onto the main site / hub from 12 May. Does that mean we can load up resources into hub and shop at the same time as required?	1:37pm
Jane C.	On the schedule, I'm going to come back with a few clarification queries, Robyn - hope that's ok. 1. Isn't this task on Line 6 complete? That's what Connect Solutions has said. Annakie please confirm. Salesforce team: entry level customisation, data cleaning and migration (Prep instance for Matogen to map across to)	1:19pm
Jane C.	thanks Robyn - I'm just getting relevant team availability and will get back to you asap.	1:18pm
Robyn	Jane we had a look at the user permission doc and would like to chat about it next week - please can you let me know who you would like to include and pick a slot / let me know what slot would work for you https://calendar.google.com/calendar/u/0/appointments/schedules/AcZssZ3kRg6c5RXby4XJhq-J97GTu0oMtLm3QC_8hGRYSt93dDrstMFVNi92aG0iSHx5O3Uvp0XTjpRx	11:53am
Robyn	Jacqui we had a chat on our side and want to suggest that we use the same functionality for this search that we are everywhere else - that would mean we don't need a list to input here - it is better to have a consistent experience especially when the searches look exactly the same - heads up and please let me know if there's anything we have not considered - Thank you!	8:05am
Robyn	Thanks, Jacs!	6:29am
Jacqui B.	Hi Robyn ! I'll check our drop downs list and get it to you asap 😊	4:00am
Robyn	Screenshot 2025-04-02 at 15.48.28.png 191 KB • Download	1:49pm
Robyn	Jacqui quick question for you about this drop down, Looking for something specific, where can I find the list that goes with it?	1:49pm
Robyn	Thanks Jane this doc? https://docs.google.com/document/d/1ByKhGbhVQL8d-G1GW_4iGt10YHaLqejVRrikZn9G2Co/edit?tab=t.0	10:27am
Jane C.	Hi Ian Xoliswa and Robyn . Paulene and I are finished with marking up this doc. There may well be conversations to pick up from your side. Please let us know. Jacqui Thabisile fyi for your portfolios	10:20am
Robyn	Jacqui if you spot anything to speed things up, feel free to chat to Roule - I mentioned that you'd be in touch, but note that I suspect the meeting is needed to make meaningful progress ✨	10:18am
Robyn	Jane I have scheduled a new meeting for 10 am on the 25th for 1 hour - I included Pauleen Solomon. I also chatted to the Unfold team and its very likely that Roule will not be able to complete the prototype work for this piece until she gets back from leave - She is off from the 31st for 1 week. We can see how it goes but its likely to delay the finalisation of the prototype which will push this work ahead. I will update our schedules once we know more.	10:16am
Robyn	Thanks Jane I 'll take a look at new slots for this chat - Anna heads up	9:11am
Jane C.	Slots that suit Jacqui, Paulene and Jane: Monday 24th 9 - 11, Tues 25th 9 - 11, Friday 9 til 1pm	8:36am
Jane C.	HI Robyn - we have just realised that Paulene wasn't included on the calendar invitation for the 18th (dashboard/ events) and she has a donor engagement which is non-negotiable. She really really should be in that meeting as we will be looking at what she needs for her programme/ partner management. I am so very sorry, but can you reschedule to the week after, ensuring she is looped in? Thanks so much.	8:32am
Roule L.	Sorry to hear, Jane and Jacqui 😢	9:17am
Robyn	Screenshot 2025-03-05 at 11.03.07.png 71.3 KB • Download	9:03am
Robyn	Jane just so you know, the checkpoint I built in for us to look at this work is actually 2 weeks so I had made time for this to happen this week and next (in case we needed the time ) so our schedule is still in tact ✨	9:03am
Robyn	Hi Jane thank you for the update from your side, I am sorry to hear about the crisis but honestly grateful that we have a bit more time as this week has been a bit hectic on our side too - Ian is out with a sick boy at the moment - we can delay the LMS feedback to next week, no problem. Ian is meeting with Jacqui and Roule on Friday - should we move this out or is it okay to keep this one in place? I am mid-updating the Gant chart with all the actions from our chat on Friday but don't have answers for everything yet. I will give you an update by the end of the week when I have had a chance to connect with everyone / consider what needs to move forward - does that sound good?	8:50am
Jane C.	hello everyone! Ian Robyn Ronel Jacqui and Jane here. Wordworks has a MAGA-USAID related project disaster 💰which impacts Jacqui's time this week unfortunately. We are not going to be able to give feedback on the LMS design or work on the design/ copy for automated communications until next week. We know we are also half-waiting for Matogen feedback on any LMS development scope issues, and Ian and Jacqui's meetings have been delayed, so this may be ok. We hope so. Let us know if any knock on please.	8:46am
Roule L.	I am tripping over faulty internet, trying to get into the meeting	9:36am
Ian P.	running 3 minutes late	9:29am
Jane C.	brilliant!!!	8:13am
Robyn	Thanks Roule!	2:12pm
Roule L.	https://xd.adobe.com/view/14495bc3-665c-469b-bc95-07a56e880838-411a/	2:07pm
Roule L.	Hi everyone, morning became afternoon on my side, but here is draft 1 of the course pages, I shared the XD file for Editing with Jacqui a few minutes ago	2:07pm
Robyn	Jane Jacqui quick update for you - Roule needs a few days to get the Course landing pages wrapped up - she will handover for your & our review on Thursday morning. I will update the Gantt Chart with the assumption that we'll wrap up those parts by the end of the week.	11:11am
Jane C.	that's good. Thank you!	10:09am
Robyn	Jane double checked and we are not concerned about making this work the way you need it - we are not working on this now so can we agree that we'll make sure its possible to embed the quiz the way you want?	10:05am
Robyn	Thanks for clarifying Jane I am checking when we are looking at the quiz for you so you can move forward. Once I get the landing pages from Roule, we can take a moment to make sure you are aligned and happy - we are not start dev yet so there's time to get this finalised. The events etc still need to fit in so its going to be a bit of a stop start process. Lets see how it goes and flag any issues	9:28am
Jane C.	Just to let everyone know that I will be travelling on the 6th and 20th March. We are going to see our eldest daughter but I will be working from her place.	9:27am
Jane C.	Just on the LMS though. We are waiting for two things before we can sign off from our side on prototype. 1. Ian and Xoliswa were working on the issue of the quiz embed (without that we can't sign off on the lesson design capabilities in LearnDash.). Otherwise we think that we can build courses without design features beyond those we already have in the main site/ hub. 2. The course landing pages are with Roule but we haven't seen that yet.	9:21am
Jane C.	Thanks Robyn, we'll check dates and get back to you.	9:17am
Robyn	Jane we'd like to suggest the follow up meeting for events and dashboards is parked for a little bit while we wrap up the main site and resource hub internal testing on our side - we'd like to move forward the second week of March - with a chat on Tuesday morning 11 March - would that day - say 10 am work for you and Jacqui - we have a couple meeting on this day so if that time does not work, we could do the 12th (10 - 11 or 11 - 12) or 13th (11 - 12) Please let me know what would work for you - note Anna and Roule I believe Roule needs to be at this chat too - thank you!	9:07am
Robyn	Great, I will do more of that today and let you know, thank you Jane !	8:39am
Jane C.	Listing tasks in Basecamp works well, thanks.	8:27am
Jane C.	Thanks for this Robyn - I did read it as I was signing off for weekend - and it helped! I've been in the Gant this morning, just mooching about!	8:22am
Robyn	Jane and Jacqui quick heads up that I am making sure I give you a full list of loose ends and next steps. I will be in touch with you early next week - In the meantime am happy to let you know that we are on track with dev and are looking forward to starting internal testing from next week. We'll take the first stab at it and then handover to you for testing and content loading. We've been using the copy as it is now, so its going to require a review on your side as I understand you are currently approving the edit. I have started creating some tasks for you in Basecamp but do let me know if you prefer a list that you manage wherever you like. I have not updated the Gant chart yet - I am waiting to see when we wrap up the LMS prototype as that is technically due today. I will need to adjust the timing when I have clarity. I am also checking about the follow up meeting for events calendars / dashboard/gaps so will be in touch. Thank you! Have a happy weekend all.	2:17pm
Jane C.	Thank you, Robyn! With the view fixed up, and when we can access design features already on the site, we will really be in a position to assess how much design and development work is actually needed. Quietly optimistic that it won't be much.	9:30am
Robyn	Jacqui and Jane thanks for the LMS document - we are going to try and get the view fixed up for you so you can move forward there. Most of the other issues are related to us not working on this part of the development yet. We can discuss tomorrow but the hope is that you can see what is possible so you can get to the Design work and everything else will form part of our brief for development. Thanks for all the effort - we look forward to chatting tomorrow and hopefully fixing that view for you soon.	7:43am
Jacqui B.	Hi Rowen ! This would be a real game changer for our course structure! And it would mean that lesson reconfiguration wouldn't be necesssary, so thank you for sharing it! Will jump in and try now 🥳	1:53pm
Annakie G.	Beautifully summarised, Jane! Yes, I will present the WW SF instance and look forward to Ian and Xoliswa 's input wrt the integration into Salesforce. And I agree to 2 hours (and stopping earlier if we're done).	1:36pm
Rowen R.	Jane and Jacqui I'm not sure if this is the place to share - you can add a Quiz to course content anywhere in the body of the course (you don't have to wait for the final assessment Quiz). You would pre-create the Quiz in the Quiz Bank, and then go to the space in your course content where you want to add the quiz and use the Quiz short code. See screenshots above...	1:24pm
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Rowen R.	I think Ian - we can't request Nonprofit discounts until the account is set up. Please could you or Xoliswa set up the account as you need it. This part is free. When you have done this, I can then get in touch with Twilio to please ask for a nonprofit discount?	1:20pm
Robyn	no probs - thanks Jane !	12:54pm
Jane C.	Robyn - I would prefer 2 hours (we can always stop earlier). This is because there has not been a real engagement to date on integration and there are a lot of details to work through. Annakie - In terms of meeting format... Can you confirm that you will be presenting the WW SF instance to Matogen and that you will be wanting Ian and Xoliswa to feedback on whether they are comfortable that their site will be able to collect and send the required data to SF (sorry for layperson's language). My understanding is that the 'meat of the meeting' will be if and where this is not so and a compromise needs to be found either at the SF end (what data WW wants) or on the WP end.	12:49pm
Robyn	Thanks so much Annakie and Rowen Jane appreciate your feedback! I will schedule for the 19th - 1 hour but do let me know if you feel you need more time and I will extend this for you -	12:33pm
Rowen R.	This works for me too - please I do want to join this too	12:13pm
Robyn	Jacqui you may proceed, X has done her part so please check the lesson and let us know how it goes - x	11:12am
Robyn	no worries! I told X to move forward, thanks so much	11:10am
Jacqui B.	Hi Robyn ! Sorry, I only just saw this message...but I'm out of LD so staging now! Will check the lesson view as soon as I go back in 😊	11:08am
Robyn	Jacqui Jane Roule Xoliswa needs to do some work on staging to fix up the issues - Please can we agree to pause work for a few minutes starting at say 13h00 and we'll let you know as soon as you can go back in? She has also asked for you to please check that you can view lessons now so please check , let me know and plan to be out of staging by 13h00 - sound good? Thank you!	10:53am
Jacqui B.	Hi Robs! The time extension is good for us, thank you! And yes, the resource recon sheet is still a good source for what we're going to load up 😊	8:38am
Robyn	I have extended our meeting with a start time of 11 am - please let me know if there's any issue with the timing	8:10am
Robyn	Jane Jacqui thanks for your flag, we have provided what is optimal but we will figure out any issues so please do not worry. Lets chat through the details and come up with a workable solution. . I am going to extend our meeting on Friday so we can talk through it. Please confirm if this is a reliable source for the files and resources that you are going to load? https://docs.google.com/spreadsheets/d/13efnSe8wno-Kfl1wi4l_oFcR7olnvSxYHKpDKlSIaWk/edit?gid=1896958821#gid=1896958821	8:08am
Jacqui B.	Just in addition to Jane's query... we still need the full size spec to be available onsite for download. Book Dash uses GitHub to make these large files available on the pages. Is that something we should be considering? Could you do some research before we have this meeting? I've included this screenshot to show how their big files are available for download on their site (Links folder is 179 MB!).	7:28am
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Jane C.	Ian Rowen - please reassure me that this is happening	7:22am
Jane C.	Dear Robyn Ian Xoliswa Jacs and I have just gone in to follow up on Robyn's ping: hi Jane Jacqui Xoliswa finished up her resources recommendations - in light of the fact that you are working on resources, I wanted to point out she has added to your document https://docs.google.com/spreadsheets/d/1Qqvq1_fujFpDjPuuJOVplJHLQfby1R0zIWMaon99H2A/edit?gid=26460502#gid=26460502 Please shout if you have any questions .. I'm afraid I am shouting :) - we have loads of questions. Jacs has been raising this issue of file size since last year and tbh this list of optimal sizes comes as a real shock. We clearly need to put our heads together to work out a solve. Robyn, please can you arrange for an urgent meeting with Jacs and I and the relevant Matogen people. We are fine to use an extended stand up on Friday if that's best for you. Thanks so much. Jane	7:18am
Annakie G.	I'm also available Wed 19th 1-3pm. Am waiting on other meetings confirmation for Fri 21st (i.e. currently not able to meet on Fri, but Fri morning might open up if my other meetings aren't confirmed...)	7:12am
Jane C.	Hi Robyn. Yes, agreed. For me ... Wed 19th 1 - 3p Friday 21st any time in the afternoon. Over to you Annakie ?	7:03am
Robyn	Thanks Jane thank you - sounds like we need this sometime next week - please give me a couple of slots that work for you Annakie & Jane for Wednesday (19) or Friday (21) Thank you	1:10pm
Jane C.	Jacqui Rowen - I am not sure if you should be there and aware its already a bit of a crowd. Please advise.	1:02pm
Jane C.	Ian Robyn We have one more meeting with Annakie this Thursday. After that we will be ready for that Ian/ Matogen - Annakie/ Connect Solutions meeting re SF - WP integration. We would like the meeting to include WW people: Jane, paulene@wordworks.org.za (for programmes), Thabisile and naazneen@wordworks.org.za (for MEL). Even if the WW people are mostly listening to ensure our understanding, we anticipate there may be challenges we can help resolve in the meeting wrt our requirements/ expectations.	12:56pm
Robyn	Roule thanks for your note, I gave you access, sorry about that - let me know if you have any questions / are stuck.	10:11am
Roule L.	Thanks Robyn, I have requested access to the google doc you shared above. Will log in to see Xoliswa's up dates	7:16am
Robyn	hi ladies - how is review coming along? Xoliswa has made a plan so you can view the courses - please let us know how its going - thank you	12:05pm
Ian P.	I'd be happy to provide the required info, Rowen , but please let's stick with our recipe for engaging with companies for non-profit discounts. - Primary product interest: SMS messaging - How do you want to build with Twilio: Build your own solution by using Twilio APIs	8:23am
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Rowen R.	So, in short, I'm passing the ball back to your team Ian for a more effective use of time. Hope that helps?	8:15am
Rowen R.	If you go to the org wing of Twilio, the situation is fairly the same. You can either start a free trial (which makes sense for your team to start) or again Contact Sales, which leads you back to the form above.	8:15am
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Rowen R.	That's ok, no confusion :) I think I'm not communicating well. Here's some screenshots to clarify things. This is the section on the site that talks about the discount (see above). The option to connect links to a page requiring details that your team would need to provide around what the product specs should be	8:13am
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Ian P.	Rowen - apologies for the confusion. We just need you to make contact with Twilio directly to start the process of applying as a non-profit. Let me know if that helps!	7:23am
Rowen R.	Can I please re-delegate sourcing of Twilio pricing to Ian or Xoliswa ? I’m unsure of what exactly is needed for Matogen's development and their pricing structure are very specific. Twilio does offer Nonprofit discount - https://www.twilio.com/en-us/solutions/nonprofit (see bottom of the page under "Twilio.org. Our mission is to scale yours") - but again the discount is not published and is based specifically on what's needed. Once the pricing is firmed up it would be Colleen (WW) who would need to make payment.	10:39am
Robyn	Please share the different types of quizzes you need so we can check that out for you. A sample course would also be helpful should you need additional support - thank you	8:14am
Robyn	Jacqui Roule I have some feedback for you on activities / Quizzes within courses after a lesson or topic. It is possible to do - instructions here from Learndash https://docs.google.com/document/d/1PozO04jvRhPg__Yj2Y5o7WUx6IQA1BI1VXXdA-75TOo/edit?tab=t.0	8:13am
Roule L.	Planning document- please add and edit https://docs.google.com/document/d/1zG0M2wGnKQPMCslYq0bw448hndBA_UiSEmfdE3pFDtg/edit?usp=sharing	8:27am
Robyn	Jacqui and Jane thanks so much for reaching out - we are double checking everything on our side and have activated a couple more plugins which should make your life easier. We can chat more tomorrow and agree on how the next part of this journey comes together. Please prepare the types of quizzes you are struggling with etc so we can see what is missing/ how to help.	9:25am
Jacqui B.	Hi Ian and Xoliswa ! Last two questions for the week, promise 😂 Placement of quizzes: When we built our courses in Moodle, we were able to embed multiple quizzes within our topics, interspersed between content. This ensured that there was constant interactive learning. This wasn't possible without the external H5P plugin, which we used to build interactive quizzes and then embed them into the topics. It seems that LearnDash won't allow a quiz to be embedded within a topic, only at the end of a topic. Is there a workaround for this? Because if there isn't, we're going to have to restructure the flow of all our existing courses. Types of quizzes: We are also finding that the quiz options are quite limited in LearnDash (compared to what we had access to when we used H5P). To add more quiz types, would require more development hey? Or is there a H5P alternative for LearnDash that you'd feel comfortable adding to the site, from a stability perspective, that would give us more choice? Thanks so much!	2:37pm
Jacqui B.	Here you go: Website materials LMS design elements- technical assessment Friday, 31 January · 9:00am – 5:00pm Time zone: Africa/Johannesburg Google Meet joining info Video call link: https://meet.google.com/xkh-prge-okp Or dial: ‪(ZA) +27 10 823 1162‬ PIN: ‪151 064 139‬# More phone numbers: https://tel.meet/xkh-prge-okp?pin=5008483215348	2:05pm
Ian P.	Would you send me the URL here, please? Not seeing it in the invite	2:04pm
Jane C.	Hi Ian, we've shared our meeting link	2:03pm
Ian P.	I think you need to add lessons to a course before it will show up	1:54pm
Ian P.	Can we do a quick screenshare to figure it out?	1:53pm
Jacqui B.	Hi Ian and Xoliswa ! We're busy trying to view our test course, but the only element that pulls through is the Course page, even though we've built and published lessons, topics and quizzes. Is there something you could do to help? Or is it Iike that because it's a staging site? Thank you 😊	1:25pm
Jane C.	thanks Ian... we'd be grateful!	10:21am
Ian P.	Jane I've adjusted some settings on the server, but it looks like the pages are still quite slow to load. Will do more troubleshooting.	10:19am
Ian P.	I'll have a quick look	10:06am
Jane C.	Ian Xoliswa - Jacs and I are in the staging site trying to work in LD but it is SOOOOOO slow to load everything that it's hard to keep one's brain focused on any process. Can you help/ advise?	10:05am
Jane C.	Robyn Thabisile and Rowen please	8:44am
Robyn	thanks Jane I am going to schedule the meeting for say 3pm and hopefully everyone can join - I am including, Jackie, Jane, Ian and Xoliswa, anyone else?	8:39am
Jane C.	UPDATE Robyn - Jacs and I available until 4.30 Thursday - hope that helps. On these discussions. This afternoon not possible. I am hoping Thursday afternoon can work for Jacqui . I am flexible then. (WW is meeting with Annakie on Wed afternoon, so should have a lot ironed out internally by then)	7:02am
Jane C.	Let's go ahead with the quote for landing page copy which we understand has increased to ZAR 23 170 Estimated hours: 38 hours	6:54am
Robyn	Morning Jacqui & Jane hope you had a lovely weekend, any news for me here? Thank you!	8:55am
Robyn	Jane Jacqui please share a couple of slots for next week so we can pick up the convos on this document https://docs.google.com/document/d/1rTr1sGnEZPcGdbPib75bDTegpWcmX41TNCbOnsBceEw/edit?tab=t.0 We'll start with this, schedule one meeting that covers most of the questions on this doc. We can schedule a seperate Annakie / Ian / Jane / Jacqui meeting and suggest we do that one later. Monday afternoon is a good time on our side, the same is true for Tuesday or even Thursday after 1. Please let me know if you have capacity to do both meetings next week.	11:10am
Jane C.	Thanks, that's all good. Rowen - there are a couple of follow up comments flagged for you - would be grateful if you can respond quickly when you get a moment, might enable me to clear up those sections. :)	7:27am
Robyn	Morning Jane I will chat to Xoliswa and Ian and find out how they wish to go about this - I think once reviewed we can make a call and set up a quick chat as needed. I will be in touch - Ian is out this morning so I will only get feedback later today - thank you!	6:37am
Jane C.	Hi all. Ian Xoliswa - Jacqui and I have gone through the very helpful on-Site automations and SF integrations doc, and marked it up considerably as you will see. A lot is by way of clarification, but there are some places where we have pushed back, picked up misunderstandings, identified where small changes to current copy will result and listed some resulting tasks for WW. Thanks to Rowen for weighing in where we appealed to her experience in fundraising especially and has suggested at least one related issue should come to a stand up, Robyn Robyn can you guide us as to how to take this process forward - it might get very mucky if we continue to communicate in doc - would it perhaps be helpful for me to meet quickly with Ian and/ or Xoliswa so we can resolve outstanding issues/ align understandings, clean up the doc and agree next steps? https://docs.google.com/document/d/1rTr1sGnEZPcGdbPib75bDTegpWcmX41TNCbOnsBceEw/edit?tab=t.0	5:28pm
Jacqui B.	Ok great...sounds perfect! Thanks Robs 😊	10:54am
Robyn	Thanks Jacqui that sounds like a smallie so I think, keep going on your suggested changes and we can assess if there's anything that is a big issue / has a ripple affect, you are welcome to tag us as you go? Sound good, Jacs?	9:32am
Jacqui B.	Thanks for that Robs! And def agree, any changes at this stage would be problematic! For clarity, they're tiny changes (more like adjustments). Here's an example: An onsite automation step in the donor form didn't include an account creation opt in but Ian suggested adding it. We agree and accept the suggestion, which means there would be slight copy and XD implications.	9:30am
Robyn	Hi Jacqui its hard to comment / guide you without a deeper understanding of what you mean when you say small changes & where these changes are happening. Changes to copy and the XD are very likely to have a cost implication because work is already happening. We are in a review of copy at the moment because of the changes from last year and figuring out costs alongside this. I don't think we can guide you without knowing what you want to change. Therefore, what feels most logical is that note what you want to do, share that with us, and we'll need to review that and get back to you? Thanks Jacs	9:20am
Jacqui B.	Hi Robyn Ian Roule ! Jane and I are working on the automations/SF integrations. We note this this mapping might backwash into little adjustments to the copy and XD files. We started trying to mark up in all places but have pulled back and suggest rather that you guide us on this - once decisions are all made. Does this sound right?	9:08am
Robyn	Lekker! Going to check in with Unfold quickly and share an invite - thank you!	1:39pm
Jacqui B.	Either day and any time works for me...I'm very free on both days 🥳	1:38pm
Robyn	No worries Jacqui lets plan for the following week - can you let me know what Monday or Tuesday looks like for you? 3 Feb or 4 Feb?	1:25pm
Jacqui B.	Hi Robyn ! Thanks for following up, sorry - we're mad with print deadlines this week! I won't be able to make the 31st, unfortunately. Would it suit everyone to do it early in Feb?	1:16pm
Robyn	Jacqui hope you are having a good week - any news re the 31st? Thank you!	12:39pm
Anna v.	I'll let you know if I have any questions once I get stuck in	11:47am
Anna v.	Awesome, thanks Jacqui ! Mystery solved 🥳	11:47am
Jacqui B.	Hi Anna ! So sorry - I didn't select for the comments to carry across when I made the copy 😮 I've replaced and reshared with you. Robyn I'll replace the link in the docs folder. xx	8:10am
Roule L.	Hi Jane , Jacqui , Ian , Xoliswa Please find the completed Mobile version of the site attached. To save time, I did not link menus and buttons as a funtioning prototype. We can use the desktop version for that. This mobile layout aims to show how the content will flow and to show how the menus will be handled. Please have a look and send me comment and edits if needed : See you later today :) Wordworks Mobile prototype 37 Screens, Last modified on Jan 16, 2025 07:38 GMT https://xd.adobe.com/view/f5c7b99d-34d7-4fb3-877a-d65a9a7b31b2-a094/	7:44am
Anna v.	Jacqui but could you double check I have the correct doc? Screenshot of how mine looks on the same page - the text is also different.	1:47pm
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Jacqui B.	The track changes show as comments because they were done in suggestion mode (I've sent a screenshot - the text that was adjusted is in pink). And no, there won't be anymore changes so you can go ahead 😊🥳	11:50am
Jacqui B.	Screenshot 2025-01-15 at 13.48.27.png 954 KB • Download	11:49am
Anna v.	Thanks, Jacqui - I don't see any track changes on the doc at all. Also just double - checking, will there be anymore changes to the text in this doc, other than those I make?	7:46am
Jacqui B.	Morning Anna ! Thanks so much. I've just shared the doc with you, please shout if you have any concerns or question 😀 Robyn I'll add the link to the docs folder here on Basecamp too! xx	7:23am
Anna v.	Morning Jacqui - all the best for the year ahead! I got about 1/3 of the way through, around page 15, but still had some refining to do.	6:59am
Jacqui B.	Hi Anna ! Happy New Year! As Jane mentioned, we're busy doing our final checks on the copy doc. Would you be able to give us an indication of where you stopped editing so that we can make sure we give you a nice (mostly comment/track changes free) doc? Thank you!	11:42am
Robyn	Morning Jacs, thanks so much, I had a good break, I hope you did too?! & happy new year! Thanks also for sharing what works for you, I will be in touch with a meeting invite soon	8:10am
Jacqui B.	Morning Robyn ! I hope you had a wonderful break over the festive season! Thanks for looping us in here - Jane and I can both do 13h30 to 15h00 on Thursday! xx	8:06am
Robyn	Jacqui & Jane The Unfold ladies have requested a demo with Ian and Xoliswa to go over the LMS course building etc so we can hopefully save time on design by understanding up front what options exist. Are you able to meet on Thursday to join this meeting? Matogen can do between 10 and 12h30 and between 13h30 and 15h00 - please let us know what time works for you and I will align with the Unfold ladies to solidify a slot - if Thursday is out, we can look at Friday as well - please let me know? Thank you	7:58am
Anna v.	Super - thanks, Jane!	6:44am
Roule L.	Hi Jane. This mobile prototype link is incomplete and parked , because of Desktop changes just before we closed. I am working on it and will send an updated and complete one this week. So please don't review the link you have, but feel free to look around.	1:55pm
Robyn	HI Jane, lets chat about this in our standup on Friday after which, if needed, we can schedule a meeting. Thank you	1:53pm
Ian P.	Great news! And to clarify - we won't need to Sage Intacct integration in addition to Stock2Shop	1:42pm
Ian P.	Thanks Jane - yes, that's ok. Not urgent on our side, but I agree it's sensible to get it done.	1:41pm
Jane C.	Ian Robyn - I will need to take the new costing projections to our SMT in order to include as a contract addendum. This can only happen next week or the week after. Ok?	1:36pm
Robyn	I will double check and confirm tomorrow, Jane Thank you	1:29pm
Jane C.	that's really helpful, thank you Robyn!!	1:28pm
Jane C.	Thanks Annakie for loads of progress in SF and Ian for lots of work on automatics, SF integrations, data and metadata. We( Jacqui Thabisile ) hope to meet with Paulene next week just to get on top of it all before the WW/CS/Matogen meeting you suggested, Ian. Robyn would you be able to schedule it for week after next or is that too late?	1:27pm
Robyn	Jane compliments of the season, I hope 2025 is a fantastic year for you - Roule is still busy with the mobile prototype - it will be wrapped up by Wednesday - I uploaded what was in basecamp last week and received an update from Anna re the above today - I'd suggest waiting for Roule to wrap up (so plan for Thursday onwards)	1:27pm
Jane C.	Roule we were excited to see that Robyn had uploaded the mobile prototype. Jacqui and I will go through it this week, mostly to familiarise ourselves. We don't expect to pick up any big issues. :)	1:24pm
Jane C.	Ian Robyn Rowen - Colleen H has approve the purchase of Stock to Shop, based on the recognition that we were working with inflated costs. She is happy with the much reduced costing and would like this integration. I hope this is good news! I've made a comment in the google sheet costing doc about another platform that I am unclear about: Sage Intact to Salesforce integration. Are we using it because as Ian pointed out the costing in the sheet does not look reliable.	1:22pm
Jane C.	Here are some bits and pieces from Wordworks. Anna - We are doing a last check on the copy doc that is aligned to the signed off prototype. Thank you for the flag re copy editing you had already done. As soon as I saw that I alerted Elaine who was updating our doc and she moved into suggestion mode to indicate where copy had changed. Our intention is to upload it for you by cob tomorrow, Tuesday.	1:18pm
Jane C.	Hi everyone, and every best wish for 2025. Jacqui and I met today to pick up where we left the website project last year. So much amazing progress has been made - thank you to all those that managed to keep their heads down. Big acknowledgement.	1:18pm
Anna v.	Hi Jane - hope you're well! Just checking, are there going to be further edits to this doc? https://docs.google.com/document/d/1u-XMHgW3RQm-N-tQezt9kUvUHPs10bn3x9xi875JFh4/edit?tab=t.0 Robyn asked me to hold on the editing until Jan which I'm happy to do, but I have already edited quite a bit (on a separate doc). If copy will be changed, could changes be clearly marked so I don't have to start again.	11:56am
Ian P.	Thanks!	7:45am
Jane C.	Hi Ian - here are the comms/ contact flows we worked on https://drive.google.com/file/d/1qtfYTWSeAJH-PEGuaiYpIDWber0lvyML/view?usp=drive_link ... they are a representation of where the site prototype is throwing up contact opportunities, with specification of what those are.	7:42am
Ian P.	Jane - would you also be able to share the process flows that you and Jacqui worked on? And, please confirm they are finalised?	10:25am
Robyn	Totally agree - please park mobile Roule	10:12am
Roule L.	I was going to jump straight into the edits to the mobile prototype, but I am now thinking that might be a waste of hours spent, since there might be more edits to the desktop	10:08am
Roule L.	Here is the Prototype link: https://xd.adobe.com/view/5d8ec556-3c59-4489-8f7c-4d211eec147f-08dd/	10:06am
Ian P.	Great stuff, dankie Roulé!	7:01am
Roule L.	Jacqui spend Friday doing last edits on the Destop Prototype. She marked a few goodies for me to check and finalise, before making an updated Prototype link. I will do that today. And implement all edits on the Mobile prototype. Here's to ending the year with a site ready to be build!	6:47am
Roule L.	Some brand new menus from your wishlist Ian	7:52pm
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Ian P.	Yup that's fine Jane ! We're not working on SalesForce integrations yet	11:48am
Jane C.	Thanks Annakie, that can work for me. Ian - is this timeframe ok from the development point of view. Thabisile would you be available?	11:34am
Annakie G.	Jane I'm on leave from next week Tuesday, but will be back in the office on 6 Jan and would be happy to meet any time then to go through the options in more detail?	10:44am
Jane C.	Hey Annakie it was so very useful to have the show and discuss of what you've done in SF - looking really so exciting! I was unavoidably late and we had to jump off very much on time, so inevitably there is more to go through. In terms of being very sure all our data points are correct and with Matogen for development before the year ends.... Thabisile , I don't know what you felt, but it is my sense we still need a very careful work through of the SF categories in the context of its functionality (so, in SF not on a sheet) now that the site is basically built in prototype. How best can we plan for this? I think it needs to be a very small meeting - possibly just us three with Paulene if possible. I am very aware of the date and don't know whether it is insane to ask for a meeting next week?	10:25am
Jane C.	oh.. and (thank you Fathom!) - we will update the content copy doc	10:16am
Jane C.	Roule Jacqui just recording the list I made from our stand up (for which many thanks Ian Rowen and Robyn ) 1. Skills resources pop up form - I engaged with/ benefitted from this page 2. Bring donor visualisation down the page 3. Create drop downs for resources menu categories 4. Change role list for Join up form 5. Consider brief pack blurb before pack types 6. Create opportunity to buy directly from programme pages 7. Consider Our programmes as a separate About us page instead of embedding link within How we work 8 Read about our programmes link on home pages below programme resources 9. Copy to guide user on modal page color bar (not that color bar, stupid, its 2024! :) 10. Skills pack tab in shop 11. Provision for item pages for shop (don't need to mock it up) FRUITFUL HOUR!!	10:05am
Jacqui B.	Hi Robyn Ian Roule ! Jane and myself are stuck in an unexpected full team meeting with our director. Would it be possible to please start at 10.45? So sorry!	8:32am
Rowen R.	Morning Jane and Ian - as promised popping the questions that cropped up during our meeting yesterday for Ian to come back to us about (here the doc for reference https://lucid.app/lucidchart/074cab99-2726-4318-b5f0-ecabba43fcdc/edit?beaconFlowId=2E639A66CA9A540C&page=0_0&invitationId=inv_12bb641f-69ca-4b9c-8f8d-d8383585a07d#): - On donations, can we pull through details of donor and opportunity as pledged, before transaction completed (so that if abandoned, WW can still follow up on failed donations)? - Can we also update same opportunity as "Closed won" after the transaction completes And then some notes on Next Steps Jane , if you can confirm we're on the same page: Annakie will demo Salesforce for Jane , Thabisile and Jacqui to help visualise structure of the system, and help guide naming conventions and structure of data The workflow drafted in Lucid chart doc (link above) is an ideal situation, but represents a change in WW Team current work. As long as data points exist in SF, ability exists to create limitless reports and set up to 24 subscription. Any pull through from site to update Programme Status ect would ideally be mapped now, but if needed can come in Phase 2	8:13am
Ian P.	Jane questions on your questions: - Which file names are you referring to? And do you mean searchable by website users, or by Wordworks team in the WordPress admin area? WordPress password are stored as encrypted hashes on the WordPress database	6:58am
Annakie G.	Jane I'll show you tomorrow what options have been configured in SF and we can then look at what options you might want to change.	4:30pm
Jane C.	Ian two less random ones - (1) pending question - any progress on teasers/ embed view of files and (2)also Annakie when do we need to confirm drop down lists for the SF data	3:25pm
Jane C.	Ian two random questions:(1) will file names be searchable? (2) where are passwords stored (if they are at all) in SF or wordpress?	3:22pm
Ian P.	Jane Rowen please share the link for your call; I'll join shortly	12:21pm
Ian P.	No, WooCommerce is not the right place for donor management?	11:48am
Rowen R.	Thanks for donor stewardship (upgrades for monthly donations increases annually) etc, would you suggest that donor management happens in Woocommerce. Can it do that sort of thing?	11:47am
Ian P.	Not sure. This data will be available in WooCommerce, though.	11:38am
Ian P.	This is work in progress. SMS will be used throughout for transactional messages, not Whatsapp	11:37am
Rowen R.	Ian , another other question - for donations, in particular, if the transaction is not completed for any reason are you able to pull through partial submissions to allow for a failed payments report to be pulled for donor stewardship?	10:52am
Rowen R.	Ian , apologies if this is something already resolved - I have a feeling it is, but just wanted to confirm: For the Join Up form, I recall you had said you'd put in place a work around to create a placeholder email for the person (so that remains the unique identifier on OKTA and wordpress). When they register on the site a confirmation email would be standard but have you found a way for OKTA to send a confirmation text or Whatsapp when the person registers? The same holds to for the standard emails for Woocommerce, Learndash and Events Calendar - while we'd agreed to use the default templates for each platform, will they be able to send whatsapp/SMS if that's the preferred comms method?	10:49am
Rowen R.	Thanks Ian, Annakie and I are meeting with WW team today to talk through automation and reporting. Generally you would map that to Opportunities in Salesforce, so for the purpose of this workshop we'll assume that then :)	10:30am
Ian P.	Thanks Rowen ! - Yes, we're handling donations through WooCommerce - We'll work with Annakie to match up WooCommerce data to the appropriate place in SalesForce.	8:15am
Rowen R.	Ian and Robyn are the donations forms also generated by Woocommerce, and will that amount through to Salesforce to generate an opportunity (as in https://docs.google.com/spreadsheets/d/11xV6Tx16rj6QhlRdml7h-gYZo0hyO1jTstrguWfIeMU/edit?gid=0#gid=0). I see we'd included all the info like pledge date, but noted your previous comment on a previous thread about not creating opportunities for resources (which makes sense as it's programme offering so will sit in PMM). On Donations this goes through the NPSP and so would need an opportunity...	7:20am
Robyn	All good, thanks Jane time is never on our side lol - definitely ask if you are stuck and enjoy it - the LMS part feels like the fun part to me :)	8:47am
Jane C.	thanks so much Robyn - and sorry that the resource changes took up your intro to LearnDash time :( .. we'll def come back with questions if needed...	8:47am
Robyn	Also, we ran out of time so I forgot to mention that Lara is done with her SEO recommendations so I have queued that into Anna to check out - she is away at the moment so we'll touch base with you the outcome of her edit when you get back from leave. Jacqui Jane	8:44am
Robyn	Jacqui Jane the first part of the video is about installing and setting up a website so you can skip to about 6 minutes in to see the course building part https://www.youtube.com/watch?v=GvLqSYJnak8 Thanks so much	8:42am
Jane C.	many thanks!	11:33am
Robyn	Thanks Jane - I have updated the details and shared the email we received with this detail in the tools tasks section for reference	9:18am
Jane C.	Ian Robyn following on from Friday's meeting where we found (pleasantly) that we had the wrong costing in the spreadsheet, please could you update the Stock to shop cost details so I can take back to our management? It's sitting in the Future Tech tag. https://docs.google.com/spreadsheets/d/1gLeYiyozzXoWhT267HxKW7_iTEuUYDPpyWA00WMKor4/edit?gid=1196732718#gid=1196732718	7:57am
Robyn	Thanks Roule !	6:05am
Roule L.	Please find a link to draft 1 of the Mobile version here. It is not a complete flow, so you will have to tap though the pages. ( No buttons has been linked because this file doesn't represent a complete flow) The main file for development will be the desktop version, and this version shows how the desktop version will reflow and be adjusted for small screens. There are some pages that I can see Jackie is busy editing in, so I have left those out for now. https://xd.adobe.com/view/f5c7b99d-34d7-4fb3-877a-d65a9a7b31b2-a094/ Wordworks Mobile prototype 23 Screens, Published on Dec 06, 2024 12:36 GMT	12:50pm
Jacqui B.	Ian This is a screenshot of the map we have used before 😊 We haven't put this on any of our page builds because we haven't had this conversation yet.	7:27am
Jacqui B.	Screenshot 2024-12-06 at 09.25.04.png 559 KB • Download	7:25am
Jane C.	Hi Ian - some advice please. The *National Association of Social Change Entities in Education* (*NASCEE*) is an influential association of education non-profit organisations. https://nascee.org.za/ They are putting together a reach map for all their members and it makes sense for Wordworks to sign up. I am wondering how this would impact our desire to have a reach map on our website - would it make sense to just pull through to NASCEE's or would we make our own? I am thinking obviously about reducing update labour on our side.	7:22am
Jane C.	yes, it really does. And sorry to intrude on your leave. But grateful! I think it must be very hard for you guys, seeped as you are in your field, to realise just how steep our learning curve is. Often its the very basic things like this one that are just not clear to us, and it's often been hard to ask the right questions! Never feel bad about spelling out things in words of one syllable - makes all the difference! Enjoy your long weekend. x	6:15am
Robyn	Jane thanks for reaching out - I was offline yesterday and will be offline again unfortunately but to answer your questions - You are not waiting for SEO to do any of your tasks - SEO work is for copy / written content. Lara is working on the rest of the information this week. This information will be handed over to Anna to complete the copy edit. Metadata will be used when we load the content - hope that clears things up for you.	4:48am
Jane C.	Thanks Robyn Ian So to push our question a bit further ito deliverables from our side. Can we check our understanding 1. We produce a list of categories that we have used to structure the prototyped site (done, and sent to SEO) 2. We produce a list of tags that we will use to tag all our files/ packs 3. These tags will be built into development 4 We need to build out our resource spreadsheet to allocate tags to each file in preparation for upload to the site. Are we meant to be waiting for SEO key words before we make our tag list? (no 2). Because we are aware you need them for development (no 3) and we need to prepare our sheet (no 4)	9:51am
Jane C.	ah Rowen!!! Thank you !!!!!!! Sooooo happy for this reaction!! smile smile smiling!!!	9:27am
Rowen R.	Oh my hat! I love it :) This is so clean and easy to navigate, there's so much information that's provided in digestible chunks. I like that it feels like a direct continuation of what WW has been doing instead of a complete departure. Well done team :)	7:37am
Robyn	Jacqui can you confirm what you mean when you say tagging? I don't think tagging is influenced by the SEO part of the work but let me know what you mean and we can take it from there. Lara will provide meta data and recommended keywords vs tags for categories	11:20am
Jacqui B.	Hi Ian and Robyn ! Thanks for the meeting earlier 😀 We're busy looking at an our resource categories and wondered about the tagging process. Do we need to wait for the SEO edit before we start (i.e. would Lara give us suggested tags) or do we generate tags based on what we have and then Lara checks them against the SEO keywords. Also, do we decide how granular the tagging should be - based on search requirements that we can anticipate? With respect to the 'promotion' connections we spoke about earlier, does this depend on the tagging or can we give a list of linked resources? Thank you!	9:55am
Jacqui B.	Thanks so much Ian . The WW account has gone from unverified to partially verified so we should hopefully see the changes tomorrow. I'll let you know as soon as I've checked in the morning. Thank you again for helping so quickly 🙏	3:09pm
Ian P.	Jacqui - thanks! I've made some DNS changes based on this documentation: https://www.mailblaze.com/support/verify-your-domain Would you try to verify your domain again in Mailblaze, and let me know what you see?	1:45pm
Jacqui B.	Hi Ian ! We're having trouble with our group emails in MailBlaze because they can't update our DNS records in their filing system. I'm wondering if it isn't from the move to CloudFlare. If you think it would affect our DNS authentication, would you be able to assist with how to rectify it? Or give me some advice on how to do it ourselves? Thank you thank you 🙏	1:30pm
Jane C.	thanks Robyn	12:21pm
Robyn	and the style sheet in case that's needed (also in the folder on Basecamp) https://xd.adobe.com/view/17d2fc07-a389-4c6d-b6ca-ba6b08973869-4281/	10:42am
Robyn	Here we go https://xd.adobe.com/view/5d8ec556-3c59-4489-8f7c-4d211eec147f-08dd/ - I have also linked all of this to the docs and files section Signed off Prototype (main hub + resource) + Assets - Wordworks for Wordworks Main Website flow 64 Screens, Last modified on Nov 29, 2024 16:00 GMT	10:41am
Jane C.	Robyn please share the XD link with Rowen and Annakie - it's important for SF data that they are on top of the user flow/ comms/ contacts here as it will supersede elements of the Pipeline doc which Jacs and I are now marking up retrospectively.	10:37am
Ian P.	Jane Rowen - Colleen and I purchased the Events Calendar and WooCommerce plugins on Friday, so we had a pretty good Black Friday :)	6:49am
Jacqui B.	I did the test and all good Ian 🙏🏻	11:17am
Ian P.	Jacqui Jane - any issues so far? If you'd like, you can test as follows: - Send an email to ping@tools.mxtoolbox.com - If the email send is successful, you will receive a reply with a deliverability report. - You're welcome to send that on to me to check everything is in order.	11:13am
Ian P.	Great, thanks Jane. It looks like the switch has been made; you can do a couple of tests now to check, and follow up with another test at 12.30.	10:08am
Jane C.	we're on it! Thanks	10:01am
Ian P.	Jacqui Jane please note, we are doing the CloudFlare switch in the next 10 minutes. Please check for possible delivery issues from 12.30pm	9:49am
Robyn	no probs at all! So much information flying around. Thanks Jane !	8:19am
Jane C.	Thanks so much Robyn - will look when you are ready. This is a big help .. sorry I missed it the first time around. xx	8:18am
Robyn	Jane I have just been notified that Unfold are on leave from the 16th of December - I will update the Gant chart accordingly but heads up	7:32am
Robyn	Morning Jane you are welcome to take a break from the 21st of December through to the 10th of January - next up for you is the next wave of prototype which should not take as long * ecommerce and some thinking around users/dashboards; I am not sure if you saw my update this week but I shared the Gant Chart with all the times and tasks from the proposal - Answers to “Please provide a short summary of project activity over the last week” - Wordworks for Wordworks Of course, if you wrap up the next part of the prototype sooner, you could break sooner. I don't have a view on what is needed from you for the Salesforce component (other than the request from Annakie on the update ) I hope that helps you plan but do let me know if there's anything I am missing.	6:49am
Jane C.	Robyn Ian Roule - Jacqui and I are now under some pressure to plan our end of year break with families. Can we take some time to look at scheduling and deadlines/ deliverables for the rest of Dec/ Jan so that we can plan when we should be available and busy. If a meeting is not needed, we are happy to just get a set of tasks with dates adjusted for where we are now! :)	3:52pm
Jane C.	Ian Xoliswa - some replies re those emails.... Robyn Rowen fyi Hi Jane, We have a couple of questions related to Wordworks email: Are you all using Google Workspace for email? Yes we are We see that you have used Office365 and another email system in the past. Are there any users who may still be using this, or who might have Wordworks Office365 accounts for Microsoft Office, for example? Colleen is not aware of any such and even if there are heritage accounts none of them are linked to our operations through Google workspace. Do you perhaps have an old email archive that is not on your Google Workspace? Very possibly. It might be important to talk to our Google SP which is Grove. CJ is our contact there. coosthuizen@groveis.com. They managed our move to google workspace about 5 years ago and I imagine they would have had to deal with archives. Have any users reported specific emails not being delivered, or has someone received a notification that their email has not gone through? Yes, users have reported specific emails not going through as they have been testing from outside email addresses to WW addresses and were not receiving. Not aware of notifications being sent. Based on your answers to the above, we'll switch on CloudFlare again. It might be best that we do that first thing tomorrow morning. Once we've done that, we'll ask you to let everyone know, and request them to test sending and receiving emails. Ok, please do keep us in touch. Thank you, Jane with Colleen	12:01pm
Jacqui B.	I'm also flexible with either of those dates Robyn 😊	11:22am
Ian P.	Robyn I'll update my calendar now - available Thursday from 3pm	9:45am
Jane C.	I'm flexible with either of those, Robyn	9:36am
Robyn	Jane Jacqui Rowen Roule Anna next week Friday's standup, I'd like to move it earlier or pick another day - please let me know if you you would be okay with me moving the meeting to Thursday (5 December) at 14h00 - if not, can we do 09h00 or 10h00 or even 10h30 for 30 minutes on Friday (6 December ) We are not available from 11 am onwards (friday) so please let me know what works for you?	9:35am
Jane C.	sorry, apparently not.. lots of emails not working on our side suddenly...	2:39pm
Ian P.	Just for everyone's benefit – CloudFlare is set up and it looks like everything is working as it should :)	1:56pm
Jane C.	oh oops, sorry :(	1:52pm
Ian P.	Jane - it looks like there is an issue with our CloudFlare configuration; I received a message from Cliff that his emails to wordworks.org.za are bouncing. I've disabled CloudFlare while we troubleshoot.	12:52pm
Jacqui B.	Hi Roule ! Will jump back into the XD file now, just after 1pm.	10:59am
Roule L.	Jacqui I left a few questions on white blocks in the XD file for you. Will you let me know when you get to them then I will go back in and continue with style consistency checking?	10:41am
Jane C.	Definitely. If these are things we need and we can save money by spending some now, let's do that. Is there anything I need to do?	10:20am
Ian P.	Jane Rowen – there are some Black Friday specials running on WooCommerce and Learndash. We had wanted to delay these purchases, but it might make sense to buy some / all of these plugins now to save some money?	8:28am
Ian P.	Also happy to join your ongoing call? If you're still going to be online for a bit\	12:32pm
Ian P.	In principle yes - but just want to be sure I understand your question :) Will add a note for next standup	12:31pm
Roule L.	- Question banked for next standup --- Can the backend tech deliver the message to the vehicle of messaging, based on the information provided by the person filling out the form? I.e. If the person only provides a phone number, will it be automatically delivered to the WW WA number so that when we reply, it will be in the person’s preferred method of comms?	12:29pm
Jane C.	(sorry so much here, but our stand ups are not scheduled for a while to come)	12:28pm
Roule L.	image.png 1.64 MB • Download	12:28pm
Jane C.	thank - will bear this in mind.	12:28pm
Ian P.	Thanks, Jane! Happy to answer questions. The approach we took on Shine is to upload each page of the book as an image, along with story text. The user can then page through the book, one image at a time. It works because the pages generally do not have a lot of text. Doing page-turning functionality with your existing PDFs is possible, but it comes back to file size. When the user opens the webpage that includes this PDF, their browser would download the full PDF as the page opens. We may be able to use some of the Shine elements in this project, but will need to be tweaked to align with your specific needs.	12:20pm
Jane C.	Ian .. me again (all this emerging from last review with Roule). You mentioned at some point that it was possible to embed a kind of page-turning book online - something that the user can flip through to get content on the site without having to scroll forever .. rather like the Read with Shine modality story book tech I suppose. As we will be incorporating Shine, does that mean we can plan to use the tech elsewhere on the site?	12:11pm
Ian P.	Spot on Jane !	11:44am
Jane C.	Thanks Ian, this is very helpful. My understanding of what Roule put in our prototype is something like this "The chat button is a redirect to a WhatsApp number, in your case the number you use for your main WhatsApp business account. People can then reach out to you directly via WhatsApp". We like the fact that WW and the User end up with a message history on their own devices. I assume we could link this option to the Contact us form? The form currently also gives the User an email possibility. Am I right that this, plus the absence of a trail is what distinguishes these modes of getting in touch. Thank you for explanation of the distinction between this and mass comms - that's the other conversation!.	11:14am
Jane C.	Just reminded myself that we have this functionality on our current website here https://wwhomeliteracy.org.za/english/	10:50am
Ian P.	Hello Jane! I haven't seen the chat functionality on the prototypes yet, but generally there are a couple of options: - The chat button is a redirect to a WhatsApp number, in your case the number you use for your main WhatsApp business account. People can then reach out to you directly via WhatsApp - The chat button opens up a chat window, supported by a third-party service such as Intercom, Facebook Chat or others The difference between using WhatsApp here and using it in mass comms, is that users are reaching out directly to Wordworks using their existing number. For mass comms we would use a programmatic method to contact users, which is certainly possible but comes with some restrictions. Happy to discuss this in one of our standups :)	9:18am
Jane C.	Ian - a quick question about the fixed help button / chat functionality that sits on every page - Roule/ Jacqui and I have questions about the tech. This is a whatsapp functionality? Curious as to why its possible for us to access whatsapp here but not in the mass comms - is this the difference between working from WP rather than SF - or what am I missing? Is this also how we might create a whatsapp group (eg for programme trainers).	9:12am
Ian P.	Big drama around this – ACF is still available directly from the plugin developer	8:08am
Rowen R.	Ian not sure if your team has seen this, sharing in case it impacts (Advanced Custom Fields): https://www.advancedcustomfields.com/blog/acf-plugin-no-longer-available-on-wordpress-org/ ACF \| ACF Plugin no longer available on WordPress.org We were saddened and appalled by Matt Mullenweg’s actions this morning appropriating the Advanced Custom Fields plugin that our A…	8:06am
Jane C.	Def! please do.	7:56am
Ian P.	Easy-ish :) Can we add this to a list of nice-to-haves that we look at near the end of the project?	7:55am
Robyn	sounds great, thanks ladies!	7:48am
Jane C.	that's brilliant, Roule! Thank you. Jacs will be in touch very soon	7:42am
Roule L.	I think one example should be good, but will go and have a look. I have a feeling that Jacqui and I need to have a 30 min walk through on the file and see if there are any loose ends	7:40am
Jane C.	Thanks Robyn.. we are finally feeling excited! We reached out to Roule to check if its necessary to pack out all the programme resource pages into components. We chose the most complicated one to do so that a template can be built that would accommodate all other programmes. If this is sufficient, then we are done with that adjustment. If not, we'll need more time.	7:31am
Robyn	Morning Jane thanks for the feedback, sounds like things are coming together nicely - good luck with the last stretch! We know its been incredibly hard work for you, Jacs and the whole team - thank you for pushing so hard to get things done on time.	7:27am
Jane C.	Robyn Roule - we had pdf'd up - but had a middle of the night realisation that we had added a whole layer of unnecessary resource pages - just quickly combining them - it's going to be MUCH better.	6:55am
Jane C.	Ian - is there an easy way to enable users to share web pages with their networks.. other than them copying the link and pasting into a message. We'd love a call to action such as recommend this programme/ article/ resource but only if it's easy!	8:10pm
Jane C.	Robyn - we're fine for you to do the CloudFlare DNS move. And, yes, we will have the full prototype completed including resources.	2:25pm
Robyn	Thanks Jane I can see your breakdown mentions that you will have the main resource page and 6 off-shoots done - please clarify if that means you will have the full prototype completed including resources?	1:15pm
Ian P.	Recap: Set up CloudFlare as the primary DNS provider. This means that anyone interacting with the wordworks.org.za domain will be routed through CloudFlare Ensure all DNS records are copied across to CloudFlare, including MX records for email. Once this is complete, the wordworks.org.za website will be routed through CloudFlare, but we are not making any other changes to the website or emails. I'll also send you a confirmation message once we've completed this step. CloudFlare is our first line of defense against online attacks, and a great resource to optimise website performance.	1:10pm
Jane C.	Hi Robyn, as mentioned above, we are aiming to finalise tonight.	1:03pm
Jane C.	Hi Robyn, please translate DNS=? and Cloudflare = ? and why you are moving it! :)	1:03pm
Robyn	Jane Jacqui had a quick chat with Roule, she showed me the signed off pink sections that she has started using for mobile. Please let me know how much time you think you need to finalise the prototype so we can work out if we need to extend timing etc Thank you	12:50pm
Robyn	Jane Jacqui we are planning to move your DNS to Cloudflare tomorrow - we want to check if that's okay . Considerations for you to know what you are saying yes to ; its best done when you are available so you can flag any issues. Issues = website not working properly, emails bouncing / not sending/ receiving. If something goes wrong, it can take up to 4 hours to resolve so we wanted to check if tomorrow is okay and if so, we'll need alerts from you immediately if something goes wrong. Please will you confirm if we may go ahead	12:12pm
Jane C.	Absolutely we are! xoxoxoxxoxo	9:58am
Roule L.	Okay thank you! It's a new way of working for me, so the process is a little less clear to what I am used to. But we're learning and keeping moving forward.	9:45am
Jane C.	Roule because we are really just working on packing out versions of already designed pages now, we are hoping that there should not be many questions today (tho acknowledge guidance re our heavy graphics that need to be reworked). So this should all be fine.	9:42am
Robyn	Yes, that is what I understood as well so apologies for the confusion	9:39am
Roule L.	I think I understood that Desktop would be done by Friday, and I can answer last questions today, and then solely focus on the mobile build this week.	9:37am
Robyn	okay, thanks Roule I must have misunderstood you when you said you were waiting to do mobile - apologies for the misunderstanding.	9:35am
Roule L.	Jumping in, I have been taking signed-off pages into a mobile layout, so yes we are into the mobile design phase. As Robyn said to get development started the desktop version needs to be signed off first.	9:34am
Robyn	Thanks Jane its your reference to the pink pages that makes it sound like there may be changes - I dont have a view of what you are talking about hence all the questions. We need a fully signed off prototype to move onto dev - Roule needs to review what is done and give feedback on anything that needs to change. This is why Mobile is parked till the desktop is finalised. Mobile is not going to delay dev so the focus is on getting desktop finalised and signed off without further changes.	9:30am
Jacqui B.	Hi everyone! Just to add to Jane's message above, we'll have the copy in a Google doc to Anna by Wednesday morning. xx	9:29am
Jane C.	We are not going to be asking for further input from the team on this before it goes into development. The link is to enable 'show and tell' rather than changes.	9:26am
Jane C.	Hi Robyn - please see my breakdown above. We have understood that Roule has been checking our work all the time and taking each page into mobile format as they are signed off. There shouldn't be a need for her to go back on these pages so in a way we are already into the process you described right at the end of Friday - if we have understood properly	9:25am
Robyn	Thanks Jane - if you had to take a wild guess, how much time do you still need to wrap up the prototype? I would rather wait for you to be done that need to go back again. It becomes complicated for everyone /risks us making mistakes so let me know what you think and we take it from there, thanks so much	9:18am
Jane C.	Hi Robyn, your questions are fair. Unfortunately we didn't have time to talk to this on Friday as we had hoped but Jacs has been constantly in comms with Roule. * We have signed off 13 prototype landing pages associated with the home page (would really like copy editing of these) * We have signed off 21 forms with offshoots associate with the home page (no need for copy editing of these) * We have built 4 programme landing pages (would really like copy editing of these) * We have built 1 programme protoype offshoot. We will be packing out out the other offshoots today and then will sign the whole lot off (no need to copy edit) * We have built the main resource landing page, and are about half way through the 6 offshoots which will be finished today (would really like copy editing of these) * Note that for resources we have had to build deeper in order to be sure that the landing pages work, so we have built a whole lot more for next stages that are not needed now) We would be very happy to show you all this if it would help to hop on a meeting with us. We are not going to be asking for further input from the team on this before it goes into development.	9:14am
Robyn	Once I understand where you are at with the prototype, I can confirm next steps - I am not clear on how your sign off is coming together either - are we still on the wave length that the final product does not need to go to the whole team again or is that what you are asking when you say sharing the xd link for team viewing?	9:10am
Robyn	There is a parallel system for this reason - adding copy to the XD file helps with overall understanding but its not useful or practical for editing so needs to be on a google doc for that	9:09am
Robyn	for Copy editing, we need google docs - it is fine for you to share the finalised prototype with our SEO expert but we need google docs for editing and loading purposes	9:08am
Robyn	I understood from our conversations that it was going to be done so lets start with that	9:07am
Robyn	Hi Jane thanks for reaching out - It sounds like the prototype is not 100% finalised yet?	9:07am
Jane C.	Robyn Roule - good morning, happy Monday. Jacs and I are wanting to be clear about process for this week. Roule is working with Jacqui's prototype designs (signed off with a pink strip). 1. We are pursuing resource page offshoots. This may lead to us wanting a change or two on the pink pages - can we continue to leave notes in XD? 2. With respect to copy editing (with SEO direction), can we assume your specialists will take the copy from the published XD site when Roule is ready. We don't want to prepare a parallel system (which it seems we have been doing, not realising the XD file will be accessible) 3. When do you anticipate sharing the XD link for our team viewing?	9:03am
Jane C.	thanks Robyn, that sounds promising!	12:41pm
Robyn	Jane I have reached out to Unfold to check on times - I will give feedback on next steps for e-commerce etc once I have my ducks in a row with all the people involved. (next week sometime) From a planning point of view, we always planned for a December break, so I think its going to work out just fine - we should, with a little luck, also be able to claw back the week of dev while you are on holiday 🤞🏻🤞🏻	11:43am
Robyn	Thanks Jane that's great to hear - a little breathing room for all! Ian is back in the office today, hit the ground running! 😅	9:49am
Jane C.	Hi Robyn - that all sounds better. We are grateful that Roule will have a clear week to do her magic. And we will certainly focus on content next week. Btw, when is Ian back?	9:48am
Robyn	Jacqui and Jane we had a look at all the timing, with Roule being out tomorrow and Friday, we'd like to push the timeline forward by a week so you can wrap up and Roule can jump in and check that the prototype is moving forward in a way that delivers the desired results and is in line with best practice. You ladies can wrap up this week, Roule can check next week, update anything that needs more conversation and then move onto Mobile version with desktop signed off. We can start dev the following week (the 2nd) once briefed on the signed off prototype - this also gives you more time to wrap up content. Please take note - I am going to move timelines in Basecamp later today / tomorrow. Thank you	9:25am
Roule L.	Jacqui are you able to do a 30 min check in with me tomorrow morning? I am a little worried that I might miss thinking and decisions in your prototype file.	1:37pm
Roule L.	I just saw Projects Overview and News is ready to go, thanks	11:02am
Roule L.	Let me know if any more pages are completed or when you think I should check in	10:57am
Roule L.	Thanks Jacqui	10:56am
Jacqui B.	Hi Roule ! Oh I'm so sorry about your brother-in-law, sending lots of love! Thanks for letting me know, will have most of my questions to you by the end of today but maybe some tomorrow morning!	10:11am
Roule L.	I won't be in on Thursday and Friday. We are going to my brother-in-law's memorial service in Pretoria. So Jacqui please ask questions today and tomorrow.	9:04am
Robyn	Rowen response from Ian for the above question - "Robyn I looked into this and it will add unnecessary complexity. Salesforce and WordPress email templates will need to work independently."	9:20am
Rowen R.	Just a further question please before Annakie submits costings - Ian you mentioned that tools like Woocommerce could pull it's automated emails from Salesforce templates. I've never seen or heard of this being done, can I confirm that this is possible. If not, Annakie can set up simple automated emails to go when opportunity (for example) is raised in Salesforce for a purchased goods. This is not difficult or expensive to do, and I suspect would cost less than developing a more complex solution? OR that we accept that some templates for "ever-green" confirmation emails remain on Woocommerce and LMS?	1:16pm
Rowen R.	Hi Jane and all, the conversation has progressed beyond the question asked above, but it's still worth responding. There are two separate issues at play here: - Automations in Wordpress around user registration: I leave this up to Ian and team to navigate, and will not be impacted or resolved by SMS automations in Salesforce. This should I think form part of the original scope of the project, as this has been an important aspect included even in the call for proposals. - Automations in Salesforce for managing pipelines like onboarding new partners: Annakie is busy working on costings for SMS, but yes it can potentially handle the heavy lifting around pipelines programme management. Two things that are important to consider: this would one directional, unlike Whatsapp which tends to be transactional (eg you send an SMS with a link to register for an event. If the person replies to the SMS it would not trigger the next step, the trigger for the next step would need to be an action like logged into their website dashboard and registered, which could then trigger the next step). This would be much the same for email. We would need to standardise formats for mobile phone numbers (eg. xxx xxx xxxx vs xxx-xxx-xxxx)	1:05pm
Jane C.	That's fine. Please include Jacqui in case she is able to join by then. Jacs, absolutely NO PRESSURE to do so.	12:30pm
Robyn	Jane Ian is out so I cancelled our chat tomorrow, but it might be a worth a quick chat so we can talk through the above. Its not just the login that will need to be considered here so if you are free at 10 am tomorrow, lets have a quick chat so we can make sure we are all on the same page	12:19pm
Jane C.	thanks guys. Yes, we would want that. To require an email address just to sign up to our website is a very high bar to set - and I can't think it's pro-poor/ blue collar, or inclusive of so many people for whom email is a non-thing with no currency in their communities or use value in their lives. 🙏	11:29am
Ian P.	Thanks Jane . Yup, mobile comms is definitely part of our thinking too. The challenge we have to solve is whether we want to allow users to register accounts with Wordworks if they do not have an email address, but only a phone number. Specifically, if you look at the XD files Jacqui and Roulé are working on, the question is whether the user registration pages should make email address an optional field.	10:56am
Robyn	Jane thanks for letting me know about Jacqui's son, I am so sorry to hear and wish them all the best, its an awful situation. Re the logging in via What's App solution, we'll find a solution for sure. Rightly or wrongly our team didn't realise that you may have people without an email address. Our apologies for any stress in this regard	10:54am
Jane C.	I know we will solve this.😳 Just taking a moment to breathe...❤️	10:42am
Jane C.	Rowen - is the idea of sending sms's through Salesforce not the mass communication solution direction you and Annakie were heading in? Roule - have we not been talking all along that people would sign up with either an email address OR a phone number?	10:36am
Jane C.	HI Robyn , please note that Jacqui has been living in the ICU with her son who contracted Covid in hospital while having the emergency appendectomy. I think I need Rowen to help here as I am perplexed that the issue about email seems to have arrived as new information. To my best knowledge, we have consistently communicated the fact that our constituency is not all email based. Certainly the contract with you includes capacity to set up whatsapp groups through the LMS and I thought I have been making a pain of myself continuously popping up to add "and whatsapp" whenever email has been mentioned.	10:35am
Ian P.	Thanks Jane!	9:53am
Robyn	Morning Jane & Jacqui - hope you are doing well today - we wanted to check in with you re our discussion last week. One thing that we have paid special attention to is your comment about people not having email addresses. This is a fundamental piece of information that directly affects timing, design and dev - none of the prototype workflows cater for the non-email address user. What you send on a what's app is restricted when compared to an email address and requires its own workflows and thinking if this is a requirement. We wanted to check in with you about this to make sure we are all on the same page and if this is something we should be thinking about as we work through updated costings for this piece of work? It adds far more complexity so we'd suggest we rather consider solving for this by steering people to create a free email address with gmail or similar - all our thinking, to date, is email address for login / user identification, etc so please let us know your thoughts?	9:38am
Jane C.	Ian - happy travels!!🤩	9:23am
Jacqui B.	Thanks so much! Will share with you both shortly 😁	2:49pm
Robyn	Jacqui Lara's email addie for sharing those docs lara.s.sampson@gmail.com OR share with me and I will get them to her - thanks so much	2:43pm
Robyn	Great, thank you! Jane	8:34am
Jane C.	Thanks Robyn, I'll step out of another meeting to do that. Thank you.	7:11am
Anna v.	Thank you!	6:51am
Robyn	Jane our SEO specialist can meet you at 16h30 today for a quick connect - please let me know asap if you can make that time. thanks!	6:51am
Jacqui B.	Hi Anna ! I've shared the spreadsheet and folder with you! Have a lovely weekend! xx	7:31am
Anna v.	Jacqui could you share the spreadsheet with me so long? Or copy and paste that snippet from the homepage?	12:22pm
Robyn	Hi Jane thanks for your message, I will check and let you know asap	10:13am
Jane C.	Robyn - I wonder if I could have 15 mins with the SEO specialist to give a bit of background on WW as an organisation and our sector location	10:06am
Jane C.	5th 11 - 12.30 is the only slot that works for Jacs and I	12:53pm
Robyn	Perfect! Thank you, Rowen ! I will pick this up in standup tomorrow and round up the peeps Thabisile I don't think you are in our meeting tomorrow so please let me know if any of these slots work for you / if you have a preference. The 4th and 5th work for us, the 7th, is a no go (and other times would not work either)	11:50am
Jane C.	Amended invite list please Robyn to include Thabisile Rowen, Annekie, Ian, Jacqui and Jane.	11:28am
Rowen R.	I'm excited to cross this milestone in the process Robyn below are some dates that work for Annakie 's team and myself: Mon 4 Nov - 2:00 - 3:30pm Tues 5 Nov - 11:00 - 12:30pm Thur 7 Nov - 9:00 - 10:30am OR 1:00 - 2:30pm	11:26am
Jane C.	Here are some thoughts in advance of the meeting (Rowen coaching Jane!) 1. We need to mimic the account/ profile structure from WP into SF. So, the hierarchy of permission sets should be the same. The unique contact/user types (public, different literacy role players, also donors etc) must match from WP to SF. Profiles of users need to include required demographic information and map to SF. 2. Need to check when RSVPs and other forms need to go into SF because there are M&E requirements. 3. Communications platform - Mailchimp/ SF/ WP - SF team cannot go ahead with their work until this resolved. OPTION SALESFORCE - To develop automations and flows in SF requires in the region of R20k development per pipeline. We need to consider that any changes to this pipeline would require further development. Does have email template functionality, merges fields etc, but only metrics relate to whether an email has been opened. Can only send 5k emails per day. OPTION MAILCHIMP If we don't do that, we have the option of Mailchimp R1800 p/m (next tier at 15k contacts is R2900 and then would need to link to SF bidirectionally through Cazoomi at about R2000 p/m - what this buys is staff control over the journey/ automations/ comms tempates etc. And the benefit of Mailchimp's A/B testing, improved delivery rate, engagement metrics, spam management etc. https://www.cazoomi.com/pricing/ In either of the above cases. - If we’re triggering events on purchase we need to ensure that when transaction completes in Payfast, then we’d need to pull the opportunity and the next step in the pipeline, through to SF, (which can then feed through to Mailchimp if that's the option we choose.he option we choose.) OPTION WORDPRESS - Ian - we would really like to know how you see the possibility of automations being held here, if there are efficiency advantages and what the cost implications would be.	10:26am
Jane C.	Thanks Robyn - Rowen will put some times available for Annakie and her here, to short cut meeting date choice.	10:22am
Robyn	Hi Jane cool, thanks for letting me know that you are ready for this meeting now - lets pick a slot that works for next week in our chat tomorrow	7:36am
Ian P.	Great, thank you Jane Jacqui for a big effort on this!	3:53am
Jacqui B.	Hi everyone! As per Jane's message above, please find the pipeline pdf link: https://drive.google.com/file/d/1p3jVQZrRxaTIxByFSpj_985W1PctmMdl/view?usp=sharing Have a lovely evening! xx	7:41pm
Jane C.	Hi Ian , glad you have met today with Roule (who has been fabulous) so you know where we are on the different user pipelines (individual skills-resource users, individual programme users, school and centre programme users and NGO and network programme users We have included a layer of prompts that would be needed to activate movement along the pipelines (3 phases for PROGRAMME pipelines: getting signed up for a programme, training to use the programme, implementing the programme) and started to think into what might be reflected on the different user-type dashboards. We also worked into copy on the home page to try to integrate kick-off for partnership better and look forward to copy edit feedback on that. More pages to come soon. Jacqui will upload all this later tonight. So now, Robyn I'm following up on the request by Rowen that a meeting around TECH for automations be convened. Rowen requests at least: Rowen, Annekie, Ian, Jacqui and Jane. As I understand it, this convo is necessary for progress on the SF development Thanks all. Onwards!	4:27pm
Robyn	No probs at all, I know you said you would check with Jane so all good, thanks Jacs!	10:01am
Jacqui B.	Hi Robyn ! Thanks for setting up the resource chat next week! I added Jane to the invite, in case there are new work arounds we'll need to consider. I hope that's ok 😊 x	9:59am
Jane C.	Ian Robyn Jacqui Roule - I've had approval for budget for the SOE copy editing proposal that Matogen sent through. yay. Can we just check in to clarify processes at the stand up on Tuesday?	5:03pm
Jane C.	Quick check for alignment. Was this helpful BECAUSE we had already done the many-layered workflow for this network group? I expect you would need us to do both the simplified and the layered versions for individual and partners? Please confirm.	5:02pm
Ian P.	Jane Jacqui , yes, I think this is super helpful. On the dev side, we can take this and consider the follow-on actions / automations that's needed, e.g. email notifications, being added to WhatsApp groups, sales pipeline status.	4:06am
Jane C.	Hi there Robyn Rowen Roule Ian - following our meeting on Partnerships earlier today, have worked on a simplified User Pipeline for Network Schools/ Centers and would really like your input on it. We plan to work on a similar pipeline for Individuals and Partners but would like to know that we are (kind of) doing what you wanted us to do. https://drive.google.com/drive/folders/1Ai7IqquTgEB5kB-awsCRuUHh_M7lwGYG?usp=share_link	3:05pm
Ian P.	2 minutes late, apologies!	8:00am
Jane C.	Ian - I dunno if you are going to love us very much! We are only able to bring one network workflow tomorrow (for Schools and ECD centres) and then depending on our engagement with you, we can build the others in the days ahead.	3:23pm
Robyn	Thanks Jane I did invite Thabisile to the partner meeting and she has accepted :)	12:08pm
Ian P.	I love a good pulled-apart diagram!	12:06pm
Jane C.	Hi Ian Jacqui Thabisile - just had a really useful check in with Rowen , so some of this that follows is thanks to her. There seems to be a bit of a disconnect happening between design/ workflow/ data conversations on the WW side (totally unintentional) and we will be working to overcome that. Would you be able to attend tomorrow's partner workflow meeting with Matogen, Thabisile? Rowen, Jacs and Paulene will be there too. It feels as if there is a lot we are likely to need to tease out from the basis of that discussion so would be great to have us all included. Many thanks, Jane On another level, Ian, you will see we are rather pulling apart your diagram to make way for the need for three treatments of three partner types which was clearly not clear enough in our briefing doc.	11:59am
Jacqui B.	Thanks so much Ian 🤗	2:33pm
Ian P.	Jane Jacqui you should have full editing rights now	2:33pm
Jane C.	Hi Ian - please can you give Jacqui and I sticky note access to the partner workflow MIroboard? Robyn	2:29pm
Ian P.	Roule Jane Rowen - the partners workflow is flowing. Please review here: https://miro.com/app/board/uXjVLSplwD0=/?share_link_id=287417963754. Notes Happy to answer immediate questions here, but I suggest let's do in-depth discussion on Friday (or in a separate call) I've tried to keep the existing process intact, as far as possible. Significant changes: When a partner joins, one or more people are added to the Learn platform as a partner admin. From there, they invite trainees directly. Invited trainees will accept the invite and create their own accounts. Trainees will also receive an invite to join the WhatsApp group. I've built in a handful of automated follow-up steps on SalesForce, dependent on partner's status in the process Most of the automation will happen on the website. Jane I agree with you it's important to help partners understand where they are in the process. There are two ways to achieve this, using this workflow: In each email to the partner, we can have a visual indicator of their progress in the email template that is sent out to them We can build a partner information page that provides an overview of the process. We can use the same visual layout as on the emails.	10:05am
Jane C.	Done!	8:06am
Ian P.	Jane as I started working on the partners workflow last night, I couldn't find the presentation Paulene shared with us last week. Could you ping me a link, please?	6:37am
Jane C.	Roule also just to remind you that we also talked about the need for clever copy advice to WW on some of our top level wording. You were going to chat to Ian about whether we might have time with Anna on this. Again, this can be discussed tomorrow.	4:42pm
Ian P.	Definitely possible - let's chat tomorrow 👍	9:08am
Roule L.	Ian We just had a design meeting and talked about the possibility of adding covers to existing .pdfs to help with our colour coding and overall branding, is this something that can be automated? Happy to ask in person at tomorrow's standup too.	9:02am
Jane C.	https://docs.google.com/spreadsheets/d/1-c33pBTf9kXCyoPmWEskTbdQn1R7bON2OEvHfWPkFcw/edit?usp=drive_link Sorry , here is that spreadsheet, fyi	12:49pm
Ian P.	That's right Jane . Two tasks on my list: - Map out partners workflow - Describe information architecture	12:48pm
Jane C.	Hi Ian and Rowen - If I understand processes correctly, you guys are trying to resolve a number of cross-overs between the capacities of SForce and WPress - specifically recently the issue of where data is collected, stored, analysed, viewed, reported. I'm very keen to hear how your thinking develops. I also wanted to table another possible area of overlap (though I may be soon set right) and that is the issue of where content sits for automatic messaging to users, and where the connection is made that a user qualifies for a certain stream of scheduled messages. I know there will be a stream for print purchase processes; donor processes etc but also we would like to maximise literacy support .. We currently send out programme messages to those who have trained on our programmes. This is a spreadsheet that summarises these (those crossed out have been sent for this year!). Note that each message has also been set in our emailer format.	12:43pm
Rowen R.	Thanks Ian this looks like an extension of this document created by Jane https://docs.google.com/spreadsheets/d/1gLeYiyozzXoWhT267HxKW7_iTEuUYDPpyWA00WMKor4/edit When we meet on Thursday to chat tools perhaps we can combine the two to avoid multiple docs?	2:57pm
Ian P.	Jane Rowen I've prepared an overview of the various plugins and other tech we will need, and when. Happy to add more information to this as needed; feel free to add questions and comments. https://docs.google.com/document/d/10EUa0STCZUJ9zme0XbF_Ozyow9QaRSUB4ISjuVCki7g/edit	12:51pm
Ian P.	Welcome Thabisile !	8:42am
Thabisile S.	Hi Ian , I have now accepted the invite	8:41am
Ian P.	Jane I see Thabisile has not accepted the invite yet; would you follow up with her, please?	6:21am
Jane C.	very helpful thanks so much Rowen!	1:39pm
Rowen R.	Hi all (but mostly Jane ,and Robyn ), I've spread my hours for U-turn across five days to make it easier to include me as needed in meetings. Apologies, I was limited to Mon - Wed officially in office and then on an ad hoc basis on Thurs and Fridays. My hours now are for Mon to Fri from 8.30am to 14.00 (I can hop in on a later call, but just a little more difficult to organise as I may have things on with childcare) - I hope that'll make things a little more linear :)	1:02pm
Robyn	Annakie is sorted too - thank you!	12:49pm
Robyn	Just to let you know, I have invited Thabisile :)	12:46pm
Rowen R.	Dankie! I can give Annakie's details: annakie@connectsolutions.org.za	12:45pm
Robyn	thanks Rowen ! I have not added these peeps yet but can do so now - please will you share Annekie and Marikie's email with me - thank you!	12:41pm
Rowen R.	Brilliant Robyn, can I please confirm that Thabisile has been added? I think Jane that because the scope of Launching Salesforce is much more narrow, it will be fairly limited in thread. I can also ask for Annakie to join it, if that helps?	12:33pm
Robyn	Please let me know if I may invite Thabisile and Marikie? They will see all of the open channels but we can direct their chats to the correct space	12:01pm
Robyn	New channel for Salesforce chats created for you, Jane Salesforce Chat - WordWorks for WordWorks	12:00pm
Jane C.	Here's an example of a conversation I want to have re SF wrt this doc https://docs.google.com/spreadsheets/d/11xV6Tx16rj6QhlRdml7h-gYZo0hyO1jTstrguWfIeMU/edit?usp=sharing I wondered what flexibility there is going to be to add to this list as the website gets developed, teams engage with it, and new opportunities for data come into focus or whether we need to have a cross unit discussion on this, Rowen	11:56am
Jane C.	Hi Rowen I'm wondering if it wouldn't be better to have a Salesforce chat in Basecamp in the same way as there is now a Design Chat for Unfold and Jacqui? I'm battling a bit with not having this component represented in the same place as everything else/ Even if just you, me and Thabisile were represented - or perhaps Marikie too? Robyn for your follow up please	11:54am
Robyn	Jane I can see he has scheduled time with Rowen on Thursday at 10h30 so I believe that meeting has been scheduled - thank you!	9:58am
Jane C.	Hi Robyn can you confirm that Ian has gone ahead to arrange the tech chat with Rowen? It would be helpful to have decision notes from that meeting available for us all. Also Rowen if you and Tahirih could pleae update this sheet (see columns at end particularly) https://docs.google.com/spreadsheets/d/1gLeYiyozzXoWhT267HxKW7_iTEuUYDPpyWA00WMKor4/edit?usp=sharing	9:56am
Robyn	Thanks Ian !	11:39am
Ian P.	I also have another meeting scheduled at 4.30, so won't be able to extend today	11:37am
Robyn	No worries, I am going to keep the time we have as I believe it will be focused on the tools convo from your side. We can keep all the other meetings we have fit for purpose - is that okay?	9:50am
Jane C.	Ah, sorry. No, I meant putting Rowen agenda into this afternoon's stand up.	9:41am
Robyn	Jane please clarify what you mean with the Unfold meeting - we have one scheduled with Unfold for Monday (Unfold and Jacqui) and then one straight after for the CI (unfold, Jacqui, Jane and Robyn ) Are you trying to combine these or are you wanting another chat?	9:35am
Jane C.	Aargh, Rowen - message was for Robyn! But glad you're online. Robyn can we perhaps extend this afternoon a bit and do both the Unfold meeting and the Tech chat with Rowen?	9:31am
Robyn	Thanks team - The standup is confirmed for this afternoon, it says provisional as I didnt get acceptance from everyone but the plan is to meet every two weeks on a Thursday at 4pm Jane you mentioned that you can make it sometimes and originally suggested Thursday afternoons which is why I picked that time which works for us too. Please accept / decline as needed. We'll be there this afternoon so we can use the time to discuss what you like. The meeting's purpose is for questions and any gaps. (vs updates which I do in Basecamp on a Wednesday or Tuesday afternoon if I am out on a Wednesday ) Answers to “Please provide a short summary of project activity over the last week” - WordWorks for WordWorks Thanks team	9:24am
Rowen R.	Nothing confirmed for this afternoon, but would like a quick stand-up for this afternoon (with yourself + Ian?). Robyn is that possible?	9:15am
Jane C.	Sorry, Rowen for late reply. That's fine! Also, just to check is the provisional stand up on for this afternoon?	9:12am
Robyn	Jane Ian said he will work on it this week when we met on Thurday. If you have a specific timeline in mind, please let me know - he might only get to this on Thursday so if you need it sooner, let us know - thank you	11:19am
Jane C.	would be cool to know when Ian may have this for us, Robyn - am talking to Mammuso and Colleen H this afternoon on broad principles, but it's going to need to go to the SMT soon after...	10:26am
Robyn	Got it, thanks Jane subscriptions, free goodies, etc	10:01am
Jane C.	not just focused on subscriptions, please Robyn . we need a doc that lays out the range of options which might be included in 'shop' build with clarity on what they open up for us - so we can be sure we don't build anything that we will not use ... or vise versa. I think this is what we agreed Ian	10:00am
Robyn	Thanks Jane I will move this forward to 2pm Thank you!	9:57am
Jane C.	Robyn Jacqui has a standing working meeting on Mondays 9.30 til 12 .	9:57am
Robyn	We'll need a subscriptions meeting at some point - Ian will put a survey/ document together including a tick box with options for subscriptions considerations to take to the team and support Jane on her mission to get alignment	9:52am
Robyn	Additional standups where WW team can join a chat with Ian and iron out any issues / ask questions and take away any stress of the unknown - scheduling these for Tuesday at 10 am starting on the 8th (optional meeting but can be shared with your team as needed ) Jane	9:51am
Robyn	Next steps and actions: - Jacqui meeting with Unfold team - scheduled for the 7th of October at 11 am - please holler if the time does not work for you	9:48am
Robyn	Thanks so much for the chat Jane Ronel Roule Ian I have made a copy of the Miro board and will add it to our docs and files SIGNED OFF SITE MAP 26 SEPTEMBER MAIN SITE AND RESOURCE HUB - WordWorks for WordWorks as signed off - draft 3 is the working document to use going forward - thank you so much for the chat, greatly appreciated.	9:48am
Roule L.	Some things that pop up while I am working. - We will be selecting a font for the website that includes a large number of characters for translation. We will also test colour contrasts for headings, buttons and body copy using an online tool - https://colourcontrast.cc/ Colour Contrast Checker Check the contrast between different colour combinations against WCAG standards.	1:26pm
Roule L.	Thanks to Lexi, we received the set .	1:23pm
Ronel v.	Thank you Jane !	12:19pm
Jane C.	Update Robyn Lexi has created a temporary folder in WW Materials: Publishing & production drive with the shortlisted elements and has given Ronel & Roule commenting access to the drive folder.	11:13am
Jane C.	Robyn Roule - Lexi is busy compiling all the required materials and will share with you soonest, Roule.	10:52am
Jane C.	thanks very much Roule. I am SURE that Lexi can get this to you and have linked you up in an email.	10:20am
Roule L.	Short list: Colour Palette and Fonts :)	9:28am
Roule L.	I am interested in the Wordworks Colour palette - old and colours recently used, I am also interested in fonts you use online as well as in print. If you have a photo library that would be great to see too. Then we'd like to see Icons used so far and perhaps a set of your most representative illustrations . Jane	9:27am
Robyn	thanks Jane I will get something in our calendars for tomorrow morning. Open to new times if the one I go with does not work for all - thank you!	9:14am
Jane C.	3. Touching base - I'm happy to engage as suggested - diary pretty flexi this week.	9:11am
Robyn	Great, thanks Jane I will get something in your calendars for after 12 on the 4th - hopefully the time works for all	9:10am
Jane C.	2. Meeting re partnerships - have reached out to Paulene and Rowen and they can make Friday 4th after 12pm. Can that work?	9:06am
Robyn	👋 Hi Jane!	9:04am
Jane C.	Hi and thanks for process, Robyn 1. The CI - I have been engaging the Materials Unit and they really agree with me that the old CI stuff, is well, old. It would be very helpful to know what Roule Ronel absolutely need now because they could engage directly with Lexi who could provide elements meanwhile I think.	9:03am
Robyn	Jane thanks for your updates - I think you, myself and Unfold need to get into a chat so we can agree on what can happen now and what needs to be parked for Jacqui's return. Unfold told me they need the CI to continue so perhaps that folder you are referring to is enough - please share it with all of us today and lets plan to align tomorrow morning? -Would that work for you Jane Ronel Roule Anna I'd like to understand how partnerships affects the main website / resources on the site map - without concrete sign off which is needed to move forward, I want to make sure we are not going to run into issues later as it muddies the water. Lets discuss this specifically so we can move forward effectively without confusion and clear timelines; at this stage, I am not sure how this affects the overall timeline	8:16am
Jane C.	Hi Robyn - I was with Jacs when she told Unfold colleagues that she was trying to finish it before she left. It was a hectic couple of days before she did with another publishing project and I'm afraid I didn't follow up. She's out of cell reception now I understand. We could give Unfold access to our old CI folder but I know she was not wanting to hand it over without a big review and clean up. Can I get a sense of whether it would be useful to have this in the meantime or if I need to try to track her down (somehow?) or if you can wait until after her leave?	5:51pm
Robyn	Jane please can you let me know re the CI part of the conversation - is Jacqui doing this while on leave or will this happen when she is back? Thanks	6:04am
Robyn	Thanks Jane , Ronel Roule - I will proceed with the above mentioned sign-off and T's and C's noted. I have commented on the task where you requested a meeting so do let me know re timing. Thanks everyone	6:02am
Jane C.	brilliant and HUGE thanks to you both. xx	12:07pm
Ronel v.	Jane Robyn Roule Anna Hi Jane! I wanted to bring Roulé up to speed with the last section we discussed when she had to leave the meeting. But all has been said and cleared so we can move forward 👍	11:50am
Jane C.	Hi Robyn - we are satisfied to move on, but subject to * agreement that (as flagged in TASKS (as is related also to the naming of learndash site),) it is still important that we meet with Unfold, Ian, Rowen, myself and Paulene to really thrash through the issue of partnerships workflow and related to this that we need to discuss User Dashboards - depending on their range of functions, we will place them differently. *Unfold being ok.. when we asked them if we were now signed off at the end of yesterday's engagement, they said they would still want to meet with each other today and would flag if anything serious remained outstanding (other than partnerships & dashboards) or unclear before we move onto the next phase. So, I assume you will chat to Roule Ronel and unless we hear from you we will understand we have moved into prototyping!	11:41am
Robyn	Jane Jacqui (who might be on leave already) hope you are doing well! A quick check in to confirm that you are satisfied with the site map and we can therefore move onto prototyping and consider the site map signed off? I understand that Jacqs is putting something together for the CI - will this be soon/ today or when she is back from leave? Thank you! ✨	7:59am
Jane C.	Hi Robyn , Jacqui I are doing an all day marathon and will bring a home page and resource hub site map, drawing heavily on what Unfold presented in Version 3, to Thursday's meeting with Roule . I imagine after some robust discussion on Thurs, that we will all be on the same page and that this will count as a sign off so we can move onto the next stage. Tbh, because we are not accustomed to working in clear web design phases, and have found it impossible not to drill down quite far at this stage, I suspect we are further ahead than it may seem and that we will be able to get back time in the design and prototype phases. Here's hoping!	11:27am
Robyn	Screenshot 2024-09-18 at 12.47.54.png 172 KB • Download	10:53am
Robyn	Jacqui Jane I hope the site map feedback is going well - we know its a lot to think about; good luck with all of that! I wanted to check in to see if you think we'll be ready to sign-off tomorrow. I know there's lots of work underway and Unfold need to apply the feedback, so I want to be realistic while not taking the foot off the pedal. The shifted timelines for reference - if we don't get sign off tomorrow, we'll need to adjust these again which we are trying to avoid as much as possible.	10:53am
Jacqui B.	Morning Roule ! That's perfect, thank you so much! Have a good day! xx	5:24am
Roule L.	I duplicated draft 3 and didn't share it with you, so you can happily work away on the draft 3 link you have. I think in that case you do not need to duplicate? Jacqui	2:47pm
Roule L.	I will do so now :)	2:44pm
Jacqui B.	Hi Roule Thanks for this direction! We're busy working on the changes now! Would it be possible to duplicate the draft 3 Miro board so we can work in it without worrying about disrupting your flow in this process? We may be able to communicate these last changes better by making moveable edits in a 'sandbox' board rather than trying to write everything on stickies. Does that sound like a good process for you? If you think this would work, would you be able to please remove my editor rights to the original component boards as I've reached the editable board limit for my Miro plan and can't duplicate 😊	2:17pm
Roule L.	Jane We will chat about this more on Thursday. In the meantime, I have time allocated this week for making edits on the sitemap. If there are any sticky notes that you can put in today, I can address them tomorrow, that way we can work towards a site map sign-off on Thursday. We can move sections around when we do the prototype, so signing off the site map doesn't mean we will be inflexible and keep you to small details. The site map is there to ensure all sections and components like Call to Action boxes and filters are planned for, so it is still pretty "zoomed out". I hope this helps, if you'd rather send me an email to explain feedback that's fine too.	10:36am
Robyn	You are most welcome, Jane! May it be a great day for you!	8:25am
Jane C.	Thanks so much Robyn - that really helps!	8:23am
Robyn	Morning Jane thanks so much for your message. We support this decision completely - the process needs to work for you so please discuss with Unfold and let me know if /how we can support. We're actively working on streamlining processes so please shout if there's anything else that requires additional thought / discussion.	8:21am
Jane C.	We appreciate you being so clear about timeline impact, Robyn. Jacqui please note. Robyn, on a related process issue, Jacs and I were talking yesterday about whether we couldn't be more fluid about Unfold's design work and Jacqui's - already the site map / wireframe stages have been merging (which is fine with us) but there are layers of strategic resource delivery (that need to be in line with a very new organisational strategy) that we are finding hard to communicate with sticky notes when it might be easier to be more hands on in the design period, rather than phasing it so strictly. We will engage with Unfold about this on Thursday .. very much respecting the number of hours they have and the longitudinal timelines, but looking perhaps at a less silo'd process. (no crit implied on Unfold's engagement and willingness to listen or their capacity to do so - just that the resources are very layered)	8:11am
Robyn	Jane I am reviewing all the timelines and seeing if anything needs to shift. As mentioned last week, the sign off's hang off each other so I wanted to clarify that if the site map is signed off on Thursday, 19 September, the timeline for design will shift forward. The team are not able to start on the prototype until the site map is signed off. Unfold have confirmed that they will start the work on the 25th of September (work = prototype & assumption that the site map is finalised) Their process is 5 weeks so they would start from 25 September to 30 October 2024. It might not have been obvious that this shift is happening so please take note. When the proposal was put together, I believe the assumption was that the site map would already be signed off so we are needing to adjust to accommodate this. I am trying to make sure that we communicate shifts and deadlines in a way that helps you see the bigger picture / any knock on affects / give you enough time to plan. With all of this in mind, the deadlines for the 25th of October can move forward. Please let me know if a quick chat would be useful to go over the above. Thank you!	10:50am
Jane C.	got you!	1:01pm
Robyn	Jane we have not included that thinking in planning this year so unfortunately, unless we make time up somewhere else, we would not able to do it this year.	12:59pm
Jane C.	Hi Robyn - very aware that it is scheduled for Jan/Feb, but was wondering if we might do it this year INSTEAD (not as well as) to give Jacqui 's unit more time to experiment and plan ahead. Can we assume a shift rather than a duplication of the activity would not cost more? If so, Jacs, please give this some thought.	12:57pm
Robyn	Screenshot 2024-09-13 at 14.43.42.png 49.1 KB • Download	12:45pm
Robyn	Hi Jane the tools can be organised (tasks have been allocated) but note that the migration test is planned for February next year - if we need to do this on this side of the year as well as next year, it will have a cost implication.	12:45pm
Jane C.	Establish a flow for partner annual renewal of commitment including series of reminders to partner, notifications to relevant Wordworks staff and a change of status if not renewed. (Need to coordinate with Matogen around forms for renewal) Jane: and somehow parallel the information on the partner user dashboard, so they can track how far they are in the annual cycle of predictable actions and events Rowen Ravera-Bauer: Yes, I think Matogen might pull the data from the user dashboards into SF (as it’s a centralised repository)	10:20am
Jane C.	Ian Robyn also this nudge - pulling it out of the comments thread on Rowen's SF addendum for noting - Connect solutions will assist with a streamlined process for tracking feedback and attendance register for in-person events (TBD - this could be achieved through Matogen's build or an independent Salesforce system ideally using existing tools) The Events management is so far the least defined aspect of the macro-build and we need in our next meetings with Matogen to chat through defined needs and tech solutions	10:17am
Jane C.	Ian on tools, Rowen was wondering if we should go ahead to get Learndash sorted - particularly if we are wanting Jacqui ' s team to start playing with it. Was also wondering if it would be possible to do the migration test of existing courses still this year so that the team can plan for the amount of upload time that is going to be needed for existing courses in 2025.	2:54pm
Jane C.	Having gone through the tasks (sorry have been behind on admin) I am feeling less stressed about categories. We'll use placeholders in the site map for now and have them finalised as per the schedule.	2:51pm
Ian P.	Jane thanks! Robyn or I will confirm tomorrow.	11:37am
Jacqui B.	Oh great! I'll send an invite through shortly. Have a lovely day everyone 😊	11:27am
Ronel v.	Any time good for me :)	11:25am
Roule L.	Thursday any time for me Ronel ?	11:20am
Jacqui B.	If possible, Thursday please? I'm happy to set up the meeting, what time would suit you both Roule Ronel ?	11:19am
Roule L.	Ian can you help on this one. I think there is still room for the categories to come in	11:19am
Roule L.	Yes, we're available. Do you want to talk site map sooner than Thursday? or is Thursday good?	11:17am

Roule L.

Fabulous feedback. Thank you Jane and team

11:49am

Jane C.

Thank you - the feeling is mutual and yes, Wordworks is a very special organisation (after a lifetime in NGOs I can say that with conviction) and we are working hard to keep the magic even as we grow.

2:50pm

Robyn

thank you so much

Jane

- your team is wonderful and we are delighted that are so happy with the work we have done - its such a blessing working with people like you

2:42pm

Jane C.

HA-LALA to Matogen digital - Wordworks is very happy and filled with anticipation! Thank you thank you for an excellent session. The after chat was all about how important it was to get the big picture of all the bits and layers. (even though it was clearly only what we could fit in, I think we gave them what was needed to appreciate the depth and range of the work, to feel the feelings and to get a sense of the functionality and future impact on the work). All your work is much appreciated.

Ian

Robyn

Xoliswa

and the rest of the development team

Roule

(your name was warmly mentioned throughout) - and all! Onwards and forwards!

2:39pm

Robyn

Hi

Jane

sorry I jumped out too quickly :) and thanks so much for the great chat, you are all so lovely to work with so thank you as well! ❤️

10:14am

Jane C.

Hey

Robyn

- thank you for a good meeting. As we were closing out, I wanted to ask you to please send our very warm appreciation to everyone working on our site!

10:12am

Robyn

Jane

I understand the situation - I spoke to Ian and he will close the loop with you when you connect tomorrow.

12:49pm

Jane C.

Hey

Robyn

- meeting with Ian is only tomorrow.

Ian

perhaps you advise as to why dots are not connecting. My sense is that we need Matogen more hands on here, or if feel you have been hands on, perhaps I need to be present in the discussion/ communications to ensure that our team is confident to move forward with Kyle.

Jacqui

please confirm - Our Operations team just needs to know that our sales process will not be messed up while the ecommerce stage of the build is underway. When he was asked to reassure us on this, the above process was what he suggested. Maybe its all very simple. If it's possible for us to run our existing resource sales from SAGE while simultaneously integrating a newly titled and grouped set of resource titles through SAGE to Stock2Shop to ECommerce, AND THEN if its possible to de-activate the existing set of resources in SAGE as we go live with the new set, then we are happy. But we need someone to tell us that/ how this is going to work.

11:57am

Robyn

Jane

thanks so much - hope you had a good weekend - I asked Ian and we need the integration completed to do our part so it looks like this suggestion has issues - I know you are speaking to Ian tomorrow so please close the loop with him when you chat

6:58am

Jane C.

thanks

Robyn

and a happy weekend to everyone!

3:28pm

Robyn

👀 checking this out and will confirm

1:04pm

Robyn

hi

Jane

we could use dummy content / lorem ipsum but happy for you to share an actual example or two so we can build it out when we get there - we're not working on courses yet. Your team will load the content so whatever you want to go live with should be on your radar. The deadline is aligned to the rest of the content loading timeline for LMS. Re the pop up messages and emails, I have asked Ian and I don't think we need anything from you re this part of the process till you get to testing. Please let me know if you have any questions - thanks so much

1:04pm

Jane C.

Ian

Robyn

way forward from Kyle from Stock 2 Shop. Our Ops team were concerned that we would not be able to continue using Sage as the new or newly named products would be overwritten. His solution is not to synch to Woo commerce until we are ready to change over our sales system. Will it be sufficient for Matogen development and testing to have the new titles uploaded into SAGE and the synch between SAGE and Stock to Shop active. Please confirm.

Good afternoon Team,

Thanks for joining the meeting earlier.

Just following up on what was mentioned, below is the agreed way forward regarding the Wordworks integration:

SageOne's current data (such as titles or categories - please do excuse the naming) is correct, however, there will be changes made to this information.
We agreed that, once confirmed, the sync from SageOne product information into Stock2Shop / WooCommerce will begin.
However, Stock2Shop will not be syncing product titles and categories to WooCommerce . As this information will need to be finalised and added to SageOne first.
Once this information has been updated/finalised and added to SageOne I will be notified, and the sync to WooCommerce then include the updated/finalised product title and categories.

KYLE EDMUND

Support Technician

T +27 (0)21 813 5866W www.stock2shop.com

12:37pm

Jane C.

Robyn

a question about communications to users.
(1) We offer program support messages to all program partners (ie those who have trained to use/ train on a program). There was much discussion between Ian and Annakie, but my understanding of the outcome is that those types of communications will be set up from Salesforce using the bulk messaging/ email facility, and the program partner contact data collected on site. Wordworks only task at this stage therefore is to prepare those messages in Salesforce. Please confirm.
(2) I understand that Matogen has been making automatic pop up messages and emails that are originated in the site (additional to the ones we submitted in prototype). I am checking whether there is anything else Wordworks has to do about these, other than make changes during the testing phase as Ian suggested in a meeting.

8:42am

Jane C.

Robyn

two dashboard questions please.
(1) do you need some dummy content for events tied to courses, events that are courses, and for stand alone events - in order to test functionality once dashboards are being set up. How extensive should this be? One quarter's content or a full year perhaps? Can you give me a deadline
(2) once they are set up by Matogen, will it be possible for Wordworks to make any changes to dashboards and reports or is that all going to have to be done by coders?

8:34am

Roule L.

Thank you Jane

8:15am

Jane C.

Dear

Ian

,

Roule

,

Robyn

,

Annakie

Have given you access to this document

view?usp=drive_link

It is Jacqui and my attempt to summarise what was in Ian's User permissions doc and Roule's User dashboards xd. Both of these had levels of User but the levels did not correspond! This was making us crazy-confused. :) Please check for omissions and errors so that it can become our shared source.
Best
Jane

1:38pm

Jane C.

that's great. Probably connects to the list you were going to make to show us where field data was drawing from and going to ?

3:35pm

Ian P.

Checking - will provide feedback tomorrow

Jane

2:30pm

Jane C.

Ian

Annakie

Thabisile

can any of you clarify what the status of this sheet is in the SF-WP/ LD integration process
https://docs.google.com/spreadsheets/d/11xV6Tx16rj6QhlRdml7h-gYZo0hyO1jTstrguWfIeMU/edit?usp=drive_link

- it was where we were doing thinking before the meeting between Matogen and Connect Solutions re integration and would be so helpful for us to have a sense of the FIELDS that have been set up / are going to be set up so that we can make sense of Dashboard design from the data side .

Robyn

fyi

2:29pm

Robyn

Jane

it should be possible but I need to check everything so don't want to give you a definitely without getting through this - your team will need training and we need to get through testing so I really cannot say definitely at this point. Its less than three weeks for us to get this ready for show and tell which feels tight.

2:05pm

Jane C.

ok, so I tell them it's a maybe but if

Jacqui

gets S2S goodies to you on Friday then that maybe is more likely to be definitely?

2:44pm

Robyn

Jane

thanks for the heads up, lets get the Stock2shop goodies on the roll after which I can give you an accurate timeline. We can prepare / aim for this with a definite maybe in place right now.

1:21pm

Jane C.

Robyn

- just got this from our management team

Dear Jane

Just confirming that the website induction for staff is still taking place on Wed 18 June.

I am not sure how to answer .. .no/ maybe/ yes ... sorry this is not

11:29am

Jane C.

Ian

please clarify for

Jacqui

and I. While no one can purchase a printed version of just one component of our programme packs, our programme members will be permitted to download any component of the programme pack for free. Will this still need to go through SAGE/StoS at R0 in order to record the download? If so, we need to develop front facing naming conventions for each component file. So for example, 19 big book/ 19 sequence picture/ 19 puppet file names in one programme pack. (then with variety of language attribute of course). Please clarify so we know what size spreadsheet we are making!! :)

3:17pm

Robyn

Jane

how about next week Wednesday at 10 am? Ian is jam packed tomorrow so I dont think we can extend the standup

1:41pm

Jane C.

Hi

Robyn

- in a meeting with

Jacqui

and

Roule

now - and we have a lot to task about dashboard functionality - not enough time in the Stand up we feel. Can we extend the time or schedule another meeting soon?

12:51pm

Robyn

Jane

noted! and on the agenda, thank you

10:35am

Jane C.

Robyn

re Stand up tomorrow. Our agenda
1. Stock to shop items vs a vs metadata sheet (timing)
2. Dashboard design progress - functionality assessment wrt data?
3. Main site - dates for upload training and for uploads to begin

8:57am

Jane C.

Ian

please have a look at my appeal for process guidance. 4.17 pm email "Wordworks Stock2Shop RESOURCE DATA changes for new website". Thanks!

Robyn

fyi as relates to schedules

2:56pm

Robyn

perfect! :) Email it is! I will share a little later x

8:50am

Jacqui B.

I think an email is perfect, thank you 😊

8:26am

Roule L.

I am happy with an email today too :)

7:41am

Robyn

Morning

Jacqui

thanks for your message - we're happy to do an email update to let you know where we are at progress wise - we also wanted to follow up on Stock2Shop as we have a hold up there that's blocking us - let me know if you are happy with an email or if you'd like to come for a chat

6:49am

Jacqui B.

Morning

Robyn

! We don't have anything to raise at the stand-up. We're happy to do an email update, unless you need to chat to us about something, in which case I'll see you at 11.30 😊

6:44am

Robyn

enjoy the birthday breakfast!

1:12pm

Robyn

no probs

Jane

- we can do an email update if needed :)

1:12pm

Jane C.

Hi

Robyn

et all. I am not able to attend our stand up tomorrow due to my sister in law's birthday breakfast that I just remembered!

Jacqui

can attend. Please confirm meeting. Best xx

10:15am

Robyn

No probs, I believe you are loading most of the copy / checking what have used is correct so as long as this makes sense for the people loading and checking, we are good to go ✨

9:58am

Jane C.

thanks Robyn

8:59am

Jane C.

Checking that Anna's doc is for our uploading and so if the placement of copy is different to the doc structure, we don't have to edit the doc now, we can just use her copy and upload where we know things must go?

8:59am

Robyn

No stress

Jane

I am going to double check this as well but I believe this is a content loading job so its needed by the time that happens - I will let you know if this is incorrect but that's my understanding here too - it may be that we need one example per category so I will let you know if that's the case

8:57am

Jane C.

Robyn

- we need some process guidance please. In the programme filing categorisation and preparation process (which is culminating in a huge file meta-sheet) we are obviously making lots of micro decisions about which files go onto which programme pages (ie teachers/ ECD practitioners vs parent workshop facilitators vs tutors and afterschool practitioners and under which headings. There is a necessary connect through to which related copy goes where (which could influence Anna's doc). Do you need to have this information for dev/ build or is it something we will use for content upload, or both. We are hoping that that build is not affected by this level of detail, that this is more about how we upload our files (pointing to which place) and how we write in our copy - but we suddenly are panicking!

8:49am

Jane C.

look forward to input on scope creep from Ian and Xoliswa

2:16pm

Robyn

We should all review this again to make sure there's no scope creep. I imagine it makes sense to do that again - we can discuss in standup tomorrow - thanks for sharing

Roule

11:49am

Roule L.

I think Jacqui and Jane need one more check-through for sign-off.

10:28am

Roule L.

Please find the LMS prototype as it stands now here:https://xd.adobe.com/view/14495bc3-665c-469b-bc95-07a56e880838-411a/

10:27am

Robyn

Jane

Jacqui

can discuss tomorrow - I spoke to Ian but we are not able to commit until we wrap up our work now - there's a lot of layers so we would like to finish the current work so we can see if its practical to prioritise the LMS course loading. I am waiting for an update to the LMS prototype and have responded to Gant Chart questions - we can go over all of it tomorrow as needed, Thank you!

9:59am

Robyn

Morning

Jane

thank you for reaching out - sure, no problem at all. I spoke to Ian about a plan but we are unable to confirm the next part of the work until this part is wrapped up. We can go over all of this tomorrow - thank you!

6:53am

Jane C.

Hi

Robyn

- welcome back!

Jacqui

and I looked again at the schedule and have marked up some questions in there for your attention. We can perhaps pick up uncertainties at Friday's stand up?

4:50pm

Jane C.

thanks for this, Robyn. You do always figure something out .. so I'm not stressing, but will caution WW that we may need to postpone our event. So many 'ifs'.. its the nature of the beast. Glad to be working with you guys at Matogen where we can manage the ifs like grown ups! xxxx

7:04am

Robyn

Jane

thank you for your feedback _ I am leaning towards you moving your session forward, the site won't be empty because we are using your content to test but its not going to be a great reveal if we are tinkering because Roule and team are giving feedback - if we can get the feedback sorted and applied in one week, it can work but if not, its not going to be a good experience. We can see how we go and make a call a little later this month if that works for you? I understand that you have people to coordinate so not sure if this is practical? - We can see about 6 weeks of content for LMS, Ian did say he thinks LMS will be a little less time but I kept it so we are not disappointing you later - lots of if's here so let me see what I can wangle to give you more time for loading without extending the timeline. Thanks also for the reminder about your national literacy conference at the end of September - we understand so let me get back to you next week - we'll figure something out - We always do! 🙏

6:30am

Jane C.

Robyn

sorry.. me again. Line 14 Design testing (Roule)
I am wondering if anything prevents us uploading some content at the same time as we have a planned whole WW team reveal for the 6th May. I don't want them to see an empty site so would need to reschedule if we can't.

Jacqui

4:03pm

Jane C.

Robyn

I totally understand that your heads aren't in the Learn yet, and can't pause what's happening now so your offer "I will chat to Ian next week and see if there's any clever tricks we can come up with / if there's any way we can give access sooner to load courses"... would be the very best outcome, thank you for exploring it.

I would like to say 6 weeks to upload the courses, not the four we have on the schedule now. Of course, we don't know until we try, and I'm sorry that I didn't highlight this earlier. I always saw a bit of elastic into August, but now that's not possible given our new schedule, especially with the national literacy conference coming up end Sept..

Dashboards and events clarity is not stressing me, but when you can would be great to have insight.
Thanks so much for all this juggling... it's all going to be ok, and anyway, TGIF .. have a break this weekend.xoxo
Best
Jane

3:45pm

Robyn

Jane

the Learn part of our work is not developed yet.

We are not in a position where we can pause what we are doing now but we can look at how we prioritise as the next step of the build - I am not making any promises as I have already discussed this timing with the team so it is realistic and I am not sure there’s a good work around for us to go with here.

I will chat to Ian next week and see if there's any clever tricks we can come up with / if there's any way we can give access sooner to load courses. As it stands now we can add more time for course loading but that will push the date further ahead.

We have the same amount of time allocated to course loading now that we did with the first schedule so I think we missed each other somewhere here in the beginning as well. How much time would you like for loading courses ideally?

Re Events and Dashboards, I don't have a final visual - the meeting happened last week, Roule wasn't done yet and she is out this week; I will hopefully get all the visuals next week at which point I can confirm what content is needed. Thank you

3:18pm

Jane C.

Robyn

I've changed line 29: Wordworks: prepare all course and event content required for learn website from haven't started to Work in Progress.

I am very worried that the time for uploading the content to the Learn site is just too short.

It seems to me that we should be treating the Learn site as 3 sub projects - the courses, events and the dashboards. If my logic holds, it would be great to have a row for each of these on the schedule.

Naively, I would say that the course is the simplest development project of the three, but the most complex content upload. For this reason, it would be brilliant IF Matogen could complete the course dev first and if it were possible for us to start loading the course content while working on the dashboard and event development.

COURSES: We have two full courses prepared and ready for upload, and a third being written. We can start building these as soon as we are given the green light. Because we think we may need up to 3 weeks per course to load the content, we seriously were hoping we could start mid June!!! (We may have to create comms and links to resources, forms, certificates, events and dashboards, later. Its just getting the modules and quizzes up)

EVENTS: We can load these up as soon as this section is ready. Assume we are talking really about dates and blurbs? We'll aim to have content ready by end July.

DASHBOARDS: Mostly, their content will be automatically populated. We can have forms prepared by end July. What other content would we need?

2:33pm

Jane C.

I suppose it is not clear to us what 'counts' as a prototype given the extent to which we are going to be working within LearnDash's native capacity for the courses. The dev for the Learn site is only partly on the LMS and I wondered if Matogen can't possibly first get to a point where we can build our first course (with space to come back if things aren't working - it would be a real test) while the other elements (events and dashboards) are built?

2:07pm

Jane C.

ok, I thought so! thanks for changing status of line 27 to completed. Now what about dev starting on 12 May .. The note says "Dev can only start once the prototype is signed off" - is that still the case or is it rather that this work will start after bug testing of the main site finishes the week before?

2:03pm

Robyn

to get to the LMS prototype

1:57pm

Robyn

This is past work Jane

1:57pm

Jane C.

Schedule line 27 Jacs and Roule load courses in line with content templates available in Learndash *once completed*

Robyn

what does this mean? what exactly needs to be completed before a course can be built?
(2 weeks have been allocated for this) and which two weeks?

1:56pm

Robyn

Thanks,

Jane

- I am going to put a new meeting in at this time and ask Ian to cancel the one you booked - he is out tomorrow and I want to make sure this is booked :)

1:55pm

Jane C.

Robyn

meeting re User doc is booked for Tuesday 3pm. I've asked if you could please include Paulene Thabasile and Jacqui - I have no calendar access to do so. We are open to extending til 4 if needed.

1:51pm

Robyn

Just noting the convo Jacs and I had about shop specific content

1:42pm

Robyn

Screenshot 2025-04-03 at 15.41.09.png 25.5 KB • Download

1:42pm

Robyn

Great, I will update the Gant chart to mark this as complete, thank you

1:41pm

Robyn

Yes, I believe that seeing as the files are the same content wise - this can be done at the same time

1:41pm

Annakie G.

Yes, the Salesforce entry level customisation, data cleaning and migration has been completed.

1:38pm

Jane C.

2. It seems the E commerce functionality will be ready before WW starts loading content onto the main site / hub from 12 May. Does that mean we can load up resources into hub and shop at the same time as required?

1:37pm

Jane C.

On the schedule, I'm going to come back with a few clarification queries,

Robyn

- hope that's ok.
1. Isn't this task on Line 6 complete? That's what Connect Solutions has said.

Annakie

please confirm.
Salesforce team: entry level customisation, data cleaning and migration (Prep instance for Matogen to map across to)

1:19pm

Jane C.

thanks Robyn - I'm just getting relevant team availability and will get back to you asap.

1:18pm

Robyn

Jane

we had a look at the user permission doc and would like to chat about it next week - please can you let me know who you would like to include and pick a slot / let me know what slot would work for you https://calendar.google.com/calendar/u/0/appointments/schedules/AcZssZ3kRg6c5RXby4XJhq-J97GTu0oMtLm3QC_8hGRYSt93dDrstMFVNi92aG0iSHx5O3Uvp0XTjpRx

11:53am

Robyn

Jacqui

we had a chat on our side and want to suggest that we use the same functionality for this search that we are everywhere else - that would mean we don't need a list to input here - it is better to have a consistent experience especially when the searches look exactly the same - heads up and please let me know if there's anything we have not considered - Thank you!

8:05am

Robyn

Thanks, Jacs!

6:29am

Jacqui B.

Hi

Robyn

! I'll check our drop downs list and get it to you asap 😊

4:00am

Robyn

Screenshot 2025-04-02 at 15.48.28.png 191 KB • Download

1:49pm

Robyn

Jacqui

quick question for you about this drop down, Looking for something specific, where can I find the list that goes with it?

1:49pm

Robyn

Thanks

Jane

this doc? https://docs.google.com/document/d/1ByKhGbhVQL8d-G1GW_4iGt10YHaLqejVRrikZn9G2Co/edit?tab=t.0

10:27am

Jane C.

Hi

Ian

Xoliswa

and

Robyn

. Paulene and I are finished with marking up this doc. There may well be conversations to pick up from your side. Please let us know.

Jacqui

Thabisile

fyi for your portfolios

10:20am

Robyn

Jacqui

if you spot anything to speed things up, feel free to chat to Roule - I mentioned that you'd be in touch, but note that I suspect the meeting is needed to make meaningful progress ✨

10:18am

Robyn

Jane

I have scheduled a new meeting for 10 am on the 25th for 1 hour - I included Pauleen Solomon. I also chatted to the Unfold team and its very likely that Roule will not be able to complete the prototype work for this piece until she gets back from leave - She is off from the 31st for 1 week. We can see how it goes but its likely to delay the finalisation of the prototype which will push this work ahead. I will update our schedules once we know more.

10:16am

Robyn

Thanks

Jane

I 'll take a look at new slots for this chat -

Anna

heads up

9:11am

Jane C.

Slots that suit Jacqui, Paulene and Jane: Monday 24th 9 - 11, Tues 25th 9 - 11, Friday 9 til 1pm

8:36am

Jane C.

HI

Robyn

- we have just realised that Paulene wasn't included on the calendar invitation for the 18th (dashboard/ events) and she has a donor engagement which is non-negotiable. She really really should be in that meeting as we will be looking at what she needs for her programme/ partner management. I am so very sorry, but can you reschedule to the week after, ensuring she is looped in? Thanks so much.

8:32am

Roule L.

Sorry to hear, Jane and Jacqui 😢

9:17am

Robyn

Screenshot 2025-03-05 at 11.03.07.png 71.3 KB • Download

9:03am

Robyn

Jane

just so you know, the checkpoint I built in for us to look at this work is actually 2 weeks so I had made time for this to happen this week and next (in case we needed the time ) so our schedule is still in tact ✨

9:03am

Robyn

Hi

Jane

thank you for the update from your side, I am sorry to hear about the crisis but honestly grateful that we have a bit more time as this week has been a bit hectic on our side too - Ian is out with a sick boy at the moment - we can delay the LMS feedback to next week, no problem. Ian is meeting with Jacqui and Roule on Friday - should we move this out or is it okay to keep this one in place? I am mid-updating the Gant chart with all the actions from our chat on Friday but don't have answers for everything yet. I will give you an update by the end of the week when I have had a chance to connect with everyone / consider what needs to move forward - does that sound good?

8:50am

Jane C.

hello everyone!

Ian

Robyn

Ronel

Jacqui

and Jane here. Wordworks has a MAGA-USAID related project disaster 💰which impacts Jacqui's time this week unfortunately. We are not going to be able to give feedback on the LMS design or work on the design/ copy for automated communications until next week. We know we are also half-waiting for Matogen feedback on any LMS development scope issues, and Ian and Jacqui's meetings have been delayed, so this may be ok. We hope so. Let us know if any knock on please.

8:46am

Roule L.

I am tripping over faulty internet, trying to get into the meeting

9:36am

Ian P.

running 3 minutes late

9:29am

Jane C.

brilliant!!!

8:13am

Robyn

Thanks Roule!

2:12pm

Roule L.

https://xd.adobe.com/view/14495bc3-665c-469b-bc95-07a56e880838-411a/

2:07pm

Roule L.

Hi everyone, morning became afternoon on my side, but here is draft 1 of the course pages, I shared the XD file for Editing with Jacqui a few minutes ago

2:07pm

Robyn

Jane

Jacqui

quick update for you - Roule needs a few days to get the Course landing pages wrapped up - she will handover for your & our review on Thursday morning. I will update the Gantt Chart with the assumption that we'll wrap up those parts by the end of the week.

11:11am

Jane C.

that's good. Thank you!

10:09am

Robyn

Jane

double checked and we are not concerned about making this work the way you need it - we are not working on this now so can we agree that we'll make sure its possible to embed the quiz the way you want?

10:05am

Robyn

Thanks for clarifying

Jane

I am checking when we are looking at the quiz for you so you can move forward. Once I get the landing pages from Roule, we can take a moment to make sure you are aligned and happy - we are not start dev yet so there's time to get this finalised. The events etc still need to fit in so its going to be a bit of a stop start process. Lets see how it goes and flag any issues

9:28am

Jane C.

Just to let everyone know that I will be travelling on the 6th and 20th March. We are going to see our eldest daughter but I will be working from her place.

9:27am

Jane C.

Just on the LMS though. We are waiting for two things before we can sign off from our side on prototype. 1. Ian and Xoliswa were working on the issue of the quiz embed (without that we can't sign off on the lesson design capabilities in LearnDash.). Otherwise we think that we can build courses without design features beyond those we already have in the main site/ hub. 2. The course landing pages are with Roule but we haven't seen that yet.

9:21am

Jane C.

Thanks Robyn, we'll check dates and get back to you.

9:17am

Robyn

Jane

we'd like to suggest the follow up meeting for events and dashboards is parked for a little bit while we wrap up the main site and resource hub internal testing on our side - we'd like to move forward the second week of March - with a chat on Tuesday morning 11 March - would that day - say 10 am work for you and

Jacqui

- we have a couple meeting on this day so if that time does not work, we could do the 12th (10 - 11 or 11 - 12) or 13th (11 - 12) Please let me know what would work for you - note

Anna

and

Roule

I believe Roule needs to be at this chat too - thank you!

9:07am

Robyn

Great, I will do more of that today and let you know, thank you

Jane

!

8:39am

Jane C.

Listing tasks in Basecamp works well, thanks.

8:27am

Jane C.

Thanks for this

Robyn

- I did read it as I was signing off for weekend - and it helped! I've been in the Gant this morning, just mooching about!

8:22am

Robyn

Jane

and

Jacqui

quick heads up that I am making sure I give you a full list of loose ends and next steps. I will be in touch with you early next week - In the meantime am happy to let you know that we are on track with dev and are looking forward to starting internal testing from next week. We'll take the first stab at it and then handover to you for testing and content loading. We've been using the copy as it is now, so its going to require a review on your side as I understand you are currently approving the edit. I have started creating some tasks for you in Basecamp but do let me know if you prefer a list that you manage wherever you like. I have not updated the Gant chart yet - I am waiting to see when we wrap up the LMS prototype as that is technically due today. I will need to adjust the timing when I have clarity. I am also checking about the follow up meeting for events calendars / dashboard/gaps so will be in touch. Thank you! Have a happy weekend all.

2:17pm

Jane C.

Thank you, Robyn! With the view fixed up, and when we can access design features already on the site, we will really be in a position to assess how much design and development work is actually needed. Quietly optimistic that it won't be much.

9:30am

Robyn

Jacqui

and

Jane

thanks for the LMS document - we are going to try and get the view fixed up for you so you can move forward there. Most of the other issues are related to us not working on this part of the development yet. We can discuss tomorrow but the hope is that you can see what is possible so you can get to the Design work and everything else will form part of our brief for development. Thanks for all the effort - we look forward to chatting tomorrow and hopefully fixing that view for you soon.

7:43am

Jacqui B.

Hi

Rowen

! This would be a real game changer for our course structure! And it would mean that lesson reconfiguration wouldn't be necesssary, so thank you for sharing it! Will jump in and try now 🥳

1:53pm

Annakie G.

Beautifully summarised, Jane! Yes, I will present the WW SF instance and look forward to

Ian

and

Xoliswa

's input wrt the integration into Salesforce. And I agree to 2 hours (and stopping earlier if we're done).

1:36pm

Rowen R.

Jane

and

Jacqui

I'm not sure if this is the place to share - you can add a Quiz to course content *anywhere* in the body of the course (you don't have to wait for the final assessment Quiz). You would pre-create the Quiz in the Quiz Bank, and then go to the space in your course content where you want to add the quiz and use the Quiz short code. See screenshots above...

1:24pm

Rowen R.

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1:24pm

Rowen R.

Screenshot 2025-02-12 at 15.17.26.png 139 KB • Download

1:23pm

Rowen R.

Screenshot 2025-02-12 at 15.19.29.png 76.9 KB • Download

1:23pm

Rowen R.

I think

Ian

- we can't request Nonprofit discounts until the account is set up. Please could you or

Xoliswa

set up the account as you need it. This part is free. When you have done this, I can then get in touch with Twilio to please ask for a nonprofit discount?

1:20pm

Robyn

no probs - thanks

Jane

!

12:54pm

Jane C.

Robyn

- I would prefer 2 hours (we can always stop earlier). This is because there has not been a real engagement to date on integration and there are a lot of details to work through.

Annakie

- In terms of meeting format... Can you confirm that you will be presenting the WW SF instance to Matogen and that you will be wanting

Ian

and

Xoliswa

to feedback on whether they are comfortable that their site will be able to collect and send the required data to SF (sorry for layperson's language). My understanding is that the 'meat of the meeting' will be if and where this is not so and a compromise needs to be found either at the SF end (what data WW wants) or on the WP end.

12:49pm

Robyn

Thanks so much

Annakie

and

Rowen

Jane

appreciate your feedback! I will schedule for the 19th - 1 hour but do let me know if you feel you need more time and I will extend this for you -

12:33pm

Rowen R.

This works for me too - please I do want to join this too

12:13pm

Robyn

Jacqui

you may proceed, X has done her part so please check the lesson and let us know how it goes - x

11:12am

Robyn

no worries! I told X to move forward, thanks so much

11:10am

Jacqui B.

Hi

Robyn

! Sorry, I only just saw this message...but I'm out of LD so staging now! Will check the lesson view as soon as I go back in 😊

11:08am

Robyn

Jacqui

Jane

Roule

Xoliswa needs to do some work on staging to fix up the issues - Please can we agree to pause work for a few minutes starting at say 13h00 and we'll let you know as soon as you can go back in? She has also asked for you to please check that you can view lessons now so please check , let me know and plan to be out of staging by 13h00 - sound good? Thank you!

10:53am

Jacqui B.

Hi Robs! The time extension is good for us, thank you! And yes, the resource recon sheet is still a good source for what we're going to load up 😊

8:38am

Robyn

I have extended our meeting with a start time of 11 am - please let me know if there's any issue with the timing

8:10am

Robyn

Jane

Jacqui

thanks for your flag, we have provided what is optimal but we will figure out any issues so please do not worry. Lets chat through the details and come up with a workable solution. . I am going to extend our meeting on Friday so we can talk through it. Please confirm if this is a reliable source for the files and resources that you are going to load? https://docs.google.com/spreadsheets/d/13efnSe8wno-Kfl1wi4l_oFcR7olnvSxYHKpDKlSIaWk/edit?gid=1896958821#gid=1896958821

8:08am

Jacqui B.

Just in addition to Jane's query... we still need the full size spec to be available onsite for download. Book Dash uses GitHub to make these large files available on the pages. Is that something we should be considering? Could you do some research before we have this meeting? I've included this screenshot to show how their big files are available for download on their site (Links folder is 179 MB!).

7:28am

Jacqui B.

Screenshot 2025-02-12 at 09.26.16.png 439 KB • Download

7:28am

Jane C.

Ian

Rowen

- please reassure me that this is happening

7:22am

Jane C.

Dear

Robyn

Ian

Xoliswa

Jacs and I have just gone in to follow up on Robyn's ping:

hi

Jane

Jacqui

Xoliswa finished up her resources recommendations - in light of the fact that you are working on resources, I wanted to point out she has added to your document https://docs.google.com/spreadsheets/d/1Qqvq1_fujFpDjPuuJOVplJHLQfby1R0zIWMaon99H2A/edit?gid=26460502#gid=26460502 Please shout if you have any questions

.. I'm afraid I am shouting :) - we have loads of questions.
Jacs has been raising this issue of file size since last year and tbh this list of optimal sizes comes as a real shock. We clearly need to put our heads together to work out a solve. Robyn, please can you arrange for an urgent meeting with Jacs and I and the relevant Matogen people. We are fine to use an extended stand up on Friday if that's best for you.
Thanks so much.
Jane

7:18am

Annakie G.

I'm also available Wed 19th 1-3pm. Am waiting on other meetings confirmation for Fri 21st (i.e. currently not able to meet on Fri, but Fri morning might open up if my other meetings aren't confirmed...)

7:12am

Jane C.

Hi Robyn. Yes, agreed. For me ... Wed 19th 1 - 3p Friday 21st any time in the afternoon. Over to you

Annakie

?

7:03am

Robyn

Thanks

Jane

thank you - sounds like we need this sometime next week - please give me a couple of slots that work for you

Annakie

&

Jane

for Wednesday (19) or Friday (21) Thank you

1:10pm

Jane C.

Jacqui

Rowen

- I am not sure if you should be there and aware its already a bit of a crowd. Please advise.

1:02pm

Jane C.

Ian

Robyn

We have one more meeting with

Annakie

this Thursday. After that we will be ready for that Ian/ Matogen - Annakie/ Connect Solutions meeting re SF - WP integration. We would like the meeting to include WW people: Jane, paulene@wordworks.org.za (for programmes),

Thabisile

and naazneen@wordworks.org.za (for MEL). Even if the WW people are mostly listening to ensure our understanding, we anticipate there may be challenges we can help resolve in the meeting wrt our requirements/ expectations.

12:56pm

Robyn

Roule

thanks for your note, I gave you access, sorry about that - let me know if you have any questions / are stuck.

10:11am

Roule L.

Thanks Robyn, I have requested access to the google doc you shared above. Will log in to see Xoliswa's up dates

7:16am

Robyn

hi ladies - how is review coming along? Xoliswa has made a plan so you can view the courses - please let us know how its going - thank you

12:05pm

Ian P.

I'd be happy to provide the required info,

Rowen

, but please let's stick with our recipe for engaging with companies for non-profit discounts.
- Primary product interest: SMS messaging
- How do you want to build with Twilio: Build your own solution by using Twilio APIs

8:23am

Rowen R.

Screenshot 2025-02-07 at 10.15.26.png 208 KB • Download

8:16am

Rowen R.

So, in short, I'm passing the ball back to your team

Ian

for a more effective use of time. Hope that helps?

8:15am

Rowen R.

If you go to the org wing of Twilio, the situation is fairly the same. You can either start a free trial (which makes sense for your team to start) or again Contact Sales, which leads you back to the form above.

8:15am

Rowen R.

Screenshot 2025-02-07 at 10.10.25.png 139 KB • Download

8:14am

Rowen R.

That's ok, no confusion :) I think I'm not communicating well.

Here's some screenshots to clarify things. This is the section on the site that talks about the discount (see above). The option to connect links to a page requiring details that your team would need to provide around what the product specs should be

8:13am

Rowen R.

Screenshot 2025-02-07 at 10.13.09.png 70.2 KB • Download

8:13am

Ian P.

Rowen

- apologies for the confusion. We just need you to make contact with Twilio directly to start the process of applying as a non-profit. Let me know if that helps!

7:23am

Rowen R.

Can I please re-delegate sourcing of Twilio pricing to

Ian

or

Xoliswa

? I’m unsure of what exactly is needed for Matogen's development and their pricing structure are very specific.

Twilio does offer Nonprofit discount - https://www.twilio.com/en-us/solutions/nonprofit (see bottom of the page under "Twilio.org. Our mission is to scale yours") - but again the discount is not published and is based specifically on what's needed.

Once the pricing is firmed up it would be Colleen (WW) who would need to make payment.

10:39am

Robyn

Please share the different types of quizzes you need so we can check that out for you. A sample course would also be helpful should you need additional support - thank you

8:14am

Robyn

Jacqui

Roule

I have some feedback for you on activities / Quizzes within courses after a lesson or topic. It is possible to do - instructions here from Learndash https://docs.google.com/document/d/1PozO04jvRhPg__Yj2Y5o7WUx6IQA1BI1VXXdA-75TOo/edit?tab=t.0

8:13am

Roule L.

Planning document- please add and edit https://docs.google.com/document/d/1zG0M2wGnKQPMCslYq0bw448hndBA_UiSEmfdE3pFDtg/edit?usp=sharing

8:27am

Robyn

Jacqui

and

Jane

thanks so much for reaching out - we are double checking everything on our side and have activated a couple more plugins which should make your life easier. We can chat more tomorrow and agree on how the next part of this journey comes together. Please prepare the types of quizzes you are struggling with etc so we can see what is missing/ how to help.

9:25am

Jacqui B.

Hi

Ian

and

Xoliswa

! Last two questions for the week, promise 😂

Placement of quizzes:
When we built our courses in Moodle, we were able to embed multiple quizzes within our topics, interspersed between content. This ensured that there was constant interactive learning. This wasn't possible without the external H5P plugin, which we used to build interactive quizzes and then embed them into the topics. It seems that LearnDash won't allow a quiz to be embedded within a topic, only at the end of a topic. Is there a workaround for this? Because if there isn't, we're going to have to restructure the flow of all our existing courses.

Types of quizzes:
We are also finding that the quiz options are quite limited in LearnDash (compared to what we had access to when we used H5P). To add more quiz types, would require more development hey? Or is there a H5P alternative for LearnDash that you'd feel comfortable adding to the site, from a stability perspective, that would give us more choice?

Thanks so much!

2:37pm

Jacqui B.

Here you go: Website materials LMS design elements- technical assessment
Friday, 31 January · 9:00am – 5:00pm
Time zone: Africa/Johannesburg
Google Meet joining info
Video call link: https://meet.google.com/xkh-prge-okp
Or dial: ‪(ZA) +27 10 823 1162‬ PIN: ‪151 064 139‬#
More phone numbers: https://tel.meet/xkh-prge-okp?pin=5008483215348

2:05pm

Ian P.

Would you send me the URL here, please? Not seeing it in the invite

2:04pm

Jane C.

Hi Ian, we've shared our meeting link

2:03pm

Ian P.

I think you need to add lessons to a course before it will show up

1:54pm

Ian P.

Can we do a quick screenshare to figure it out?

1:53pm

Jacqui B.

Hi

Ian

and

Xoliswa

! We're busy trying to view our test course, but the only element that pulls through is the Course page, even though we've built and published lessons, topics and quizzes. Is there something you could do to help? Or is it Iike that because it's a staging site? Thank you 😊

1:25pm

Jane C.

thanks Ian... we'd be grateful!

10:21am

Ian P.

Jane

I've adjusted some settings on the server, but it looks like the pages are still quite slow to load. Will do more troubleshooting.

10:19am

Ian P.

I'll have a quick look

10:06am

Jane C.

Ian

Xoliswa

- Jacs and I are in the staging site trying to work in LD but it is SOOOOOO slow to load everything that it's hard to keep one's brain focused on any process. Can you help/ advise?

10:05am

Jane C.

Robyn

Thabisile and Rowen please

8:44am

Robyn

thanks

Jane

I am going to schedule the meeting for say 3pm and hopefully everyone can join - I am including, Jackie, Jane, Ian and Xoliswa, anyone else?

8:39am

Jane C.

UPDATE

Robyn

- Jacs and I available until 4.30 Thursday - hope that helps.
On these discussions. This afternoon not possible. I am hoping Thursday afternoon can work for

Jacqui

. I am flexible then. (WW is meeting with Annakie on Wed afternoon, so should have a lot ironed out internally by then)

7:02am

Jane C.

Let's go ahead with the quote for landing page copy which we understand has increased to

ZAR 23 170
Estimated hours: 38 hours

6:54am

Robyn

Morning

Jacqui

&

Jane

hope you had a lovely weekend, any news for me here? Thank you!

8:55am

Robyn

Jane

Jacqui

please share a couple of slots for next week so we can pick up the convos on this document https://docs.google.com/document/d/1rTr1sGnEZPcGdbPib75bDTegpWcmX41TNCbOnsBceEw/edit?tab=t.0

We'll start with this, schedule one meeting that covers most of the questions on this doc. We can schedule a seperate Annakie / Ian / Jane / Jacqui meeting and suggest we do that one later. Monday afternoon is a good time on our side, the same is true for Tuesday or even Thursday after 1. Please let me know if you have capacity to do both meetings next week.

11:10am

Jane C.

Thanks, that's all good.

Rowen

- there are a couple of follow up comments flagged for you - would be grateful if you can respond quickly when you get a moment, might enable me to clear up those sections. :)

7:27am

Robyn

Morning

Jane

I will chat to

Xoliswa

and

Ian

and find out how they wish to go about this - I think once reviewed we can make a call and set up a quick chat as needed. I will be in touch - Ian is out this morning so I will only get feedback later today - thank you!

6:37am

Jane C.

Hi all.

Ian

Xoliswa

-

Jacqui

and I have gone through the very helpful on-Site automations and SF integrations doc, and marked it up considerably as you will see. A lot is by way of clarification, but there are some places where we have pushed back, picked up misunderstandings, identified where small changes to current copy will result and listed some resulting tasks for WW. Thanks to

Rowen

for weighing in where we appealed to her experience in fundraising especially and has suggested at least one related issue should come to a stand up,

Robyn

can you guide us as to how to take this process forward - it might get very mucky if we continue to communicate in doc - would it perhaps be helpful for me to meet quickly with Ian and/ or Xoliswa so we can resolve outstanding issues/ align understandings, clean up the doc and agree next steps?
https://docs.google.com/document/d/1rTr1sGnEZPcGdbPib75bDTegpWcmX41TNCbOnsBceEw/edit?tab=t.0

5:28pm

Jacqui B.

Ok great...sounds perfect! Thanks Robs 😊

10:54am

Robyn

Thanks

Jacqui

that sounds like a smallie so I think, keep going on your suggested changes and we can assess if there's anything that is a big issue / has a ripple affect, you are welcome to tag us as you go? Sound good, Jacs?

9:32am

Jacqui B.

Thanks for that Robs! And def agree, any changes at this stage would be problematic!

For clarity, they're tiny changes (more like adjustments). Here's an example: An onsite automation step in the donor form didn't include an account creation opt in but Ian suggested adding it. We agree and accept the suggestion, which means there would be slight copy and XD implications.

9:30am

Robyn

Hi

Jacqui

its hard to comment / guide you without a deeper understanding of what you mean when you say small changes & where these changes are happening. Changes to copy and the XD are very likely to have a cost implication because work is already happening. We are in a review of copy at the moment because of the changes from last year and figuring out costs alongside this. I don't think we can guide you without knowing what you want to change. Therefore, what feels most logical is that note what you want to do, share that with us, and we'll need to review that and get back to you? Thanks Jacs

9:20am

Jacqui B.

Hi

Robyn

Ian

Roule

! Jane and I are working on the automations/SF integrations. We note this this mapping might backwash into little adjustments to the copy and XD files. We started trying to mark up in all places but have pulled back and suggest rather that you guide us on this - once decisions are all made. Does this sound right?

9:08am

Robyn

Lekker! Going to check in with Unfold quickly and share an invite - thank you!

1:39pm

Jacqui B.

Either day and any time works for me...I'm very free on both days 🥳

1:38pm

Robyn

No worries

Jacqui

lets plan for the following week - can you let me know what Monday or Tuesday looks like for you? 3 Feb or 4 Feb?

1:25pm

Jacqui B.

Hi

Robyn

! Thanks for following up, sorry - we're mad with print deadlines this week! I won't be able to make the 31st, unfortunately. Would it suit everyone to do it early in Feb?

1:16pm

Robyn

Jacqui

hope you are having a good week - any news re the 31st? Thank you!

12:39pm

Anna v.

I'll let you know if I have any questions once I get stuck in

11:47am

Anna v.

Awesome, thanks

Jacqui

! Mystery solved 🥳

11:47am

Jacqui B.

Hi

Anna

! So sorry - I didn't select for the comments to carry across when I made the copy 😮 I've replaced and reshared with you.

Robyn

I'll replace the link in the docs folder. xx

8:10am

Roule L.

Hi

Jane

,

Jacqui

,

Ian

,

Xoliswa

Please find the completed Mobile version of the site attached. To save time, I did not link menus and buttons as a funtioning prototype. We can use the desktop version for that. This mobile layout aims to show how the content will flow and to show how the menus will be handled. Please have a look and send me comment and edits if needed :

See you later today :)

https://xd.adobe.com/view/f5c7b99d-34d7-4fb3-877a-d65a9a7b31b2-a094/

7:44am

Anna v.

Jacqui

but could you double check I have the correct doc? Screenshot of how mine looks on the same page - the text is also different.

1:47pm

Anna v.

Screenshot 2025-01-15 154508.png 97.8 KB • Download

1:47pm

Jacqui B.

The track changes show as comments because they were done in suggestion mode (I've sent a screenshot - the text that was adjusted is in pink). And no, there won't be anymore changes so you can go ahead 😊🥳

11:50am

Jacqui B.

Screenshot 2025-01-15 at 13.48.27.png 954 KB • Download

11:49am

Anna v.

Thanks,

Jacqui

- I don't see any track changes on the doc at all. Also just double - checking, will there be anymore changes to the text in this doc, other than those I make?

7:46am

Jacqui B.

Morning

Anna

! Thanks so much. I've just shared the doc with you, please shout if you have any concerns or question 😀

Robyn

I'll add the link to the docs folder here on Basecamp too! xx

7:23am

Anna v.

Morning

Jacqui

- all the best for the year ahead! I got about 1/3 of the way through, around page 15, but still had some refining to do.

6:59am

Jacqui B.

Hi

Anna

! Happy New Year! As Jane mentioned, we're busy doing our final checks on the copy doc. Would you be able to give us an indication of where you stopped editing so that we can make sure we give you a nice (mostly comment/track changes free) doc? Thank you!

11:42am

Robyn

Morning Jacs, thanks so much, I had a good break, I hope you did too?! & happy new year! Thanks also for sharing what works for you, I will be in touch with a meeting invite soon

8:10am

Jacqui B.

Morning

Robyn

! I hope you had a wonderful break over the festive season! Thanks for looping us in here - Jane and I can both do 13h30 to 15h00 on Thursday! xx

8:06am

Robyn

Jacqui

&

Jane

The Unfold ladies have requested a demo with Ian and Xoliswa to go over the LMS course building etc so we can hopefully save time on design by understanding up front what options exist. Are you able to meet on Thursday to join this meeting? Matogen can do between 10 and 12h30 and between 13h30 and 15h00 - please let us know what time works for you and I will align with the Unfold ladies to solidify a slot - if Thursday is out, we can look at Friday as well - please let me know? Thank you

7:58am

Anna v.

Super - thanks, Jane!

6:44am

Roule L.

Hi Jane. This mobile prototype link is incomplete and parked , because of Desktop changes just before we closed. I am working on it and will send an updated and complete one this week. So please don't review the link you have, but feel free to look around.

1:55pm

Robyn

HI Jane, lets chat about this in our standup on Friday after which, if needed, we can schedule a meeting. Thank you

1:53pm

Ian P.

Great news! And to clarify - we won't need to Sage Intacct integration in addition to Stock2Shop

1:42pm

Ian P.

Thanks

Jane

- yes, that's ok. Not urgent on our side, but I agree it's sensible to get it done.

1:41pm

Jane C.

Ian

Robyn

- I will need to take the new costing projections to our SMT in order to include as a contract addendum. This can only happen next week or the week after. Ok?

1:36pm

Robyn

I will double check and confirm tomorrow,

Jane

Thank you

1:29pm

Jane C.

that's really helpful, thank you Robyn!!

1:28pm

Jane C.

Thanks

Annakie

for loads of progress in SF and

Ian

for lots of work on automatics, SF integrations, data and metadata. We(

Jacqui

Thabisile

) hope to meet with Paulene next week just to get on top of it all before the WW/CS/Matogen meeting you suggested, Ian.

Robyn

would you be able to schedule it for week after next or is that too late?

1:27pm

Robyn

Jane

compliments of the season, I hope 2025 is a fantastic year for you - Roule is still busy with the mobile prototype - it will be wrapped up by Wednesday - I uploaded what was in basecamp last week and received an update from Anna re the above today - I'd suggest waiting for Roule to wrap up (so plan for Thursday onwards)

1:27pm

Jane C.

Roule

we were excited to see that

Robyn

had uploaded the mobile prototype. Jacqui and I will go through it this week, mostly to familiarise ourselves. We don't expect to pick up any big issues. :)

1:24pm

Jane C.

Ian

Robyn

Rowen

- Colleen H has approve the purchase of Stock to Shop, based on the recognition that we were working with inflated costs. She is happy with the much reduced costing and would like this integration. I hope this is good news! I've made a comment in the google sheet costing doc about another platform that I am unclear about: Sage Intact to Salesforce integration. Are we using it because as Ian pointed out the costing in the sheet does not look reliable.

1:22pm

Jane C.

Here are some bits and pieces from Wordworks.

Anna

- We are doing a last check on the copy doc that is aligned to the signed off prototype. Thank you for the flag re copy editing you had already done. As soon as I saw that I alerted Elaine who was updating our doc and she moved into suggestion mode to indicate where copy had changed. Our intention is to upload it for you by cob tomorrow, Tuesday.

1:18pm

Jane C.

Hi everyone, and every best wish for 2025.

Jacqui

and I met today to pick up where we left the website project last year. So much amazing progress has been made - thank you to all those that managed to keep their heads down. Big acknowledgement.

1:18pm

Anna v.

Hi

Jane

- hope you're well! Just checking, are there going to be further edits to this doc? https://docs.google.com/document/d/1u-XMHgW3RQm-N-tQezt9kUvUHPs10bn3x9xi875JFh4/edit?tab=t.0

Robyn asked me to hold on the editing until Jan which I'm happy to do, but I have already edited quite a bit (on a separate doc). If copy will be changed, could changes be clearly marked so I don't have to start again.

11:56am

Ian P.

Thanks!

7:45am

Jane C.

Hi

Ian

- here are the comms/ contact flows we worked on https://drive.google.com/file/d/1qtfYTWSeAJH-PEGuaiYpIDWber0lvyML/view?usp=drive_link ... they are a representation of where the site prototype is throwing up contact opportunities, with specification of what those are.

7:42am

Ian P.

Jane

- would you also be able to share the process flows that you and Jacqui worked on? And, please confirm they are finalised?

10:25am

Robyn

Totally agree - please park mobile

Roule

10:12am

Roule L.

I was going to jump straight into the edits to the mobile prototype, but I am now thinking that might be a waste of hours spent, since there might be more edits to the desktop

10:08am

Roule L.

Here is the Prototype link: https://xd.adobe.com/view/5d8ec556-3c59-4489-8f7c-4d211eec147f-08dd/

10:06am

Ian P.

Great stuff, dankie Roulé!

7:01am

Roule L.

Jacqui spend Friday doing last edits on the Destop Prototype. She marked a few goodies for me to check and finalise, before making an updated Prototype link. I will do that today. And implement all edits on the Mobile prototype.
Here's to ending the year with a site ready to be build!

6:47am

Roule L.

Some brand new menus from your wishlist

Ian

7:52pm

Roule L.

image.png 376 KB • Download

7:51pm

Ian P.

Yup that's fine

Jane

! We're not working on SalesForce integrations yet

11:48am

Jane C.

Thanks Annakie, that can work for me.

Ian

- is this timeframe ok from the development point of view.

Thabisile

would you be available?

11:34am

Annakie G.

Jane

I'm on leave from next week Tuesday, but will be back in the office on 6 Jan and would be happy to meet any time then to go through the options in more detail?

10:44am

Jane C.

Hey

Annakie

it was so very useful to have the show and discuss of what you've done in SF - looking really so exciting! I was unavoidably late and we had to jump off very much on time, so inevitably there is more to go through. In terms of being very sure all our data points are correct and with Matogen for development before the year ends....

Thabisile

, I don't know what you felt, but it is my sense we still need a very careful work through of the SF categories in the context of its functionality (so, in SF not on a sheet) now that the site is basically built in prototype. How best can we plan for this? I think it needs to be a very small meeting - possibly just us three with Paulene if possible. I am very aware of the date and don't know whether it is insane to ask for a meeting next week?

10:25am

Jane C.

oh.. and (thank you Fathom!) - we will update the content copy doc

10:16am

Jane C.

Roule

Jacqui

just recording the list I made from our stand up (for which many thanks

Ian

Rowen

and

Robyn

)
1. Skills resources pop up form - I engaged with/ benefitted from this page
2. Bring donor visualisation down the page
3. Create drop downs for resources menu categories
4. Change role list for Join up form
5. Consider brief pack blurb before pack types
6. Create opportunity to buy directly from programme pages
7. Consider Our programmes as a separate About us page instead of embedding link within How we work
8 Read about our programmes link on home pages below programme resources
9. Copy to guide user on modal page color bar (not that color bar, stupid, its 2024! :)
10. Skills pack tab in shop
11. Provision for item pages for shop (don't need to mock it up)
FRUITFUL HOUR!!

10:05am

Jacqui B.

Hi

Robyn

Ian

Roule

!

Jane

and myself are stuck in an unexpected full team meeting with our director. Would it be possible to please start at 10.45? So sorry!

8:32am

Rowen R.

Morning

Jane

and

Ian

- as promised popping the questions that cropped up during our meeting yesterday for

Ian

to come back to us about (here the doc for reference https://lucid.app/lucidchart/074cab99-2726-4318-b5f0-ecabba43fcdc/edit?beaconFlowId=2E639A66CA9A540C&page=0_0&invitationId=inv_12bb641f-69ca-4b9c-8f8d-d8383585a07d#):

- On donations, can we pull through details of donor and opportunity as pledged, before transaction completed (so that if abandoned, WW can still follow up on failed donations)?

- Can we also update same opportunity as "Closed won" after the transaction completes

And then some notes on Next Steps

Jane

, if you can confirm we're on the same page:

Annakie
will demo Salesforce for
Jane
,
Thabisile
and
Jacqui
to help visualise structure of the system, and help guide naming conventions and structure of data
The workflow drafted in Lucid chart doc (link above) is an ideal situation, but represents a change in WW Team current work. As long as data points exist in SF, ability exists to create limitless reports and set up to 24 subscription. Any pull through from site to update Programme Status ect would ideally be mapped now, but if needed can come in Phase 2

8:13am

Ian P.

Jane

questions on your questions:
- Which file names are you referring to? And do you mean searchable by website users, or by Wordworks team in the WordPress admin area?

WordPress password are stored as encrypted hashes on the WordPress database

6:58am

Annakie G.

Jane

I'll show you tomorrow what options have been configured in SF and we can then look at what options you might want to change.

4:30pm

Jane C.

Ian

two less random ones - (1) pending question - any progress on teasers/ embed view of files and (2)also

Annakie

when do we need to confirm drop down lists for the SF data

3:25pm

Jane C.

Ian

two random questions:(1) will file names be searchable? (2) where are passwords stored (if they are at all) in SF or wordpress?

3:22pm

Ian P.

Jane

Rowen

please share the link for your call; I'll join shortly

12:21pm

Ian P.

No, WooCommerce is not the right place for donor management?

11:48am

Rowen R.

Thanks for donor stewardship (upgrades for monthly donations increases annually) etc, would you suggest that donor management happens in Woocommerce. Can it do that sort of thing?

11:47am

Ian P.

Not sure. This data will be available in WooCommerce, though.

11:38am

Ian P.

This is work in progress. SMS will be used throughout for transactional messages, not Whatsapp

11:37am

Rowen R.

Ian

, another other question - for donations, in particular, if the transaction is not completed for any reason are you able to pull through partial submissions to allow for a failed payments report to be pulled for donor stewardship?

10:52am

Rowen R.

Ian

, apologies if this is something already resolved - I have a feeling it is, but just wanted to confirm:

For the Join Up form, I recall you had said you'd put in place a work around to create a placeholder email for the person (so that remains the unique identifier on OKTA and wordpress). When they register on the site a confirmation email would be standard but have you found a way for OKTA to send a confirmation text or Whatsapp when the person registers? The same holds to for the standard emails for Woocommerce, Learndash and Events Calendar - while we'd agreed to use the default templates for each platform, will they be able to send whatsapp/SMS if that's the preferred comms method?

10:49am

Rowen R.

Thanks Ian,

Annakie

and I are meeting with WW team today to talk through automation and reporting. Generally you would map that to Opportunities in Salesforce, so for the purpose of this workshop we'll assume that then :)

10:30am

Ian P.

Thanks

Rowen

!
- Yes, we're handling donations through WooCommerce
- We'll work with Annakie to match up WooCommerce data to the appropriate place in SalesForce.

8:15am

Rowen R.

Ian

and

Robyn

are the donations forms also generated by Woocommerce, and will that amount through to Salesforce to generate an opportunity (as in https://docs.google.com/spreadsheets/d/11xV6Tx16rj6QhlRdml7h-gYZo0hyO1jTstrguWfIeMU/edit?gid=0#gid=0). I see we'd included all the info like pledge date, but noted your previous comment on a previous thread about not creating opportunities for resources (which makes sense as it's programme offering so will sit in PMM). On Donations this goes through the NPSP and so would need an opportunity...

7:20am

Robyn

All good, thanks

Jane

time is never on our side lol - definitely ask if you are stuck and enjoy it - the LMS part feels like the fun part to me :)

8:47am

Jane C.

thanks so much

Robyn

- and sorry that the resource changes took up your intro to LearnDash time :( .. we'll def come back with questions if needed...

8:47am

Robyn

Also, we ran out of time so I forgot to mention that Lara is done with her SEO recommendations so I have queued that into Anna to check out - she is away at the moment so we'll touch base with you the outcome of her edit when you get back from leave.

Jacqui

Jane

8:44am

Robyn

Jacqui

Jane

the first part of the video is about installing and setting up a website so you can skip to about 6 minutes in to see the course building part https://www.youtube.com/watch?v=GvLqSYJnak8 Thanks so much

8:42am

Jane C.

many thanks!

11:33am

Robyn

Thanks

Jane

- I have updated the details and shared the email we received with this detail in the tools tasks section for reference

9:18am

Jane C.

Ian

Robyn

following on from Friday's meeting where we found (pleasantly) that we had the wrong costing in the spreadsheet, please could you update the Stock to shop cost details so I can take back to our management? It's sitting in the Future Tech tag. https://docs.google.com/spreadsheets/d/1gLeYiyozzXoWhT267HxKW7_iTEuUYDPpyWA00WMKor4/edit?gid=1196732718#gid=1196732718

7:57am

Robyn

Thanks

Roule

!

6:05am

Roule L.

Please find a link to draft 1 of the Mobile version here. It is not a complete flow, so you will have to tap though the pages. ( No buttons has been linked because this file doesn't represent a complete flow)
The main file for development will be the desktop version, and this version shows how the desktop version will reflow and be adjusted for small screens. There are some pages that I can see Jackie is busy editing in, so I have left those out for now.

https://xd.adobe.com/view/f5c7b99d-34d7-4fb3-877a-d65a9a7b31b2-a094/

12:50pm

Jacqui B.

Ian

This is a screenshot of the map we have used before 😊 We haven't put this on any of our page builds because we haven't had this conversation yet.

7:27am

Jacqui B.

Screenshot 2024-12-06 at 09.25.04.png 559 KB • Download

7:25am

Jane C.

Hi

Ian

- some advice please. The National Association of Social Change Entities in Education (NASCEE) is an influential association of education non-profit organisations. https://nascee.org.za/
They are putting together a reach map for all their members and it makes sense for Wordworks to sign up. I am wondering how this would impact our desire to have a reach map on our website - would it make sense to just pull through to NASCEE's or would we make our own? I am thinking obviously about reducing update labour on our side.

7:22am

Jane C.

yes, it really does. And sorry to intrude on your leave. But grateful! I think it must be very hard for you guys, seeped as you are in your field, to realise just how steep our learning curve is. Often its the very basic things like this one that are just not clear to us, and it's often been hard to ask the right questions! Never feel bad about spelling out things in words of one syllable - makes all the difference! Enjoy your long weekend. x

6:15am

Robyn

Jane

thanks for reaching out - I was offline yesterday and will be offline again unfortunately but to answer your questions - You are not waiting for SEO to do any of your tasks - SEO work is for copy / written content. Lara is working on the rest of the information this week. This information will be handed over to Anna to complete the copy edit. Metadata will be used when we load the content - hope that clears things up for you.

4:48am

Jane C.

Thanks

Robyn

Ian

So to push our question a bit further ito deliverables from our side. Can we check our understanding
1. We produce a list of categories that we have used to structure the prototyped site (done, and sent to SEO)
2. We produce a list of tags that we will use to tag all our files/ packs
3. These tags will be built into development
4 We need to build out our resource spreadsheet to allocate tags to each file in preparation for upload to the site.

Are we meant to be waiting for SEO key words before we make our tag list? (no 2).
Because we are aware you need them for development (no 3) and we need to prepare our sheet (no 4)

9:51am

Jane C.

ah Rowen!!! Thank you !!!!!!! Sooooo happy for this reaction!! smile smile smiling!!!

9:27am

Rowen R.

Oh my hat! I love it :) This is so clean and easy to navigate, there's so much information that's provided in digestible chunks. I like that it feels like a direct continuation of what WW has been doing instead of a complete departure. Well done team :)

7:37am

Robyn

Jacqui

can you confirm what you mean when you say tagging? I don't think tagging is influenced by the SEO part of the work but let me know what you mean and we can take it from there. Lara will provide meta data and recommended keywords vs tags for categories

11:20am

Jacqui B.

Hi

Ian

and

Robyn

! Thanks for the meeting earlier 😀 We're busy looking at an our resource categories and wondered about the tagging process. Do we need to wait for the SEO edit before we start (i.e. would Lara give us suggested tags) or do we generate tags based on what we have and then Lara checks them against the SEO keywords. Also, do we decide how granular the tagging should be - based on search requirements that we can anticipate? With respect to the 'promotion' connections we spoke about earlier, does this depend on the tagging or can we give a list of linked resources? Thank you!

9:55am

Jacqui B.

Thanks so much

Ian

. The WW account has gone from unverified to partially verified so we should hopefully see the changes tomorrow. I'll let you know as soon as I've checked in the morning. Thank you again for helping so quickly 🙏

3:09pm

Ian P.

Jacqui

- thanks! I've made some DNS changes based on this documentation: https://www.mailblaze.com/support/verify-your-domain
Would you try to verify your domain again in Mailblaze, and let me know what you see?

1:45pm

Jacqui B.

Hi

Ian

! We're having trouble with our group emails in MailBlaze because they can't update our DNS records in their filing system. I'm wondering if it isn't from the move to CloudFlare. If you think it would affect our DNS authentication, would you be able to assist with how to rectify it? Or give me some advice on how to do it ourselves? Thank you thank you 🙏

1:30pm

Jane C.

thanks Robyn

12:21pm

Robyn

and the style sheet in case that's needed (also in the folder on Basecamp) https://xd.adobe.com/view/17d2fc07-a389-4c6d-b6ca-ba6b08973869-4281/

10:42am

Robyn

Here we go https://xd.adobe.com/view/5d8ec556-3c59-4489-8f7c-4d211eec147f-08dd/ - I have also linked all of this to the docs and files section Signed off Prototype (main hub + resource) + Assets - Wordworks for Wordworks

10:41am

Jane C.

Robyn

please share the XD link with

Rowen

and

Annakie

- it's important for SF data that they are on top of the user flow/ comms/ contacts here as it will supersede elements of the Pipeline doc which Jacs and I are now marking up retrospectively.

10:37am

Ian P.

Jane

Rowen

- Colleen and I purchased the Events Calendar and WooCommerce plugins on Friday, so we had a pretty good Black Friday :)

6:49am

Jacqui B.

I did the test and all good

Ian

🙏🏻

11:17am

Ian P.

Jacqui

Jane

- any issues so far? If you'd like, you can test as follows:
- Send an email to ping@tools.mxtoolbox.com
- If the email send is successful, you will receive a reply with a deliverability report.
- You're welcome to send that on to me to check everything is in order.

11:13am

Ian P.

Great, thanks Jane. It looks like the switch has been made; you can do a couple of tests now to check, and follow up with another test at 12.30.

10:08am

Jane C.

we're on it! Thanks

10:01am

Ian P.

Jacqui

Jane

please note, we are doing the CloudFlare switch in the next 10 minutes. Please check for possible delivery issues from 12.30pm

9:49am

Robyn

no probs at all! So much information flying around. Thanks

Jane

!

8:19am

Jane C.

Thanks so much

Robyn

- will look when you are ready. This is a big help .. sorry I missed it the first time around. xx

8:18am

Robyn

Jane

I have just been notified that Unfold are on leave from the 16th of December - I will update the Gant chart accordingly but heads up

7:32am

Robyn

Morning

Jane

you are welcome to take a break from the 21st of December through to the 10th of January - next up for you is the next wave of prototype which should not take as long * ecommerce and some thinking around users/dashboards; I am not sure if you saw my update this week but I shared the Gant Chart with all the times and tasks from the proposal - Answers to “Please provide a short summary of project activity over the last week” - Wordworks for Wordworks Of course, if you wrap up the next part of the prototype sooner, you could break sooner. I don't have a view on what is needed from you for the Salesforce component (other than the request from Annakie on the update ) I hope that helps you plan but do let me know if there's anything I am missing.

6:49am

Jane C.

Robyn

Ian

Roule

- Jacqui and I are now under some pressure to plan our end of year break with families. Can we take some time to look at scheduling and deadlines/ deliverables for the rest of Dec/ Jan so that we can plan when we should be available and busy. If a meeting is not needed, we are happy to just get a set of tasks with dates adjusted for where we are now! :)

3:52pm

Jane C.

Ian

Xoliswa

- some replies re those emails....

Robyn

Rowen

fyi

Hi Jane,
We have a couple of questions related to Wordworks email:
Are you all using Google Workspace for email?

Yes we are

We see that you have used Office365 and another email system in the past. Are there any users who may still be using this, or who might have Wordworks Office365 accounts for Microsoft Office, for example?

Colleen is not aware of any such and even if there are heritage accounts none of them are linked to our operations through Google workspace.

Do you perhaps have an old email archive that is not on your Google Workspace?

Very possibly. It might be important to talk to our Google SP which is Grove. CJ is our contact there. coosthuizen@groveis.com. They managed our move to google workspace about 5 years ago and I imagine they would have had to deal with archives.

Have any users reported specific emails not being delivered, or has someone received a notification that their email has not gone through?

Yes, users have reported specific emails not going through as they have been testing from outside email addresses to WW addresses and were not receiving. Not aware of notifications being sent.

Based on your answers to the above, we'll switch on CloudFlare again. It might be best that we do that first thing tomorrow morning. Once we've done that, we'll ask you to let everyone know, and request them to test sending and receiving emails.

Ok, please do keep us in touch.

Thank you,

Jane with Colleen

12:01pm

Jacqui B.

I'm also flexible with either of those dates

Robyn

😊

11:22am

Ian P.

Robyn

I'll update my calendar now - available Thursday from 3pm

9:45am

Jane C.

I'm flexible with either of those,

Robyn

9:36am

Robyn

Jane

Jacqui

Rowen

Roule

Anna

next week Friday's standup, I'd like to move it earlier or pick another day - please let me know if you you would be okay with me moving the meeting to Thursday (5 December) at 14h00 - if not, can we do 09h00 or 10h00 or even 10h30 for 30 minutes on Friday (6 December ) We are not available from 11 am onwards (friday) so please let me know what works for you?

9:35am

Jane C.

sorry, apparently not.. lots of emails not working on our side suddenly...

2:39pm

Ian P.

Just for everyone's benefit – CloudFlare is set up and it looks like everything is working as it should :)

1:56pm

Jane C.

oh oops, sorry :(

1:52pm

Ian P.

Jane

- it looks like there is an issue with our CloudFlare configuration; I received a message from Cliff that his emails to wordworks.org.za are bouncing. I've disabled CloudFlare while we troubleshoot.

12:52pm

Jacqui B.

Hi

Roule

! Will jump back into the XD file now, just after 1pm.

10:59am

Roule L.

Jacqui

I left a few questions on white blocks in the XD file for you. Will you let me know when you get to them then I will go back in and continue with style consistency checking?

10:41am

Jane C.

Definitely. If these are things we need and we can save money by spending some now, let's do that. Is there anything I need to do?

10:20am

Ian P.

Jane

Rowen

– there are some Black Friday specials running on WooCommerce and Learndash. We had wanted to delay these purchases, but it might make sense to buy some / all of these plugins now to save some money?

8:28am

Ian P.

Also happy to join your ongoing call? If you're still going to be online for a bit\

12:32pm

Ian P.

In principle yes - but just want to be sure I understand your question :) Will add a note for next standup

12:31pm

Roule L.

- Question banked for next standup ---
Can the backend tech deliver the message to the vehicle of messaging, based on the information provided by the person filling out the form? I.e. If the person only provides a phone number, will it be automatically delivered to the WW WA number so that when we reply, it will be in the person’s preferred method of comms?

12:29pm

Jane C.

(sorry so much here, but our stand ups are not scheduled for a while to come)

12:28pm

Roule L.

image.png 1.64 MB • Download

12:28pm

Jane C.

thank - will bear this in mind.

12:28pm

Ian P.

Thanks, Jane! Happy to answer questions.

The approach we took on Shine is to upload each page of the book as an image, along with story text. The user can then page through the book, one image at a time. It works because the pages generally do not have a lot of text.

Doing page-turning functionality with your existing PDFs is possible, but it comes back to file size. When the user opens the webpage that includes this PDF, their browser would download the full PDF as the page opens.

We may be able to use some of the Shine elements in this project, but will need to be tweaked to align with your specific needs.

12:20pm

Jane C.

Ian

.. me again (all this emerging from last review with Roule). You mentioned at some point that it was possible to embed a kind of page-turning book online - something that the user can flip through to get content on the site without having to scroll forever .. rather like the Read with Shine modality story book tech I suppose. As we will be incorporating Shine, does that mean we can plan to use the tech elsewhere on the site?

12:11pm

Ian P.

Spot on

Jane

!

11:44am

Jane C.

Thanks Ian, this is very helpful. My understanding of what Roule put in our prototype is something like this "The chat button is a redirect to a WhatsApp number, in your case the number you use for your main WhatsApp business account. People can then reach out to you directly via WhatsApp". We like the fact that WW and the User end up with a message history on their own devices. I assume we could link this option to the Contact us form? The form currently also gives the User an email possibility. Am I right that this, plus the absence of a trail is what distinguishes these modes of getting in touch.

Thank you for explanation of the distinction between this and mass comms - that's the other conversation!.

11:14am

Jane C.

Just reminded myself that we have this functionality on our current website here
https://wwhomeliteracy.org.za/english/

10:50am

Ian P.

Hello Jane! I haven't seen the chat functionality on the prototypes yet, but generally there are a couple of options:
- The chat button is a redirect to a WhatsApp number, in your case the number you use for your main WhatsApp business account. People can then reach out to you directly via WhatsApp
- The chat button opens up a chat window, supported by a third-party service such as Intercom, Facebook Chat or others

The difference between using WhatsApp here and using it in mass comms, is that users are reaching out directly to Wordworks using their existing number. For mass comms we would use a programmatic method to contact users, which is certainly possible but comes with some restrictions. Happy to discuss this in one of our standups :)

9:18am

Jane C.

Ian

- a quick question about the fixed help button / chat functionality that sits on every page - Roule/ Jacqui and I have questions about the tech. This is a whatsapp functionality? Curious as to why its possible for us to access whatsapp here but not in the mass comms - is this the difference between working from WP rather than SF - or what am I missing? Is this also how we might create a whatsapp group (eg for programme trainers).

9:12am

Ian P.

Big drama around this – ACF is still available directly from the plugin developer

8:08am

Rowen R.

Ian

not sure if your team has seen this, sharing in case it impacts (Advanced Custom Fields): https://www.advancedcustomfields.com/blog/acf-plugin-no-longer-available-on-wordpress-org/

8:06am

Jane C.

Def! please do.

7:56am

Ian P.

Easy-ish :) Can we add this to a list of nice-to-haves that we look at near the end of the project?

7:55am

Robyn

sounds great, thanks ladies!

7:48am

Jane C.

that's brilliant, Roule! Thank you. Jacs will be in touch very soon

7:42am

Roule L.

I think one example should be good, but will go and have a look. I have a feeling that Jacqui and I need to have a 30 min walk through on the file and see if there are any loose ends

7:40am

Jane C.

Thanks Robyn.. we are finally feeling excited! We reached out to

Roule

to check if its necessary to pack out all the programme resource pages into components. We chose the most complicated one to do so that a template can be built that would accommodate all other programmes. If this is sufficient, then we are done with that adjustment. If not, we'll need more time.

7:31am

Robyn

Morning

Jane

thanks for the feedback, sounds like things are coming together nicely - good luck with the last stretch! We know its been incredibly hard work for you, Jacs and the whole team - thank you for pushing so hard to get things done on time.

7:27am

Jane C.

Robyn

Roule

- we had pdf'd up - but had a middle of the night realisation that we had added a whole layer of unnecessary resource pages - just quickly combining them - it's going to be MUCH better.

6:55am

Jane C.

Ian

- is there an easy way to enable users to share web pages with their networks.. other than them copying the link and pasting into a message. We'd love a call to action such as *recommend this programme/ article/ resource* but only if it's easy!

8:10pm

Jane C.

Robyn

- we're fine for you to do the CloudFlare DNS move. And, yes, we will have the full prototype completed including resources.

2:25pm

Robyn

Thanks

Jane

I can see your breakdown mentions that you will have the main resource page and 6 off-shoots done - please clarify if that means you will have the full prototype completed including resources?

1:15pm

Ian P.

Recap:

Set up CloudFlare as the primary DNS provider. This means that anyone interacting with the wordworks.org.za domain will be routed through CloudFlare
Ensure all DNS records are copied across to CloudFlare, including MX records for email.

Once this is complete, the wordworks.org.za website will be routed through CloudFlare, but we are not making any other changes to the website or emails. I'll also send you a confirmation message once we've completed this step.

CloudFlare is our first line of defense against online attacks, and a great resource to optimise website performance.

1:10pm

Jane C.

Hi Robyn, as mentioned above, we are aiming to finalise tonight.

1:03pm

Jane C.

Hi Robyn, please translate DNS=? and Cloudflare = ? and why you are moving it! :)

1:03pm

Robyn

Jane

Jacqui

had a quick chat with Roule, she showed me the signed off pink sections that she has started using for mobile. Please let me know how much time you think you need to finalise the prototype so we can work out if we need to extend timing etc Thank you

12:50pm

Robyn

Jane

Jacqui

we are planning to move your DNS to Cloudflare tomorrow - we want to check if that's okay . Considerations for you to know what you are saying yes to ; its best done when you are available so you can flag any issues. Issues = website not working properly, emails bouncing / not sending/ receiving. If something goes wrong, it can take up to 4 hours to resolve so we wanted to check if tomorrow is okay and if so, we'll need alerts from you immediately if something goes wrong. Please will you confirm if we may go ahead

12:12pm

Jane C.

Absolutely we are! xoxoxoxxoxo

9:58am

Roule L.

Okay thank you! It's a new way of working for me, so the process is a little less clear to what I am used to. But we're learning and keeping moving forward.

9:45am

Jane C.

Roule

because we are really just working on packing out versions of already designed pages now, we are hoping that there should not be many questions today (tho acknowledge guidance re our heavy graphics that need to be reworked). So this should all be fine.

9:42am

Robyn

Yes, that is what I understood as well so apologies for the confusion

9:39am

Roule L.

I think I understood that Desktop would be done by Friday, and I can answer last questions today, and then solely focus on the mobile build this week.

9:37am

Robyn

okay, thanks

Roule

I must have misunderstood you when you said you were waiting to do mobile - apologies for the misunderstanding.

9:35am

Roule L.

Jumping in, I have been taking signed-off pages into a mobile layout, so yes we are into the mobile design phase. As Robyn said to get development started the desktop version needs to be signed off first.

9:34am

Robyn

Thanks

Jane

its your reference to the pink pages that makes it sound like there may be changes - I dont have a view of what you are talking about hence all the questions. We need a fully signed off prototype to move onto dev - Roule needs to review what is done and give feedback on anything that needs to change. This is why Mobile is parked till the desktop is finalised. Mobile is not going to delay dev so the focus is on getting desktop finalised and signed off without further changes.

9:30am

Jacqui B.

Hi everyone! Just to add to Jane's message above, we'll have the copy in a Google doc to Anna by Wednesday morning. xx

9:29am

Jane C.

We are not going to be asking for further input from the team on this before it goes into development. The link is to enable 'show and tell' rather than changes.

9:26am

Jane C.

Hi

Robyn

- please see my breakdown above. We have understood that Roule has been checking our work all the time and taking each page into mobile format as they are signed off. There shouldn't be a need for her to go back on these pages so in a way we are already into the process you described right at the end of Friday - if we have understood properly

9:25am

Robyn

Thanks

Jane

- if you had to take a wild guess, how much time do you still need to wrap up the prototype? I would rather wait for you to be done that need to go back again. It becomes complicated for everyone /risks us making mistakes so let me know what you think and we take it from there, thanks so much

9:18am

Jane C.

Hi Robyn, your questions are fair. Unfortunately we didn't have time to talk to this on Friday as we had hoped but Jacs has been constantly in comms with Roule.

* We have signed off 13 prototype landing pages associated with the home page (would really like copy editing of these)
* We have signed off 21 forms with offshoots associate with the home page (no need for copy editing of these)
* We have built 4 programme landing pages (would really like copy editing of these)
* We have built 1 programme protoype offshoot. We will be packing out out the other offshoots today and then will sign the whole lot off (no need to copy edit)
* We have built the main resource landing page, and are about half way through the 6 offshoots which will be finished today (would really like copy editing of these)
* Note that for resources we have had to build deeper in order to be sure that the landing pages work, so we have built a whole lot more for next stages that are not needed now)

We would be very happy to show you all this if it would help to hop on a meeting with us.

We are not going to be asking for further input from the team on this before it goes into development.

9:14am

Robyn

Once I understand where you are at with the prototype, I can confirm next steps - I am not clear on how your sign off is coming together either - are we still on the wave length that the final product does not need to go to the whole team again or is that what you are asking when you say sharing the xd link for team viewing?

9:10am

Robyn

There is a parallel system for this reason - adding copy to the XD file helps with overall understanding but its not useful or practical for editing so needs to be on a google doc for that

9:09am

Robyn

for Copy editing, we need google docs - it is fine for you to share the finalised prototype with our SEO expert but we need google docs for editing and loading purposes

9:08am

Robyn

I understood from our conversations that it was going to be done so lets start with that

9:07am

Robyn

Hi

Jane

thanks for reaching out - It sounds like the prototype is not 100% finalised yet?

9:07am

Jane C.

Robyn

Roule

- good morning, happy Monday. Jacs and I are wanting to be clear about process for this week. Roule is working with Jacqui's prototype designs (signed off with a pink strip).

1. We are pursuing resource page offshoots. This may lead to us wanting a change or two on the pink pages - can we continue to leave notes in XD?
2. With respect to copy editing (with SEO direction), can we assume your specialists will take the copy from the published XD site when Roule is ready. We don't want to prepare a parallel system (which it seems we have been doing, not realising the XD file will be accessible)
3. When do you anticipate sharing the XD link for our team viewing?

9:03am

Jane C.

thanks Robyn, that sounds promising!

12:41pm

Robyn

Jane

I have reached out to Unfold to check on times - I will give feedback on next steps for e-commerce etc once I have my ducks in a row with all the people involved. (next week sometime) From a planning point of view, we always planned for a December break, so I think its going to work out just fine - we should, with a little luck, also be able to claw back the week of dev while you are on holiday 🤞🏻🤞🏻

11:43am

Robyn

Thanks

Jane

that's great to hear - a little breathing room for all! Ian is back in the office today, hit the ground running! 😅

9:49am

Jane C.

Hi

Robyn

- that all sounds better. We are grateful that

Roule

will have a clear week to do her magic. And we will certainly focus on content next week. Btw, when is Ian back?

9:48am

Robyn

Jacqui

and

Jane

we had a look at all the timing, with Roule being out tomorrow and Friday, we'd like to push the timeline forward by a week so you can wrap up and Roule can jump in and check that the prototype is moving forward in a way that delivers the desired results and is in line with best practice. You ladies can wrap up this week, Roule can check next week, update anything that needs more conversation and then move onto Mobile version with desktop signed off. We can start dev the following week (the 2nd) once briefed on the signed off prototype - this also gives you more time to wrap up content. Please take note - I am going to move timelines in Basecamp later today / tomorrow. Thank you

9:25am

Roule L.

Jacqui are you able to do a 30 min check in with me tomorrow morning? I am a little worried that I might miss thinking and decisions in your prototype file.

1:37pm

Roule L.

I just saw Projects Overview and News is ready to go, thanks

11:02am

Roule L.

Let me know if any more pages are completed or when you think I should check in

10:57am

Roule L.

Thanks Jacqui

10:56am

Jacqui B.

Hi

Roule

! Oh I'm so sorry about your brother-in-law, sending lots of love! Thanks for letting me know, will have most of my questions to you by the end of today but maybe some tomorrow morning!

10:11am

Roule L.

I won't be in on Thursday and Friday. We are going to my brother-in-law's memorial service in Pretoria. So Jacqui please ask questions today and tomorrow.

9:04am

Robyn

Rowen

response from Ian for the above question - "Robyn I looked into this and it will add unnecessary complexity. Salesforce and WordPress email templates will need to work independently."

9:20am

Rowen R.

Just a further question please before

Annakie

submits costings -

Ian

you mentioned that tools like Woocommerce could pull it's automated emails from Salesforce templates. I've never seen or heard of this being done, can I confirm that this is possible. If not, Annakie can set up simple automated emails to go when opportunity (for example) is raised in Salesforce for a purchased goods.

This is not difficult or expensive to do, and I suspect would cost less than developing a more complex solution? OR that we accept that some templates for "ever-green" confirmation emails remain on Woocommerce and LMS?

1:16pm

Rowen R.

Hi

Jane

and all, the conversation has progressed beyond the question asked above, but it's still worth responding. There are two separate issues at play here:

- Automations in Wordpress around user registration: I leave this up to Ian and team to navigate, and will not be impacted or resolved by SMS automations in Salesforce. This should I think form part of the original scope of the project, as this has been an important aspect included even in the call for proposals.

- Automations in Salesforce for managing pipelines like onboarding new partners: Annakie is busy working on costings for SMS, but yes it can potentially handle the heavy lifting around pipelines programme management.

Two things that are important to consider:

this would one directional, unlike Whatsapp which tends to be transactional (eg you send an SMS with a link to register for an event. If the person replies to the SMS it would not trigger the next step, the trigger for the next step would need to be an action like logged into their website dashboard and registered, which could then trigger the next step). This would be much the same for email.
We would need to standardise formats for mobile phone numbers (eg. xxx xxx xxxx vs xxx-xxx-xxxx)

1:05pm

Jane C.

That's fine. Please include

Jacqui

in case she is able to join by then. Jacs, absolutely NO PRESSURE to do so.

12:30pm

Robyn

Jane

Ian is out so I cancelled our chat tomorrow, but it might be a worth a quick chat so we can talk through the above. Its not just the login that will need to be considered here so if you are free at 10 am tomorrow, lets have a quick chat so we can make sure we are all on the same page

12:19pm

Jane C.

thanks guys. Yes, we would want that. To require an email address just to sign up to our website is a very high bar to set - and I can't think it's pro-poor/ blue collar, or inclusive of so many people for whom email is a non-thing with no currency in their communities or use value in their lives. 🙏

11:29am

Ian P.

Thanks

Jane

. Yup, mobile comms is definitely part of our thinking too. The challenge we have to solve is whether we want to allow users to register accounts with Wordworks if they do not have an email address, but only a phone number.

Specifically, if you look at the XD files Jacqui and Roulé are working on, the question is whether the user registration pages should make email address an optional field.

10:56am

Robyn

Jane

thanks for letting me know about Jacqui's son, I am so sorry to hear and wish them all the best, its an awful situation. Re the logging in via What's App solution, we'll find a solution for sure. Rightly or wrongly our team didn't realise that you may have people without an email address. Our apologies for any stress in this regard

10:54am

Jane C.

I know we will solve this.😳 Just taking a moment to breathe...❤️

10:42am

Jane C.

Rowen

- is the idea of sending sms's through Salesforce not the mass communication solution direction you and Annakie were heading in?

Roule

- have we not been talking all along that people would sign up with either an email address OR a phone number?

10:36am

Jane C.

HI

Robyn

, please note that Jacqui has been living in the ICU with her son who contracted Covid in hospital while having the emergency appendectomy. I think I need

Rowen

to help here as I am perplexed that the issue about email seems to have arrived as new information. To my best knowledge, we have consistently communicated the fact that our constituency is not all email based. Certainly the contract with you includes capacity to set up whatsapp groups through the LMS and I thought I have been making a pain of myself continuously popping up to add "and whatsapp" whenever email has been mentioned.

10:35am

Ian P.

Thanks Jane!

9:53am

Robyn

Morning

Jane

&

Jacqui

- hope you are doing well today - we wanted to check in with you re our discussion last week. One thing that we have paid special attention to is your comment about people not having email addresses. This is a fundamental piece of information that directly affects timing, design and dev - none of the prototype workflows cater for the non-email address user. What you send on a what's app is restricted when compared to an email address and requires its own workflows and thinking if this is a requirement. We wanted to check in with you about this to make sure we are all on the same page and if this is something we should be thinking about as we work through updated costings for this piece of work? It adds far more complexity so we'd suggest we rather consider solving for this by steering people to create a free email address with gmail or similar - all our thinking, to date, is email address for login / user identification, etc so please let us know your thoughts?

9:38am

Jane C.

Ian

- happy travels!!🤩

9:23am

Jacqui B.

Thanks so much! Will share with you both shortly 😁

2:49pm

Robyn

Jacqui

Lara's email addie for sharing those docs lara.s.sampson@gmail.com OR share with me and I will get them to her - thanks so much

2:43pm

Robyn

Great, thank you!

Jane

8:34am

Jane C.

Thanks Robyn, I'll step out of another meeting to do that. Thank you.

7:11am

Anna v.

Thank you!

6:51am

Robyn

Jane

our SEO specialist can meet you at 16h30 today for a quick connect - please let me know asap if you can make that time. thanks!

6:51am

Jacqui B.

Hi

Anna

! I've shared the spreadsheet and folder with you! Have a lovely weekend! xx

7:31am

Anna v.

Jacqui

could you share the spreadsheet with me so long? Or copy and paste that snippet from the homepage?

12:22pm

Robyn

Hi

Jane

thanks for your message, I will check and let you know asap

10:13am

Jane C.

Robyn

- I wonder if I could have 15 mins with the SEO specialist to give a bit of background on WW as an organisation and our sector location

10:06am

Jane C.

5th 11 - 12.30 is the only slot that works for Jacs and I

12:53pm

Robyn

Perfect! Thank you,

Rowen

! I will pick this up in standup tomorrow and round up the peeps

Thabisile

I don't think you are in our meeting tomorrow so please let me know if any of these slots work for you / if you have a preference. The 4th and 5th work for us, the 7th, is a no go (and other times would not work either)

11:50am

Jane C.

Amended invite list please

Robyn

to include

Thabisile

Rowen, Annekie, Ian, Jacqui and Jane.

11:28am

Rowen R.

I'm excited to cross this milestone in the process

Robyn

below are some dates that work for

Annakie

's team and myself:

Mon 4 Nov - 2:00 - 3:30pm
Tues 5 Nov - 11:00 - 12:30pm
Thur 7 Nov - 9:00 - 10:30am OR 1:00 - 2:30pm

11:26am

Jane C.

Here are some thoughts in advance of the meeting (Rowen coaching Jane!)

1. We need to mimic the account/ profile structure from WP into SF. So, the hierarchy of permission sets should be the same. The unique contact/user types (public, different literacy role players, also donors etc) must match from WP to SF. Profiles of users need to include required demographic information and map to SF.
2. Need to check when RSVPs and other forms need to go into SF because there are M&E requirements.
3. Communications platform - Mailchimp/ SF/ WP - SF team cannot go ahead with their work until this resolved.

OPTION SALESFORCE - To develop automations and flows in SF requires in the region of R20k development per pipeline. We need to consider that any changes to this pipeline would require further development. Does have email template functionality, merges fields etc, but only metrics relate to whether an email has been opened. Can only send 5k emails per day.

OPTION MAILCHIMP If we don't do that, we have the option of Mailchimp R1800 p/m (next tier at 15k contacts is R2900 and then would need to link to SF bidirectionally through Cazoomi at about R2000 p/m - what this buys is staff control over the journey/ automations/ comms tempates etc. And the benefit of Mailchimp's A/B testing, improved delivery rate, engagement metrics, spam management etc. https://www.cazoomi.com/pricing/

In either of the above cases. - If we’re triggering events on purchase we need to ensure that when transaction completes in Payfast, then we’d need to pull the opportunity and the next step in the pipeline, through to SF, (which can then feed through to Mailchimp if that's the option we choose.he option we choose.)

OPTION WORDPRESS -

Ian

- we would really like to know how you see the possibility of automations being held here, if there are efficiency advantages and what the cost implications would be.

10:26am

Jane C.

Thanks

Robyn

- Rowen will put some times available for Annakie and her here, to short cut meeting date choice.

10:22am

Robyn

Hi

Jane

cool, thanks for letting me know that you are ready for this meeting now - lets pick a slot that works for next week in our chat tomorrow

7:36am

Ian P.

Great, thank you

Jane

Jacqui

for a big effort on this!

3:53am

Jacqui B.

Hi everyone! As per Jane's message above, please find the pipeline pdf link: https://drive.google.com/file/d/1p3jVQZrRxaTIxByFSpj_985W1PctmMdl/view?usp=sharing
Have a lovely evening! xx

7:41pm

Jane C.

Hi

Ian

, glad you have met today with

Roule

(who has been fabulous) so you know where we are on the different user pipelines (individual skills-resource users, individual programme users, school and centre programme users and NGO and network programme users
We have included a layer of prompts that would be needed to activate movement along the pipelines (3 phases for PROGRAMME pipelines: getting signed up for a programme, training to use the programme, implementing the programme) and started to think into what might be reflected on the different user-type dashboards. We also worked into copy on the home page to try to integrate kick-off for partnership better and look forward to copy edit feedback on that. More pages to come soon.

Jacqui

will upload all this later tonight.
So now,

Robyn

I'm following up on the request by

Rowen

that a meeting around TECH for automations be convened. Rowen requests at least: Rowen, Annekie, Ian, Jacqui and Jane. As I understand it, this convo is necessary for progress on the SF development
Thanks all. Onwards!

4:27pm

Robyn

No probs at all, I know you said you would check with Jane so all good, thanks Jacs!

10:01am

Jacqui B.

Hi

Robyn

! Thanks for setting up the resource chat next week! I added

Jane

to the invite, in case there are new work arounds we'll need to consider. I hope that's ok 😊 x

9:59am

Jane C.

Ian

Robyn

Jacqui

Roule

- I've had approval for budget for the SOE copy editing proposal that Matogen sent through. yay. Can we just check in to clarify processes at the stand up on Tuesday?

5:03pm

Jane C.

Quick check for alignment. Was this helpful BECAUSE we had already done the many-layered workflow for this network group? I expect you would need us to do both the simplified and the layered versions for individual and partners? Please confirm.

5:02pm

Ian P.

Jane

Jacqui

, yes, I think this is super helpful. On the dev side, we can take this and consider the follow-on actions / automations that's needed, e.g. email notifications, being added to WhatsApp groups, sales pipeline status.

4:06am

Jane C.

Hi there

Robyn

Rowen

Roule

Ian

- following our meeting on Partnerships earlier today, have worked on a simplified User Pipeline for Network Schools/ Centers and would really like your input on it. We plan to work on a similar pipeline for Individuals and Partners but would like to know that we are (kind of) doing what you wanted us to do. https://drive.google.com/drive/folders/1Ai7IqquTgEB5kB-awsCRuUHh_M7lwGYG?usp=share_link

3:05pm

Ian P.

2 minutes late, apologies!

8:00am

Jane C.

Ian

- I dunno if you are going to love us very much! We are only able to bring one network workflow tomorrow (for Schools and ECD centres) and then depending on our engagement with you, we can build the others in the days ahead.

3:23pm

Robyn

Thanks

Jane

I did invite Thabisile to the partner meeting and she has accepted :)

12:08pm

Ian P.

I love a good pulled-apart diagram!

12:06pm

Jane C.

Hi

Ian

Jacqui

Thabisile

- just had a really useful check in with

Rowen

, so some of this that follows is thanks to her. There seems to be a bit of a disconnect happening between design/ workflow/ data conversations on the WW side (totally unintentional) and we will be working to overcome that. Would you be able to attend tomorrow's partner workflow meeting with Matogen, Thabisile? Rowen, Jacs and Paulene will be there too. It feels as if there is a lot we are likely to need to tease out from the basis of that discussion so would be great to have us all included. Many thanks, Jane On another level, Ian, you will see we are rather pulling apart your diagram to make way for the need for three treatments of three partner types which was clearly not clear enough in our briefing doc.

11:59am

Jacqui B.

Thanks so much

Ian

🤗

2:33pm

Ian P.

Jane

Jacqui

you should have full editing rights now

2:33pm

Jane C.

Hi

Ian

- please can you give Jacqui and I sticky note access to the partner workflow MIroboard?

Robyn

2:29pm

Ian P.

Roule

Jane

Rowen

- the partners workflow is flowing. Please review here: https://miro.com/app/board/uXjVLSplwD0=/?share_link_id=287417963754.

Notes

Happy to answer immediate questions here, but I suggest let's do in-depth discussion on Friday (or in a separate call)
I've tried to keep the existing process intact, as far as possible. Significant changes:
- When a partner joins, one or more people are added to the Learn platform as a partner admin. From there, they invite trainees directly.
- Invited trainees will accept the invite and create their own accounts.
- Trainees will also receive an invite to join the WhatsApp group.
- I've built in a handful of automated follow-up steps on SalesForce, dependent on partner's status in the process
Most of the automation will happen on the website.
Jane
I agree with you it's important to help partners understand where they are in the process. There are two ways to achieve this, using this workflow:
- In each email to the partner, we can have a visual indicator of their progress in the email template that is sent out to them
- We can build a partner information page that provides an overview of the process. We can use the same visual layout as on the emails.

10:05am

Jane C.

Done!

8:06am

Ian P.

Jane

as I started working on the partners workflow last night, I couldn't find the presentation Paulene shared with us last week. Could you ping me a link, please?

6:37am

Jane C.

Roule

also just to remind you that we also talked about the need for clever copy advice to WW on some of our top level wording. You were going to chat to

Ian

about whether we might have time with Anna on this. Again, this can be discussed tomorrow.

4:42pm

Ian P.

Definitely possible - let's chat tomorrow 👍

9:08am

Roule L.

Ian

We just had a design meeting and talked about the possibility of adding covers to existing .pdfs to help with our colour coding and overall branding, is this something that can be automated? Happy to ask in person at tomorrow's standup too.

9:02am

Jane C.

https://docs.google.com/spreadsheets/d/1-c33pBTf9kXCyoPmWEskTbdQn1R7bON2OEvHfWPkFcw/edit?usp=drive_link Sorry , here is that spreadsheet, fyi

12:49pm

Ian P.

That's right

Jane

. Two tasks on my list:
- Map out partners workflow
- Describe information architecture

12:48pm

Jane C.

Hi

Ian

and

Rowen

- If I understand processes correctly, you guys are trying to resolve a number of cross-overs between the capacities of SForce and WPress - specifically recently the issue of where data is collected, stored, analysed, viewed, reported. I'm very keen to hear how your thinking develops.

I also wanted to table another possible area of overlap (though I may be soon set right) and that is the issue of where content sits for automatic messaging to users, and where the connection is made that a user qualifies for a certain stream of scheduled messages.

I know there will be a stream for print purchase processes; donor processes etc but also we would like to maximise literacy support .. We currently send out programme messages to those who have trained on our programmes. This is a spreadsheet that summarises these (those crossed out have been sent for this year!). Note that each message has also been set in our emailer format.

12:43pm

Rowen R.

Thanks

Ian

this looks like an extension of this document created by Jane https://docs.google.com/spreadsheets/d/1gLeYiyozzXoWhT267HxKW7_iTEuUYDPpyWA00WMKor4/edit

When we meet on Thursday to chat tools perhaps we can combine the two to avoid multiple docs?

2:57pm

Ian P.

Jane

Rowen

I've prepared an overview of the various plugins and other tech we will need, and when. Happy to add more information to this as needed; feel free to add questions and comments. https://docs.google.com/document/d/10EUa0STCZUJ9zme0XbF_Ozyow9QaRSUB4ISjuVCki7g/edit

12:51pm

Ian P.

Welcome

Thabisile

!

8:42am

Thabisile S.

Hi

Ian

, I have now accepted the invite

8:41am

Ian P.

Jane

I see Thabisile has not accepted the invite yet; would you follow up with her, please?

6:21am

Jane C.

very helpful thanks so much Rowen!

1:39pm

Rowen R.

Hi all (but mostly

Jane

,and

Robyn

), I've spread my hours for U-turn across five days to make it easier to include me as needed in meetings. Apologies, I was limited to Mon - Wed officially in office and then on an ad hoc basis on Thurs and Fridays.

My hours now are for Mon to Fri from 8.30am to 14.00 (I can hop in on a later call, but just a little more difficult to organise as I may have things on with childcare) - I hope that'll make things a little more linear :)

1:02pm

Robyn

Annakie is sorted too - thank you!

12:49pm

Robyn

Just to let you know, I have invited Thabisile :)

12:46pm

Rowen R.

Dankie! I can give Annakie's details: annakie@connectsolutions.org.za

12:45pm

Robyn

thanks

Rowen

! I have not added these peeps yet but can do so now - please will you share Annekie and Marikie's email with me - thank you!

12:41pm

Rowen R.

Brilliant Robyn, can I please confirm that Thabisile has been added? I think

Jane

that because the scope of Launching Salesforce is much more narrow, it will be fairly limited in thread. I can also ask for Annakie to join it, if that helps?

12:33pm

Robyn

Please let me know if I may invite Thabisile and Marikie? They will see all of the open channels but we can direct their chats to the correct space

12:01pm

Robyn

New channel for Salesforce chats created for you,

Jane

Salesforce Chat - WordWorks for WordWorks

12:00pm

Jane C.

Here's an example of a conversation I want to have re SF wrt this doc https://docs.google.com/spreadsheets/d/11xV6Tx16rj6QhlRdml7h-gYZo0hyO1jTstrguWfIeMU/edit?usp=sharing
I wondered what flexibility there is going to be to add to this list as the website gets developed, teams engage with it, and new opportunities for data come into focus or whether we need to have a cross unit discussion on this,

Rowen

11:56am

Jane C.

Hi

Rowen

I'm wondering if it wouldn't be better to have a Salesforce chat in Basecamp in the same way as there is now a Design Chat for Unfold and Jacqui? I'm battling a bit with not having this component represented in the same place as everything else/ Even if just you, me and Thabisile were represented - or perhaps Marikie too?

Robyn

for your follow up please

11:54am

Robyn

Jane

I can see he has scheduled time with Rowen on Thursday at 10h30 so I believe that meeting has been scheduled - thank you!

9:58am

Jane C.

Hi

Robyn

can you confirm that

Ian

has gone ahead to arrange the tech chat with Rowen? It would be helpful to have decision notes from that meeting available for us all. Also

Rowen

if you and Tahirih could pleae update this sheet (see columns at end particularly) https://docs.google.com/spreadsheets/d/1gLeYiyozzXoWhT267HxKW7_iTEuUYDPpyWA00WMKor4/edit?usp=sharing

9:56am

Robyn

Thanks

Ian

!

11:39am

Ian P.

I also have another meeting scheduled at 4.30, so won't be able to extend today

11:37am

Robyn

No worries, I am going to keep the time we have as I believe it will be focused on the tools convo from your side. We can keep all the other meetings we have fit for purpose - is that okay?

9:50am

Jane C.

Ah, sorry. No, I meant putting

Rowen

agenda into this afternoon's stand up.

9:41am

Robyn

Jane

please clarify what you mean with the Unfold meeting - we have one scheduled with Unfold for Monday (Unfold and Jacqui) and then one straight after for the CI (unfold, Jacqui, Jane and Robyn ) Are you trying to combine these or are you wanting another chat?

9:35am

Jane C.

Aargh,

Rowen

- message was for Robyn! But glad you're online.

Robyn

can we perhaps extend this afternoon a bit and do both the Unfold meeting and the Tech chat with Rowen?

9:31am

Robyn

Thanks team - The standup is confirmed for this afternoon, it says provisional as I didnt get acceptance from everyone but the plan is to meet every two weeks on a Thursday at 4pm

Jane

you mentioned that you can make it sometimes and originally suggested Thursday afternoons which is why I picked that time which works for us too. Please accept / decline as needed. We'll be there this afternoon so we can use the time to discuss what you like. The meeting's purpose is for questions and any gaps. (vs updates which I do in Basecamp on a Wednesday or Tuesday afternoon if I am out on a Wednesday ) Answers to “Please provide a short summary of project activity over the last week” - WordWorks for WordWorks Thanks team

9:24am

Rowen R.

Nothing confirmed for this afternoon, but would like a quick stand-up for this afternoon (with yourself + Ian?).

Robyn

is that possible?

9:15am

Jane C.

Sorry,

Rowen

for late reply. That's fine! Also, just to check is the provisional stand up on for this afternoon?

9:12am

Robyn

Jane

Ian said he will work on it this week when we met on Thurday. If you have a specific timeline in mind, please let me know - he might only get to this on Thursday so if you need it sooner, let us know - thank you

11:19am

Jane C.

would be cool to know when Ian may have this for us,

Robyn

- am talking to Mammuso and Colleen H this afternoon on broad principles, but it's going to need to go to the SMT soon after...

10:26am

Robyn

Got it, thanks

Jane

subscriptions, free goodies, etc

10:01am

Jane C.

not just focused on subscriptions, please

Robyn

. we need a doc that lays out the range of options which might be included in 'shop' build with clarity on what they open up for us - so we can be sure we don't build anything that we will not use ... or vise versa. I think this is what we agreed

Ian

10:00am

Robyn

Thanks

Jane

I will move this forward to 2pm Thank you!

9:57am

Jane C.

Robyn

Jacqui has a standing working meeting on Mondays 9.30 til 12 .

9:57am

Robyn

We'll need a subscriptions meeting at some point - Ian will put a survey/ document together including a tick box with options for subscriptions considerations to take to the team and support Jane on her mission to get alignment

9:52am

Robyn

Additional standups where WW team can join a chat with Ian and iron out any issues / ask questions and take away any stress of the unknown - scheduling these for Tuesday at 10 am starting on the 8th (optional meeting but can be shared with your team as needed )

Jane

9:51am

Robyn

Next steps and actions: - Jacqui meeting with Unfold team - scheduled for the 7th of October at 11 am - please holler if the time does not work for you

9:48am

Robyn

Thanks so much for the chat

Jane

Ronel

Roule

Ian

I have made a copy of the Miro board and will add it to our docs and files SIGNED OFF SITE MAP 26 SEPTEMBER MAIN SITE AND RESOURCE HUB - WordWorks for WordWorks as signed off - draft 3 is the working document to use going forward - thank you so much for the chat, greatly appreciated.

9:48am

Roule L.

Some things that pop up while I am working. - We will be selecting a font for the website that includes a large number of characters for translation. We will also test colour contrasts for headings, buttons and body copy using an online tool - https://colourcontrast.cc/

Colour Contrast Checker

Check the contrast between different colour combinations against WCAG standards.

1:26pm

Roule L.

Thanks to Lexi, we received the set .

1:23pm

Ronel v.

Thank you

Jane

!

12:19pm

Jane C.

Update

Robyn

Lexi has created a temporary folder in WW Materials: Publishing & production drive with the shortlisted elements and has given

Ronel

&

Roule

commenting access to the drive folder.

11:13am

Jane C.

Robyn

Roule

- Lexi is busy compiling all the required materials and will share with you soonest, Roule.

10:52am

Jane C.

thanks very much Roule. I am SURE that Lexi can get this to you and have linked you up in an email.

10:20am

Roule L.

Short list: Colour Palette and Fonts :)

9:28am

Roule L.

I am interested in the Wordworks Colour palette - old and colours recently used, I am also interested in fonts you use online as well as in print. If you have a photo library that would be great to see too. Then we'd like to see Icons used so far and perhaps a set of your most representative illustrations .

Jane

9:27am

Robyn

thanks

Jane

I will get something in our calendars for tomorrow morning. Open to new times if the one I go with does not work for all - thank you!

9:14am

Jane C.

3. Touching base - I'm happy to engage as suggested - diary pretty flexi this week.

9:11am

Robyn

Great, thanks

Jane

I will get something in your calendars for after 12 on the 4th - hopefully the time works for all

9:10am

Jane C.

2. Meeting re partnerships - have reached out to Paulene and Rowen and they can make Friday 4th after 12pm. Can that work?

9:06am

Robyn

👋 Hi Jane!

9:04am

Jane C.

Hi and thanks for process,

Robyn

1. The CI - I have been engaging the Materials Unit and they really agree with me that the old CI stuff, is well, old. It would be very helpful to know what

Roule

Ronel

absolutely need now because they could engage directly with Lexi who could provide elements meanwhile I think.

9:03am

Robyn

Jane

thanks for your updates - I think you, myself and Unfold need to get into a chat so we can agree on what can happen now and what needs to be parked for Jacqui's return. Unfold told me they need the CI to continue so perhaps that folder you are referring to is enough - please share it with all of us today and lets plan to align tomorrow morning? -Would that work for you

Jane

Ronel

Roule

Anna

I'd like to understand how partnerships affects the main website / resources on the site map - without concrete sign off which is needed to move forward, I want to make sure we are not going to run into issues later as it muddies the water. Lets discuss this specifically so we can move forward effectively without confusion and clear timelines; at this stage, I am not sure how this affects the overall timeline

8:16am

Jane C.

Hi

Robyn

- I was with Jacs when she told Unfold colleagues that she was trying to finish it before she left. It was a hectic couple of days before she did with another publishing project and I'm afraid I didn't follow up. She's out of cell reception now I understand. We could give Unfold access to our old CI folder but I know she was not wanting to hand it over without a big review and clean up. Can I get a sense of whether it would be useful to have this in the meantime or if I need to try to track her down (somehow?) or if you can wait until after her leave?

5:51pm

Robyn

Jane

please can you let me know re the CI part of the conversation - is Jacqui doing this while on leave or will this happen when she is back? Thanks

6:04am

Robyn

Thanks

Jane

,

Ronel

Roule

- I will proceed with the above mentioned sign-off and T's and C's noted. I have commented on the task where you requested a meeting so do let me know re timing. Thanks everyone

6:02am

Jane C.

brilliant and HUGE thanks to you both. xx

12:07pm

Ronel v.

Jane

Robyn

Roule

Anna

Hi Jane! I wanted to bring Roulé up to speed with the last section we discussed when she had to leave the meeting. But all has been said and cleared so we can move forward 👍

11:50am

Jane C.

Hi

Robyn

-
we are satisfied to move on, but subject to
* agreement that (as flagged in TASKS (as is related also to the naming of learndash site),) it is still important that we meet with Unfold, Ian, Rowen, myself and Paulene to really thrash through the issue of partnerships workflow and related to this that we need to discuss User Dashboards - depending on their range of functions, we will place them differently.
*Unfold being ok.. when we asked them if we were now signed off at the end of yesterday's engagement, they said they would still want to meet with each other today and would flag if anything serious remained outstanding (other than partnerships & dashboards) or unclear before we move onto the next phase.

So, I assume you will chat to

Roule

Ronel

and unless we hear from you we will understand we have moved into prototyping!

11:41am

Robyn

Jane

Jacqui

(who might be on leave already) hope you are doing well! A quick check in to confirm that you are satisfied with the site map and we can therefore move onto prototyping and consider the site map signed off? I understand that Jacqs is putting something together for the CI - will this be soon/ today or when she is back from leave? Thank you! ✨

7:59am

Jane C.

Hi

Robyn

,

Jacqui

I are doing an all day marathon and will bring a home page and resource hub site map, drawing heavily on what Unfold presented in Version 3, to Thursday's meeting with

Roule

. I imagine after some robust discussion on Thurs, that we will all be on the same page and that this will count as a sign off so we can move onto the next stage. Tbh, because we are not accustomed to working in clear web design phases, and have found it impossible not to drill down quite far at this stage, I suspect we are further ahead than it may seem and that we will be able to get back time in the design and prototype phases. Here's hoping!

11:27am

Robyn

Screenshot 2024-09-18 at 12.47.54.png 172 KB • Download

10:53am

Robyn

Jacqui

Jane

I hope the site map feedback is going well - we know its a lot to think about; good luck with all of that! I wanted to check in to see if you think we'll be ready to sign-off tomorrow. I know there's lots of work underway and Unfold need to apply the feedback, so I want to be realistic while not taking the foot off the pedal. The shifted timelines for reference - if we don't get sign off tomorrow, we'll need to adjust these again which we are trying to avoid as much as possible.

10:53am

Jacqui B.

Morning

Roule

! That's perfect, thank you so much! Have a good day! xx

5:24am

Roule L.

I duplicated draft 3 and didn't share it with you, so you can happily work away on the draft 3 link you have. I think in that case you do not need to duplicate?

Jacqui

2:47pm

Roule L.

I will do so now :)

2:44pm

Jacqui B.

Hi

Roule

Thanks for this direction! We're busy working on the changes now! Would it be possible to duplicate the draft 3 Miro board so we can work in it without worrying about disrupting your flow in this process? We may be able to communicate these last changes better by making moveable edits in a 'sandbox' board rather than trying to write everything on stickies. Does that sound like a good process for you? If you think this would work, would you be able to please remove my editor rights to the original component boards as I've reached the editable board limit for my Miro plan and can't duplicate 😊

2:17pm

Roule L.

Jane

We will chat about this more on Thursday. In the meantime, I have time allocated this week for making edits on the sitemap. If there are any sticky notes that you can put in today, I can address them tomorrow, that way we can work towards a site map sign-off on Thursday. We can move sections around when we do the prototype, so signing off the site map doesn't mean we will be inflexible and keep you to small details. The site map is there to ensure all sections and components like Call to Action boxes and filters are planned for, so it is still pretty "zoomed out". I hope this helps, if you'd rather send me an email to explain feedback that's fine too.

10:36am

Robyn

You are most welcome, Jane! May it be a great day for you!

8:25am

Jane C.

Thanks so much Robyn - that really helps!

8:23am

Robyn

Morning

Jane

thanks so much for your message. We support this decision completely - the process needs to work for you so please discuss with Unfold and let me know if /how we can support. We're actively working on streamlining processes so please shout if there's anything else that requires additional thought / discussion.

8:21am

Jane C.

We appreciate you being so clear about timeline impact, Robyn.

Jacqui

please note. Robyn, on a related process issue, Jacs and I were talking yesterday about whether we couldn't be more fluid about Unfold's design work and Jacqui's - already the site map / wireframe stages have been merging (which is fine with us) but there are layers of strategic resource delivery (that need to be in line with a very new organisational strategy) that we are finding hard to communicate with sticky notes when it might be easier to be more hands on in the design period, rather than phasing it so strictly. We will engage with Unfold about this on Thursday .. very much respecting the number of hours they have and the longitudinal timelines, but looking perhaps at a less silo'd process. (no crit implied on Unfold's engagement and willingness to listen or their capacity to do so - just that the resources are very layered)

8:11am

Robyn

Jane

I am reviewing all the timelines and seeing if anything needs to shift. As mentioned last week, the sign off's hang off each other so I wanted to clarify that if the site map is signed off on Thursday, 19 September, the timeline for design will shift forward. The team are not able to start on the prototype until the site map is signed off. Unfold have confirmed that they will start the work on the 25th of September (work = prototype & assumption that the site map is finalised) Their process is 5 weeks so they would start from 25 September to 30 October 2024. It might not have been obvious that this shift is happening so please take note. When the proposal was put together, I believe the assumption was that the site map would already be signed off so we are needing to adjust to accommodate this. I am trying to make sure that we communicate shifts and deadlines in a way that helps you see the bigger picture / any knock on affects / give you enough time to plan. With all of this in mind, the deadlines for the 25th of October can move forward. Please let me know if a quick chat would be useful to go over the above. Thank you!

10:50am

Jane C.

got you!

1:01pm

Robyn

Jane

we have not included that thinking in planning this year so unfortunately, unless we make time up somewhere else, we would not able to do it this year.

12:59pm

Jane C.

Hi

Robyn

- very aware that it is scheduled for Jan/Feb, but was wondering if we might do it this year INSTEAD (not as well as) to give

Jacqui

's unit more time to experiment and plan ahead. Can we assume a shift rather than a duplication of the activity would not cost more? If so, Jacs, please give this some thought.

12:57pm

Robyn

Screenshot 2024-09-13 at 14.43.42.png 49.1 KB • Download

12:45pm

Robyn

Hi

Jane

the tools can be organised (tasks have been allocated) but note that the migration test is planned for February next year - if we need to do this on this side of the year as well as next year, it will have a cost implication.

12:45pm

Jane C.

Establish a flow for partner annual renewal of commitment including series of reminders to partner, notifications to relevant Wordworks staff and a change of status if not renewed. (Need to coordinate with Matogen around forms for renewal)

Jane: and somehow parallel the information on the partner user dashboard, so they can track how far they are in the annual cycle of predictable actions and events

Rowen Ravera-Bauer: Yes, I think Matogen might pull the data from the user dashboards into SF (as it’s a centralised repository)

10:20am

Jane C.

Ian

Robyn

also this nudge - pulling it out of the comments thread on Rowen's SF addendum for noting -

Connect solutions will assist with a streamlined process for tracking feedback and attendance register for in-person events (TBD - this could be achieved through Matogen's build or an independent Salesforce system ideally using existing tools)

The Events management is so far the least defined aspect of the macro-build and we need in our next meetings with Matogen to chat through defined needs and tech solutions

10:17am

Jane C.

Ian

on tools,

Rowen

was wondering if we should go ahead to get Learndash sorted - particularly if we are wanting

Jacqui

' s team to start playing with it. Was also wondering if it would be possible to do the migration test of existing courses still this year so that the team can plan for the amount of upload time that is going to be needed for existing courses in 2025.

2:54pm

Jane C.

Having gone through the tasks (sorry have been behind on admin) I am feeling less stressed about categories. We'll use placeholders in the site map for now and have them finalised as per the schedule.

2:51pm

Ian P.

Jane

thanks!

Robyn

or I will confirm tomorrow.

11:37am

Jacqui B.

Oh great! I'll send an invite through shortly. Have a lovely day everyone 😊

11:27am

Ronel v.

Any time good for me :)

11:25am

Roule L.

Thursday any time for me

Ronel

?

11:20am

Jacqui B.

If possible, Thursday please? I'm happy to set up the meeting, what time would suit you both

Roule

Ronel

?

11:19am

Roule L.

Ian

can you help on this one. I think there is still room for the categories to come in

11:19am

Roule L.

Yes, we're available. Do you want to talk site map sooner than Thursday? or is Thursday good?

11:17am

Jane C.

I am hoping this only needs to be in time for the handover for the build?

11:17am

Jacqui B.

Great! Would you and Ronel be free on Thursday to run through our thinking on the sign off of those two maps? I also wondered if it wouldn't be helpful for us to chat through the CI on Thursday as well? I know a meeting was requested on Monday but I'd like to rather prioritise the site map sign off early in the week...

11:15am

Roule L.

I think some functionality from the Shop will be used , but shop pages and content is still up for discussion

11:13am

Roule L.

That would make sense to me

11:13am

Jacqui B.

That sounds great...we've also prioritised the resource hub and home page. Would it be helpful to sign off on the Home page and resource hub by the end of next week and leave the shop for when I'm back from leave on 3 October?

11:12am

Jacqui B.

Actually

Roule

, sorry! It's the Homepage, Resource Hub and Shop...

11:10am

Roule L.

I have prioritized the Resource hub, and we have the most detailed thinking there, so we could sign off per map in stages, wich will enable design to start happening.

Robyn

will you help guide process here? ( I haven't been part of contractual agreements, so I want to make sure I don't muddle things)

11:10am

Jacqui B.

Yes, exactly those three 😊

11:06am

Jane C.

Also, please can you clarify when the category filters need to be confirmed/ signed off by WW. This was something we had asked for a meeting about while we were still in Discovery and Matogen thought it would be better if we did it as part of the whole contract.

11:05am

Roule L.

When you say Three maps, do you mean LMS, Resource Hub and Shop?

11:05am

Jacqui B.

Thanks so much

Roule

! It looks so good 🤩 We (WW) need to do another round on Monday and Tuesday next week, to make sure everything for the Homepage and Resource Hub has been covered and to engage with the E-commerce site map (as we've not really looked at it in detail). Can you confirm that these three maps are the only elements needing 'sign off' right now?

11:01am

Jane C.

Just putting this here, taken from the contract, for reference
1. Complete design of main website, resource hub and ecommerce platform wireframes 2 Sep - 4 October
2. Wordworks: Complete detailed prototype of main website (with copy and images), resource hub and ecommerce platform 7 October - 25 October

10:59am

Roule L.

Please find the Updated Site map here https://miro.com/app/board/uXjVKjZLKQc=/ -

Jacqui

will you have a look through and let me know if you'd like to talk bout it? I tried simplifying and using the Resource results section repeatedly, so the filters became important. I also thought it would be nice to have the Resource packs filterable on the Resource page, but also give users the option to browse through the packs

10:25am

Roule L.

I am aiming to send the updated site map to you by Thursday, and we are hoping that the Resource hub part of the sitemap can be signed off soon after. We are also meeting internally tomorrow to set up a design timeline that includes Jacqui. Robyn will input anything from their side and share it with the team. Our first design meeting is a priority, we'd like Jacqui to walk us through Wordworks' CI and visual elements.

4:01pm

Jane C.

thank you for your kindness. And thank you for your professionalism and productivity. Will be catching up with

Jacqui

at our website team meeting tomorrow. Any process guidance re next steps?

3:08pm

Roule L.

We are thinking about you and your family,

Jane

.
Jacqui and Rowen gave valuable feedback and guidance on the sitemap.
We enjoyed the session and got a lot done.

10:10am

Roule L.

Thanks Jacqui, I will update the Miro board early next week with the downloadable packages. We didn't talk about the Partner pages and options. Let's chat about that when I show you the updates.

10:08am

Jane C.

Ronel

Roule

apologies for my rapid exit from our meeting yesterday, and thank you to

Jacqui

Rowen

for holding up the WW team, I am sure beautifully. We have a funeral to organise this weekend but look forward to catching up on where you got to. xx

9:56am

Jacqui B.

Hi

Roule

Ronel

! I've added the age band categories and adult user categories as per our discussion yesterday. I've added them as stickies so it's easier for you to move around. Have a lovely weekend everyone!

8:00am

Roule L.

Here is an updated Miro board, if you want to review it before our meeting. https://miro.com/app/board/uXjVKjZLKQc=/
I will talk us through the edits, then we can add more input during the meeting.

5:50am

Robyn

Thanks so much,

Jane

Ronel

Roule

Anna

please take note ✨

10:59am

Jane C.

Hi

Ian

- fabulous. I'll ask Elaine to arrange the signature process next!

10:48am

Jane C.

Robyn

- don't seem to have access to this doc anymore ... can't put up a sticky note, but hopefully the link above will be enough

10:46am

Jane C.

https://docs.google.com/presentation/d/1jfjB4ypGWlwttm0wFmCnyY9a_bfSo0dySwC_ViFsjCk/edit#slide=id.g1e359de6c14_0_248

10:42am

Robyn

Hi

Jane

after our site map meeting you mentioned that partners were missing and that you don't think Roule and Ronel were in those chats, whatever you want to share with them to solve this problem is what I am referring to - does this make sense?

10:34am

Ian P.

Jane

no changes required on the contract from my side!

10:21am

Jane C.

Hey

Robyn

- do you mean the WordNetworks workflow doc?

10:11am

Robyn

Hi

Jane

hope you are well! I wanted to ask that you please add the partnership feedback to the site map board (it not already done) so Ronel and Roule work through all the feedback in one place - thank you!

9:08am

Ronel v.

Thank you

Jacqui

We've received the invite and will be there :)

7:07am

Jacqui B.

Hi

Ronel

Roule

Rowen

Jane

I hope you all had a lovely weekend! I've set up a two hour site map engagement meeting on Thursday morning (9am to 11am). Please let me know if that time doesn't work for you? xx

6:51am

Jane C.

Rowen

- I think this is a discussion between you and Ian as SF is the other option, one we thought was not as effective.

2:05pm

Ian P.

Jane

we haven't specifically considered certification for events. Happy to include it; probably easy to do if we've done it for the LMS component, but I would still add a couple of hours, just to be safe

1:17pm

Ronel v.

perfect, we will throw nothing away 👍

Jane

will you be able to set up the meeting link please? To ensure that everyone on your side gets invited.

12:52pm

Jane C.

Ronel

- Thursday morning should be good for us. Thank you. Can we suggest that we keep the paper trail of our blue stickies and that if you are going to make changes that it is a separate file so that we can cross reference as needed in discussion and so we can do one more look before we meet. Want to think more about the user dashboard, shop, and .. ?

12:47pm

Ronel v.

Thanks

Jane

We have availability from Wednesday onwards. We could potentially look at Thursday? Let us know then we can schedule it in :)

12:43pm

Jane C.

Hi

Ronel

- I hear you. It would be great if for you to make changes that are not controversial to you before we meet .. but don't want you to make changes that 'feel' wrong to you and that you would prefer we discuss

12:36pm

Jane C.

HI

Ian

- in Salesforce meeting - spin off question - have we included certification from events (ie not the LMS courses themselves) as part of the LMS design?

12:24pm

Ronel v.

Jane

the aim for the meeting is to apply your changes (before the meeting) and go through the sitemap to discuss further? Just want to make sure we allow for enough time to apply changes on our side.

11:58am

Jacqui B.

Hi everyone! I agree, Monday might be a bit too early.

Ian

if you and

Robyn

are ok to miss the meeting then I think anytime from next Thursday would be great. What do you think

Jane

?

11:24am

Ian P.

Jane

for context, Robyn and I are out of office from Wednesday to Friday. But, I think for this meeting, you might not need us, so if

Roule

and

Ronel

are available from Wednesday onwards, we could set that up.

11:10am

Robyn

I thought you wanted to discuss the feedback before we apply changes,

Jane

If that's not the case, Monday is too soon yes, and we'll need to plan for the week after

11:08am

Jane C.

Jacqui

- see my comments re this maybe being too early. But meanwhile what's your availability Monday afternoon? I'm flexible.

11:06am

Jane C.

Robyn

Ian

Jacqui

Rowen

ta-da .. Contract draft for your feedback. Ok'd by Colleen H. https://docs.google.com/document/d/1UN6Mb3Mz3_PJupbU7UdrDMZZ14AncwPvjPxK_A0GjK0/edit?usp=sharing

11:03am

Jane C.

Robyn

- just worried that Monday might be too soon for us to finish our mark up and for Unfold to take our thoughts under consideration and also to work into the network workflow. Or do you think better we should meet before we tackle those things ...

11:02am

Robyn

Jane

next week is challenging for us but we can do Monday afternoon - please let me know if this would work for you and if so what time.

10:39am

Robyn

Thanks,

Jane

we're coordinating with the Unfold ladies and as Ian has said we'll consider partnerships when we meet on Monday - I have proposed some meeting times so will let you know when I hear back

9:44am

Ian P.

Thanks Jane for surfacing this again. I agree it would make sense to go a bit deeper on the site map / wireframes. Robyn and I will do our initial planning and schedule in Basecamp next week, and will add this to the top of the list of to-dos.

9:28am

Ian P.

Jane

yes, that sounds good to me.

9:26am

Jane C.

https://docs.google.com/presentation/d/1jfjB4ypGWlwttm0wFmCnyY9a_bfSo0dySwC_ViFsjCk/edit#slide=id.g1e359de6c14_0_248

9:25am

Jane C.

Robyn

Roule

Ronel

- I wanted to follow up on the site map / wireframe development process - specifically setting a time for a small group of us from WW to engage Unfold in detail. We are not confident that all our feedback is correct and would like to have discussion with you. Before we meet, we wondered if you were able to add in more clarity about the workflow for our WNW partners coming to the site, bearing in mind this document

9:25am

Jane C.

Hi

Ian

and

Robyn

- I think there's just one adjustment left to make in the proposal. The contract draft is with Colleen H for some last feedback after which I will send it to you. I'm suggesting that we add Sections 3, 4, 5 and 6.1 of your proposal as the SoW addendum to be followed rapidly by an addendum that

Rowen

will submit next week re Salesforce project. Would that cover us? I have suggested a deviation threshold of 2.5% of contracted amount after which re-contracting will be required. This was acceptable to management because it gave wiggle room only up to the magical R1m or very close thereto. Does that sound ok?

9:21am

Jane C.

Thank you. Brilliant timing. Will go through it carefully with our team at 2 and then will spend some more time myself. Should be very contract-able after that!!

11:29am

Ian P.

Jane

I've completed my final review of our proposal doc. It's ready for your eyes: https://docs.google.com/document/d/1OMU7el2ts1Ena6vXh2CNBTFTzxC8AM1hQoMRlcrLiGI/edit

11:17am

Jacqui B.

Yes of course! I’ll go in shortly and change the colour of our stickies 😊

5:16pm

Jane C.

Jacqui

- can you?

3:33pm

Jane C.

Thanks so much Roule. We're not making changes, just putting up sticky notes. The three of us are going to do a lot more work on this over the rest of this week but then would really like a meeting to integrate what comes in from the team tomorrow and what we have been thinking.

3:32pm

Roule L.

Could I ask that you make all Wordworks Stickies blue?

3:11pm

Roule L.

Will have a look if we can hide the sticky notes, thanks for the suggestion

3:01pm

Roule L.

I made a copy of the state it is in now and saved it as a backup, so I think feel free to make changes as you see fit.

2:59pm

Jane C.

Roule

and

Ronel

- Jacqui, Rowen and I are busy marking up your Miro site map as you no doubt have realised. We don't expect you to have engaged with it all before tomorrow's presentation, and in fact we plan to be pretty quiet and let the rest of the team engage with you. We are just concerned that we are messing up what you were going to use to present. Rowen thinks that you can hide sticky notes - can you??

2:17pm

Jacqui B.

Thanks Jane, I spotted the Design docs! Will definitely add when I find stuff 😊

11:20am

Jane C.

HI Jacs :) , in the docs and files section of the project I've opened a folder called Design and started to drop things in there, such as the recent links from Shell re research, your earlier design ideas, some of the Shine/ EBW stuff etc... please drop things there that will be helpful for you to reference with Unfold as we get into Design. xx

11:01am

Ian P.

Welcome

Jacqui

!

10:55am

Jacqui B.

Thanks for adding me to the project

Ian

! Hi

Jane

😊

10:54am

Ian P.

Yes, team! Amazing to hear the feedback from the board,

Jane

. This was such a great team effort to reach this point.

10:44am

Jane C.

a-ha! that explains it. thank you so much! .. ps see messages for feedback on the Board meeting

10:39am

Ian P.

Sorry, I see my message from yesterday just called it the site map, but it was actually the walkthrough video

10:37am

Ian P.

Jane

here's the link to the site map video: https://www.dropbox.com/scl/fo/uqh25rvfvcyfzulrrff5i/AEVtglSfdEs42g_j1BVxIh4?dl=0&e=1&preview=Wordworks-Sitemap.mp4&rlkey=6wh48fevkwkuwcnds059ak9xx

10:37am

Jane C.

Am I missing the site map video somewhere...? Keen to share the site maps with video with the WW team today so they can do some prep before our meeting on Tuesday.

10:33am

Jane C.

Great. I am sure there are more, but wanted to start it. Is it possible to please share that folder with Jacqui?

10:31am

Ian P.

Jane

thanks for dropping in these resources on the project! Going to be super helpful as we go into action

10:25am

Ian P.

Morning

Jane

- here is a link to the site map: https://www.dropbox.com/scl/fo/uqh25rvfvcyfzulrrff5i/AEVtglSfdEs42g_j1BVxIh4?dl=0&e=1&preview=Wordworks-Sitemap.mp4&rlkey=6wh48fevkwkuwcnds059ak9xx

I'll include it on the proposal doc as well

9:07am

Ian P.

Morning

Jane

! Thanks so much for picking up those small errors. We can continue to refine as we go; I'll go into the doc a bit later today and do a review as well.

Roule

has completed the site map video, and she will share that shortly.

8:17am

Jane C.

Let me know if the site map video will come through before lunch time tomorrow so I can integrate into presentation. If not, let's get it in by Friday so I can send it for homework to the WW team?

6:37pm

Jane C.

Hi Ian, I've spotted a few littlies while making the slides for the Board. Will do another review next week if that's not too late.

6:36pm

Ian P.

Rowen

Jane

- the proposal and site map are close to being finalised. Please give it a thorough review again, and let me know if you spot something I've missed. https://docs.google.com/document/d/1OMU7el2ts1Ena6vXh2CNBTFTzxC8AM1hQoMRlcrLiGI/edit#heading=h.2uhi2gfpjgp

Notes:
- the link to the site map is at the top of this document
- we'll only have the video of the site map ready tomorrow, unfortunately

9:30am

Ian P.

Perfect :)

7:26am

Jane C.

That would be great. 9.30 work for you? I'll send an invite.

Rowen

are you able to join us?

7:23am

Ian P.

Morning

Jane

! I'm free up to 10am this morning, and I'm working through your comments. Let me know if you want to connect quickly.

6:00am

Jane C.

Hi

Ian

and

Rowen

- thank you Ian, it's a really substantial proposal. I've gone through it for a few hours and marked up my first layer of comment / questions/ thoughts. It would be great if we could bounce over the weekend .. I don't know what your availability is. I would like to take it into conversation with members of our team on Monday from 1pm and would like to have some of my own queries ironed out by then... possible?

12:49pm

Ian P.

Hello

Jane

and

Rowen

. I've prepared a detailed proposal for you to review. If any changes are required, we have enough time to do so before you present this to your board. Here's the link: Wordworks Proposal - WordWorks Discovery Phase for WordWorks

Notes:

Jane, the two items I added towards the end of the project (digital annual reports, WhatsApp learning experiences) has taken the costs over our magic R1 million mark. They are both quite chunky, but as with the rest of the project I've priced in some unknowns. I believe both of these items would be great additions to the project.
I've built out the timeline in more detail, but will leave it to Robyn to schedule day-to-day activities. Once the project is approved, we will add these milestones to the project on Basecamp.

12:28pm

Jane C.

Thank you VERY much - very strong starting point!

2:59pm

Ian P.

Jane

here's a starting point:

Job Description: WordPress Website Content Manager

Position Overview: We are seeking a dynamic and detail-oriented WordPress Website Content Manager with a solid understanding of content management and basic technical skills. This role is crucial for maintaining and enhancing the content across our digital platforms, including our main website, resource hub, eCommerce platform, and learning management system. The ideal candidate will be proactive in ensuring that all content is up-to-date, accurate, and aligned with our brand's voice.

Key Responsibilities:

Content Management:
- Update, add, and correct website content on various WordPress sites.
- Maintain content across our resource hub, eCommerce platform, learning system, and main website.
- Source content from other team members to ensure a steady flow of fresh, relevant content.
- Write, edit, and proofread content to ensure consistency and quality.
Technical Liaison:
- Possess basic technical skills to manage and troubleshoot website issues.
- Identify when to escalate technical issues to service providers and work with them to resolve any problems.
Community Liaison:
- Facilitate community engagement through our platforms, including placing orders, signing up for events, and registering for courses.
- Work closely with the communications team to drive signups and increase platform engagement.
Analytics and Reporting:
- Monitor website analytics to track performance and identify areas for improvement.
- Provide regular reports on website traffic, user engagement, and content performance.
Collaboration:
- Work with the communications team to develop strategies for increasing platform signups and engagement.
- Ensure all content aligns with our overall marketing and communications strategy.

Qualifications:

Proven experience managing content on WordPress websites.
Basic understanding of HTML, CSS, and WordPress plugins.
Strong writing, editing, and proofreading skills.
Excellent organizational skills with the ability to manage multiple projects simultaneously.
Experience with Google Analytics or similar tools is a plus.
Strong communication skills, with the ability to liaise between technical and non-technical stakeholders.

2:41pm

Rowen R.

Jane, techies can be huggers too :) at least initially, I believe you can roll this role up in one. The person would have some tech knowledge, enough to benefit from training from Matogen during the handover phase, but can easily also hold a Community Liason role (so responds to queries from community members struggling to access resources, helps Jacquie's team uploading and maintaining content online, perhaps even writes social media posts).

I've held similar roles early in my career, and think you should find a good fit. Later as this grows legs, you may well want to grow the team but you don't need to do this in the first year if funding is tight.

9:46am

Jane C.

Hi

Ian

, I think social media and newsletter development might well sit somewhere else in Comms. Updating, adding new and correcting Website content would be a core task. I like the idea of us being able to manage minor tech as

Rowen

suggests, a certain amount of tech is also useful for knowing when to call on a SP for help. I'm not sure what is meant by community management, but if we're talking about the HUGGER person - A Community Liaison Officer perhaps? - someone who puts a face and name to our web platforms - helping to mediate our constituency to the tech eg to facilitate using the platforms to place orders, to sign up for events, to register for courses, then this might be a more junior person compared to the Website (Content) Manager who has to have the authority to commission content and to edit and present it on line. In my mind, we're looking at two warm bodies. What do you think?

9:30am

Rowen R.

Hi Jane, I think you may need to have a more generic term "Website Manager" because if I recall we also need the person to be able to manage minor tech-things like: updating plugins, backing up the site, and small tech troubleshooting. They can also manage site content, but extends beyond content.

I would also generally place them in Comms but given the unique make-up of WW, it could also sit under Materials Unit (give the focus on the site on Resources and LMS)

2:56pm

Ian P.

Jane

I'd be happy to give you a quick walkthrough of our costing and timeline tomorrow? Would be nice to sense check. Let me know if 10am could work

1:42pm

Ian P.

I wonder; it might make sense to have a title that describes the following functions:
- community management
- website content
- social media & newsletters
If that sounds like a good fit, the role would fit in nicely under comms

12:59pm

Jane C.

thanks that would be so helpful. Our Ops team is pulling together plans and budgets for next year, which is a really positive development and I really want to feed them as much information as possible. Meanwhile, is Website Content Manager a reasonable working job title? It would be get a sense of industry norms wrt salary expectations. And lastly, given the nature of our site, and with what you know so far about us, would you place this position under our Materials Unit (Jacqui), Communications Unit (Bonga) or Operations Unit (Colleen H - which is a direct line account to the SMT)???

12:27pm

Ian P.

Hi Jane! Yup, let me see if I can pull this together for you.

11:19am

Jane C.

@ianDoes anyone have a job description/ profile/ skills set for a Website Content Manager - which I assume is the kind of in-house position Wordworks would need to establish to maintain our website going forward, assuming an ongoing relationship with a specialist company such as Matogen on the technical side?

11:17am

Ian P.

Thanks

Jane

! That's in line with what I saw as well – LearnDash looks like a great choice

1:32pm

Jane C.

BTW Jacqui says that she has spent time looking at Sensei LMS and would be much happier with Learn Dash because of its wide use and the fact that its had time to settle down.

12:34pm

Jane C.

I wanted to refer you to the RED INK website where they market their App (built for teachers not parents) but also with the Reach Trust. https://play.google.com/store/apps/details?id=org.thereachtrust.mathsup&hl=en_ZA&pli=1

2:25pm

Jane C.

Hi everyone - hope Monday is treating you all gently and that the 20th doesn't feel too soon!

2:24pm

Robyn

Rowen

Morning! If this week does not work, I can schedule a chat for next week? Please let me know - thank you!

7:47am

Robyn

Rowen

hope you are well! Please share your calendar / a couple of slots with me so I can grab time for you and Ian to have a quick chat about CRM next week (as requested by Jane on the previous comment link 👆🏻) Ian is out today and Monday but will be back on Tuesday so from Tuesday to Thursday as Friday next week is a public holiday. Thank you!

11:03am

Ian P.

Thanks

Jane

! If you ever want to cross post something like that, you can cope the link from the little menu next to each comment and paste it in. Re: Robyn’s answer to “Please provide a short summary of project activity over the last week” - WordWorks Discovery Phase

2:26pm

Jane C.

Hi

Ian

,

Robyn

just a heads up that there's now quite an extensive process response, with requests, to Robyn's Weekly Meeting update. It occurs to me that it should perhaps have all rather come into this Channel. Please feel free to move it if it's better here, Robyn.

1:11pm

Ian P.

Jane

Rowen

- here's a sneak peek into my mind before our chat tomorrow. https://miro.com/app/board/uXjVKu446fA=/

1:18pm

Jane C.

Thanks for hearing us, Ian - and look forward very much to Wednesday's discussion.

1:17pm

Ian P.

Jane

thank you, this is a great insight. I agree, the CRM is going to be an integral part of our work. Initial thoughts:
- We'd love to build out the CRM to ensure that all of the systems communicate seamlessly
- We may need to lean on you,

Rowen

, to guide us through the initial steps
- There are some big shifts happening simultaneously, and it sounds like one of the critical decisions in our work. We'll map out all of the components and development timelines in detail, but will trust your judgement on when and how to transition from one system to another.

1:10pm

Jane C.

Thanks again for a great session - I think a lot of people left feeling very excited and optimistic about our work together :) Yay!

12:58pm

Jane C.

Oy, I keep posting before I've edited, sorry. Anyway, main point is there are loads of project planning (scheduling/ costing) questions embedded in the above, with significant implications for WW's wrt work-as-usual/ change management/ capacity building imperatives. So, putting this here with a request that you wrap these thoughts into your preparation for our meeting on Wednesday. And of course, that you pick anything up in between if that would help.

12:58pm

Jane C.

I know that Matogen didn't project or quote for a CRM build, and I honestly dondon't know if you have inhouse Salesforce Administrator capacity, - if it is something you believe you should build or something you would recommend we procure for separately (obviously in this case would need to ensure very close integration with the website work - which I think Rowen is very well positioned to ensure/ facilitate as our Tech Advisor given her Salesforce expertise and understanding of the web requirements).

12:55pm

Jane C.

Rowen and I just met with Colleen (Head of Operations) and Thabisile (Head of MEL) to confirm some instincts we had around the place of the CRM in this project - especially given the particular circumstance of a new MEL manager and officer (Naz), and a relatively new Phil. They completely agree that Wordworks would like to prioritise the building of a fit for purpose CRM and not leave it for later launches in our plan. Firstly, it just seems very inefficient to ask this new team to become expert in essentially a very complex system, that was built in former colleagues' head, and that is no longer fit for purpose to serve an expansion strategic vision. Secondly, although the MEL team, and Thabisile especially, need to become expert in the system, they have very demanding first priorities with the new plan which don't include building a CRM that is fit for purpose. (though they clearly need to be closely consulted and involved). Thirdly, it is difficult to imagine that our resource hub, sales and marketing system, LMS and online training offerings, are going to be possible without the new CRM capacity.

12:50pm

Laura H.

It was great to meet you all as well! Lovely session this morning.

12:19pm

Jane C.

Hi everyone, and good to be meeting more of the Matogen team as we go along!

11:03am

Jane C.

Robyn

Ian

Rowen

- great that we can meet next week! Hopefully lots of consensus already but important to check in.

10:03am

Robyn

Morning, thanks Rowen and Jane! We can do Wednesday morning, at say 11 am?

8:07am

Rowen R.

When would work for everyone? Would Wednesday morning work, ahead of the WW's standing Web Working Group meeting at 2pm?

7:27am

Rowen R.

It might be helpful to regroup next week (even if it's not for a full 2 hours) but an hour, to take stock on gaps in our understanding, next steps with our WW team and how we share this info, and next steps in this process? It feels like we have covered a lot of ground in these two weeks and a quick round table might help?

2:58pm

Ian P.

Might be useful in any case to check in with each other next week, but just wanted to share my thoughts

2:12pm

Ian P.

Ah, I'm with you

Jane

. We may suggest serving learning content through other channels, but I see the LMS as the "urn", and channels such as Whatsapp as the "coffee cup", if that metaphor makes sense!

2:09pm

Jane C.

Hi Ian, I can't comment on the ecommerce as we haven't been there yet in workshop, but, as you suggest, the others don't sound controversial (I was still imagining you tossing around Udemy and Whatsapp for our courses and possibly recommending we stay with Google sheets... I would be glad to get your input please

Rowen

2:00pm

Ian P.

Jane

can I suggest an alternative? As part of our scoping and project planning in this discovery phase, we'd be happy to write some notes about which platforms to use. Generally I think we'll reach consensus quickly, but I think this is where we are:
- Resource Hub - WordPress
- LMS - LearnDash (also WordPress)
- CRM - Probably SalesForce :)
- Ecommerce - WooCommerce (also WordPress)

1:53pm

Ian P.

Yes 👍

1:46pm

Jane C.

With respect to my request for a tech platform discussion post workshops - can we ask for 2 hours next week? Possible format that Matogen/ Unfold proposes a suite of platforms with rationale as above, and Rowen (and I to a lesser extent) really push hard to ensure we understand and are happy to motivate to WW management, together with implications for the organisation (budget, capacity needs internally, externally..etc).

1:45pm

Jane C.

Ian, do you envisage the CRM follow up with Kath/ workflow mapping (first - in your message) to be part of the additional CRM sessions post discovery (last - in your message) .. or are these two different things?

1:40pm

Jane C.

(sorry, every time I try to make a line break I'm in a new box! Sorry for bitty messaging. :) Will try harder! ... So as I was trying to say, before we get to site maps planning, or as we get towards site maps planning, please can we have a get together of Matogen/ Unfold and Myself and Rowen to reflect specifically on the platform decision making that has been the ostensible focus of these workshops (though it has also been lots of other things too)? I will need to go back to WW management / teams with a good, strong proposal of the suite of tech that we are proposing for the different elements that we have been discussing. Resource Hub, LMS, Data management and e-commerce .. They will want to know that we are all confident that the proposed tech a) can do the work better than we are doing it already b) can be used by our team - with a sense of training that will be required c) can integrate d) is affordable.

1:37pm

Jane C.

Of course, please do come back for any additional information whenever you need. I'm on standby. Before we get to site maps planning

1:32pm

Jane C.

Hi Robyn, my control freak is thinking that exact same way! We can definitely plan for a training standard for anyone in the MEL team.

1:31pm

Ian P.

My thoughts on a follow-up session for the CRM:
- The CRM project needs an in-depth info sharing workshop with Katherine, or a detailed mapping of current workflows and requirements
- Once we have that in place, we can finalise a decision on CRM of choice, create a project scope and budget, and start work
- I think for the purposes of the main thing (the Resource Hub and related components), we have enough CRM information
- I would suggest that we build additional CRM sessions into our project plan post discovery phase.

12:59pm

Robyn

Jane

couple of mentions, thanks so much for yours and the team's time - such a lovely bunch of people -

Rowen

an excellent CRM session; I am keen to see which way we go :). I believe there's pro's and con's for both but the control freak in me is leaning towards Salesforce as I think having controls is better than not having them. Its natural for businesses to have people leaving so I'd personally rather figure out a training gap that way, than ending up with an uncontrolled mess when people can go in and just do stuff. Its also great that you have implemented work arounds to deal with licenses so it feels like it won't be too expensive and will allow for the delivery of all the work in a way that makes sense. Question: How do you see the follow up CRM session for this coming together? Our current plan is to go through the workshops this week, meet with Unfold early next week to consolidate who is doing what and bring all the information we have together; and then come to you with our plan & timing for site maps, etc There's some information that we may need in order to complete our work referring to this list that you kindly created here Jane Answers to “Please provide a short summary of project activity over the last week” - WordWorks Discovery Phase for WordWorks We'll assess on Monday / Tuesday and come through to you with thoughts. Please let me know if this sounds good to you and your thoughts around a follow up CRM - Thank you!

12:51pm

Jane C.

Perfect, thank you so much

2:24pm

Ian P.

Jane

I'll share the questionnaire responses sheet with Elaine, and then she can share it with everyone who needs access?

2:11pm

Robyn

no problem

2:11pm

Robyn

Hi

Jane

no worries, let me know if you have any issues going forward - there should not be any timing or sign in required so hopefully it was a temp glitch

2:11pm

Jane C.

Robyn

- can you arrange for our website group to have access to the questionnaire responses? Elaine can assist with admin / giving you the names of committee members. She'll be expecting you to be in touch.

2:10pm

Jane C.

Robyn, as we went in and out the error has not popped up again. We think it may be use it or lose it situation?

1:35pm

Robyn

The boards have been shared with you and do not usually expire so I am not sure why you are having this experience

1:13pm

Robyn

Hi Jane, please will you share a quick screenshot if the error you are seeing?

1:12pm

Jane C.

Ronel

Roule

the first Miro board is giving us warning of a 24 hour lifespan... is that just if we don't sign in time?

12:48pm

Ian P.

Thanks Jane, I agree it was a great session, and I'm glad we tackled the Resource Hub first. I think tomorrow's session may end up being a bit shorter.
- It would be nice if WW can show us around how they have been using Moodle, and share some of the challenges and frustrations.
- Would also be good to understand the courses you want to create in the future, and the kinds of functionality that may be needed.

From our side, we can explore some learning platforms and discuss how they match up with your requirements.

11:45am

Robyn

Ian

Roule

Ronel

👆

11:40am

Jane C.

Thanks everyone for a very positive first workshop. We meet again wrt LMS's tomorrow .. is there any thinking on how the process worked/ how to change it for tomorrow? There is much less for WW to say on LMSs I think, just because we only have 3 .... and we have only used one little one in mainstream work (RSRW), piloted one in a few iterations (LS) and just completed one (Stellar)... it's a planned growth area though .. with lots of potential we hope to reach beyond our networks to individual users (as well as to resource partners' work within it)

10:42am