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Robyn, Project Manager at Matogen DigitalIan Parsons, Head Chef at Matogen DigitalLaura Hurley, Designer, UX and Engagement Specialist at Matogen DigitalDavid Mundell, Developer at Matogen DigitalRonel van Heerden, Designer at UnfoldRoule Le Roux, Designer at UnfoldAnna van der Westhuizen, Project Manager at UnfoldJane Coombe, Strategic & Programme Consultant at WordworksRowen Ravera-Bauer, Technical advisor at WordworksJacqui Botha, Materials Design and Production Manager at WordworksXoliswa Shandu, Matogen DigitalThabisile Seme, Monitoring, Evaluation & Learning (MEL) Manager at WordworksAnnakie Gammon, Salesforce Consultant at WordworksJohnny Sheridan, Sales Boss at Matogen DigitalPatience Kudyatasa, QA Specialist
Robyn, Project Manager at Matogen Digital Robyn, Project Manager
Great meeting with Jane and Rowen today - the first round of workshops has been completed. Ian has prepared a MIRO board with the thinking around the various website elements and how they could possibly link together.  Jane will chat to the team to review the board and flag any obvious gaps / concerns. 

We're going to deliver site map plans for the Resource Hub and Website with a light touch on LMS as the order of priority is 

  • Resource hub/ website 
  • CRM 
  • LMS 

We may bring certain aspects forward as the plan reveals itself and some of the work may need to happen simultaneously where it makes sense.  E-commerce will fit into the various sections.

We'll be delivering the site map thinking, initial timelines and resources required at a high level, as well as the cost of the scope. 

We'll chat to Jane as we go and plan on delivering the site map and have all the other pieces of work with the WW team by the 22nd of August. We'll record our thinking around the site map to share with the team. 

This gives everyone an opportunity to absorb the information and check the recording + gather feedback and thoughts. Jane is going to give some thought to the next wave of sessions needed (who and when ) but we're thinking sometime around the last week of August. 

We are expecting more workflows this week and some additional thinking around the MIRO board site structure particularly around the version control and handover from google drive to the  resource hub where we need to understand what process will be left  off-line and what we need to cater for in the resource hub (version control / google drive and the information that Jacqui specifically wants) We will however, get going with the timelines, costing and site map work keeping in mind that we may need to adjust thinking when the feedback comes *if needed. 

Additional CRM workflow conversations to happen post approval of scope and when we move onto the next phase. 🤩

I believe that's all for now but feel free to add your thoughts 💡
Ian Parsons, Head Chef at Matogen Digital ❤️
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Comments & Events

Jane Coombe, Strategic & Programme Consultant at Wordworks Jane Coombe, Strategic & Programme Consultant
thanks Robyn, these were the notes after team meeting .. I'll check in detail, but seems aligned.
  1. Additional workflows requested are nearly all complete and Elaine will send to Matogen once Jacqui has made design input. The intention is to build up a set of workflows for Wordworks, which will stand as a baseline that we expect will be adapted as our CRM/online/ tech capability grows and automation more frequent.
  2. Group reflected positively on the CRM and E-commerce workshops and felt that in both cases WW would benefit hugely from tech solutions.
  3. Thabisile reported that in conversation with Colleen H and Rowen, it was agreed that it would be preferable to move WW onto a CRM sooner rather than as a delayed priority.   Rowen has agreed to engage the MEL team on a more indepth initial Salesforce workshop (what Salesforce offers, what WW wants it to do), and to point them to the appropriate ‘Trails’ to follow to learn about Salesforce, depending on their pre-existing knowledge. This capacitation will be prioritised in order to enable 5.2 as well as strong engagement with Matogen in the customisation process.
  4. Jane reported back on the meeting with Matogen this morning in which Ian presented a proposed site structure.  In general the team is very excited that Matogen has got on board as quickly as they have and feels it reflects both their careful listening and their expertise.  
  5. There are a number of immediate follow ups that Jane will set up
    1. Jacqui to engage Matogen around 
      1. file format issues to inform her team’s work as they prepare for resource hub uploads.
      2. The interface between production and publishing processes, to clarify where the tech solutions begin and end with a specific focus on version control and metadata management.
      3. We need to agree a taxonomy for metadata (both that is useful for WW production management as well as for User discovery) and validation rules at the point of file upload to the site.
    2. The MEL team (with support from Rowen, thank you) to develop their requirements of a CRM
      1. Information needed about individual contacts
      2. Information needed about organisational contacts
      3. Communication channels to be used with contacts
      4. What information is needed about contacts’ engagement with WW (online and offline)
      5. What types of relational data will be drawn from i - iv
      6. What will you do with/ who will need that data - internally or externally to WW
  6. Matogen has asked for an extension to their deadline for submission of site maps (main site, resources prob w e-commerce, initial LMS), build time frames, milestones, and budget until the 22nd.  
  7. Unfold will make site map videos to introduce to the team and Matogen will meet with team(s) in the last week of August.
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Jane Coombe, Strategic & Programme Consultant at Wordworks Jane Coombe, Strategic & Programme Consultant
Just a couple more issues.
1. Robyn, Project Manager at Matogen Digital Robyn   - Assuming that the request for an extension til the 22 Aug is not also a request for additional hours, just more longitudinal time and to check my understanding that "resources required at a high level" mean tech plug ins, subscriptions etc?  NB: A special request that you push to get the deliverables to us by the 20th as we have a Board meeting on the 22nd and will need to report in there.
 
2. With respect to Matogen customising Salesforce for us, two things a) please can Rowen Ravera-Bauer, Technical advisor at Wordworks Rowen   and Ian Parsons, Head Chef at Matogen Digital Ian   meet up to align on where capacity and availability sits between you as I see that you mentioned leaning on Rowen initially, Ian. b) following that I hope you will be able to finalise a quote distinct from the website build so that we can assess your preference to do it yourselves - which is our preference too if it is affordable and capacities are there.

3. Robyn, Project Manager at Matogen Digital Robyn , please can you schedule a 2 hour meeting for next week for Jacqui, Rowen, Jane, Ian to meet re materials issues (as outlined in post above).  We would rather have 2 hours time booked, than have to cut off midway as we did yesterday ito Rowen's availability.
4. Robyn, Project Manager at Matogen Digital Robyn with respect to the engagement about the Site maps, if we get the deliverables on the 20th (as requested above) we would have time for unit, management and board engagement before meeting with Matogen in the last week of August. At the moment, I am tending towards one meeting re site maps with an expanded Website Working Group and one meeting re budget, time frames, milestones, and any other contract issues with Management. 
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Robyn, Project Manager at Matogen Digital Robyn, Project Manager
Thanks Jane Coombe, Strategic & Programme Consultant at Wordworks Jane  we are reviewing all the information, aligning with our team and will be in touch with you tomorrow - chatting here or in the channel is fine. Thank you for all the notes and detail. 😉
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Robyn, Project Manager at Matogen Digital Robyn, Project Manager
Jane Coombe, Strategic & Programme Consultant at Wordworks Jane  hope you are well! Some answers for you:

  • We can meet the new deadline of close of business 20 August noting that it does not leave anytime for reverts before your board meeting. 

  • We don't intent on growing the cost and therefore we are trying to keep things like meeting volume and timing tight. We'll make sure we cater for more meetings with the new estimate. 

  • With the above in mind, we believe we have enough information to put an estimate together;   we understand that the conversation with Jacqui on resource hub is needed but we'd like to propose we do this in the next phase of work. We would like to spend the time we have left pulling the timelines, site map and pulling costs together based on everything we know now. We still need to have additional meetings to go over site maps and apply reverts so time is tight on our side.  We were  conservative with our approach to scoping based on what we knew then/ past experiences. We have a good understanding of the requirements so believe that this makes sense even if we have to make changes to accommodate process. We won't know everything when we start so the process has some fluidity to it.  Please let us know your thoughts here. 

  • I can set up time with Rowen and Ian to have a quick chat about SalesForce / quoting & who will do what/ be part of the project to assist you with your decision.  The next wave of CRM conversations will happen in the next phase once you have made your decision. 

  • I have noted one meeting for the last week of August to discuss the site map and one meeting to discuss the quote, timelines and milestones.  Please let me know if you have a date preference and if I should include all the people we have spoken to over the last short while?  I'd like to propose the 27th of August for the site map chat say 10 am & the 29th of August for our timeline, scope, milestones chat at 11 am.   Please let me know?

Thanks Jane Coombe, Strategic & Programme Consultant at Wordworks Jane ! 
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Robyn, Project Manager at Matogen Digital Robyn, Project Manager
Hi Jane Coombe, Strategic & Programme Consultant at Wordworks Jane  hope you are doing well today - a quick follow up to see if you have any feedback for us? Thanks so much 
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Jane Coombe, Strategic & Programme Consultant at Wordworks Jane Coombe, Strategic & Programme Consultant
Robyn, Project Manager at Matogen Digital Robyn  
Hi guys, 
I am so sorry, the flu just got me this (long) weekend (in combination with two live in little nephews - their mom away for 4 days). 
1. Thank you re 20th, understood re reverts not possible before Board meeting. Also that we will have been in engagement so there won't be huge surprises.
2.  Thank you re keeping timing / costs of this phase tight.  Also, re building in more meeting time in next phase.
3.  Jacqui has agreed to put any request for clarification into an email if it is necessary to enable her own unit's work processes, and is happy to wait on the other issues.
4.  Thanks for setting up the Rowen/ Ian Salesforce chat.
5.  Definitely priority is "spend the time we have left pulling the timelines, site map and pulling costs together based on everything we know now." and will feel confident you will have enough to do that subject to 3 & 4 above.
6. 27th looks ok at this stage for the site map chat (and to include everyone that attended the workshops to date)
7. We can't make the proposed time for timeline/ scope/ milestones.  Can make 29th 1 - 3pm or any time on Friday at this stage.  This meeting should include Paulene, Jacqui, Bonga, Thabisile, Colleen H,  Jane, Rowen.  

Sorry again for the delay in answering. 
Best
Jane
Robyn, Project Manager at Matogen Digital ❤️
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Robyn, Project Manager at Matogen Digital Robyn, Project Manager
Hi Jane Coombe, Strategic & Programme Consultant at Wordworks Jane sorry to hear that the flu got you, hope you feel better soon! Hopefully you are able to get some quality time with your little nephews too!

Thanks for all the feedback. Comments below

1. Thank you re 20th, understood re reverts not possible before Board meeting. Also that we will have been in engagement so there won't be huge surprises.  Thanks Jane!
2.  Thank you re keeping timing / costs of this phase tight.  Also, re building in more meeting time in next phase. Thank you!
3.  Jacqui has agreed to put any request for clarification into an email if it is necessary to enable her own unit's work processes, and is happy to wait on the other issues. Amazing, thanks to Jacqui for her flexibility and willingness to help
4.  Thanks for setting up the Rowen/ Ian Salesforce chat. WIP, just waiting to her back from Rowen Ravera-Bauer, Technical advisor at Wordworks Rowen   re the best time to meet. 
5.  Definitely priority is "spend the time we have left pulling the timelines, site map and pulling costs together based on everything we know now." and will feel confident you will have enough to do that subject to 3 & 4 above.  Lovely, thank you, Jane! 
6. 27th looks ok at this stage for the site map chat (and to include everyone that attended the workshops to date) Perfect, I will share an invite to all who attended workshops
7. We can't make the proposed time for timeline/ scope/ milestones.  Can make 29th 1 - 3pm or any time on Friday at this stage.  This meeting should include Paulene, Jacqui, Bonga, Thabisile, Colleen H,  Jane, Rowen.  We can do the 30th at 11 am - assuming this is fine, invite to follow. Thanks so much

Thanks, Jane Coombe, Strategic & Programme Consultant at Wordworks Jane ! A little heads up that I am out of office from next week Tuesday (13th) - I need to go for an operation so hope to be back on the 21st. I am getting all my work done before I go and will then leave you in Ian's capable hands till I return. 
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Jane Coombe, Strategic & Programme Consultant at Wordworks Jane Coombe, Strategic & Programme Consultant
Hi Robyn, Project Manager at Matogen Digital Robyn - please add Mammuso, Thabisile, Colleen D and Faith.  
Edeline, Kath and Magali are not required participants but fine if already invited.
Best
Jane
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