The Believe First board is happy with Crimson IT's work. There is a priority to ensure Believe First does not feel like a second-tier client; a no-cost BOS delivery could strengthen the relationship.
Jun 6, 2026
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Sherweb - SCHARP Azure Cost Mgmt blocked by CA policies
Sasha Cloutier (Sherweb)
Ticket 762717. CA policies need fixing for Sherweb before Azure Cost Management metrics can be enabled. admin@tenant.onmicrosoft.com should grant access. Cannot CC users until added to Cumulus.
Apr 22, 2026
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Microsoft Loop replacing Notebooks
Microsoft Loop
Microsoft has migrated notebooks and projects into Loop, which functions as a collaborative workspace. Loop Pages are shared living documents with integrated Copilot; Workspaces consolidate task lists and schedules and content can be copied directly to emails or Teams.
Aug 18, 2026
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Inbox/Calendar Automation App - Email Training Workflow
Inbox/Calendar Automation App
Users train the inbox by handling emails, spam, flags, and rules; starter categories include board, leadership, direct reports, finance, and legal with the ability to add custom categories such as vendors, invoicing, and AP
Jul 21, 2026
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Sergio OpenAI Account Owner
Sergio
Christi granted Sergio owner-level access to the OpenAI account to assist with billing and account management.
Jul 21, 2026
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Starlink impact on Spectrum billing
Spectrum / Starlink
A client reduced their Spectrum bill from $112 to approximately $36-$40 after installing Starlink, illustrating competitive leverage on pricing.
Jul 28, 2026
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Security Assessments - Internal Initiative
Sergio
Crimson IT has a security assessment initiative underway; a presentation has been created and is pending distribution as of July 2026.
Jul 21, 2026
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AF off-cycle payroll spike from clustered terminations
Ability First
Payroll absorbing abnormal off-cycle volume due to clustered terminations yet being second-guessed for paying people on time. High off-cycle volume without narrative framing reads like disorder even when correct.
Jun 5, 2026
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SCHARP Active Directory dependencies minimal
SCHARP
Few on-premises AD dependencies exist; new computers are not domain-joined and file shares are minimal.
Jun 16, 2026
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BAFMA Account Setup - Christi
Christi Brown
Christi had three pre-existing BAFMA accounts none of which were her Crimson account; a new Crimson account was created and granted app owner permissions to resolve code visibility issues.
Aug 5, 2026
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Operations L10 Ledger Entry
Crimson IT
The 07-21 Crimson Operations L10 meeting covering scorecard and rock updates was logged as ledger entry 881093.
Jul 27, 2026
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Cloud Teams connector cost awareness
Cloud Teams
Some connectors configured within Cloud Teams may incur costs within their own third-party applications; clients should be advised before connector selection is finalized.
Jun 17, 2026
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AP configuration
Firewall
Access points for the project are already configured in the firewall prior to onsite installation.
Jun 6, 2026
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Project manager assignment logic
Pete / Crimson IT
Non-PM team members may appear as project managers in the system because assignments reflect client ownership such as vCIO roles or department-led efforts such as PC refresh
Jun 5, 2026
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Copilot prompting best practices
Microsoft 365 Copilot
Effective prompting requires precision, named ranges or references, clear single goals per request, iterative chaining for multi-part requests, starting new chats when changing topics, and challenging Copilot to match preferred verbiage and tone.
Aug 11, 2026
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BMO app phone compatibility
BMO app
The BMO app is available for employee self-installation from the app store but cannot be installed on older company phones. Older devices are being identified for replacement.
Jul 21, 2026
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Metropolitan Water District RAG Application Adoption
Jonathan Au / Metropolitan Water District
RAG application built for board materials achieved hundreds of sustained interactions per hour internally. Key challenge is managing tokenomics as costs shift between subsidized subscription tokens and pay-as-you-go models like Bedrock or Foundry.
Jun 5, 2026
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SCHARP legacy cabling - paying for circuits to buildings they no longer own
TPX / SCHARP Telecom
TPX reinvestigation found SCHARP is paying for old pots lines/cabling going into buildings they no longer own. Approximately $500/month in unnecessary costs. Need to verify some lines arent routing to new locations before canceling. Similar issues found at Lyon and Weingart. From call with Pete 04-13.
Apr 22, 2026
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Ticket priority distribution May 2026
SCHARP / Basma
70% of tickets are normal priority. Six P1 emergencies recorded in May including an internet outage and burglar alarm incidents.
Jun 6, 2026
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Frontier Fiber pricing reduction opportunity
Frontier Fiber
Original Frontier Fiber rate included construction costs; same bandwidth can be provided at a significantly lower monthly cost now that construction is complete.
Jun 18, 2026
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AI Subscription Strategy
Crimson IT
Initial Copilot subscriptions for the AI committee are monthly, providing flexibility to cancel for non-users. Switching to an annual plan later is straightforward if needed.
Aug 12, 2026
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SCHARP - Zoom $2,140.72/mo, account A01467158
Zoom
Monthly cost: $2,140.72/mo (April 2026 invoice INV348751762, recurring same invoice number 3/6, 4/6).
Account number: A01467158
Run-rate: ~$25.7K/yr.
Auto-pay: confirmed
Contract term and seat count: NOT in mailbox. Need to pull Statement of Account PDF (msg 19df35367c8832c9 from 5/4/26) or Zoom Admin portal.
SCHARP has paid overdue notices repeatedly (3/9, 3/30, 4/6, 4/29, 5/4) - possible AP friction.
Healthcare Advisor contact: customer-success-advisorhc@zoom.us. Customer Success Hub launched 4/28/26.
Key messages: 19d624cb31be2ab8 (April invoice), 19d6bb3acacd5f29 (auto-pay confirmed), 19df35367c8832c9 (5/4 statement), 19dd07090fb9e239 (Jack Barbour Zoom intro thread).
May 5, 2026
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Spot bonus policy for exceptional project work
Pete
Pete indicated that spot bonuses may be considered for employees who go above and beyond on challenging projects such as Maverick.
Jun 5, 2026
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MRI, Yardi, Procore as common client integrations
MRI / Yardi / Procore
MRI, Yardi, and Procore are the most relevant third-party platforms used by clients in similar verticals; API cost structure for all three was unverified as of this meeting
Jun 18, 2026
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Teams Facilitator Access
Microsoft Teams
Teams Facilitator is accessed from More Actions within a meeting; if missing, a computer reboot is the recommended fix to refresh Teams integrations
Jul 23, 2026
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ZeroOutages/Epic IO SD-WAN for backup
ZeroOutages / Epic IO
ZeroOutages/Epic IO SD-WAN solution is favored for camp backup connectivity; includes built-in VPN and 5G failover; prior backup costs were approximately $800 and $700/month.
Jul 28, 2026
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Smarsh partner program research
Vince
Vince is researching Smarsh partner programs in the context of Arc Capital to determine whether local restores or manual data exports are possible. Findings are applicable across clients using Smarsh.
Jun 6, 2026
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Alere Property Group alignment
Alere Property Group
Kickoff scheduled for 2026-05-21 at 9:00 AM; alignment took time with Kenny noted as a holdout; agenda draft is ready
Jun 6, 2026
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Progress Billing Terms
Pete
Pete directed that progress billing for this project requires 50% of the fee due before work begins.
Jun 18, 2026
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Robert and Gaston Work Constraints
Robert and Gaston
Robert and Gaston are assigned onsite roles that experience interruptions, making tasks requiring precise timing unreliable; they are suited for structured remote work and gel well with Help Desk.
Jun 19, 2026
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Christi apartment search - two bedroom with loft vs three bedroom
Christi Brown
Christi and family are apartment hunting. Looking at two options at same price: (1) two bedroom with loft - Dom (daughter) wants the loft, (2) three bedroom right above a favorite neighbor. On waiting list. Per 4/8/2026 Irongate meeting with Pete.
May 5, 2026
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Christi billing role context
Christi Brown
Christi was assigned to handle billing without formal training; she had been removed from relevant meetings by Anzor and was recently reintroduced to billing training by Pete.
Jun 16, 2026
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AP Swap Candidate Locations
Meraki APs
Identified AP swap locations include the basketball court and outside the amphitheater used in LSU; some planned replacement locations were skipped due to adequate existing coverage.
Jun 5, 2026
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Box migration plan
Box / Google Drive / Microsoft
Client will not renew Box subscription. Renewal is a few months away. Migration target is Google Drive or Microsoft due to superior HIPAA compliance. No owner or timeline formally assigned yet.
Jun 6, 2026
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Gabby direct contact line
Gabby
Gabby's direct line is 424-351-4583; supports voice calls, SMS text, and MMS photo messages for installation coordination.
Jun 5, 2026
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Copilot Primary Usage Pattern
PEC
Most active PEC Copilot users primarily use the chat functionality via the standalone Copilot app; usage also observed in Outlook and Excel. Five users are testing agents, including Taylor and Mark.
Aug 13, 2026
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AI content detection indicators
Christi
Heavy use of bullet points is a common indicator of AI-generated content; human writing tends to use paragraphs. QuillBot and Grammarly can be used to check for AI-written text.
Jun 6, 2026
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Lorenzo - Still Active Despite Investigation History
Lorenzo
Lorenzo still has a role at SCHARP. Referenced in meeting regarding DMH secure message access and his files in Box. Still involved despite investigation history. Sensitive - handle with care. Also delisted from JP Morgan account per this meeting.
Apr 16, 2026
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Azure PEC - how margin works
Sherweb
Azure usage carries no margin by default. Partner Earned Credit (PEC) provides margin or savings; a small percentage is retained by Sherweb and the remainder benefits Crimson IT and its clients.
Jun 16, 2026
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SCHARP - LT Technologies / Armen: parting ways announced 3/5/26
LT Technologies (Armen Tsiligian)
Christi announced parting ways with LT Tech to Carahsoft (Trellix thread, msg 19cbf3dc469bba23) on 3/5/26.
Formal MSA / cancellation clause / notice period: NOT in Christi mailbox. Whether formal notice was given separately (off-platform / phone / different email) is not visible.
Monthly cost: $6K/mo per priority brief - unconfirmed in mailbox.
Armen was reseller/billing channel for Duo (confirmed) and possibly Trellix and other tools. Confirm full list before final cancel.
Next step: Search OneDrive / SharePoint / AP files for actual MSA or termination letter.
May 5, 2026
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Copilot Web Search Behavior
Microsoft Copilot
Low-accuracy responses occur when web search is turned off. Users can manually toggle it on. Microsoft plans to make web search on by default in a future update.
Aug 13, 2026
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Copilot Excel tab specification
Microsoft Copilot
To direct Copilot to a specific Excel tab, name the tab in the prompt using phrasing such as 'on tab budget.' However, allowing Copilot to analyze the entire file often produces better results.
Aug 18, 2026
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Alere organizational data policy for Copilot numbers
Alere
Alere organizational policy states that no number produced by Copilot may leave Alere unverified; spot-checking results and rerunning workflows on known periods is required practice
Aug 3, 2026
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Cloud Teams training plan structure
Crimson IT
Training is delivered as a one-time engagement split into two sessions to accommodate schedules, preferred on Thursday and Friday. Topics include account access, basic usage, token usage, limits, and cost awareness; reference guides provided.
Jun 17, 2026
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Vince absence and account management coverage
Vince / Mike
Vince is out due to a family emergency; Mike is the acting point of contact for account management during his absence
Jun 17, 2026
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Power Automate third-party automation competitors
Microsoft Power Automate
Alternative third-party automation tools include Make, Zapier, and n8n. Microsoft frequently adjusts pricing, premium license requirements, and connector tiers to compete with these services.
Aug 27, 2026
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Foster parent primary responsibility boundary
Foster caregiver
The foster parent's primary legal and programmatic responsibility is the teenager in care; the baby is the responsibility of the teenage mother, with the foster parent serving in a guidance and support role only
Aug 24, 2026
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Copilot data protection
Microsoft Copilot
Copilot in Microsoft 365 only reads the client's internal data and Microsoft does not use it for public model training. A green shield icon confirms enterprise data protection is active.
Jun 5, 2026
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Copilot training materials scope
Christi
Materials include SharePoint library, cookbook document, demo files, master slide decks, and four cheat sheets; content covers sensitivity labels, DLP, prompt patterns, and use cases
Jun 18, 2026
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LOC Rate Level 1 amount
DCFS
The basic Level of Care rate paid to a caregiver for a foster teenager is $1,236 at Level 1; from this amount the caregiver must provide a weekly allowance of $1.50 per year of the teen's age and a minimum $80 monthly personal items budget
Aug 24, 2026
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Avalon has back payment requirement before new work
Avalon
Executive leadership requires Avalon account to be current on back payments before new work can be fully engaged. Mike reminded of this during AI Foundry discussion.
Jun 5, 2026
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SharePoint Recycle Bin recovery
Microsoft SharePoint
Deletions from Teams/SharePoint libraries flow to the SharePoint Recycle Bin; two-stage retention supports recovery beyond 30 days and has been used in ransomware recovery scenarios
Jun 15, 2026
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IT Glue license expiration
IT Glue
IT Glue license expires June 1, 2026; Crimson IT is migrating to Hudu as the replacement documentation platform.
Jun 5, 2026
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AbilityFirst billing order
Christi Brown
AbilityFirst billing is completed after Crimson IT billing each month.
Jul 21, 2026
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Anthropic partner program certification requirement
Anthropic
Anthropic's partner network requires a minimum of 10 certified users for a company to join; free Claude training courses are available.
Jun 5, 2026
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Student Trip Headcount
Jessica
Jessica is leading or accompanying a group of 21 students on a trip or program with a start date of January 1.
Jun 6, 2026
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Business Account Data Privacy
Copilot / ChatGPT / Claude
Business-grade accounts keep conversations private and do not feed data into public model training; admin visibility is limited and does not include reading individual chats
Jul 27, 2026
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Main Lodge Switching Capacity
Main lodge switches
Main lodge currently has 48 ports across two switches; consolidation target is 24 active ports to avoid purchasing an 80-port switch. One switch is lightly used while the top switch is fuller.
Jun 5, 2026
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Claude AI Model Tiers
Claude AI
Claude models in use include Fable, Opus, Sonnet, and Haiku, ranging from complex research to quick simple tasks. Sonnet on Medium effort is recommended for most daily tasks to balance performance and credit cost.
Jul 29, 2026
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Alere Project 2729 - Hardware Ship Date
Alere
Hardware for Project 2729 is estimated to ship July 31, 2026, with a delivery target of July 29, 2026.
Jul 28, 2026
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SCHARP Crenshaw switch change
SCHARP Crenshaw
Switch changes scheduled for the weekend of July 25-26 2026; any resulting alerts during that window can be safely ignored
Jul 22, 2026
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IT Glue License Expiration
IT Glue
IT Glue license expires June 1, 2026; Crimson IT is migrating to Hudo with a firm deadline before expiration.
Jun 5, 2026
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Power Automate meeting transcript flow average execution time
Microsoft Power Automate
A pre-built meeting transcript flow that detects a new OneDrive recording, runs an AI summary prompt, and writes the result to OneNote executes in an average of 23 seconds.
Aug 27, 2026
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L10 decision on inventory management
Crimson Team
A decision was made during an L10 meeting to use a manual paper-based inventory process; Speaker 2 was not present at that meeting and is developing an automated alternative, creating a strategic conflict
Aug 11, 2026
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Cybersecurity VPN Policy
Crimson IT Cybersecurity
Technicians must connect to VPN when working in client environments; LastPass notifications should be reviewed regularly with unused passwords removed and at-risk passwords rotated.
Jun 5, 2026
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LastPass as employee benefit
AbilityFirst
Leadership is interested in offering LastPass Families as a staff benefit alongside Legal Shield and identity protection, consistent with the model Crimson uses internally.
Aug 19, 2026
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Aslan now doing Datto SaaS backup test restores with screenshots
Aslan Akhaminov
Aslan now performs test restores for Datto SaaS Protection (in addition to BCDR). Triggered by Alere security team asking for evidence. Screenshots must capture full desktop including clock for timestamp. Mike Yasuma announced 4/22.
Apr 22, 2026
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Copilot PDF and Adobe integration clarification
Microsoft 365 Copilot
Copilot natively supports reading PDF files. The upcoming Adobe integration is specifically for managing assets stored in Adobe Cloud, not for PDF reading capability.
Jun 5, 2026
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Client AI governance policy
Construction Client governance committee
Client policy favors Microsoft Copilot and prohibits use of proprietary or sensitive data in external AI platforms. Governance committee includes power users working with Copilot, Claude, and Gemini. Goal is to consolidate AI development within Microsoft and Azure ecosystem.
Jun 5, 2026
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KC prior email solution - Base 44
KC
KC previously built a custom email organization and task tracking solution in a platform called Base 44; they want Copilot within the Microsoft ecosystem to replicate and enhance that functionality.
Jun 18, 2026
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EAP New York office going offline end of April - shared workspace
EAP / Vince
EAP New York office going offline end of April 2026. Staff will work from a shared workspace. From Vince at 04-22 all-hands.
Apr 22, 2026
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Inbox/Calendar Automation App - Radar Feature
Inbox/Calendar Automation App
Radar feature aggregates news on user-selected topics, supports reading via Copilot, and allows items to be added directly to Microsoft To Do
Jul 21, 2026
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Jesse time entry quality concern
Jesse
Jesse's time entries are frequently blank or recorded as straight eight-hour days, raising concerns about accuracy. He also logged multiple eight-hour do-not-bill entries on 4/29 and 4/30 with no documented reason.
Jun 5, 2026
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Project manager transition
Julia / Paula
Julia is current project manager with her last day at end of June 2026. Paula will assume the project manager role after Julia's departure.
Jun 5, 2026
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Sherweb access philosophy
Sherweb
Sherweb is not seeking broad tenant access. Their stated requirement is minimal, purpose-driven roles limited to PEC eligibility and escalation support activities only.
Jun 16, 2026
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Copilot automation scheduling
Microsoft Copilot
Copilot supports scheduled automation workflows such as a daily briefing at 8:00 a.m. or a daily news brief tracking configured topics. Long-running jobs including CoWork tasks and Researcher reports are collected in the Tasks Tab.
Aug 18, 2026
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Eldridge breach counsel pre-engaged via Arch
Eldridge Acre
Eldridge has breach counsel already engaged via Arch cyber insurance. Engagement letter renewed and contact confirmed. Notify Marsh broker then Arch immediately on any breach.
Jun 2, 2026
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Pete - Conference travel late April (Mon/Tue, back Wed/Thu)
Pete
Pete will be at a conference Monday and Tuesday next week (late April 2026). He will be back in office and available by Wednesday/Thursday. From weekly all-hands 04-22.
Apr 22, 2026
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Client confusion around progress billing
Mike
Clients frequently ask what progress billing means and which project a progress invoice relates to; frequency is low but recurring and worth addressing with clearer invoice labeling.
Jun 16, 2026
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Leadership hands-on tool experience requirement
Sergio Rizzo-Fontanesi
Sergio requires ELT to have personal hands-on experience with any tool before it is introduced to staff so leadership can credibly speak to it. Guided setup sessions are a standing expectation for future tool rollouts at AbilityFirst.
Aug 19, 2026
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UBI Product Override - Per-Client Pricing
ConnectWise UBI
Product-level settings allow mapping a client or site to an alternative PSA product to support pricing exceptions such as client-specific discounts.
Jun 5, 2026
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Olivia Mentorship Arrangement
Olivia
Christi is formalizing a non-reporting mentorship relationship with Olivia to provide a stable escalation and coaching channel; the arrangement is separate from Olivia's reporting line and is intended to reduce operational friction and provide cover on system governance issues
Jun 5, 2026
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Christi Brown role and facilitator guide practice
Christi Brown
Christi Brown is vCIO at Crimson IT; she rewrites her standard facilitator's guide specifically per client, customizing it for each migration engagement such as Wayfinder
Jun 15, 2026
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AF_supervisors Distribution List - Client Context
Ability First
Ability First has a distribution list named AF_supervisors; Shane at Ability First is the point of contact for requests related to this list; exact naming convention and location within tenant were unconfirmed as of 2026-06-18
Jun 18, 2026
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Media Alpha AI Impact Assessment Requirement
Media Alpha
All formal AI products require a mandatory AI Impact Assessment based on ISO 42001 before deployment.
Jun 5, 2026
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Crimson AI via Teams Help Desk
Crimson AI / Teams Help Desk
AbilityFirst staff can access Crimson AI through the Teams Help Desk by authenticating and submitting plain-language Excel formula questions. The AI provides formulas and generates a support ticket; staff should request ticket closure after receiving help.
Jun 5, 2026
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Copilot in Excel data preparation requirements
Microsoft 365 Copilot / Excel
For best Copilot results in Excel, data must be formatted as tables with clear headers, consistent data types, no blank cells, correct date and currency formats, and files saved to OneDrive or SharePoint; large messy sheets require cleanup before use; deep analyses may take up to approximately 20 minutes.
Aug 11, 2026
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Christi Technical Autonomy Policy
Anzor
Anzor has explicitly capped Christi's autonomy in deploying non-standard or bespoke tools outside the corporate stack. The N8N approval is treated as a one-time exception; subsequent similar requests will face a much higher bar and are expected to be denied.
Jun 16, 2026
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Prior wireless configuration improvements by Kirabel
Kirabel
Coverage and handoff performance improved compared to the prior year due to configuration changes made by Kirabel before departure; minor handoff delays remain but are significantly reduced.
Jun 5, 2026
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Jen health crisis May 2026 - surgery for artery clusters
Jen (BAFMA COP)
Jen had autoimmune issue after bourbon trail trip - hospitalized for a week, had surgery to remove artery clusters from head. Still waiting on test results as of June 3. Back in office and feeling better.
Jun 3, 2026
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ConnectWise Profile Recreation Procedure
ConnectWise
When correcting access for a misconfigured user fails through role and department adjustments, the fallback is to delete and recreate the profile by copying a known-good user's profile (Jane is the reference template)
Jun 5, 2026
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CoWork desktop application capabilities
CoWork
CoWork is a Claude-based desktop application designed for heavier automation including folder reorganization, naming convention enforcement, cross-file report compilation, template and script generation, and finance/legal plugin-driven tasks; scheduled routines require the machine to remain awake.
Jun 5, 2026
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AI license adoption management
Client / Crimson IT
Not all employees are expected to adopt AI tools. Adoption can be monitored and licenses adjusted to reduce costs for non-users.
Aug 12, 2026
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Copilot output quality expectation
Microsoft 365 Copilot
Copilot accelerates work by producing drafts and summaries to roughly 70% completion; the user must supply judgment and review for the remaining 30% covering voice, tone, accuracy, and validation.
Aug 11, 2026
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Ability First access control incident
Ability First
On June 2, 2026, a former Ability First employee wiped badge access controls; Crimson IT now manages user access for their system.
Jun 5, 2026
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Foothill Family - IT Assessment proposal, standard template debate
Pete Braitsch / Mike Yasuma
Quote 7513 for Foothill Family. Pete added IT skillset evaluation. Team agreed to keep it (Jason voted yes, Christi agreed). Want one standard full assessment template + security assessment template. Chinkee handling revisions. Policy: assessment clients who go managed get onboarding fee waived.
Apr 22, 2026
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T&M Agreement Billing Policy
Crimson IT Admin
Do not attach agreements for Time and Materials projects; T&M work is billed separately.
Jun 5, 2026
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After-Hours Support Rotation
Juno / Kevin
Juno serves as primary after-hours support contact; Kevin is the backup for the week of July 29, 2026.
Jul 29, 2026
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Evan's Base44 prototype
Evan (director of construction)
Evan built a project management app prototype in Base44 using conversational AI modifications under a low-level credit-based subscription. He values the ability to apply on-the-fly changes through conversation. This is the prototype targeted for Azure migration.
Jun 5, 2026
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Cotsen AI usage policy principles
Cotsen
Policy requires human review of all AI output before finalization; prohibits inputting sensitive data, donor data, or confidential grant information into unapproved public AI tools; requires disclosure when AI is a material part of work product such as grant applications; policy is a living document subject to updates