07-17 Consultation: SCHARP IT Consolidation and Cost Reduction
> Date & Time: 2026-07-17 11:32:35
> Location: [Insert Location]
> Customer: SCHARP (Southern California Health and Rehabilitation Program)
## Overview
The consultation centered on SCHARP’s plan to consolidate and streamline its IT environment to improve compliance, reduce costs, and simplify operations. The customer’s CIO (fractional/VCIO under an MSP arrangement) is leading an initiative to move fully to the cloud, consolidate file storage, and standardize on Microsoft by the end of the year. Currently, SCHARP uses multiple overlapping tools (Microsoft, Google, Box, Dropbox, on‑prem file server) and even runs two antiviruses on all computers, creating inefficiency and compliance risk. Immediate priorities include migrating data out of Box (Dropbox migration already completed), canceling inactive Box user accounts, and exploring contract options to reduce spend before the July 31 renewal. Desired outcomes include tighter compliance for audits (DMH, LA County), cost reduction (target: reduce IT spend by three hundred thousand), and consolidation under one ecosystem for EHR integrations and DLP controls.
## Background
SCHARP appointed a CIO in February to realign IT with strategic goals and improve efficiency. The organization operates in medical and behavioral health with EHR, telehealth, and strict compliance obligations tied to DMH and LA County contracts. Their environment includes five file repositories: an on‑prem file server, Microsoft, Google (currently primary), Box, and Dropbox. They have eighty Box users (forty inactive), thirty Dropbox users (migration completed), and an active Microsoft tenancy with two hundred users, plus some SQL servers already in Azure. The plan is to go fully cloud, migrate current Box content, and standardize on Microsoft by year‑end to leverage DLP (Purview) and EHR integrations. Box contract renewal is set for July 31, with a 30‑day notice required for changes; exceptions are uncertain.
## Pain Points
Fragmented and redundant tooling is causing inefficiency and compliance risk. The organization is running **two antiviruses on all computers** and maintains **five separate file repositories** (on‑prem file server, Microsoft, Google, Box, Dropbox), creating confusion, duplicative administration, and potential control gaps. Impact: increased operational overhead, difficulty enforcing consistent security/retention policies, and higher audit exposure. Current Situation: Dropbox migration completed one week ago for **thirty users**; Box has **eighty users** with **forty inactive**; migrations and consolidation are underway. Quantitative Metrics: two antiviruses deployed organization‑wide; five repositories in use; eighty Box users with forty inactive; thirty Dropbox users migrated; **two hundred** users in Microsoft tenancy. Examples: inactive Box accounts still present; data spread across Google Drive and Box. Context: strict compliance requirements from DMH and LA County; existing DLP via Microsoft Purview; EHR tools integrate better with Microsoft. Stakeholders: CIO (fractional), IT team, medical/behavioral health staff, compliance/audit teams, leadership, external auditors, DMH/LA County contract managers.
Box contract rigidity is limiting cost reduction before migration completes. The Box renewal on **July thirty-first** requires **thirty days** prior notice for seat reductions or termination, preventing immediate cost cuts despite **forty inactive Box users**. Impact: the organization may pay for unused licenses for another year, hindering budget reduction goals. Current Situation: the account executive will request an exception, but expectations are low; month‑to‑month is only possible by creating a new online instance and migrating content by July 31. Quantitative Metrics: renewal date July 31; 30‑day notice requirement; forty inactive users; eighty total Box users. Examples: leadership seeks to reduce Box costs now by canceling inactive accounts. Context: broader consolidation to Google now and Microsoft by year‑end; migration tooling already in place and awaiting destination. Stakeholders: CIO, Box account executive/renewals team, finance/leadership.
Compliance pressure and audit risk due to fragmented systems. SCHARP faces frequent audits and wants to “button everything up” to avoid outcomes like a similar LA company that failed an audit and paid **about two million dollars** in fines. Impact: potential loss of government contracts, significant financial penalties, reputational harm. Current Situation: recent audits passed, but the CIO seeks tighter controls via consolidation and Microsoft DLP/Purview. Quantitative Metrics: two million dollars fine cited as a cautionary example. Examples: multiple repositories complicate audit readiness; inactive accounts persist. Context: EHR and telehealth operations require strong data governance; Microsoft ecosystem aligns with EHR integrations and DLP. Stakeholders: compliance team, leadership, clinicians, case managers, external auditors, DMH/LA County.
Aggressive IT budget reduction mandate. The CIO has been asked to reduce IT expenditures by **three hundred thousand** for fiscal years **2026 and 2027** (current fiscal year already in play). Impact: necessitates rapid cost optimization, contract renegotiations, and tool consolidation. Current Situation: seeking any way to “shorten the bill” for Box; broader plan to standardize on Microsoft. Quantitative Metrics: three hundred thousand reduction target; timelines include end‑of‑year migration to Microsoft. Examples: attempting to terminate or reduce Box seats; already eliminated Dropbox users. Context: nonprofit medical/behavioral environment with constrained budgets. Stakeholders: CIO, finance/leadership, procurement, IT.
## Expectations
Consolidate all file storage and standardize on Microsoft by the end of the year. The goal is a single ecosystem leveraging **Microsoft DLP (Purview)** and EHR integrations for consistent governance. Timeframe: complete consolidation to Microsoft by year‑end; Box content transition now; Dropbox already completed. Resources Required: migration tooling (already in place), IT staff time, Microsoft tenancy and Azure resources, EHR integration configurations. Success Metrics: decommission duplicated repositories; enforce unified DLP policies; successful EHR data flows; reduced audit findings. Stakeholders: CIO, IT team, EHR vendors, end users.
Reduce Box costs immediately by removing inactive users or adjusting the contract. The goal is to avoid paying for **forty inactive Box users** and minimize spend before the July 31 renewal. Timeframe: before **July thirty-first**; exception request underway. Resources Required: Box renewals team approval; potential migration to a new month‑to‑month instance; internal coordination. Success Metrics: fewer paid seats, lower annual invoice, or successful switch to month‑to‑month with timely migration. Stakeholders: CIO, Box account executive/renewals, finance/leadership.
Maintain compliance and audit readiness to protect DMH and LA County contracts. The goal is to “button everything up” to sustain passing audits and avoid penalties like **about two million dollars** seen elsewhere. Timeframe: ongoing, with major improvements aligned to consolidation milestones this year. Resources Required: policy enforcement via Microsoft Purview DLP, access controls, account hygiene (canceling inactive accounts), documentation. Success Metrics: passing audits, zero critical findings, retained contracts, demonstrable controls across the unified stack. Stakeholders: compliance team, leadership, clinicians, IT/security.
Achieve mandated IT budget reductions of three hundred thousand across 2026 and 2027. The goal is to meet fiscal targets without compromising compliance or operations. Timeframe: planning now with impacts across **2026 and 2027**. Resources Required: vendor negotiations, tool consolidation, license optimization, migration efficiency. Success Metrics: cumulative savings of **three hundred thousand**, reduced overlapping licenses, lower infrastructure costs. Stakeholders: CIO, finance, procurement, IT leadership.
## Other Information Summary
- The CIO operates as a fractional CIO under an MSP, is onsite frequently, and leads consolidation efforts.
- SCHARP primarily uses Google Drive currently; Microsoft tenancy already has 200 users and some SQL servers in Azure.
- Migration tool is already set up and ready; only destination selection remains for Box transition.
- Month‑to‑month Box is only possible via a new self‑serve account and full migration by July 31.
- The account executive will advocate for a contract exception, but likelihood is low.
## To-Do List
- [ ] Request a Box renewals exception to adjust seats or terminate before July 31; Account Executive to escalate; CIO to await response. Deadline: before July thirty-first.
- [ ] Prepare and execute a contingency plan for a new self‑serve Box instance with full content migration by July 31 if the exception is granted; ensure stakeholder coordination. Stakeholders: CIO, IT team.
- [ ] Proceed with canceling **forty inactive Box accounts** pending contract constraints; document account status and compliance rationale. Stakeholders: CIO, IT.
- [ ] Finalize destination selection and execute Box migration to Google Drive now, with a roadmap to Microsoft by year‑end. Stakeholders: IT team.
- [ ] Map EHR integrations to the Microsoft ecosystem and validate Purview DLP policy alignment. Stakeholders: CIO, EHR vendors, IT/security.
- [ ] Develop a budget reduction plan to achieve **three hundred thousand** savings across **2026 and 2027** (license optimization, vendor negotiations, decommissioning redundant tools). Stakeholders: CIO, finance, procurement.
- [ ] Compile audit readiness documentation reflecting consolidation progress, access controls, and DLP enforcement. Stakeholders: compliance, IT.
> AI Suggestions
> The AI has identified the client's biggest pain point as fragmented, overlapping systems causing inefficiency, higher costs, and increased compliance/audit risk. Possible solutions for your consideration:
> 1. Execute a phased decommission plan: immediately freeze new data into Box, migrate priority folders to Google Drive, and schedule cutover to Microsoft by quarter, aligning with DLP and EHR milestones.
> 2. License rationalization: conduct a rapid user/license audit across Box, Google, and Microsoft to eliminate inactive and duplicate accounts; negotiate true‑up/true‑down terms with vendors and explore nonprofit discounts.
> 3. Policy‑first consolidation: define a single set of data governance controls (retention, sharing, access, DLP) in Microsoft Purview, then map and enforce them during migration to prevent drift and audit gaps.
> 4. Contract strategy: if an exception is denied, plan for the minimal viable renewal (e.g., reduce active usage, archive, and accelerate migration) while documenting a 60‑day exit timeline to avoid another renewal cycle.
> 5. Integration alignment: prioritize EHR workflows in the Microsoft ecosystem (SharePoint/OneDrive/Azure SQL), validate data flows end‑to‑end, and retire legacy connectors to reduce complexity and support costs.
[EOD sweep 2026-07-27] Call with Box AE Ali Roshedi (11:30am 7/17, 13 min): communicated SCHARP consolidation - Box + Dropbox being retired, consolidating to Google Drive ahead of eventual Microsoft migration; ~80 Box users; Dropbox already done; AE to follow up on contract/renewal options.
Jul 17, 2026
Speaker 1 00:00:17
Hi, how are you?
Speaker 2 00:00:18
I'm doing well. How are you doing?
Speaker 1 00:00:20
Good. Bear with me one second. I've got to fix my audio settings.
Speaker 2 00:00:26
That is totally okay. I was actually just sending off an email too, so that works perfect.
Speaker 3 00:00:32
Okay. I had another meeting where I had to have it on speaker, And I forgot to switch it back because I don't use Zoom, but maybe once every two or three weeks. So.
Speaker 2 00:00:48
Totally makes sense, and here, I'll follow your lead for do camera off here.
Speaker 1 00:00:54
Perfect because working from home and the cats are having a. I see me marathon right now behind me.
Speaker 2 00:01:03
Oh, that would have been quite the sight. Yes. Um, well hey, it's really great to meet you. I haven't actually had the chance to to introduce myself yet, but by way of introduction, my name is Ali Roshedi. Uh Account Executive. I'm sorry, if you've heard that from the box side a few times, we tend to do annual territory realignments. But. But at least for the purposes of this year, up until around February and who knows maybe even further, I'll be the uh account executive for I'll, say SCHARP or or Southern California Health and Rehabilitation Program. Uh, I'll follow your lead on the name there.
Speaker 3 00:01:43
No worries. It is SCHARP. Okay, SCHARP. Yeah, so I'm going to start off the meeting with some bad news. Okay. Okay, So, um, Sharp is brought me in as CIO back in February to uh because there was some uh needs to realign the IT department with Sharp's vision and strategy for the next several years. Um, in that moment when we came in, They asked us also to work on efficiencies and honestly to consolidate because uh they were running.
Speaker 3 00:02:22
But, they're running. Let me let me just break it down to you and be honest. They're running two antiviruses on all computers because they wanted a backup antivirus. Um, they have yeah, they have five file repositories. They have on prem file server. They have Microsoft, they have uh Google, and they are a Google client so they do both Microsoft and Google. And they have box and they have Dropbox. Wow, yes. So what we're doing, you only have eighty users in Box. Um, And I had already started a couple weeks ago. Uh seeing what what path are we going to be taking in the next uh, six months to a year. And. So the ask was to migrate to Microsoft. Uh just because there is a lot more granularity in aligning some aligning.
Speaker 3 00:03:20
Some of the needs that they have for strategy, we are going to go completely cloud. And, what we're going to be doing is we're going to be consolidating the file locations. We are going to be dropping Box and Dropbox. Everything for now is moving into Google Drive because that's where everybody is, But they do have an active Microsoft tenancy with two hundred of the users already in there that they are using for There is some SQL servers already in Azure. And a few things that they're doing there, so we're going to be migrating them to Microsoft eventually. But right now, given the load that's currently in Box, um, we want to transition Box first. Uh, Dropbox I just completed a week ago because there was like thirty users in Dropbox.
Speaker 2 00:04:07
Okay, got it. Um.
Speaker 3 00:04:09
So I wanted to start off the meeting and just give you a heads up on that. Yeah. Uh. Now I am an MSP uh. I so you you can email me as much as you want. Sharp, uh, I work part time for Sharp under the MSP umbrella. I am their CIO, uh, and I am on site during the week. So, I normally they operate as a VCIO, but I'm operating as a fractional, uh, CIO. And i i'm in there constantly. So partially because they're down the street from me um but that means that we are going to be doing a consolidation.
Speaker 3 00:04:46
I right now there's forty inactive users in box. Um, this is not even using it, and when I first came on board, There was quite a few that had already left the company that needed to just be canceled in Box. Their accounts need to be canceled. So what I need to know from you is it's not that you guys are doing anything wrong. You're, not we we want to consolidate everything under one umbrella. Um they have a lot of contracts with DMH. With LA County, that and different things like that that they have to follow. You know, because they are they deal with medical, they deal with behavioral therapies. They have to have EHR records. They have to you know telehealth. They do a lot with. So we got to get that consolidated down because constantly facing audits and I want to make sure that we've passed all audits recently, but we want to kind of tighten that up.
Speaker 3 00:05:45
Um, Because they don't want to lose contracts with the local government and the county county health, all of that. They don't want to lose those contracts. So, Uh right now, because there is a company in LA. That's very similar to Sharp that got audited and failed, massively had to pay about two million dollars in fines. They don't want like that so they're asking what can we what? What, can we do right now to make sure that we just button everything up? So, the next step on that is follow reconciliation and merging everything. Um, I need to know when the contract for Box ends and can we go to months to month until we get everything migrated over?
Speaker 2 00:06:30
Yeah. Um, So a few lot of information there and really appreciate you being super transparent about. All of this, like it's it's helpful for us to know on our side. Um, I'll start with the contract. So, I I've got your renewal set for uh at the end of the month. So July thirty first here now Christi. Unfortunately, we do require a uh a notice of thirty days prior to renewal for any um.
Speaker 2 00:07:05
For any changes to your contract, whether that's a reduction of seats or for a complete termination of contract. And as far as transitioning to month to month, um. That isn't possible without spinning up a new online instance, where you would where you would essentially create a brand new Box account and migrate all of your content over to that new Box account that you've created, without an account executive but just. Uh, a self- serve account on our website. So, meaningum with that thirty day notice, That means that the contract will have to renew for another year atum as is. And I know that's not really the best news to give you and I I pray, you don't shoot the messenger here. That's just our policy.
Speaker 3 00:07:57
What can we do to decrease costs with Box? Before so, we're we don't need as many users. I'm about to kill 40 accounts. How, can we reduce the pricing of box where the leadership team is not going to be upset about it?
Speaker 2 00:08:17
At this time, I don't believe that there is because we're within that 30 days.
Speaker 3 00:08:25
Can you see if you can get us an exception?
Speaker 2 00:08:28
I can certainly make the ask, Christi. Okay. Although I would not hold out a lot of hope on that. Okay. Um, now, I think there, given that in the event that the exception is is not made or is okay, well, I'll start with if it was made. Even so, if The way to go to a month - to- month would have to be that self- serve route that I had mentioned to you, where you create a new EID. And so, that would mean that you would have, If you do not plan to renew for another year and an exception is made, that means you have until the 31st to migrate all of that content. That's what I'm saying. That's right.
Speaker 3 00:09:25
No, that's not going to be an issue at all. We're already set to migrate. I've already got the migration tool in place. Uh, okay. Need to give it and uh, I just need to give it the destination.
Speaker 2 00:09:38
Okay, got it. Um, unduhrstood. So thuhn yuhah, I can cuhrtainly makuh thuh makuh thuh ask back to our tuham. Now i I do want to um i i do also want to ask, i guuhss, uh. I s thuhruh a world whuhruh migrating all of thuh likuh? Aruh you guys looking for thuh chuhapuhst tool availabluh in tuhrms of consolidating? Or aruh youum I guuhss? And you did muhntion uhfficiuhnciuhs? Is that somuhthing that that you'd buh willing to look at with Box?
Speaker 3 00:10:09
So the reason why that we're making the move we are making is we want to consolidate and shorten our technology stack. Uh now. Eventually everything's going in Microsoft. And that's going to be by the end of the year. So, what our plan is to do is we already have DLP turned on in Microsoft, so we already have all of the purview settings set. Um, this is not my first nonprofit and not my first medical. So, we have things in place so that they can feel comfortable knowing that their file shares are safe, that everything meets all the expectations.
Speaker 3 00:10:49
But also in addition to that, the EHR tools that we're using have uh the connections to go into Microsoft, to pull data as needed or to save data as needed. So getting them all on an ecosystem within reason is the ideal.
Speaker 2 00:11:08
Okay, got it. Understood. Um, right in that case uh I I appreciate the context context Christi. I'll just quickly move uh, motion to our renewals team to see if any exceptions will be made, but once again transparently I don't think that'll be the case, um and um we can kind of take it from there.
Speaker 3 00:11:31
Okay. Anything, we can do to shorten that bill would be massively helpful because we have to bring the bill down by or we had to bring our budget down by a significant amount. For 2026, 2027 because our fiscal year is already in play. So what I am looking at is I need I've been asked to reduce our budget by three hundred thousand for IT expenditures. So that's what I am trying to work with and, Anything you can do to help make that bill smaller would be helpful and impactful to the company. Absolutely um.
Speaker 2 00:12:10
Christy, I'll I'll I'll make sure to to advocate on your guys' behalf. Do the best I can. You have my assurance there. Um, I wish I had the power to do it myself, But I'll talk to the powers that uh that be and and um see what I can do.
Speaker 3 00:12:24
Okay, that's massively appreciated. Thank you so much.
Speaker 2 00:12:29
Yeah, yeah, of course, of course, enjoy the rest of your Friday, and i'll follow up as quickly as i can.
Speaker 3 00:12:34
Thank you. Ally have a great weekend, too.
Speaker 2 00:12:37
You too. You too enjoy. Thanks, bye. Bye.
3 - Clients and Projects/Scharp/Meeting Transcripts/Meeting Transcript - 07-17 Consultation SCHARP IT Consolidation and Cost Reduction.txt
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✓
05-01 Meeting: AI Implementation, Security, and Training
> Date: 2026-05-01 08:58:45
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 3] [Speaker 4] [Speaker 5] [Speaker 6]
## Meeting Notes
### Discussion on the May 15th Deadline and Project Nature
- A project deadline of May 15th, 2026, was discussed, with some participants feeling it was unrealistic due to other commitments. One participant humorously suggested it would require working 24 hours a day.
- The necessity of the deadline was questioned, as the board meeting report would be the same regardless of progress. The group agreed to do their best, emphasizing a solid job over rushing.
- The project was described as a continuous "journey" without a specific endpoint, humorously called "AI purgatory," "quest," or "odyssey."
- The team acknowledged the system will always need tweaking and refinement as technology improves and organizational needs change, similar to how other organizations adapt their AI policies.
### AI Implementation Timeline and Key Deliverables
- **Findings Report:** Scans will be run in the first part of the week of May 4, 2026, and will be cloud-based, so they won't slow down user work. A findings report with a checklist for remediation will be delivered by the end of that week (around May 8). The cleanup based on this report is considered the heaviest lifting.
- **AI Policy and Training Guide:** The AI usage policy is in progress and can be sent for signatures concurrently with the project. The staff training guide is also in progress and should be finalized by Wednesday, May 6.
- **Rollout Plan:** Following a stakeholder review and sign-off on the findings report, training will commence the week of May 11, with the project concluding and users being added to Copilot on May 15, 2026.
### AI Setup, Data Security, and Data Loss Prevention (DLP)
- **Runbook and Documentation:** A document detailing all system changes will be created and added to a "runbook," which details the organization's IT setup for rebuild purposes. This runbook is typically updated yearly.
- **Data Loss Prevention (DLP):** The DLP feature will be turned on for monitoring starting Monday, May 4, 2026, and a report of its findings will be shared. The feature can be fully activated once the team is ready.
- **Sensitivity Labels and Data Protection:** Sensitivity labels will be implemented automatically to protect personal information (e.g., social security numbers). The system will block emails containing such data, requiring secure sending methods. Users will see banners on emails indicating their security status. Files on public drives with sensitive information will be moved after confirmation.
### Copilot and Data Confidentiality
- **Data Access:** Copilot can read data from shared locations but will ignore content with sensitivity labels. Microsoft's Copilot does not feed internal company data back to the internet for training.
- **User Controls:** Users can manually apply sensitivity labels or mark a file as confidential to prevent it from being flagged by AI. The primary concern is managing internal access to ensure only authorized personnel can view sensitive information.
- **Third-Party App Integration:** Copilot has access to connected third-party apps within Teams (e.g., Adobe Acrobat). It is important to review and establish permissions for all apps to ensure data is handled correctly.
### Managing Access and Permissions
- **Securing Information:** To secure information, users can manage member access within a Teams channel or manage sharing permissions for personal files on OneDrive.
- **Training Resources:** Training sessions on managing file permissions will be recorded. A written training guide will also be created and distributed to staff.
- **Support:** The Crimson Help Desk is available via Teams chat to answer questions and has an AI feature that can provide instructions for basic tasks. The speaker also offered to record custom "how-to" videos.
### Staff Training Sessions
- **Format:** Three identical, one-and-a-half-hour training sessions will be offered via Microsoft Teams and recorded. Staff can attend any session, and no preparatory work is required. The Crimson Help Desk will be on standby for support during the rollout.
- **Proposed Schedule:**
- Monday, May 11, 2026: Afternoon.
- Wednesday, May 13, 2026: After 10:30 AM or in the afternoon.
- Friday, May 15, 2026: Morning.
- **Scheduling Conflicts:** The team noted potential conflicts due to a staff meeting on May 11, a mentor meeting on May 15, and general year-end busyness. Flexibility for the following week (May 18-21) was offered.
### Pre-Training Access to AI Tools
- **Discussion:** The team discussed granting some users early access to AI tools like Copilot for testing. About 50% of clients do this, while 50% wait for a simultaneous rollout.
- **Risks:** A major risk is that AI tools could access sensitive information if file permissions are not properly cleaned up beforehand. An example was shared where an employee discovered a colleague's salary from a public folder and quit.
- **Tool-Specific Notes:** Claude and ChatGPT are considered less risky as they only access what the user can. Claude for Business requires a minimum of five users, and ChatGPT for Business requires two.
- **Conclusion:** The team expressed caution about early access before finalizing permissions. The internal team of four will discuss further and decide.
### AI Usage Policy and Managing Stale Content
- **AI Policy:** The initial decision is to restrict staff to using only the enterprise-approved AI platform for company-related work. Personal or consumer AI versions are not permitted.
- **Stale Content:** The system can identify "stale content" (sites and OneDrive folders untouched for 18 months). A report can be run on request to assist with periodic file cleanup, but the client must approve any deletions. Users can also manually filter files by modification date.
## Next Arrangements
- [ ] [Speaker 6] will run scans in the first part of the week of May 4, 2026.
- [ ] [Speaker 6] will turn on DLP for monitoring starting Monday, May 4, 2026.
- [ ] [Speaker 6] to finalize and send the staff training guide by Wednesday, May 6, 2026.
- [ ] [Speaker 6] to deliver the findings report by the end of the week of May 4, 2026.
- [ ] [Speaker 6] will provide a document of everything that was set up.
- [ ] [Speaker 6] will find out who the account manager is and check with them about setting up a tabletop exercise.
- [ ] [Speaker 6] will provide the names of the "three commitments" mentioned.
- [ ] [Speaker 3] to draft and send an email to staff about the upcoming training sessions.
- [ ] The internal team ([Speaker 2], [Speaker 3], [Speaker 4], [Speaker 5]) to discuss and decide whether to provide pre-training access to AI tools.
- [ ] The internal team to finalize training dates and times and communicate them to [Speaker 6].
- [ ] The team is to review the findings report checklist and sign off on it.
- [ ] The team needs to work on the AI policy.
- [ ] The client can request a report on documents that have not been touched in 18 months.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. A final decision on whether to provide staff with pre-training access to AI tools has not been made. The potential risks of data exposure were discussed, but the decision was deferred for internal discussion.
> 2. There is no clear decision on whether the May 15th deadline is firm or will be adjusted, despite concerns about its feasibility.
> 3. The training dates are tentative. Given the staff's busy schedule with year-end activities and a major event, there is a risk of low attendance. A plan for confirming the dates or rescheduling needs to be finalized.
> 4. A clear process for handling sensitive documents received via email (like W-9 forms) needs to be established, including secure storage and staff training. The team also needs to decide on a policy for allowing or blocking such emails.
> 5. There is no firm commitment from the program team regarding who will be on the AI committee, which could delay policy finalization and governance.
> 6. The specific internal Microsoft item referred to as the "three commitments" was not clarified.
> 7. The identity of the account manager (Vince or Mike) for the organization was not confirmed.
May 1, 2026
Speaker 1 00:00:03
Hmm.
Speaker 1 00:00:56
I'm not sure what you mean. I'm not sure what you mean.
Speaker 2 00:01:27
Mor ning, Kamya. Good morning. Good morning. Morning, Christy. Can you hear me Okay, call me up.
Speaker 3 00:01:40
Uh yes, I can. Yes.
Speaker 2 00:01:42
Okay. Thank you. Gracie, morning Tyler. Good morning everyone. Good morning. How's everyone? Happy Friday.
Speaker 3 00:01:57
H appy May Day. Yeah.
Speaker 2 00:01:59
Oh, that's true.
Speaker 3 00:02:00
It's crazy how it's already May. So yesterday my wife told me," May is May supposed to be the." Blue moon. So once in a blue moon, because I think we have two full moons in a month. Is that what's called the blue moon?
Speaker 4 00:02:20
I think it is right. Wow.
Speaker 1 00:02:23
So, did I know? 嗯。
Speaker 3 00:02:36
So I read the policy and I think we're going to have to be working twenty four hours a day to meet the May fifteenth deadline. So please tell your families. And drink a lot of coffee.
Speaker 1 00:02:57
I thought as soon as I say this, half of you will drop off the call.
Speaker 2 00:03:03
I thought about it coming up.
Speaker 4 00:03:05
I can. We have 14 days. Yeah, yeah. Alright. Better keep our eyes on it. Eyes on the prize, as they say. Um. Yeah. I don't know how realistic that deadline is, to be honest with you, given everything else we have going on. But we'll try. Exactly.
Speaker 5 00:03:30
Exactly. And is it still necessary given that?
Speaker 5 00:03:34
The board meeting really doesn't affect any of this. We're still reporting the same things whether or not. How far we are in the process.
Speaker 3 00:03:42
Well, you know, we'll do the best we can and we'll report. And this is an ongoing thing. So whatever we do by May 15 th or May 30 th, it's not going to be the end of it. So things are going to change, and it's. It's better to, To do a solid job at the beginning, rather than rush something for the sake of some project or yeah.
Speaker 4 00:04:11
Commonly, I've often referred to this as a journey, but like to me, I guess a journey has like a specific end point. I feel like this doesn't. This isn't going to have an endpoint.
Speaker 5 00:04:21
This is called purgatory.
Speaker 4 00:04:24
AI purgatory. What is a. What is like a journey that never ends. I should say like, what what is the word that I'm looking for? I know that there is a word I just can't find it. But like. It's effectively like ongoing, never ending.
Speaker 3 00:04:39
Yes, yes. That's right. That's right.
Speaker 4 00:04:41
We're always going to need to tweak and refine this as the technology improves. As things change in our organization, all of this.
Speaker 3 00:04:50
Right, and this seems to be all the different policies that you know I've. We have saved in the folders and all that about AI and all the other foundations. What they say, they seem to be in the same place too. They're Constantly changing, adapting. You all saw Christie's uh uh message yeah, no message right? Okay,
Speaker 6 00:05:17
Yeah, sorry guys, I have a new headset And. It is giving me fits. So, And I think Steve, the word you are looking for is a quest or an odyssey. AI is very much.
Speaker 4 00:05:30
There you go. That's fitting.
Speaker 6 00:05:33
Very fitting. I could hear you for a minute, but I couldn't talk, so. Yeah, good morning, guys.
Speaker 4 00:05:40
Coffee had it coffee hadn't kicked in, and glad that you're here at the ready with a good. Morning. Good morning.
Speaker 6 00:05:47
I was trying to jump on, but my headset was just acting a little wonky. So, all right. So let me pull up and bear with me. My screens are all. Big. Let me go ahead and pull up the email that I sent over to Kamya, but let's go ahead and start with your questions.
Speaker 3 00:06:14
Well, I. Uh, wanted to see.
Speaker 3 00:06:23
U m. On your first point, where you say for codes and specifically here's what we're looking at. Do, we then have to create a document of all the access rights and everything?
Speaker 6 00:06:41
So I'll you won't have to create a document of all the access rights. What I'll do is I'll create a document of everything that we have made changes to. And we'll add it to our, Um, if you guys have ever been provided a runbook for your organization. Okay, that's something I started. I've never seen it. Okay, good to know. Is something I started doing a while back with the clients that I am more attached to than you guys. Sorry, but any of them that fall under my direct purview, which Cotson doesn't, I would create a runbook and hand off. So what a runbook is basically is how we have your organization set up.
Speaker 6 00:07:20
As far as it, and how if like if something was to happen. And you need to set up your IT department section from scratch. Then, this is what they need to know with all the passwords and everything in it. We don't provide the passwords in the runbook just because it's not secure. And also our passwords rotate every few months, but we do send everything else. So And we send it out to you as a runbook. You'll get it once a year. Usually when I do with my clients that directly fall under my purview, I do a yearly tabletop exercise. And then I provide the runbook, along with the updated cybersecurity policies and incident response plans. So, who is your account manager? Is it Vince or Mike?
Speaker 3 00:08:09
Account Manager. At Crimson, I was, I'm worried that we had an account manager.
Speaker 6 00:08:16
Okay, I'll find out who it is. Uh, let's get you guys set up.
Speaker 4 00:08:21
Yeah, Holly would know that. Oh, Holly.
Speaker 6 00:08:24
No worries. I'll get you guys. I'll find out who it is and I'll check with them about setting you guys up with a tabletop exercise. And that'll fall outside of this. It's free, it's something we do. automatically. So if you guys aren't assigned an account manager, Which could be. I'll go ahead and just plan to do one with you guys later on this outside of the AI stuff. It's just really good for you guys to do it once a year. Right. And. So what we'll do is we'll provide a document of everything we set up. We'll also add it to our system so that when I do run a runbook or somebody does run a runbook, it is included in that. And, you guys won't need to know anything about how it's set up on the back end. Just know that you'll have sensitivity labels coming on.
Speaker 6 00:09:12
So if it's something where you're sending over personal information like. Um, a person's if well, I'm going to use this for example. I don't know if you guys use do this or not, But if you send over like someone's social security card through an email or or you're going to do a credit card information over email. Um, the system will automatically block that. You have to send it securely through a secure email. So those are the kind of things that you will see change. Everything else, you won't see that change much. Most most of what people will see on that is going to be. Um, just that those banners that say "Hey, this is a secure email" or "Hey, this can't go out by email," so you need to send it securely. Um, and for that, that's about the only thing that you got to see change. Other than if it's a file like maybe an HR file that's somewhere in a public drive.
Speaker 6 00:10:07
That will get moved and we'll have to confirm with whomever, "Hey, this is a file that contains staff salary information. It might be new, it might be old, but it's out here and anyone can access it. You have to move it." So those are the things that happens. And so basically anything that's on Your share locations, no matter where it is, can be read by Copilot. However, if we have sensitivity labels on, Copilot's going to ignore it. And sensitivity labels are something that's automatic, meaning Steve, you have a file, an Excel file of Client data and information that you need to secure, make confidential. Um, If if you if it's got key things in there like social security numbers and things like that addresses, the system's already going to make market confidential. But maybe you decide that, hey.
Speaker 6 00:11:01
I need this to remain confidential. It's got some information that's not going to normally get picked up or flagged. You can actually go in and mark that as confidential as well. So and we'll provide a check on that. Okay.
Speaker 4 00:11:14
Question, a question, a part of that. Um So you mentioned earlier Let's sayum. Let's say there is an instance whereum we we normally try to keep like tax forms like. W nine's we try to send them securely like through Adobe or Adobe Sign. When possible, but sometimes contractors will send in their, you know, their form via email. Specifically to like one of our contractor, one of the staff members that deal with contracts. And typically, we've told we told that staff member to make sure that, that gets. Put in a specific folder that we know to pull from. Mhm.
Speaker 4 00:11:59
How will with these new systems set up? How will that affect, her and us in a sense like. Will, she be able to receive these emails from vendors if they send her a W nine form or. Will she need to go through another process, or will it be a little more difficult for her to. Um, Process these in any way or at least through the existing system that we have in place.
Speaker 6 00:12:26
So she so with the process we're putting in play, one of the questions I'm probably going to ask you is, do you want to allow receiving a sensitive documents And most clients will say, yes, we want to be able to receive, but we don't want anybody to send. Now, at the moment you receive it, it does become part of Copilot because it's unsecured. But as soon as she deletes it, it's out of the system. If, she moves it to a secure location or a location that's flagged as where you want to save these tax documents. And it's flagged as sensitive or confidential, then it won't be put into Copilot. Okay. Now, the thing about it is, if she's If it's in her email and it's in Copilot, But only she can access it unless let's say, Tyler has full access to her inbox.
Speaker 6 00:13:23
Then he'll be able to see it as well.
Speaker 4 00:13:28
Okay, so. We have to figure out a way to silo that information because. I'm thinking, like what she currently does right now is, she puts that those tax forms in the contracts folder. So they're there with the contract, And if it's something that we if it's a vendor that we have never used before, we pull that. That out, input it into our accounting system. And then I keep it and move it onto our finance drive. But for a time being, until that person. From the time that they execute the contract to the time that they, um, send in their first invoice, it's sitting on a. Like a shared drive, a contract shared drive. So if we don't want AI to pull from that and use that. Then, we need to have it kind of siloed in a different.
Speaker 4 00:14:22
More confidential folder, I should say. Correct. Is that right?
Speaker 6 00:14:27
Yes. Now, just a real quick heads up. Sorry, I was looking for something on my desk. Um, Microsoft does not feed AI information back to the internet. It's, one of the reasons why companies go with Copilot is because it's not feeding that information back out. So wherever your tax documents are. I I do want to assure you. It's not going back. It's not being fed to the internet. No one on the internet can read it. Uh.
Speaker 4 00:14:54
That is actually so they're being used for training or it's not being used as a query. Uh, you know to create query results or anything like that is what you mean, right? Yes, okay,
Speaker 6 00:15:06
Now, internally, Our biggest concern is just making sure the people that shouldn't have access to it don't have access. So that's going to be one of our biggest things. So, If it's something that you don't mind being shared, and other people need access, then um. You can put it in public if it's something that does need to be shared, but doesn't need to be public to your company. When I say public, I'm always going to mean to your company, not to the rest of the world. But, if it's going to be public and or it's not going to be public. And maybe uh, it's you.
Speaker 6 00:15:41
And Tyler and Holly that needs access to it. I'm just throwing names out of the top of my head because you're all sitting here. Then, you put it in a shared folder that only has the people with access that needs access. That makes sense.
Speaker 4 00:15:57
Okay. Mhm. And you're going to train us about how to do that? Yeah. You know what I mean? Like, for example, like Uh, let's say I have a an internal document that's tracking my. Va cation time, right? Something like that. That's just for me. I want to keep that on my drive. I obviously don't want AI, but it's saved on my SharePoint. It's saved on my OneDrive. You know what I mean. I don't want everyone to have access to that, but you have a way. There's a way to make that confidential so that only I can view it, And it's not going to be pulling or AI is not going to be pulling. That data.
Speaker 6 00:16:35
Correct. So I'm going to show you the easiest way to do that right now. Bear with me one second. Let me share out my screen. You guys are using Teams like Crimson uses Teams. So I'm just going to show you my Crimson Teams. Ignore anything that you see here. If I go down here and I'm looking at MFA codes, which you guys can look at by the time they come through, it's already been used. Um, oh well, that's a problem. So we have MFA codes come in now.
Speaker 6 00:17:07
These are public for my entire staff, But it's whenever somebody's signing into we we never know what client they're signing into. We just know that hey, someone signed in to GoDaddy for someone out of all sixty of our clients, someone's there. Somebody's going to go in and pick that up. So, I have an automated system in that puts these in there because they come to my phone, and it gets quite annoying. So my automation comes in here, it puts that in there. But, what if we have somebody come in that should not get access to this? What I'm going to do is I'm going to go into my Teams channel and I'm going to go to manage team. Hopefully I still have admin rights. I'm not managing the MS team anymore, but hopefully. In here, I can go to members and I can look at members and guests. And I can see who all has access here. And if it's someone that should not have access, let's say Sue, I can click on her name. If I was still the owner, which I'm not.
Speaker 6 00:18:05
Then I would have an option up here to remove. Okay. So, if that helps understand, that's the basis of how to secure a foul. Using Teams. So pretty easy to do. Now, if it's your own personal files, You're going to go into OneDrive, which by the way you guys can access OneDrive in Teams. I don't, but I want to show it to you for the purposes of this. I'm going to go into my files. And I know that I have folders in here that are shared publicly to my team because I share them out all the time. But if I'm going in here to internal operations, And let's say I want to remove sharing to this folder. What I can do is I can go under Share. Mhm. And I can see, I can go to link settings, and I can see who all has access to it.
Speaker 6 00:19:02
There is another option in here that allows me to go in and change that. And I can go in here and say, okay, well, I don't want April to have access. And I'm going to say no direct access and apply. And so I'm removing her from this.
Speaker 4 00:19:17
Okay, so it's it's relatively easy. It's just about navigating the system and knowing where. Where to where to make these permissions allowable or not. So okay.
Speaker 3 00:19:29
Now, uh, Christy, as you were describing this, Um and since you know you're dealing with, obviously, you're a technology expert and We, don't deal with technology issues all the time, so in the training. And, what sort of any documentation you may provide? Would Some of these ways of navigating around the files be? Do cumented for us and the staff to follow, uh, in future so that you know if. You know, if this is something once every two months somebody has to do it, it's probably. Hard to remember. Oh, how did I do that? So.
Speaker 6 00:20:18
So two things I want to, because that's an extremely good question. Two things for you guys to note. The training sessions will get recorded. And I can send you the video files, and number two, I will document everything for you. So I am going to make a training guide for you guys so that you can pass it out. And, then if you guys have your own training system, where like some of our clients use their HRIS system has training in it, and they can upload videos. You can take and upload videos. If you want me to make your video, don't tell Alonzo I'm going to give you this ability.
Speaker 6 00:20:53
To ask me to do this, but I will record you a video on how to do certain things. And then, lastly, I know I said two things, but let's make it four. Crimson Help Desk is always going to be open for you guys to ask questions. So if you go into the chat feature of Teams, I don't know if you've ever known this. If you go to helpdesk. Unless she took it off. I'm not managing the help desk anymore, so bear with me. I may be speaking on old technology and not be aware of what they have changed and updated, so bear with me on this one. But, if you go in here and you create a new thread or create a new chat, how do I Share folders on my OneDrive and check access. Used to, the system would tell you how to do it using AI. That was two years ago. Sorry, my voice keeps going. Today.
Speaker 6 00:21:50
U m, okay. So sometimes it will answer, sometimes it won't. But it used to answer basic Outlook questions. If it doesn't, what you can do Is you can ask that question there. Oh, there it does. It does tell you. So, our chat system is still telling you guys how to do basic stuff in Outlook.
Speaker 3 00:22:15
Yeah, I wasn't aware of that. So, you know, I don't know how to. Oh. That's. Yeah. Yeah, I wasn't aware either, but that's helpful.
Speaker 6 00:22:23
Yes, so it's uh you should have a little help desk icon right here. And allow you to chat.
Speaker 3 00:22:30
And that's in Teams? Mhm.
Speaker 4 00:22:33
Yeah, it's within Teams. It's on the left bar. You'll see that little box. I just checked right now. We do have that.
Speaker 6 00:22:40
Yeah, And just make sure you say, close the ticket or my team is going to hound you for a callback. Uhhuh.
Speaker 6 00:22:48
And so it's resolved and now I can go back out. So, very, very cool. It is a system that we put together two years ago. We have not seen all the features that we've done. But it can help you guys with any of those questions you have. But also, I will get you guys documentation notes, and we'll add this to our training. So that you are aware of it. So, um. The so we've we've cut we've talked about one two three and four. Number five is connected apps and integrations. That's going to be things along the lines, like very similar to the app that we have in your system right here. For us, Any of these apps that are listed in where I clicked on the little three dots here, it'll list all of our apps that we use. So in here, it's going to connect to any of these and search.
Speaker 6 00:23:46
Um. So, one of the things that it will do is our karma. So, Our karma is our little system that we send karma points to each other if we, if so. I sent some karma to Gabby because she came to a client site with me and stayed for three hours walking through and understanding the building. Um, and so she went way above and beyond what she had to. So I sent her three karma, and we can. It's a reward system where if you, You add up your points, and then eventually you can do gift cards with it. Purchase gift cards so. Our chat, our AI has access to the system and we can chat against them. And because I'm an admin, I can see all the books that people are ordering, 'cause everybody likes to order the books. So, uh, that's this one is actually a good book. I just gave it to my daughter to read the other day.
Speaker 4 00:24:45
So, What you're saying then is that our uh, copilot would have access to these third- party apps that are built into. Teams, so even though we don't necessarily use these, although be pretty cool if we did, it would beum. I guess that the AI would be feeding or would be fed this information as well.
Speaker 6 00:25:11
Correct? Automatically. Yes, now it also depends on what permissions it has to your system. and So not everything will have permissions, but a lot of things will. So some apps, some third party apps won't have the permissions enabled automatically for Copilot. To the best of my knowledge,
Speaker 4 00:25:33
I don't. Yeah, unless it's already preloaded, I don't think that we've added any other additional third- party apps. Casey, Tyler, do you know? If you have any of these things added, yeah.
Speaker 6 00:25:44
So the only ones Crimson has added is the Karma that I showed you, Adobe Acrobat and Teams Work. The rest of these are all uh Microsoft apps. Which are automatic.
Speaker 4 00:25:55
Got it. Okay. Yeah, So but still, we need to go through the we go through the process of making sure that permissions are established, because if they are used at any given point, you do want to make sure that those are set up well in advance. Exactly.
Speaker 6 00:26:10
Uh, point number six is stale content. Um, This is not an issue for for Crimson because we do have a lot of content out there, but we keep it pretty up to date. But for any of our clients that have a lot of old documents out there, so I'm going to show you. I am going to show you one on ours. It's not old; we still refer back to it, but we do have a lot of documents out there that's from years ago, but it's how we. How we Weren't run our system, but everybody knows it by heart that nobody touches this document anymore. So here is all the documents we have, and this basically if Crimson was to crash tomorrow, this how to get us all back up and running. It's every single of our processes and procedures. On how crimson runs, so um, so I have like this one in here that's DLPY. Which is basically what I am building out for you guys. So, this a document I built on.
Speaker 6 00:27:06
Why do we do DLP? Why is it important for our clients? So, this document is out there. And the reason why I'm showing it to you is if this document was over 18 months old with no touching, with no one, it's pretty stale. No one's updated it, anything like that. Then the system would archive that document. So it's anything that sites and OneDrive folders untouched in 18 months. Now we're not going to delete these on your behalf. We're going to give you a recommendation and you approve what gets deleted or you go in and delete it yourself. So when we go through and we look at these, this one right here, This one that says, Project progress and final invoicing is actually one of our templates on how we do things. And it's old. It's been out there since twenty twenty two, but we don't delete that because it's a really good. Template that we reuse over and over again. So, so I would have flagged that if.
Speaker 6 00:28:02
If I was an outside auditor for Crimson, I would have flagged that as," Hey, is this still valid?" And, then it was up to us to go in and actually delete it. I wish we had known this.
Speaker 4 00:28:13
Yeah, I wish we had known this because it would have been a lot more helpful when we're doing file cleanup. Like, we do our own internal file cleanup like once a year, every eighteen months or so. Um, but if we had known that you guys can flag this for us, I mean it would make things so much easier. Am I right, Casey?
Speaker 2 00:28:33
Yeah, yeah. So is this currently active, Christy? Or like do you do we can we find this in Teams currently?
Speaker 6 00:28:40
So, we don't. So the report that we run is is one that we have to manually push offum and then send over to you. We don't have a report for you guys because we don't because we have to do it manually. We don't always do it for clients unless they ask. Now, if you guys come in and say," Hey, can you guys send me a report on," you know all the. All the documents that haven't been touched in eighteen months, The team will run that off and get that to you within forty eight hours. I see. Okay. So I see. Yeah.
Speaker 2 00:29:09
So this is just a feature.
Speaker 4 00:29:11
Yeah. Go ahead, Casey, sorry.
Speaker 2 00:29:13
No, I was just gonna. So this is the what you're showing us is just a feature on like your end like that. That's okay. Okay got it Thank.
Speaker 6 00:29:20
You You guys will have a modified field that you can use. Um That, you can you can, you can do like modify and. So rt by older to newer, and that's what I normally do. You also have filters in here that you can look at. Um, modified anytime, and then you can you can choose like specific dates on there. So if I wanted to see only ones that were 2021 and older, then I can click on that. And it'll show me anything that hasn't been modified since then. So. Yeah.
Speaker 4 00:30:01
Good to know.
Speaker 6 00:30:01
Yeah, sorry, there's a window on the other side of me. They were checking to see if I was in office. Christy,
Speaker 3 00:30:10
Before you go to the next point, in an earlier point, point number three. You referred to three commitments. Mhm. What are those three commitments?
Speaker 6 00:30:24
That's on the internal, uh, that's an internal Microsoft item. So Microsoft calls certain things three commitments, and I do not remember how they are stated. Um, I have to go look at my thing. I never remember terms. I was always the kid in school that could never remember terms and spelling tests. And all of that. I was never good at that. I was good at recognizing patterns. Right. So That's okay.
Speaker 3 00:30:54
I mean, we can we can deal with it later. That's fine.
Speaker 6 00:30:58
No worries, I'll get you the names of the three commitments later. So, yeah, Don't ever ask Walter to call on me for our core values because I know them, but I can never speak them out loud. I am i have that ADHD.
Speaker 3 00:31:14
Oh yeah, that's good.
Speaker 6 00:31:16
So, all right. Um. Let me.
Speaker 4 00:31:25
Okay, at seven, findings report.
Speaker 6 00:31:27
I was I was trying to go back and see, did we discuss it? No. Um, so for findings report, what we're going to do is we're going to give you a summary document. Did we give you a findings report early on? Okay. There's one client that asked for a findings report of how they're currently look like. And I couldn't remember if it was you or somebody else. Um, what we'll do is we'll after I run the scans, which will be the first part of next week. I'm going to send you guys over the findings report. Your job is to just tell me, um, It's going to be a checklist that you're going to sign off on before we move to this whole enablement. The heaviest lifting are going to be those scans. Turning on AI and training you guys is the easiest part of this entire project. Because basically I just turn it on, and then I get you everybody in two three meetings. Um, I train you all, so I'll give you like two three times that work. And everybody can choose which time works for you, for them.
Speaker 6 00:32:26
And then we spend an hour training. My team is going to be on standby to support you, and by my team I mean the entire Crimson Help Desk staff. They know how to work in Copilot, but the findings report and the cleanup is what takes the longest. But, we can get that one done pretty quickly as long as everybody is on the same page. And I'll provide those finding reports after I do my scans, and then you guys go through on the checklist. And you say, " T his what I want to sign off on, and this what I want to do." Now for data loss prevention or DLP that you see in there, That portion of it is going to be me turning it on for a few days and monitoring to see what reports you have. And then give you guys a copy of what that report looks like. So I'll turn that on on Monday of next week. I'll start recording and I'll see, I'll get a report of all the findings.
Speaker 6 00:33:20
And then I'll send that over to you guys so that you know. And when you are ready, I just flip that switch. So the biggest headache is going to be the cleanup. But if you guys, sorry Casey.
Speaker 2 00:33:33
Sorry, I have a question on the the scans. So for the scans, like how long does that take? And would that require all of us to be logged in remotely? Will we be notified?
Speaker 6 00:33:45
No, you won't notice anything. It's not going to slow down your work. Nothing is going to affect you. Half the time, if I have to run a scan on a client, they don't even notice. So the only time they notice it is if I have to run it on an individual's computer. For you guys, there's no individual computers that I have to run. And that's for that reason.
Speaker 4 00:34:09
Yeah, I was going to say because everything's on the cloud, everything's set up through OneDrive. It's already kind of established. Yes.
Speaker 6 00:34:16
Yeah. The only time I run a scan on someone's computer is if we expect, if we suspect. Someone is intentionally deleting data or saving files that they shouldn't, that's not on OneDrive, things like that. And in this case, we don't care about that. Comiade has to come to me and say," H ey Steve is we suspect Steve is stealing data and sending it off to another company." Then I'll slow down your computer with a scan. You will never know that that is happening, but it will happen. So okay.
Speaker 4 00:34:47
Noted. Okay.
Speaker 6 00:34:54
Um. And then, so next week I'll run the audit data collections. And you guys are working through the AI policy. And if you want me to, I can send that out. I would send it out to your staff through Adobe DocuSign, or you guys can send it out to your own staff through Adobe DocuSign. And have it signed by everybody. I'll finish up the staff training guide, which I'll be honest, I'm already working on it. And then, uh,
Speaker 3 00:35:27
Chrissy, uh, sorry. Before you go on on this policy and the in terms of where to put it. In the calendar of items.
Speaker 3 00:35:37
Should we roll the policy out? Because one of the things we were hoping to do, I have not received any A firm commitment from our program team as to who they may need to be. Who they may want to have on the committee, and I thought, okay, well. I'm not sure if we have shared the policy document with them. This is the first draft of the policy document, anyway. But in the whole process of things, should we have All the staff sign off, finalize the policy document, have all the staff sign off on it. Before everything starts, or is that sort of like. We can do it as we go along.
Speaker 6 00:36:34
You can do it as you go along. Okay, yeah. Um, I've had I've had companies that. They verbally said in a meeting, this is what you're allowed to do and what you're not allowed to do, But didn't send out the policy for another two months because they were still fine tuning it. So.
Speaker 3 00:36:51
Okay. Yeah. Right, okay.
Speaker 6 00:36:54
Yeah. And.
Speaker 3 00:36:55
I'm sure in the training that Crimson will conduct For the staff. Things will be mentioned as to what people can and cannot do. Correct. Okay.
Speaker 6 00:37:10
Now, with that being said, um. I can so the AI policy guidelines can be moved around. I'm not worried about it happening on on May 5 th. But this staff training guide, I'd like to get that finalized probably by Wednesday of next week. It might be sooner. Um, and. I need the approved tools list. So if you and I don't remember off the top of my head, so bear with me and I do apologize. Um, I've got five clients pushing out AI tools this month. Um, and I mean this month as in the month of May. So Um, you guys, let me know. Are you going to allow people to use their own personal AI? Or coats and stuff.
Speaker 3 00:37:56
Uh, no, at least the, In itial sentiment is for anything to do with CodeSon, you have to use the enterprise approved. AI platform. You cannot use whatever you know. Anything you want. Your own personal,
Speaker 4 00:38:17
Yeah, your own personal version. Even if it's a consumer version that you pay for individually, I don't think that we want people using that, correct? Yes. For anything related to Coates and related. Um.
Speaker 6 00:38:31
Business. Yeah. So, and that's that's good. And now that I have that, I'm going to mark that the approved tools list as taken care of. Um, so I'll finalize the staff training guide, send that over for you guys. Um, I will deliver my findings report usually by the end of next week. Um, And then we can do a review session as soon as I send that over. And what I want you guys to do during that, St akeholder review is sign off on what to remediate before AI rolls out. Um, And then we We will close it down on May 1, 5 t h and we'll start doing. Uh, we'll do training on that week as well. We'll go ahead and start the training, and then we'll start adding people to there. To Copilot.
Speaker 3 00:39:22
Christy, I think what may be useful and you've listed it here, but just Sort of very brief. Summary of dates and what needs to be done by certain dates. That these dates that are impacting Our whole staff, so that I can pass it along to people. Let's say today or Monday or sometime to say, "Hey staff, remember realize." By May fourth, you've got to do this. By May sixth, you've got to commit to the training schedule.
Speaker 3 00:39:58
You know, so that everybody is aware of that. If if that's a reasonable request, that will help us quite a bit.
Speaker 6 00:40:05
Yes. Let me pull my calendar up real quick. Um, Let's do this real quick. While we're talking about that because what you said is. Pretty important. Um, I would like if you guys are good with it to do a training session with everybody on May tenth. And then one on.
Speaker 6 00:40:28
Wednesday in the afternoon, my afternoons are pretty pretty clear. That week. So I'm sorry,
Speaker 3 00:40:36
You said. May 10 th. Uh, okay. So so that's a Monday, right? Yes. Oh, the week of May 10 th. Oh. So are you saying Monday, May 11 th or May 10 th?
Speaker 6 00:40:55
I'm sorry. Monday, May 11 th.
Speaker 3 00:40:58
Okay, so Monday, May eleventh training. And do you know how long the training will be?
Speaker 6 00:41:06
It will be an hour to an hour and a half. Why don't we go ahead and settle for an hour and a half? Okay. And then what so what I'll do is I'll give you three days. To choose from, and then you guys tell me what times work best for you. For you.
Speaker 1 00:41:24
Okay. So.
Speaker 6 00:41:26
Monday, May eleventh, anytime in the afternoon. Monday, this thirteenth, anytime in the afternoon or anytime after ten thirty. I am trying to keep my Tuesday of that week. Clear because I have a client that has an ELT meeting sometime in the next couple weeks that they want me to attend. So I am trying to keep that day clear. Um, and then we can do Wednesday. Uh. We can do anytime Wednesday.
Speaker 6 00:41:57
U h, these are not meetings, so I don't need to worry about that one. Let me Categorize those real quick. These are just informational. Okay, so anytime. Anytime but one o'clock and three o'clock.
Speaker 3 00:42:22
You mean Friday, Friday, May 15 th?
Speaker 6 00:42:24
Yeah, so anytime other well let's do anytime in the morning.
Speaker 4 00:42:31
So we have a mail Monday, May eleventh, anytime in the afternoon. Wednesday, May thirteenth, anytime in the afternoon, and we have Friday the fifteenth, anytime in the morning. Yes.
Speaker 3 00:42:43
But I think Wednesday, May 13 th, you also said 10:30 in the morning.
Speaker 6 00:42:48
Yes, 10:30 in the morning to. Anytime in the afternoon.
Speaker 3 00:42:54
Okay, so we should probably then send out an email to the staff today. And these trainings, are they different types of training? So everybody should attend all three or they're exact same trainings.
Speaker 6 00:43:09
They're exact same trainings. Um, people can attend one or they can attend all three.
Speaker 1 00:43:16
I see. Okay.
Speaker 6 00:43:17
I've had people do all three of the same trainings just because they they wanted to make sure they got it.
Speaker 5 00:43:24
Okay. We have May 15 th is our mentor meeting, so I don't think many people would actually participate in that training date. Okay. They won't be available.
Speaker 3 00:43:33
All right. Well, I'll still mention it because the Maybe some people on the admin side may want to participate, but I'll still mention. Yeah, so I'll still mention it. And the trainings go for how long?
Speaker 6 00:43:52
U h, let's say an hour and a half just to be on the safe side.
Speaker 3 00:43:55
An hour and a half. Okay. Yeah. Okay.
Speaker 6 00:43:57
And you guys can tell me what times you want. And I'll send out the invites.
Speaker 3 00:44:02
Okay. And the trainings will be done via Zoom, Teams. Teams. It's Teams then, right? Yes. Okay. Okay.
Speaker 3 00:44:23
So what I'll do, Chrissie, I'll draft an email and if we have any questions or doubts, I'll let you know just to make sure. Reporting the right dates and times to the staff, and then we'll get back to you.
Speaker 6 00:44:42
Not a problem. I'm going to just go ahead and block my calendar for those days. Just so that it's there.
Speaker 6 00:44:52
And that way nobody schedules over it because people will find blank areas of my calendar. And they like to schedule. Yeah, as you can see my my calendar gets pretty uh. Pretty full pretty quickly. So. Um, anything else I can help you guys with on that? on that portion. Uh.
Speaker 3 00:45:21
And by portion you mean just the training days or anything else? Just the training. Um. No, I mean, Is there any prep work for the training that we or the staff need to do? No. No, okay, okay.
Speaker 6 00:45:39
Basically, you guys are free just to send me your ideas. Anything you have questions about. Um, and other than that, you guys are free until next week when I send out my findings email. For remediation. So.
Speaker 2 00:45:53
I have a question for Kamiya. So Kamiya, like for the before the training, so are we gonna have access to like enterprise version of? Like Copilot, or is it Copilot and one other AI tool?
Speaker 3 00:46:11
I didn't think we had access to anything yet.
Speaker 2 00:46:16
Right, like prior to the training we're supposed to have that or.
Speaker 3 00:46:22
U h, I don't know. I mean, we we don't have the enterprise version yet.
Speaker 6 00:46:28
We can go ahead and add the enterprise version to whomever. You want to have it right now. So just be aware nothing's been cleaned yet.
Speaker 3 00:46:38
But why would we need access?
Speaker 6 00:46:42
Um, I would say more than likely usually to test different things like. As you're going through and we're cleaning things out, Maybe Steve wants to test to make sure HR data is not where it shouldn't be. Things like that. And, that's perfectly acceptable. As long as it's the people you trust to have that access.
Speaker 2 00:47:05
So that also prior to the training, we might have some idea of how it works and you know, we might have more questions. On you know, like some of the functions come. The training session.
Speaker 4 00:47:20
It's kind of like a chicken or an egg issue, right Because you don't want you want to have. All the permissions set up before you roll out the, before you roll out the AI. But, you also want people to come in prepared and ready to experiment with it. After the training, you wouldn't necessarily want to have the training and then say, okay, well. Wait, until we roll out the actual AI system that's going to be enabled in the next two weeks. You know, um, I am not sure what Christy generally like what. Is this common? Do we have an AI training long before the system is rolled out?
Speaker 6 00:48:07
So it depends on what you want. As a comment, I'd say 50%. Say yes, that they want to give certain people access before the training. And fifty percent is like no, let's just turn it all on at the same time. So it's up to you. You're talking about a week or two difference as far as cost, it's not going to make any difference. So, But it needs to be thought through of who needs it on and what do they may have access to.
Speaker 4 00:48:42
But I mean, we're talking about Copilot too. Cause technically we could, you know, If we were to use Claude and open it up to Claude or Chat GPT or both to everyone. And say. Hey, we're gauging interest. Would you like to use this enterprise version that we're paying for? I mean, all the permissions are generally. They're not they're not applicable because you are using that and it's not enabled. It's not within our system. Right, you still have to feed the information into these AI tools. So, in a sense, like if you wanted to, we could say," Hey, is anyone interested in?" Joining uh you know. We're doing a cloud subscription. If anyone wants to join, let us know because it'll be starting. You know, next week or whatever, or ahead of the training.
Speaker 6 00:49:38
Hi. Um. So let me give you a quick update. Um, sorry. Let me give you guys a quick heads up on Claude. You have to I don't know if you guys have looked into it. Um I am going into a client's version of Claude, which they are completely okay with me showing it to you guys, but with Claude for the business. Um, you have to get a minimum of five users.
Speaker 6 00:50:10
And I need to make her an admin. So, just a quick heads up on that. If if you go in, it has to be five users at this moment. You can see that we've only got two in there, But we just we're still working on setting up with everybody, and they keep They keep putting balls on it. But we do have five seats. Three of them are available in this one because they're testing it on the back end. Um, and so if you do, um, sorry, a fly just flew in my face. If you do set up a Cloud Teams account, it's automatically set to not send your data out. So just a heads up. And OpenAI or ChatGPT is a minimum of two users, so a little bit different. And I can help you set both of those up.
Speaker 2 00:50:57
So I guess before the training may be coming up. So what the things that we, To establish our, you know, the AI committee. Um, maybe like what tools we can. Provide like what we can have available for the ones who want to use AI. And then the AI policy. At least. That's those are the three important things that I could think of before we actually have the training.
Speaker 3 00:51:27
Yeah, and well, you know, I also want to make sure. For instance, right now on, Or set of like file network, the permissions will it be replicated? So, for instance, if I see okay. So if for instance we have like an HR folder. The people who don't have access to it will continue not having access to it, right?
Speaker 6 00:51:53
Correct. So if you pull in Claude or, uh, Co orum ChatGPT. It can only access, On your computer, what you can access, and that's it.
Speaker 4 00:52:06
Okay. So it's really built into our system and using the same file permissions as. Microsoft is what you're saying. Yes. Okay.
Speaker 6 00:52:21
Um, it doesn't have as much access as Copilot does. Which is why it's, which is why I'm more okay with you rolling it out. Um, Claude and ChatGPT faster to your staff. Um, But basically, we still want to do the file cleanup, because, if let's say, Casey has some has access to a file that she doesn't realize she has access to, well Claude now has access to it. And so if she searches for data, it may pop up. And give her information she probably shouldn't have. So, got it. We have seen that. Um, she was so she being the.
Speaker 6 00:53:01
Person who figured this out last year, we rolled out. I think it was September. We rolled out Claude to a company and we advised them, "Hey, you want to make sure we can run scans for you," and they didn't want to pay for it. Um, And so they didn't realize that a current salary report was sitting out in a public folder. And someone did a scan or did a co-pilot or I am sorry, Claude search. And said, "Hey, what is my current salary? Check my system for it." And she didn't realize she had access to that file. And Claude at the time was not as. You know, all AI is not always accurate. And it pulled one of her peers' salary information instead of hers. And she quit because she found out she was not getting paid the same amount as the other person. So. Yeah. So then they came back and asked for the scan. So.
Speaker 3 00:53:60
So basically, you know, I don't know. I am really ambivalent and undecided as to whether to make that available to people to test it out, you know. Before you know finalizing everything. I mean, I always err on the side of caution. So, I mean, I'd rather. You know, We have waited all this time, and you know, another week or two is not going to suddenly create. an expert in AI or even, you know, questions are going to remain. Before training, after training. So even when we do have training, we're still going to have questions about how to use it, what to do. Even afterwards, so but but that's just my opinion.
Speaker 5 00:54:54
Call me everything it's a. Pre tty busy couple weeks for everybody in the foundation, so I don't think anybody's going to even if they had access. How much time are they going to have to kind of explore?
Speaker 3 00:55:07
So Tyler, in terms of Timing, you know, we had a commitment of dates and of everything. But if you think realistically speaking, U m, just Christie for your information. We have got 19 staff, 12 I think are on the uh program side. And then seven on the admin side of the twelve, Tyler. If you think none of them is going to have any time. For the training.
Speaker 5 00:55:42
I don't think so. We have our big event. The Saturday after the last training, there's going to be I mean we have board meeting prep. There's just a lot going on. I just, Don't know how much time people are going to spend.
Speaker 6 00:55:55
Don't underestimate someone excited about new technology. I see Anzor.
Speaker 5 00:56:00
We're not really excited for new stuff in our organization.
Speaker 6 00:56:03
I see. On, on.
Speaker 5 00:56:05
You have a hard time with change.
Speaker 6 00:56:06
Yeah, I understand that. Um, yeah, I see people on all the time, and I am just like," Do you not sleep?" But then again, what am I doing up at midnight? But Yeah.
Speaker 3 00:56:21
I mean, probably a much better timing would have been in the fall because right now, you know, Everybody is busy finalizing the end of the school year. And then afterwards, people are going to go on vacation. So but is what is. So we'll do the best we can. And. I think the four of us here, Chrissie, will discuss and see if we need to roll out any. acceptable AI medium before the training or not. So But I'll send out the email today. We'll finalize it for the training sessions. And.
Speaker 3 00:57:11
Anything else on anyone's mind?
Speaker 4 00:57:18
Obviously, we want as many people to participate in the trainings as possible. Yes. So Given, given what Tyler had mentioned and how busy our program staff are. I think we might consider being some being a little flexible. So Christy, if we talk internally and decide, hey, we might need to push back the trainings a little bit. I hope that you can accommodate. We also do want as much input from the program staff as possible, not just the four of us that are in the meeting right now.
Speaker 5 00:57:49
Well, The first training date is our staff meeting where we're all at the office. So.
Speaker 4 00:57:53
No one's.
Speaker 5 00:57:54
Gonna be busy that afternoon. There you go. They should have an open calendar.
Speaker 6 00:57:59
Good. Um, so just a heads up for you the following week.
Speaker 6 00:58:05
Um, hang on one second. The following week, the week of the seventeenth through the twenty-third. Um, yeah, you the sky's the limit on meetings. Uh, anything in purple I can't. And anything in red, I can't other than this one. I don't want to attend that. Um, but pretty open except for my one o'clock. Um. Friday, I do have it uh blocked out because my daughter has a light day that day. Um, In it and also I have a a project the following week that I have to go to because the following week I will be in. Big Bear for a client. So, the twenty second is going to be a lighter day for me. But 18 th through the 21 st, I'm pretty wide open. So.
Speaker 4 00:58:60
Okay. So.
Speaker 3 00:59:02
U h, Christy, one one thing about these training sessions. We won't mention it, but just in case. Is it being recorded and can it be viewed later?
Speaker 6 00:59:12
Yes, I will send you the recordings when we're done.
Speaker 3 00:59:15
Okay. I think that that will be very helpful because I mean, I hesitate. You know, I am very I really believe in full disclosure, but I hit, To mention a recording is available, Or maybe the four of us will discuss. And we say just just to be. flexible for everybody. We'll just say if somehow you cannot make any of these three days, There is a recording available and you can watch it later. Maybe that's better for full disclosure. Mhm. That way then I think.
Speaker 3 00:59:55
We'll hopefully get most of the nineteen people in one of those three or in all of those three sessions. And then, you know, somebody can't do it and wants to watch the training on a Saturday morning. It's their decision. Yeah. Yeah. Wait. All right. Well, lots of work to do. Yes. Thank you very much, Kristy, for your, Le adership and you know, we'll really rely on you. And uh, you know as as we all know. You know, by the end of May, That's not the end of our interactions. And it will just be the beginning of a lot of people coming to you and your staff with a lot of questions.
Speaker 6 01:00:44
They're working on a couple of AI projects, so they're ready for any of the questions your team might bring them.
Speaker 3 01:00:51
Okay. There you go. Yes. Thank you. All right, thank you very much.
Speaker 6 01:00:56
Thank you, Christy. Have a great evening. You.
07-24 Meeting: AI Training Plan for Carney Properties
## Meeting Information
> Date: 2026-07-24 08:58:18
> Location: [Insert Location]
> Participants: [Christi], [Pete]
## Meeting Notes
### Training Schedule, Format, and Content
- **Structure:** A three-day AI training session is scheduled for Carney Properties on Monday (July 27), Tuesday (July 28), and Wednesday (July 29), 2026, starting at noon each day. Each session will last approximately two hours for 25 participants, who will all attend all three days.
- **Content:** Christi has prepared approximately six hours of content built around a checklist provided by the client in May and recently tightened. The training materials, including dummy data for finance/HR examples, and session recordings will be shared via email.
- **Flexibility:** The content for Day 2 and Day 3 will be adjusted based on the outcomes and feedback from Day 1. Pete suggested checking in with the client's contact after Day 1 to ensure satisfaction and adjust focus if needed.
- **Logistics:** An 11:00 AM Foothill-related meeting affects Alonzo's attendance; Pete rescheduled this meeting two hours earlier to accommodate.
### Day 1: Introduction and Fundamentals
- **Objectives:** The primary goal is to demystify AI and make it immediately useful for real Carney work. Every participant will complete a hands-on task to get a useful output.
- **Ground Rules:** Reference cheat sheets will be emailed, sessions are recorded, there is no grading, and failures are treated as data points for review. Christi requested screenshots of failures for Day 2. Open Q&A is encouraged.
- **Core Concepts:**
- **Value Proposition:** For Carney's team of ~25 managing a large portfolio, AI can shift time from mundane tasks to strategic judgment and relationships. AI excels at summarizing, drafting, reorganizing, explaining, comparing, and translating technical language.
- **Automation vs. Generative AI:** Automation is deterministic (e.g., Outlook rules), while generative AI is improvisational, capable of creating novel content but requiring human supervision.
- **Supervision:** Treat AI like a brilliant, tireless, but overconfident intern. All outputs, especially numbers, dates, citations, and legal references, must be verified.
### Risks, Myths, and Governance
- **Risks:**
- **Hallucination:** AI can produce confident-sounding falsehoods.
- **Model Inbreeding:** AI learning from AI-generated text can flatten writing styles.
- **Security:** Pasting sensitive information into a tool constitutes sharing it. A dedicated security block will be covered in the final session.
- **Regulation:** Policies are in constant flux; prompts and internal policies should be resilient to change.
- **Myths vs. Realities:**
- AI offloads repetitive work but doesn't eliminate the need for human judgment.
- Carney's business-grade AI accounts ensure conversations are private and not used for external model training.
- AI is not always right and requires fact-checking.
- AI provides benefits across all roles, not just technical ones.
### AI Tools and Prompting
- **Available Tools:** Carney has Microsoft Copilot (integrated into Outlook, Word, etc.), Claude (integrates with Word/Excel), and ChatGPT. Participants can use their preferred tool.
- **Framing Tool Comparisons:** To mitigate legal risk (libel), Pete instructed Christi to frame tool comparisons based on their strengths (e.g., "Claude’s strength is...") rather than making absolute negative claims (e.g., "Copilot can't do X").
- **Tool Strengths Overview:**
- **Microsoft Copilot:** Best for tasks within the Microsoft 365 ecosystem, like summarizing email threads, drafting replies, and building Excel formulas. It can see user activity without copy-pasting.
- **Claude:** Excels as a "deep reader" for long documents like leases and loan agreements. It can analyze entire folders of documents (e.g., summarizing 30 invoices into a table).
- **ChatGPT:** Strong in native image generation, data analytics, web research, and creating custom GPTs for repeatable tasks.
- **The Four Building Blocks of a Strong Prompt:**
1. **Role:** Define the AI's persona (e.g., commercial property manager).
2. **Context:** Provide essential facts the AI cannot know (dates, names, scope). This is the most critical element.
3. **Task:** The specific action verb (e.g., draft, summarize, compare).
4. **Format:** The desired output shape (e.g., bullet points, email, table).
- **Interaction and Iteration:** Users should interact with AI conversationally, providing corrective feedback within the same thread to leverage the AI's contextual memory. A demonstration showed how a generic prompt yielded a poor result, while a detailed one was much better but still required correction on an assumed date.
- **Document Reading:** Christi clarified that by default, tools may only read a document's index or preview. Users must explicitly prompt them to "read the full document" for deep analysis.
### Day 1 Exercise and Day 2 Plan
- **Day 1 Exercise:** An 8-10 minute hands-on exercise where participants will use a tool for a job-relevant task that doesn't require file access, based on a provided list. Pete cautioned Christi to ensure no sensitive history is visible during live demos.
- **Homework:** Before Day 2, participants are to use one tool for a real task (e.g., summarize a thread, draft a notice) and bring their successes and failures.
- **Day 2 Plan (Scheduled for July 25 at 12:00):** The session will focus on moving from getting _an_ answer to getting the _right_ answer efficiently. It will start by reviewing homework and then cover eight advanced prompting patterns: Role vs. task, Context/task/formats, Compare, Convert/reshape, Reason, Research augmentation, Show examples, and Constrain. These will be supported by a handout and live demos using real Carney documents.
## Next Arrangements
- [ ] Christi to send the meeting recording to Pete and Anzor.
- [ ] Christi to send the PowerPoint presentations to Jason on July 24, 2026.
- [ ] Prepare Day 1 training materials using strengths-based, legally-safe language for tool comparisons.
- [ ] Add a disclaimer to the training that all tools can perform most tasks and user preference may vary.
- [ ] Conduct the Day 1 hands-on exercise, ensuring it doesn't require file access.
- [ ] Email cheat sheets and reference materials to participants after Day 1.
- [ ] Collect and review participant screenshots of failures to address in Day 2.
- [ ] Adjust Day 2 and Day 3 content based on Day 1 outcomes and client feedback.
- [ ] Distribute the Day 2 handout covering the eight prompting patterns.
- [ ] Prepare live demos for Day 2 using real Carney documents, including vendor proposals and a lease.
- [ ] Cover security safeguards and governance comprehensively on the final day.
- [ ] Verify Alonzo’s availability for the training sessions.
## AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. Confirm the detailed agenda items from the client align with the updated three-day structure.
> 2. Define specific criteria for "useful output" from the Day 1 exercise so participants know what success looks like.
> 3. Establish a standardized process for collecting, storing, and reviewing failure screenshots (location, format, privacy).
> 4. Clarify which documents/data participants should provide to AI for accurate numbers, dates, and square footage.
> 5. Set clear guidance on preventing exposure of sensitive information during live tool demonstrations.
> 6. The meeting mentioned three AI tools, but only provided details on Microsoft Copilot and Claude. The third tool (ChatGPT) was not discussed in as much detail in one segment.
> 7. Consider a brief legal counsel review of the training script to ensure libel-safe phrasing.
> 8. Test and confirm each department’s tool access (OneDrive, spreadsheets) to prevent exercise failures where file access is intended.
> 9. Create a standard prompt snippet to force full-document reading and include it in materials.
> 10. There is no clear timeline or action item for Christi to follow up on Anzor's feedback after he watches the meeting recording.
[EOD sweep 2026-07-27] Karney training practice dry run with Pete + Anzor (9:00-10:03am): rehearsed 3-day AI curriculum against Karney's expanded agenda (they expanded the general course outline significantly), refined module structure/pacing/session grouping, finalized PowerPoint decks (sent to Jason same day), feedback loop with Anzor before delivery. Internal Crimson prep - not billed to Karney (all-Crimson attendees).
Jul 24, 2026
Speaker 2 00:02:49
Oh. Hi, Sorry, I jumped because I had I was reading something and forgot that I was in a meeting. Good morning.
Speaker 3 00:02:58
Happy Friday. Absolutely.
Speaker 2 00:03:02
I don't want this weekend to happen. It's gonna be a busy weekend. It's gonna be what? It's gonna be a busy weekend. Okay, I hear you. It is kiddo's eighteenth birthday slash graduation party slash going off to college party. We did all three together.
Speaker 3 00:03:25
Lovely, yes, yes, Yeah.
Speaker 3 00:03:30
So I will give Alonzo a minute. Um, we have a ninety minute meeting with Foothill, and he has to be on site, and it's at eleven o'clock. So I purposely made this two hours early, hoping he could attend. But I don't know. So, we will, uh and yesterday was his birthday. So yes, anything anything's possible, so we'll give him one more. We'll give them one more minute, and if it doesn't happen, then we will proceed. Okay. And I want you to pretend like I am Carney. Now, did they send anything over?
Speaker 2 00:04:09
Oh yeah.
Speaker 2 00:04:12
We've Been going back and forth for four months. There's. I thought Cotson was overly prepared. They made Cotson look like they were underprepared. Okay. So.
Speaker 3 00:04:26
Can you describe to me or. Um. Tell me what they have asked for specifically.
Speaker 2 00:04:34
Mhm. We have a whole agenda that they created. Okay, and so I took their agenda and I broke it out into. So this is what they sent me. Okay, It is the This is everything that they want to cover. Now, I gave them a, a generalized um, Three day training course, and they took that and expounded upon it. So this is everything that they asked for. Okay, and I built my training around that back in May. And then I went back through yesterday based on some stuff that Trace and I was talking about kind of tweak some things tightened it up, and then because it is technically three days.
Speaker 2 00:05:27
And so this is going through all the modules, uh, And then now when I,
Speaker 3 00:05:32
When we when we talked before and I asked the three days if it was just three sessions with the same with different groups, I thought you said it was three sessions with different groups because the groups were too big to have all at once. Is that correct?
Speaker 2 00:05:48
No, he changed it on me. We're doing everybody all three days. Oh yes okay. So that's why yesterday I retweaked all my training stuff for them, which is not it wasn't hard. It was actually pretty easy, and I kind of liked it.
Speaker 3 00:06:03
So and and then when are the trainings? They start Monday, and then when what else? So Monday, and then Monday for how long?
Speaker 2 00:06:11
Monday for two hours, Tuesday for two hours, and Wednesday for two hours. Wow. Yeah, it's gonna be fun.
Speaker 3 00:06:18
That's a lot.
Speaker 2 00:06:19
I am excited, like you have no idea. In fact,
Speaker 3 00:06:22
And you are ready with six hours worth of content.
Speaker 2 00:06:27
I already had most of this created so.
Speaker 3 00:06:29
Okay, all right. Well then let's get started and um and let's see what you got.
Speaker 2 00:06:34
Okay, So we're just going to go through day one, because uh day two and day three is going to be tweaked according to what comes out of day one. So um So I am going to just I am going to turn you off. Because I don't want to see you. No offense, you've got a beautiful face. Um, you know, saying in a in a H R friendly way.
Speaker 3 00:06:57
Let me let me just let me just turn my camera off. That's okay.
Speaker 2 00:07:01
Perfect. And then do you want me to record so we can reutilize this later? Or do you want me to go straight?
Speaker 3 00:07:07
Yeah, go for it. Yeah, that's fine.
Speaker 2 00:07:08
Okay All right some.
Speaker 2 00:07:19
Welcome everybody. Over the next three days, We're going to take the mystery out of AI and turn it into something you'll actually use on Monday morning. So, throughout this, I'm going to reference into cheat sheets that I'm going to give out to you guys and that'll be sent to you via email after the class is over with. Now real quickly, We're going to go over the foundation and first Wednesday. We're going to talk about what AI actually is how you can talk to it. And, a tour of the three tools that Carney Properties is going to be utilizing. And we're going to get you your first real win today, okay? So, What we're doing here today and the promise for today is every person on this call uses AI on real Carney work, and you are going to get something useful back. You are not going to get a demo that you watch. ; you are going to get something that you did. And by the time we hang up, every person is going to have a good understanding of the ground rules.
Speaker 2 00:08:12
And a good understanding of how you can work through AI and what you can be doing there. Now, there's no ground rule or no dumb questions, so feel free to interrupt me. This is recorded and the reference materials is going to be sent later, so you don't need to take notes unless you really want to. We also are not grading anything. If you try something this week and it flops, that's data. And I actually want to know about it, So I'm going to give you my information later on, if you don't already have it. And if something fails, I want you to send me what happened in the screenshots because that's actually good training for us and for you. And then we'll also we'll fix it on day two. And so when we get in and do more work. Um twenty five Good Lord, I am about to sneeze. So why Carney is doing this Your firm has been buying, building and operating property for over seventy years with a small team.
Speaker 2 00:09:09
Twenty five people manage a portfolio of a much larger organization. We need three times the staff to run. You are doing some stuff that's pretty impressive for a company. Now, that only works when your time goes to judgment and relationships instead of retyping, formatting, rereading. And, this is a gap that we're going to utilize AI to fill even more than what you are already doing. So I want you to be aware that this is Stuff that's going to help you. You're already financially sophisticated, But this is going to help you break down the mundane stuff and get through that a little bit faster. So today we're going to talk about AI. We're going to show you what this is. We're going to show you how to talk to it. We're gonna give you your three tools and you're gonna leave with your first real win on day two. We're gonna go over prompt patterns, We're gonna run them against real Carney workflows and you're gonna leave with a repeatable skill.
Speaker 2 00:10:05
Wednesday, we're going to talk about guardrails, governance, and a six-month plan. So you're going to leave with some tool decisions and a roadmap of what you guys want. And we're going to talk about what's safe. Now that gives you two definitions. But, what I want to really focus on is what AI is and what's not. Reality is it's a really fast well-read writer. Okay, it's read an enormous amount of information. It's gotten extremely good at predicting what comes next, and that's what AI is. It's a prediction tool. It goes through and it bases its information on what a majority of humans are going to think and do based on everything it's read. So, it's really good at that part. It's also really good summarizing, drafting. It's also really good at reorganizing. um, it's definitely great at explaining and comparing and it translates.
Speaker 2 00:11:02
Language into plain English. So, you know, when I get into those technical pieces and I start jabbering with technical language, It's really good at taking that technical language and dropping it down to something that's more understandable. Okay. Now, one thing I want you to understand, it doesn't think the way you think. It has no opinions. It has no stake on the outcome and no way to know what it does not know. So it is can be unreliable, Especially on specific numbers, dates, or square footage, unless you hand it the document that contains it. Okay. One thing I want you to remember is it's unreliable with anything that requires certainty unless you give it enough data to build out that certainty. So if that's one thing you remember today, take that one away. Now the other thing we want to go over is automation versus generative AI. That's something that so.
Speaker 3 00:11:59
So I'm gonna so I'm gonna jump in here because you said interrupt you. So I'm gonna be I'm gonna be Carney right. So, So, how do I? How do I present information to it? If I like? How do i How do i present? Make sure that, that information is available to the AI tool? Or are you going to show me that later?
Speaker 2 00:12:19
So we are going to go over that later. But one thing I can tell you is the more information you give it, the better job it can get. It can give you actual results. So if you give it a floor plan, but you don't give it any numbers in a floor plan, it's not going to know that square footage. But, if you've got numbers in it that it can pull, and it can calculate those, then it's going to come at a more accurate number. You just got to make sure you give it the full picture as much as you're capable of doing. Okay. So one thing I want to go over is automation versus generative AI.
Speaker 2 00:12:56
You already have automation here at Carney. So you have a rule that files an email, that's automation. Same thing every time, it never surprises you, it never improvises. It never, it's a machine. You configure it once and you walk away. So think about that Outlook rules. That's something that is an automation. Generative AI is where AI comes in, it improvises every time, It can write a notice that you've never described in detail. Now, That's not going to say whether or not it's right or wrong because it can also invent things. It's very confident and it will do it without telling you. And one thing I do want to state is, it is an assistant and you have to supervise an assistant. One thing I'll go a little farther and say, it is more of an intern in some areas than an assistant in other, and you would never leave an intern to go around working unsupervised.
Speaker 2 00:13:52
So you do have to supervise it. So be aware of that. Now, it is already in the tools you use. So we have Copilot for you and it's sitting inside Outlook, Word, Excel, PowerPoint and Teams right now. So that's already there for everybody on this call. And later on, we're going to go over what that looks like and how you can use those in each of your tools. But that is part of generative AI. So I want to make you a little bit more aware. But, there are things in PowerPoint that you can do to make your presentations better. There are things you can do with Copilot in a Word document to maybe change up the language. Maybe you realize that, um, the document that you wrote may be a little bit stronger in, in more technical language than the person it's going to. And so you might need to change that up a little bit. That's where AI really shines. Okay? And that's for Copilot. Copilot is sitting inside of those and.
Speaker 2 00:14:46
Also, Claude. When we installed it on your computers, we also installed Claude to go into your Word and Excel. So, and we'll go over how that how you're going to use that as well. But let me go ahead and talk to you about myths and realities. Okay? One big myth is going to take my job. That is a fear everyone arrives with, And I can I can say this for sure because I work in IT. And that's one of the biggest things that people are saying, AI is going to take IT jobs. It It won't. There is always going to be something that I have to do, so just teach you guys AI. Um, the next myth is: Is spying on everything I do? And that's a fair question to ask. Um, you guys bought business grade accounts. Conversations belong to Carney, and they're not going to be used to train the model because we have those business grade accounts. Jason has admin visibility, uh, so be aware.
Speaker 2 00:15:46
But he can't read your chats. There's no no way for him to actually read your chats. What he can do is look at the usage, and he can add and remove people from it. He can check the security parameters, all of that there, but he can't read what you're actually chatting. Neither can I. Okay? Um Another myth that people have is it's basically always right, and it's actually wrong. Um AI hallucinates a lot and is very confident And it's hallucinations. And so you got to double check and reread things. The next and last myth that I have for you today, there's plenty of them out there, but the one I'm going to cover today is it's only for technical people. I would say that that is very much a false statement. And I have seen people from my daughter, using it to help her with some school stuff that she didn't understand how to do, All the way to, you know, a coworker of mine who's learning how to can at home.
Speaker 2 00:16:44
And looking for how to use a canning machine, so it's it's out there for everybody. The reality is, It does take the part you dislike thirty percent of your job that you don't like this, repetitive that you do all the time. It's going to take that away. I hate organizing my inbox with a passion because I get so much email and I got three inboxes I got to look after. So what I've taught AI to do is to categorize and move out things that I don't need to see every day. And that's helped get rid of and cause me to spend less time on email and actually reply to people faster. Now, there are some emails I get missed. Not going to lie, I am not perfect. AI is not perfect, but you know it does help. Another thing to understand, you guys already mentioned it's part of your business accounts. Your conversations do belong to Carney and it does not train the model. And, that's something that is a big fear. Is that what you say in AI is going to go back out to the internet.
Speaker 2 00:17:41
And that's simply not true for Carney because it's built upon a business account. And that feature is turned off, and there is no way to turn it on. Okay. Um, is confidently wrong regularly? Absolutely, hundred percent. I had it working with me on something yesterday that I wanted to write up, and it did the math wrong. So I do watch for that constantly. I am going to advise you to watch for that constantly and then The best users at most firms are not in IT. A lot of the users are in operations and finance, and that's where a lot of the bigger wins are happening with an AI. So just be aware of that. It's not an IT tool, trust me on that. I would use a little bit more IT if it was better at it, but it's not okay. Now here is your risks: hallucination. I know I keep mentioning this over and over again, but I really need you to understand that it will state something completely false.
Speaker 2 00:18:38
With total confidence and not know it, okay? No number, date, citation or legal reference goes out unverified. Now, what you can do is you can build into your prompts safeguards, and we're going to go over that in when we build out the prompts. Okay model inbreeding. That's another one most of what these systems learn is from text and stuff that other AI wrote. Okay, it does flatten the writing. And it. Does make the errors a lot bigger. So be aware of that. This is why your voice and your edits still matter. I am going to show you how to have AI write in your own voice. It's not going to be perfect at it, but it gets you ninety percent of the way there. And so that's going to be something that's going to be very useful, and that's going to come out tomorrow in our training. Security: what you paste is what you share.
Speaker 2 00:19:34
Okay, We're going to spend a full block on Wednesday. Regarding this, when we talk about safeguards and security and things like that. So I want you to be aware of that. And then regulation, the rules are moving fast. It's changing almost daily. Um, it gets updated. You'll see with Claude is going to constantly ask you to update sometimes two or three times a day. So when we work on Wednesday, We're going to show you how to set up policies and set up prompts and things that are going to hold up against some of against what changes there are in the future.
Speaker 2 00:20:04
Okay, it's gonna be a fun one because prompts are great. All right, so I want you guys to understand is is brilliant, is tireless, slightly overconfident intern who has read everything and verified nothing. Okay, kind of like a teenager. So, you would never send an intern to work on a lease or or a tenant without reading it. Same rule here. Okay? And that's why I want you to treat it treat it like a brilliant, tireless slightly overconfident intern who has read everything and verified nothing And I would go as far as to say they're constantly hyped up on monster energy drinks. Okay, they get excited very easy. AI does and teachers. All right, so I want you guys to understand about prompting. I want to show you what a weak prompt looks like and a strong prompt. Okay, now you are going to you are actually going to use this right now, So open up either Chat GPT or Claude or Copilot, and we're going to go over all this.
Speaker 2 00:21:03
All of what everybody looks like a little bit later, But go ahead and open them up and go to the chat and open up a new chat. And then if you get stuck on this part, let me know. And I want you guys to, we're going to. We're going to do the piece together, but I want you guys to open up your chats for right now. When you open it up, the very first thing you're going to see is this chat prompt. And it's going to give you where to type. And we're going to go over these two prompts.
Speaker 3 00:21:29
Are you going have them all use the same tool Chris?
Speaker 2 00:21:32
No, on this one we're not. We're going to let them choose because some some of them have had Claude and Copilot and Chat GPT for a few months now. So they've been using it and so they're going to have favorites. Okay. So actually most of them have I don't think there's anybody that hasn't had Claude or Copilot for a while now. Okay. So for this example, I am going to use Claude because that's actually the one I have open and. I'm going to have my new uh chat open here. And I'm going to tell it to write. Now,
Speaker 3 00:22:10
Is there anything on the left that we don't want them to see? No. In your in your recents, Because I don't want them to see something that they shouldn't see in your history. So just so just be cautious be cautioustious of that because you don't want something that you.
Speaker 3 00:22:31
Yeah. You know,
Speaker 2 00:22:33
I figured it'd be easier to use my Crimson rather than my personal, because on personal, they're going to find out I'm the one who's looking at the candid stuff. Yeah. And playing seven days a day. So on this, I'm going to ask Claude to write a tenant note. Now you're going to see it doesn't have enough information, It's going to either make an assumption or it's going to ask me for some information. So in this point, it's actually going to ask me, And I'm going to say maintenance or facility work, honestly. That's something I know. I just got one from my own landlord. And I'm going to do alternates and ability. Okay? You can choose whatever you want, if you get those same questions, if you're using Claude or any other ones. And so here is its tenant notice. Now, Let's do something a little bit different because we gave it something generic. We had to write in what we want, all right?
Speaker 2 00:23:28
I'm gonna give you a new chat, and I'm gonna ask you to take in this other prompt. In fact, oops, let me go back to it. I'm going to copy and paste it into the chat so that you guys have it. And then if you can put it in there, that way you're not typing everything out. All right, so there's the prompt. And we're going to paste this into our tool. All right, and then I'm going to just send that over, and I'm going to let it go from there. Okay. Now, here's what it looks like now. Because you're giving it more data. So we told it in our prompt, we're resurfacing the truck port and rear parking at this location.
Speaker 2 00:24:26
Is going to be taken up over three consecutive weeks, weekends. Sorry, and so it's going to give you that information. It's going to say the fifteenth. Um, it's going to give you what access is opening up. It's going to give a lot of details. So if you go through and you read it, I am gonna let you guys have a few moments to read it. There is one thing we messed up on that. We didn't get it. And that is the fifteenth and Claude went in and assumed it meant August fifteenth. Mostly because that's the next current. Okay, all right. Now, in the actual training, I am going to go a little slower, but for the sake of today, I am going to push that out a little bit more. Um, I want you guys to be aware. It's the same tool different results because of each prompt. So be aware that your prompts really do matter. Right so.
Speaker 2 00:25:22
What does a prompt look like? And there's four building blocks to that. Okay, role: who should it act like? Okay, you're a commercial property manager. That's who it should act like. What is the context? What facts can it not know and what facts can it know? So, A lot of the facts they won't know, and they cannot know, is which building, which tenants, what happened, what's the date. You know, what's going to be open, what's not going to be open. That's the context. That's the facts that the AI does not know. So what is the task? It's the actual verb. We wanted to draft, summarize, compare, rewrite, extract, list. In the in the example I had for you guys, it drafted. Okay. And then what is the format? It's a shape you want back how long what to tone is bullets, prose table, email memo.
Speaker 2 00:26:19
Memo, those are the different things that you can add in it for the format. You can tell it, I want you to talk with a person and not at a person. That's actually a prompt I use often. So when I'm writing out a prompt and depending on what I want and who it's going to, I don't want it to talk at a person. That's actually a common thing that AI does. So I'll always correct it and say, I want you to talk with the person, to the person, not at them. Um, These are the four building blocks that I look at when I am writing a big, strong prompt, especially on something that's like a report or things like that. So, if I am writing a report on something and I want to send it over to Jeff or I am sorry, Jason, Then I am going to have it think in that in that format of how I normally talk to Jason. So these are these are really important for you on that now.
Speaker 2 00:27:13
If you only remember one of the four of these building blocks, Which I'm going to send these to you in a handout so that you constant so that you have it to remember and look back at. But if you only remember one of the four, I want you to remember context. Okay? It's it's honest shortcut I can give you. Context is where all the quality lives. Everything else is just refinement. one.
Speaker 3 00:27:35
Thing Chris, A suggestion and maybe you're going to cover this already. But when you're talking about this, I would, Make it a point to to tell them that you can interact with the AI, just like you would with a person. Like if it comes back and says, "I I did this," or "What else do you want?" or "I can change this for you." Make sure they know that they can just say, "Yes, please do that," or or do, you know add this to it and it'll do that in the next iteration. And maybe you are going to tell them that but.
Speaker 3 00:28:10
Um, I just want them to know that they can talk to it, just like they would talk to a person.
Speaker 2 00:28:14
Yes. So, um, One thing I am going to state is you are allowed to argue with it. So this is my favorite thing. Um, I like to come back and argue with Claude, uh which I do call my bestie. It's the best bestie you can get$200 for. So you are allowed to argue with it. You're allowed to come back and make statements. So you can follow up in that same conversation and say that's close, make it a little warmer. Or drop the apology in the first line. Or I don't use the word "kindly" in my conversations. Don't ever use that. And then you can go back and say, "Hey, I need a sentence as part that this is this work is part of the ongoing capital improvement projects at the property." So these are the things you're allowed to argue with it. You can argue with it with anything if you have it sent out and you say, "Wait, the date's wrong," and it goofed up, you can just tell it that so.
Speaker 2 00:29:09
It does. If you're doing it in the same conversation, it will remember everything from the first message. You will refine by conversation. Don't start over. Um, so this going to be a good habit for you guys to remember. Keep talking to it in that same conversation or reply back, just like you were talking to anyone else. Um, And so this something I do see that separates people from those that love using it to those who quit after a week or a couple months. Okay? Nobody is going to get it right on the first try, including you. Now, three tools, three jobs. Most firms buy one ; Carney bought three deliberately, because leadership wanted the team to experience the differences rather than take a vendor's word for it. Now, you are going to look at your choices. You are going to. I am going to teach you what each one does well and what they don't.
Speaker 2 00:30:05
And, that's something that's going to help you understand what tool is going to be right for the job. Now, first thing we're going to go over is Microsoft Copilot. One thing I want you to realize, if you don't go to it, it comes to you. So Microsoft Copilot is already in Outlook, it's already in Word, Excel, PowerPoint and Teams. It's really helpful for summarizing a long thread. It's really helpful for drafting a reply in Outlook. Recap of meeting, build a formula. It sees what you're working on without you copying it anywhere else. So to show you what that looks like, I'm going to show you my Outlook. Now be aware, my Outlook is very very organized at this moment. So I do have a lot of colors and pretty pictures, but Copilot helped me do that. So I'm going to pull this over here in Copilot Here's, my email from Jason from the other day. And what I'm going to do is I'm going to have this little button right here, which is Copilot.
Speaker 2 00:31:03
Summarize what this email thread is about. Okay, and so if it's a long email thread, it's really good at summarizing and giving you some information. It still might be wrong every now and then, But lately, I've not seen this one be as wrong as it used to be. But do you know be aware of that. So, here's the summary. Now on that, I can also go up here to my Copilot button and I've got a summarize and reply option here. Okay? And so Copilot is going to come up in another window. And it's going to look at replies and summary. It's going to take a guess at what it thinks you want to do. And then it's going to put that up in a draft format. It's not going to do that for us, it's not gonna send. So here's the suggested reply, and I can argue with it, I can say hey, I want this more in my language or I don't and go from there.
Speaker 2 00:31:59
A few other things we're going to go about a little bit later, but I'm going to show it to you is prioritize. That is where it'll learn who you want to see. So I'm going to show you my prioritization. And, my prioritization is this : I'm going to let it show AI - generated summaries in the message list, And I'm going to also allow it to apply a low priority label and a high priority. So higher priority if it comes from Anzor or Pete within Crimson or it's about Camp Pavika. It also learns how you look at email. I'm going to go ahead and discard this because I didn't make any changes. But if you notice, Jason right here had a higher priority because it was he was requesting my guidance on some issues. And. So that's a good tool for you guys to learn about Copilot within Outlook. Now, it's unbeatable. This is the honest takeaway I can give you guys. It is unbeatable in anything that touches your Microsoft environment, meaning.
Speaker 2 00:32:55
Anything that's saved in your OneDrive, anything that's saved in your uh Teams files, anything saved out in Microsoft itself, it's going to be unbeatable reading all that information. It's going to know. Okay, it's not the person you're going to ask to read a forty page lease. It's not great at that. But Copilot is the anchor to a lot of the apps and the tools that you use daily. Okay now the next one is Claude. Claude is It's a really good one for long documents and careful thinking. Okay, you it's you're going to be your deep reader. It's someone that, that will sit there and be happy to read a white paper. That's sixty pages long. Okay, it will read an entire lease, loan agreement, a cam package or a stack of vendor bids in one conversation. It does show its reasoning and it'll tell you when it's when it's unsure about something. Okay now, it does do the work just not the talking.
Speaker 2 00:33:52
You can point it to a folder, describe what you want, and it plans the steps and executes them. So thirty invoices become one summary table. One thing I like to do is I'll point it to a folder full of invoices and I'll tell it pull all the June invoices that have to do with telecoms for this client. And it'll look and find all of that and it will summarize it. And it's really good at doing that. It very rarely makes a mistake on that, but sometimes you do need to watch. And make sure, but be aware of that. Okay, Now in Copilot I mean in Claude. Sorry, uh, you do have a couple of different things. I want you to work on. So you have chat here, you have co-work here. We're going to go into these a little bit more depth um and code here. We're not going to go into code on this one. But this is where you're going to point it to folders, you're going to have it do a few things. I actually had it reorganize a folder the other day.
Speaker 2 00:34:50
And so it went through and reorganized the folder for me. These are the simple tasks that everyone needs to do because they're mundane. This is something you can have it do, And then you can go work on something else that you need done or go get that cup of coffee. You forgot to get this morning, okay?
Speaker 3 00:35:04
So Chris, I am going to ask you to change what you say and how you have it in the document before you do this on Monday. You can't say.
Speaker 3 00:35:19
This does or doesn't do this, and you have to you have to say this one does this well. Okay, But you can't say, Copilot doesn't do this and you don't use it for this, because if you record this and anybody from Microsoft or anybody from Claude hears that we said this in a training, they can come back and sue us for libel. Okay, got it because they will say. We can do that, and you told this whole company that we can't do that, And we're going to sue you now because you were the trainer and said that Microsoft's product can't do this. And I am being petty, but it's happened before, and I really don't want Crimson to get sued for nothing. So okay, you can say Claude's strength is doing this and Copilot's strength is doing this, but don't say that you don't. You can't use Copilot to do a forty page document, and you can't use Claude to do this.
Speaker 3 00:36:12
So just say the strength of Claude is this, and the strength of Copilot is this, and the strength of uh Chat GPT is this. Just, just phrase it as those are the strengths as opposed to don't use the other one for that. Got it. Okay, get where I am coming from? Yep, I do. Okay, I had somebody i had The reason. I am saying that is I made a comment to one of my friends about a company once. And because I said, i said that I wouldn't use them because of this. And that company wanted to sue us because I told my friend that they sucked. And I said, well, I said it was my opinion. And that that made it okay because I said it was my opinion. But they wanted to sue us because I gave my buddy my opinion. You know, but I said it was my opinion so it made it all right. But they they were like so, It was that petty. So i i just don't want to especially if this is going to be recorded and memorialized.
Speaker 2 00:37:04
So anyway Gotcha Yeah, i'll make sure i do that Okay Thank you All right, For ChatGPT, which is the next one, um, it is the only one that generates images natively. However, that is changing right now. So when I wrote this back in May, it was the only one that could generate images natively. Now ChatGPT uh is very strong in its native image generation, But Claude has created Design, and that has been released publicly in the last few few weeks. And then also um.
Speaker 2 00:37:38
Copilot has also started generating images, So I want you guys to be aware that what I train you with today may change tomorrow. Just in how quickly AI is moving, it is also really good at data analytics, data and web research, voice and file processing all in one place. So, some of the things that I like to do is build out custom GPTs, which is projects that. You give it instructions on, and then it's the same instructions every time. And then you give it the things to do. So you can take and build a Carny Lease AskJake assistant, and then reuse it every time when you need it to look at leases. So, It's something that you know you could build for either yourself or share it out with other people. So for on Crimson side, we built a uh a custom Crimson version of creating statements of work.
Speaker 2 00:38:36
And a lot of people use that when they're building out a state of work. Okay, You can do all of this in as agents and co-pilot and projects in Claude as well. So it's not just one thing there. Um, now this my opinion, so um this what I use it for, but with everything changing, this may change tomorrow. So as of today, here's what I what I reach for when I need to do certain things. Okay. To handle email, meetings, And anything that's already in Microsoft three hundred and sixty five I automatically just reach for Copilot. If I want it to read something long and think hard about it, or really do an in depth analysis, or even take an entire folder and search for and build out like a budget based on leases. Things like that I'm going to reach for Claude. If I wanted to do a little bit of everything, especially with images and quick analysis I'm going to reach for ChatGPT.
Speaker 2 00:39:31
And let me show you what I mean on that. So and what.
Speaker 3 00:39:34
What you could what you could add here, Chris, is you could say, now you could use any of these for any of those things. It's, just you might you may find once you do once you try them that you prefer one of these over the other. Yes, and and that way they that way they can kind of say, know, You might find out that You prefer one of these. As the tool that you know, that's your preference for something else, and you know that may differ from what from what I prefer. But because honestly, You know, i I sometimes use Copilot for some other things that you might not. But um but you know, they they may find something they may find Copilot simpler to use just from an interface perspective or Chat GPT and Claude might be too too complex for them.
Speaker 3 00:40:26
So yes, you might just want to add that disclaimer at the bottom. One one other note, and I'm not trying to distract you. If if you want to just just note this, when you were having them do that proposal or that um. That uh, not proposal. That thing. That thing that you had them do um the communication? The communication? You might want to add an option for them to be able to save that or I don't know if they're going to ask how do I save this? Or how do I? If I wanted to save this to send it out, I don't think you gave them that note on how to do that. So I don't know if they're going to ask that, but if you want to offer that as part of that next step, you could if you wanted to.
Speaker 3 00:41:10
Absolutely. Okay, go ahead.
Speaker 2 00:41:11
All right, so I'm going to show you two tools. Even though I had told you which to reach for which, I'm going to show you two different things that I've done with Chat GPT and Copilot. So on Chat GPT, I actually use these GPTs all the time. So I'm CIO for a couple of different companies, And one of the things I do is every week I send out an IT update email to all staff. And, I know people read it because I include pictures on it, and the clients in my company uh, the clients there love those pictures. And if I forget a picture they let me know. So I've set up GPTs that will automatically format these pictures the same way every time.
Speaker 2 00:41:53
I always want it to have Post-it notes, a computer. It always has to have a mug. And the mug has to have some kind of cute little, uh, you know, statement on it. And. So here's that one was free, and this moves, and these are a couple of different versions. And this where I put I argue with it a little bit. So I told it I wanted to put a little more emphasis on equipment moves because we don't want people moving equipment. So if you can see my little mug here patched now nap later, So this is something that I have in chat GPT. Now, the other day, I played around with making my own agent within Copilot, that does something really cool. So it's called Design Space. And what I want to do is let me see if I can find it. I gave it a picture of my um, click on it there we go. I gave it a picture of my living room without any furniture in it.
Speaker 2 00:42:52
And this based off my apartment complex. So this my living room. And I told it, I wanted it to create some images for me. And, here's the images of what it would look like in different designs we can do. And, that's something maybe you guys might be interested doing what you're doing getting filled out. So these are a couple different things in here. Now one thing to note is when you're in Copilot, it doesn't automatically keep the picture rendering um for you on your computer, it does have to re-download it again But here's what it looks like once it downloads. It is a little slow, but this is what it looks like. So, It took the image of my apartment complex, or my my living room and I made a couple of different versions, and then it gave me some ideas. And you can see um there's some different things. I actually like the light and airy coastal feel just just a heads up. So, these are a couple of things you can do uh within the same tool. It does come very handy for people um.
Speaker 2 00:43:50
So for a lot of those tasks, all three do a fine job. So just be aware of it. The differences are going to show up in the edges. So I want you to play around and put some of those things that you're asking it to do in all three and see which one gives you the better format. Um, and you're going to see sometimes Claude wins, sometimes ChatGPT wins, and sometimes Copilot wins. Okay? So, you're going to feel those in the next couple of days on what that looks like. Now it's your turn. Okay? I want you to pick something that's closest to your actual job and pick any tool you want. So, you've got a couple choices here. You're going to pick something from the list, and then I'm going to put you on mute for the next eight minutes. And I want you to have one of your tools, do something that's based on this funnel, okay?
Speaker 2 00:44:48
Now, Pete, for this one, I'm not going to do that for you. That's fine. So I'm going to go on to the next.
Speaker 3 00:44:54
So. So will they although have something that the tool will have enough information to do for them without them having to like will finance? Will it have access to data to actually do something for them?
Speaker 2 00:45:16
Yes, their copilot already has access. Claude was set up with the connector back into Microsoft as well, and Chat GPT has been set up.
Speaker 3 00:45:25
So, you might want to, you might want to preface it with the with that so that they know that, you know. So, for instance, if if you say you might want to say if you're from finance your tool, should have access to your spreadsheets and your OneDrive or or wherever that is. So if you wanted to do something that says, Um. Give me a summary of my, Something I mean I I can't think of what what I would do right now. But, um. Hello, Lucia. I don't know what they would have in their particular leasing folder or in their operations area or their H R stuff. But you know, maybe maybe they could they could say, can you.
Speaker 3 00:46:13
You know, give me a list of my employees if they're in H R. Um, you could tell them it should have access to your, your files and your One Drive folder if it if it does. But I don't know. I don't know if it's going to fail and say it can't access those folders or you're going to get a bunch of errors or anything. So I, I don't know if you need to verify that or not. Okay.
Speaker 2 00:46:39
That's why on this list, I picked things that wouldn't need to access their files. Okay. So like for the H R and admin, like a job description. So one thing I want to mention is give it some additional context of what you're looking for, which I can send to you. But that's on my notes. Okay. Um. And then we're gonna, we're gonna give them eight to ten minutes um also because it's a two hour meeting so they might need to get up and walk away Yeah, that's fine Okay. And then we're going to do a debrief, like what surprised you, what did you not expect or what did you expect and didn't happen? And then what disappointed you? So, that's something that's actually going to be pretty helpful because as we determine what disappointed you, we can also work around some of those issues. Maybe make a prompt better. Maybe look at how things are happening. Now one thing I am going to bring up prior to this, and I did I forgot to put it back in my PowerPoint.
Speaker 2 00:47:38
Presentation, I'm going to add it back. Is that the way Claude, ChatGPT and Copilot work is they don't read an entire document when it's looking for something. It will read the index information for it. So maybe a first couple of paragraphs, Whatever is shown that Microsoft allows them to see without opening the full document itself. And so that's part of um part of something you got to know. You also need to tell AI to actually read the full document if it needs to. If you're searching for something.
Speaker 3 00:48:08
So the other one, other note you might want to add on this slide is, did you interact with? Did, did you did you interact with the the tool after you submitted your request? You know, Like, did you did you go back and forth or what whatever you whatever you call that. I mean, You know how how you said, do uh argue with it or. Interact with it or whatever you want to call it. Did you did you tweak it? Did you uh I'm I'd be curious if they did more than just submit the request. Yeah. You know, did you talk to the tool? Did you interact with the tool after your initial re- uh request?
Speaker 2 00:48:49
I added that to my notes just now. I'm going to add that in as a as a number. Okay So, All right. And then what I want you guys to do is before tomorrow use one of these in a one real task. Okay, I want you to summarize a thread or draft a notice. Rewrite a paragraph if it works, bring it. If it fails, definitely bring it. Failures are some of the best teaching material that I have and that we can actually go in and work on together. All right, um, you guys are welcome to come back with a mess. Whatever you want to bring, we're going to go over that tomorrow at noon. Um so what I want you guys be aware of.
Speaker 2 00:49:28
Is day two, We're going to take you from I can get an answer to I can get the right answer on the first or second try. Okay, and we're going to run those against some of Carney's real workflows. Now, if you have questions between now and then, reach out to Jason or myself directly. Trust me, no question is too small; it's not dumb. And I can guarantee you that the most awkward questions become really useful. So my information is right here. Most of you guys have it. You can call the IT help desk as well or email them at help at crimsonit dot com. A lot of our technicians know AI really well, and they can help you with some items, but if you do email the help desk, Cc me so that I am aware of it, and we can answer a lot of these questions tomorrow. And that's it.
Speaker 3 00:50:13
Okay, so your first day is two hours scheduled. So if you did the Q and A and the, Exercise, you're probably at an hour, hour and fifteen. So you're not going to fill two hours with this. Do you have additional content that you're going to add to this? You think or.
Speaker 2 00:50:32
So when we actually I didn't want to do it with you because I I didn't want to cut into your time, but when we actually go over each tool, I'm going to go over a little bit more of what each tool looks like and where the chats are things that we're going to use in here. So that's going to take probably an extra ten fifteen minutes. Okay.
Speaker 3 00:50:49
Is he going to be okay with ninety minutes versus two hours?
Speaker 2 00:50:53
Yeah, I want I I want to give them some time to do that exercise and activity. I have one more exercise or activity that I may do with them, um just see where the time is because, uh with Carney in the past they're really good at interrupting. Okay. So I'm trying to not run over.
Speaker 3 00:51:12
Okay, and then what does day two content look like? Do you want to?
Speaker 2 00:51:18
Let me pull it up. I have all of it here because I'm going to share out with Jason once we go through it all. So, day two is regarding real prompts, and we're going to go over first before we get into day two, and we're going to answer a lot of the questions. So, real prompts, And then what we're going to go over is eight patterns that do almost all the work. And it's going to be ran against documents that you handle every day. But first we're going to go over yesterday's homework. And so, you know, I'm going to ask them, what did you see? What did you ask for? How did it come back? I want to know where the failures are, and we're going to fix it live. So this one's going to probably be about 10 or 15 minutes. We're going to fix any of the failures live, Especially because it builds confidence with our users if they see someone else's bad result.
Speaker 2 00:52:16
And turning it into a good result, they're gonna that's going to be more helpful. Um, and it's going to make things a lot easier. And then I'm going to if no one volunteers a failure, I'm going to ask who got something useless back because I'm gonna have some ideas. So we're gonna go over that. So this is going to take a few minutes. Um. Now we're also going to talk about the wins, and we're going to talk about uh different things like that. And then we're going to go into yesterday was about getting an answer. Today is about getting the right answer, uh, quickly every time. And we're going to go over patterns. So, um, the role versus task, the context task and formats. We're going to go greater into prompting. Then we're going to talk about arguing. Um, Never accept the first shaft argue with it and compare that one's gonna be something um that we were gonna do. And then we're gonna put some things in practice.
Speaker 2 00:53:10
Um, so we're going to compare three vendor proposals. Within uh, probably will probably use Copilot for this one. I hadn't written down to use Copilot for this one. Um, Where it's going to compare those three and then build out a comparison with scope, price, Warranty timeline exclusions, and then tell me what each one left out that the others included. And then we're going to go through Patterns five and six, which is reshape and reason. Um, and so we're going to talk about converting without changing substance. So, you know, taking meeting notes into a project plan. Um, Probably take something like a Word document or yeah, like a Word document and convert it into a PowerPoint presentation. Um, We're going to ask it to think through before you answer walk through the calculation step by step. And then give me the conclusion. Um another thing that we're going to have it do is.
Speaker 2 00:54:08
Hey, this property. I want you to go into the internet and I want you to look for any information you can find about this property, besides what I already have. And so these are things we wanted to think through. And these are things we're going to show as an example. And, then we're going to paste something in that we already like so and ask for more of it. So here's a tenant notice we sent last year that hit the right tone. Write a new one about the fire alarm testing matching that voice and That's something that's going to be something you use often. So, matching tones and voices. Then we're going to put in a constraint. So, this is pattern eight: put boundaries in to improve the output. Tell it under one hundred and fifty words. Don't put in bullets. Don't use the word excited. Don't use the word kindly, and if information is missing, list what you need from me instead of guessing, and then I am going to give them.
Speaker 2 00:55:02
All eight on one slide. This is also going to be a handout that's given out on day two. So we're going to talk about roles versus tasks. Um, we're going to talk again about context, format, It literate compare convert, think it through um show an example and constrain it, and they'll get this as a handout. And then we're gonna do live demos against real Carney work. So the same documents that they handle every week, We're gonna run several of these across two schools side by side. And so we're gonna say run this in Copilot. Or run this in Claude and then do it in Copilot and see what the differences are.
Speaker 3 00:55:36
So, do they have so you have a lease that you can actually use? Okay, cool.
Speaker 2 00:55:41
Yeah, I got real world examples from them. I didn't get this from people.
Speaker 3 00:55:47
And when you put this training together and finished it, Did you kind of walk through their checklist of things that they asked for to make sure that your training covers all of the bullets that they wanted? Yes. Okay, so you're comfortable that everything that they asked for, you're going to cover in the three days that. Mhm. That you've got on on here. Yes. So, what I would recommend is that either after day one or day two at a at a minimum, talk to whoever your point of contact is and say, how are we doing on the training? Tomorrow's training is supposed to cover this stuff.
Speaker 3 00:56:30
What else? I think that covers everything that we had in the agenda and what you had on your on your needs list. Is there anything that I'm missing that you want me to include, that I have not included, or that you want me to get more granular on? And maybe do it after day one or may or maybe, you know, I don't know how you want to do it. But, i would i would I would kind of keep tabs with your point of contact there after each day and just say. How do you think it went? Tomorrow's, you know, tomorrow's gonna include this and then Thursday Wednesday's gonna include this. And this is my plan. And, um let me know if there's anything more that you want me to focus on for the Tuesday or Wednesday or whatever. And I'll, you know, I'll adjust to include that. And um I think this will get this one looks good to me. This demo B, if it really has like leases and stuff like that, that's going to be applicable to them. I think that will be good.
Speaker 3 00:57:29
Yeah, And then if you get into anything like for finance or for HR or whatever, obviously you can't share HR information with the whole group or whatever. But if you've got any dummy data or something for finance or for HR that they can look at, I think that would be that would be good. So okay.
Speaker 2 00:57:48
Yeah, I do have dummy data so. Okay,
Speaker 3 00:57:54
And then just be cautious like I said with anything that you're sharing with. Your Outlook or with your, With your personal information that if you do anything, especially that's real time or dynamic that it sorts your stuff or whatever, especially if anything comes in while you're. Yeah. Not watching you don't want anything confidential popping up or that would be. You know. Yes. Showing anything that you don't want shown? So yeah,
Speaker 2 00:58:23
No, absolutely, okay.
Speaker 3 00:58:25
What time what time is the training? Tomorrow. I mean on uh Monday at noon. Noon each day? Yes. Okay. Why did they stack them Monday, Tuesday and Wednesday instead of staggering them and giving people a little bit of chance to absorb some of it?
Speaker 2 00:58:40
Uh scheduling conflicts.
Speaker 3 00:58:42
Okay Like I would have expected I would have expected them to do it like maybe Monday, Wednesday, Friday or something to at least give people a little bit of a breather to go. Okay. Let me absorb some of this, but okay, how many people in the training? Twenty five, Twenty five each twenty five in each class. Okay, wow. Okay. Yeah,
Speaker 2 00:59:03
This is like I said, This is the one training I am super excited to do because I can do it slower. I don't have to talk as fast and they are genuinely a fun group. Yeah, and they gave me use cases ahead of time and things like that. And so it was just as slow as that this project has gone It's, probably one of my favorites still. Okay. All right. Yeah. Okay, cool. How did you Oh, sorry. Go ahead, I'll go ahead. Uh, did you ever watch that one video I did? Which one? Uh, I think it was like either.
Speaker 3 00:59:43
Layer one or something or which one? Yeah. Uh.
Speaker 2 00:59:48
I'm making them for empaths so.
Speaker 3 00:59:52
Oh um no I didn't watch that one but I. I can um.
Speaker 2 00:59:57
Don't watch it because I'm redoing it.
Speaker 3 00:59:59
Oh, okay. Okay.
Speaker 2 01:00:01
I made a, I found the animation video, uh, The animation of the crimson logo that they made for me a couple years ago. Okay. And so I'm putting that in and doing some better titles and stuff.
Speaker 3 01:00:12
Okay. So All right, can you send me this uh this recording when it's done? Yep That would be wonderful. Yeah I think Anzor wants to look wants to watch it later too, because he he sent me a text. Right after we started, that said Katarina did a an unexpected after birthday breakfast thing for him. So he couldn't make it, but he wants to watch the video. So I said, y'all we'll send it to you. So yeah.
Speaker 3 01:00:39
I Think it's interesting that it says this recording is over an hour, but we haven't even been on the phone for an hour.
Speaker 2 01:00:47
Oh, I jumped in two minutes early.
Speaker 3 01:00:50
Yeah, But I don't think you turned on the recording until after we were already started. Did you? I don't think you started the recording until like two minutes into the I don't know, maybe I was mistaken. It's okay either. Doesn't matter. Yeah okay.
Speaker 2 01:01:04
All right. So in other words, Anzor owes us a big breakfast, too, or something. All right, all right, I'm gonna stop transcription now see if he if he hears that.
Speaker 3 01:01:17
We'll have a yeah, maybe just send it to Anzor and I both if you don't mind, and then uh, that would be great Yeah. And I'm sure you know if he's got feedback, he may send it to you later today or over the weekend. So maybe just watch for that and uh.
Speaker 2 01:01:32
Yeah. I am sending uh Jason uh, the PowerPoint presentations today so that he has them. So okay, yeah, just be aware of that. Okay, yeah,
Speaker 3 01:01:44
All right. We'll have a wonderful rest of your day and a good weekend. Okay talk to you later?
3 - Clients and Projects/Karney Properties/Meeting Transcripts/Meeting Transcript - 07-24 Karney AI Training Dry Run with Pete.txt
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08-03 Weekly Meeting: IT Budget, Security Training, and Service Tickets
SCHARP IT Recurring Check-In. 2026-08-03, 12:03-12:50 PDT (~47 min of a 60-min slot; Christi gave the group 12 minutes back).
ATTRIBUTION EVIDENCE (from content, not title - the Plaud title says only "Weekly Meeting"):
- FY27 budget total stated as "1.1 million closer to 1.2 million" = SCHARP FY27 cloud-only budget.
- "Lorenzo submitted a budget for one point five" = Lorenzo Young, SCHARP's departed CIO.
- Box being decommissioned ("we're killing it next year") = SCHARP Box migration.
- Ability First referenced only as a CROSS-CLIENT comparison ("the same way I submitted his ability first budget two years ago", "I have someone at Ability First, her name is Tony") - AF is NOT the client of this meeting.
- Calendar match: "Meeting: SCHARP IT Recurring Check-In" 12:00-13:00; Plaud upload 12:54 PDT (~5 min lag, consistent with the other two 08-03 drops).
- Note: transcript mentions "BAFMA" as a separate third client she is onsite with on Mon 8/10 (schedule swap). Not this meeting's client.
FY27 IT BUDGET
- Walked the team through the submitted FY27 budget in detail; total ~1.1-1.2M vs prior year figures of 1.5M (Lorenzo's submission) and a separate 1.8M figure she could not reconcile.
- Budget was submitted in her own detailed format, not the finance-required template - she used the same format she used for an AbilityFirst budget two years ago. Reformat and resubmit is a follow-up.
- Reviewed line items including a shredding service she highlighted with a note, one-time projects, and the stewardship map.
- Migrations and sub-server decommissioning normally fall outside the current Crimson MSA and would be quoted as projects, but she can absorb a portion into existing vCIO work, which is why the migration cost line reads low.
- Reviewed the three-year savings commitment previously discussed.
FILE STORAGE VENDOR / DATA MIGRATION
- Vendor (rendered by Plaud as "Charl") refused cancellation this cycle: they require 60 days notice, our record said 30. Rate was not reduced; contract runs another term.
- Upside is more runway to migrate.
- Decision: hold off migrating data until the move to Microsoft so staff only move content once.
- Action: all-staff email clarifying the pause, because staff were confused about what was happening and when.
SECURITY AWARENESS TRAINING
- Reviewed outstanding completions.
- CONFIDENTIAL (Airtable only, excluded from CW): one named staff member has repeated password failures; a manager raised whether it warrants a write-up and asked Christi to forward the detail so she could discuss it with two other leaders. Christi pushed back toward targeted one-on-one training rather than discipline, citing a comparable long-running case at another client. No HR process opened.
SERVICE TICKET REVIEW
- Walked the team through the current ticket report; document link shared in chat. Report drafted by her AI assistant from her outline and figures.
- A "911 not working" item surfaced during the ticket walkthrough and was picked up for follow-up.
ACTION ITEMS
- Send all-staff email on the data migration hold.
- Reformat and resubmit the FY27 budget in the finance-required template.
- Follow up on individual security training support (handled as coaching, not discipline).
- Follow up on the 911 service item.
Aug 3, 2026
Speaker 1 00:00:06
Good morning. Morning. I totally spaced out. I had the report already and going, but I was talking to somebody on the team and I got distracted. And then when I looked down and you were connecting, and I was like, oh, I'm three minutes late.
Speaker 2 00:00:26
All right, because I looked at the same thing. I was working on stuff and I was like, oh, it's three after. Let me get on here.
Speaker 3 00:00:33
Yeah. Let's see if anybody else joins us.
Speaker 4 00:00:43
Yeah, let's let me text them because.
Speaker 2 00:00:45
It's been a crazy morning already. We've been on the phone three, please do group phone calls, group texts. Yep.
Speaker 2 00:01:02
Um, just as an FYI, I am trying to plan a baby shower for Christi uh next Monday. Are you you are in the office on Mondays right? Yes.
Speaker 1 00:01:17
Wait next Monday let me see. Uh not every Monday this month one Monday I am swapping. Uh which Monday am I swapping?
Speaker 1 00:01:32
This coming Monday, I'm uh on the 10 th. I'm at BAFMA and then I'll be at SCHARP on Tuesday.
Speaker 4 00:01:50
Christi Says that she can't see the invite. She says it's blank, but I see it.
Speaker 4 00:02:11
Can you send her the link? Yep. Could probably do it quicker and faster than me. She's on here, which is weird. Yeah.
Speaker 2 00:02:48
Well, I'm I'm booking it on that day because we have a director's meeting on Tuesday. And and the whole month of this month is the conference room is being booked by CPR training. So it was like the only window of time. I understand. And I think she's only here now on Mondays and I think Thursdays. Um, so yeah, but I want to do something for her.
Speaker 1 00:03:16
Yeah, because I because of the director's meeting, I switched around my days. Four. Uh,
Speaker 4 00:03:23
Makes sense. Yeah.
Speaker 1 00:03:26
BAFMA is getting a little picky lately with my time.
Speaker 2 00:03:30
Oh Okay They're mad at you cause you're you're splitting your time.
Speaker 1 00:03:35
No. They're not mad. They justum They don't have much for me right now. But Yeah it's it's a weird. It's a weird situation. It's good, but it's weird.
Speaker 1 00:04:01
I Mean, I stabilized them nine, ten months ago, So there is not much right now for me to do because there is no projects with you guys. It's going to take me about twelve months fully to stabilize.
Speaker 2 00:04:47
Well, Maybe you're going to give an update about Charl and all the things because we are having our data meeting, and we're all freaking out.
Speaker 1 00:04:56
So Charl won't let us cancel this year. They won't let you cancel? No, because they required more than a 30- day notice. And I did not realize that because I had it written down as a 30- day notice. So we did not cancel Charl this year, so we have a little bit more time. To get everything migrated. So what I and this is uh, what I want to do is I want to just hold off on migrating data until we move to Microsoft, just to make y'all's lives a little easier. Okay. Yeah, that came up last week.
Speaker 2 00:05:33
Okay. Well yeah, Just if you can send out an email to everybody. So cause Christi was like wait when what's happening. And I was like I don't know, but I know she says on about Friday. So I don't know.
Speaker 1 00:05:46
Yeah, no, it had to we we had to stop it because they they were like, we can't let you cancel. We're not going to drop your rate. Um, you didn't give us the sixty day notice we required. I was like, it's thirty. They're like nope, we changed it at sixty. Like okay,
Speaker 2 00:06:01
So still soon It's not like another year, or it is another year. You have to do it or another year.
Speaker 1 00:06:06
They wouldn't give me any leeway on canceling early or dropping the amount of users nothing Gotcha Yeah. So that one's one I'm going to have to bite and I already put in the cancellation request for next uh next June. So now they have a 12- month notice in leeway gotcha. Yeah, it was very frustrating that conversation with them last week.
Speaker 4 00:06:35
I can imagine.
Speaker 1 00:06:37
Yeah, good morning Crystal.
Speaker 6 00:06:42
Hey, how you doing I am good.
Speaker 6 00:06:48
Okay, well, I am glad because last week was wild.
Speaker 1 00:06:53
He stopped into my office this morning to check in on me.
Speaker 6 00:06:56
Oh, okay. We're all good now?
Speaker 1 00:07:02
Yes, he apologized for jumping to conclusions.
Speaker 6 00:07:08
That's good. I am glad because we're trying to be on top of all the things, yes, like Jennifer says.
Speaker 1 00:07:16
And I did submit to him the budget I was going to show you guys. Um, I did not submit it to him in the required format. I thought I did because it's the same way I submitted his ability first budget two years ago. Um, but let me just show you guys what I did and what is submitted. Um, and how it looks so, Um, I get very detailed on my budgets. Too much sometimes. So here's the formatting I submitted to him, uh what it's going to look like for this year and where we're going. Uh there was a shredding service in here. I highlighted that for him and gave him a note. Um but just going through everything uh total land is at 1.1 million closer to 1.2 million.
Speaker 1 00:08:14
Compared to the previous year, uh Lorenzo submitted a budget for one point five, but then there's another something I saw where it was one point eight million. So I don't know which one was the right budget for last year. So I just stuck this one in because it's the one I had actually documented. So um, I all my stuff is very detailed. My notes and explanations, but on my detailed I went through and was putting in everything. Box is now not going to be legacy. I am going to because at the time I wrote this, it was going to be legacy, But they are moving. They're they're going to be in end of we're killing it next year. So. And then some things that I moved out, and then he knows he can move things back.
Speaker 1 00:09:13
And then one time projects I threw in. And so a lot of this is going to be put in, a lot of this we're going to do without making it a project. But normally migrations and decommissioning the sub servers, They're usually put in as a project because they go above and beyond the current MSA for Crimson. However, some of this I can absorb into my work. And you won't have to pay for it. So that's why the the migration cost and everything is low. Um, and then on the stewardship map, um, Just some notes that I had put in based off of what he, he and I talked about previously. Uh, and then some summaries in there. Um, he can make do with what he wants to do with it. Um, And then the commitment for the three year savings plan that we had talked through.
Speaker 1 00:10:09
And so this is what we're working through, and I pushed it all the way to fiscal year twenty nine. So it's our saving drivers, things that we have going on, and the cumulative savings throughout to fiscal year twenty nine. So. So I can send that to you guys if you want or. If you need something to go to sleep at, it's good read for going to sleep. I actually did fall asleep making this two weeks ago when I was working through something. So, I do, I don't mind math, but some days math and I do don't get along, and it puts me to sleep. This is this biweekly report for you guys. I put it into the chat.
Speaker 1 00:11:06
And I'll just be honest, it's a bland read. Um, I finished it up today and copied it from my thing into my template. Um, couple of things to note besides the budget security awareness training. It was deployed all staffs. I've been monitoring it. Um, this is what we're looking at. Let me scroll up and I'm going to go through this with details. Um, the risk score is really high right now And most of it has to do with email security and account hygiene. Account hygiene, I'm going to be taking care of. Email security, This is where we're going to need to make sure that everybody is watching out for the emails that are coming through. It's whether or not people are doing the right thing with the phishing email that goes out. Although I didn't notice a phishing email this time around, so I probably deleted it, but I did notice it on the Crimson side. So.
Speaker 1 00:12:03
Just a heads up on that one. And then the risk is going down. So when we put everybody in July 5th, The risk score based on everything that we had was at 51, and we're down to 49, and it will continue to drop. So just a heads up on that. On the phishing security test, we had one person that clicked and then no one reported it, no one did anything with it. But it is still going on. So it's going to be going on for quite a while. Um, and because that one person clicked out of the ones it was delivered to, uh, you're at 0.4%. So it is still actively going on. Um, people are starting to use the Phish Alert Report button. Um, That is that button that's in your Outlook. And it's a non- simulated message that was put in. So that's good.
Speaker 1 00:12:58
And then for the security awareness, this is based on everywhere. We don't have organization scores yet, but this will be based on what they do within their emails. It'll be based on their training, so on. So the industry score is this. We want to see ours higher. I'm going to change Is this one healthcare or nonprofit?
Speaker 2 00:13:27
Well, we are a nonprofit. However, yeah. And I don't know if I would call us that category either. But there's not very many categories so, yeah. What do you think Crystal? I don't know. I.
Speaker 6 00:13:46
Think I think nonprofit okay.
Speaker 1 00:13:50
All right? So the industry score for nonprofits a little lower um, but we want to exceed that score. So.
Speaker 3 00:13:58
Wait, what? Sorry,
Speaker 1 00:14:04
That was a weird text message. Um, so we're gonna go. I am going through this. I am keeping a careful eye on it. Um, and I am going through like the training and information. So we have one it's It's an active campaign. We have sent out ten percent. We've only had one click for the ten percent, which is good, but also. Um, we're going to see this going on throughout the month. So I'm going to keep an eye on who's actually clicking. Um, and if they click, they have to take remedial training. So just a heads up on that. Um, which means they get two trainings.
Speaker 2 00:14:39
Did I click on something because I got some security? I needed security training or is that something else?
Speaker 1 00:14:44
Oh, Everyone has security training. So um the the training for phishing testing or for phishing failures is 15 minutes long. The August one is seven minutes long, and that's only eight percent of the people have completed it. But for last month we did the training introduction, and only forty three percent have completed it. All right, yeah. And it's it's literally only fifteen minutes. So um I have I sent out an email this morning, not just to you guys, but also I did the same email to.
Speaker 1 00:15:24
First, just because I need to send out that reminder to say," Hey, do your training people." So we're going to keep an eye on this and see what happens. For the phishing, let me see who actually clicked.
Speaker 3 00:15:44
Got to remember how to get into it. Oh.
Speaker 1 00:15:53
There's four clickers. And none of them were you guys.
Speaker 6 00:16:03
Terrible. Grace, Trinity, Claudia, and Amani Jackson. Oh my God.
Speaker 1 00:16:13
Yeah, I thought it was only one, but now it's well I looked at it this morning, so that that could be why. Um, I'll show you what like some examples.
Speaker 2 00:16:27
So, if you if you send an email and they click on it and then do you have them do extra training? Or what is the.
Speaker 1 00:16:35
They get extra training. Um, okay, so it's been one an hour and I checked on it earlier today.
Speaker 2 00:16:44
So so there's bound to be more Yes. Um.
Speaker 1 00:16:53
I was going to see. Usually it'll tell me what they clicked on. Email preview.
Speaker 3 00:17:06
That's what the email looked like. We.
Speaker 1 00:17:16
Don't have a compliance department.
Speaker 1 00:17:23
This one is what went to Trinity.
Speaker 3 00:17:32
And then, actually let me.
Speaker 1 00:17:41
I have not gotten used to this one. Claudia got this one, timesheet approval. And then Amani Got.
Speaker 3 00:17:54
A doc you share. Interesting. Yeah. Um,
Speaker 1 00:18:09
Do you guys remember seeing one come through for you? Oh,
Speaker 4 00:18:16
Yours is not scheduled yet. Uh, so we'll see more.
Speaker 4 00:18:24
I haven't received one, I don't think. Nope.
Speaker 1 00:18:30
Yep, you have not received one yet either. Uh, Doctor Barbara is not getting one until tomorrow and then.
Speaker 1 00:18:52
And Aaron's not getting one until Wednesday. Okay. So, which reminds me, am I getting one? Nope, I'm not getting one. They probably restricted me from it just because I have three different inboxes that's under Noble for. So.
Speaker 1 00:19:20
Um, going back to the report. Um, we're gonna we're working on the bandwidth for the office. So are either of you in the office today? No, Aaron is.
Speaker 6 00:19:37
Aaron is I saw her.
Speaker 1 00:19:38
So I'm going to increase it by five fold. Okay, so which means we can actually log in, After hours, see the cameras get the stuff pulled. We can download it much easier from here, which has always been an issue. Video conferencing is not going to be a problem. Things like that. So, And then I'm also still waiting on Dr Barbara to sign the ADT access control.
Speaker 6 00:20:08
Oh, so we probably need to prompt him? Yes.
Speaker 3 00:20:15
It's in his email? Yes. From last week, I think or the week before. So. Okay,
Speaker 2 00:20:22
Do you want to resend it? Can you resend it?
Speaker 1 00:20:25
I'm going to have Greg resend it so. Um Erin, You uh we were talking about the phishing simulation tests and the uh the training. Um. And so we've had four people click today out of 10% that has been sent out. Yeah okay so they have to do remedial training. But, um, one thing I was thinking about, I know we have the director's meeting next week. Um, maybe introduce if we have time about the security awareness training that's happening. Um.
Speaker 7 00:21:04
Is that because I keep getting the email about completing a training about no before? Are we supposed to do that? I thought that was phishing so I didn't okay yeah. I'mma do that. So I don't click extra emails. I'll just let it keep sending. All right, I'll complete that training in the next couple of days.
Speaker 1 00:21:21
That's why I sent out the email today because I think a lot of people think it's fishy. Yeah,
Speaker 1 00:21:29
So And that way it will hopefully it'll get better. Okay.
Speaker 1 00:21:38
And then, so this is who's completed it. Twenty nine twenty percent of the company has treated has completed it. This is on the initial one and not this month. So two percent have it in progress and seventy seven percent have not started. And this was on the initial one, not uh the one that went out for August, which just went out today. So is.
Speaker 2 00:21:60
There supposed to be one every month?
Speaker 1 00:22:01
Yes, one every month because we got a T here is a lot of, Security issues right now. Once we get everybody trained, I may ramp that down to every quarter. But with the amount of issues that we're seeing come across, every security training we're doing is on something new. So and then the heads up on service performance in July, we had that the last two weeks has been much less tickets opened.
Speaker 1 00:22:36
Um, so July 6th to the 20th, we had 648 tickets open, whereas the last two weeks have been 293. So I think things are beginning to stabilize. But I'm actually been watching this over the last 90 days just because we moved from uh Zoho to Crimson. Um I'm keeping a super active like take on this just because I want to see what all is going on and who's opening what and how we can be proactive. Um, so most of the tickets are getting resolved in under a week. Uh, Anything that's open seven to 30 days are things that are in progress or waiting on either a user or waiting on vendor. So it could be, hey, we reached out to this user. They are going to let us know if the issue happens again or uh we reached out to a vendor, and we're just waiting on them to respond. Uh anything that's 30 to 90 days right now. The 18 open tickets are mine.
Speaker 1 00:23:33
And the ninety days or more is mine as well, so I am the reason for the longer ones, but mostly because those are projects that I am working on. That's you know has to do with the overall. So I know my budget one's in there. I am going to close that out today, different things like that. And then where the work went so Robert. Has the most hours where he's working. He has 950 tickets that he's done in the last 90 days, just in his role. His do take longer to resolve just because what his role is, and he's doing a lot more of the infrastructure items, whereas Gaston is doing anything, not infrastructure. So he's got a lot more tickets, but a little bit less time going through it. And then I've put in, in the last 90 days, almost 100 hours.
Speaker 1 00:24:25
Like is one a point one percent below a hundred hours, which is not an issue. Um, and I have worked on a hundred and eighteen tickets. Everything I do is put into a ticket just because of that whole chain of everybody needs to know what I am working on. If I make changes, we all need to have it. And. Then within that two hundred and seventy five tickets in the last ninety days went to our specialists within Crimson. So it's either the security team, It's going to be the infrastructure team that Robert works with or it's going to be things that. Uh Robert or Gaston can't work on and they need help. So it's going to be uh, it's going to be those kind of things. So 22 of our texts have been have worked on um those a lot of those issues. So um so Robert and Gaston carried on carry about 84 percent of the work with the rest of them going to Crimson uh specialists. So offloaded a lot of the work.
Speaker 1 00:25:23
A lot of the heavier work to Crimson people where they're able to do more hands on and stuff. And then out of those tickets, fifty percent are staff submitted, So these are going to be hey, I need to I need help printing or I can't reset my password. Forty two percent are machine generated meaning, Active Directory or a server has sent out alerts, Or we're getting notices regarding computers, where there are issues with antivirus or things like that. So we're able to be proactive. Four percent of it or five percent of it is things that I originated. So, I'm a busy person, so I try to make my tickets go in. And then most how they're the distributing.
Speaker 1 00:26:18
Is 68, Not percent, but 68 people have submitted only one ticket in the last 90 days. So very isolated needs. Our normal usage pattern is that within a 90-day period, a person usually submits two or three tickets. And that's a normal usage pattern for us. And then our frequent flyers are right here, They're doing four to nine tickets, and then ten or more tickets are our concentrated demand. Um, now that being said, Bridget is submitting a lot of on boardings and off boardings and LOAs. I am not worried about her. Doctor Barbara is a little different. We've got more machine generated alerts for him than we have him, actually reaching out. So, these are things where his computer or different things like that, that we've jumped in to look at, and then Erin and Apollo are both at twenty five, and um.
Speaker 1 00:27:17
Neither Crystal or Jennifer hit the top ten list.
Speaker 2 00:27:22
You won't see much on there.
Speaker 6 00:27:24
What does that mean? Why is mine on there? This is how many times we put a ticket in. Yep, this is my top ten users.
Speaker 2 00:27:32
Well, why is Gwen on there so much? She's the only person that's not.
Speaker 7 00:27:35
I sent tickets for other people.
Speaker 2 00:27:38
No, but I'm saying like everybody else administratively makes sense. But like why is Gwen like she's a clinician? Like why does she have so many damn tickets?
Speaker 6 00:27:45
Yeah, that that's good to know. I'd like to to know what kind of tickets she has. So we can correct that and Katie too.
Speaker 1 00:27:52
Give me one second and I'll tell you.
Speaker 2 00:27:55
Katie might be representing other staff maybe She might be You know, She's a manager, so maybe I could see it, but I don't know why staff has how many damn tickets.
Speaker 2 00:28:06
I mean, I think I know why, but you know. Contact.
Speaker 3 00:28:21
These are all her tickets.
Speaker 1 00:28:25
Most of it looks like printer. Secure email passwords.
Speaker 6 00:28:36
For Gwen. Oh, she need she needs a That's too many. That's a write up right there, or maybe not a write up, But like no I, can you can you send this to me? So I can talk to Robin and Nelson about the fact that she needs to stay on top of her passwords.
Speaker 1 00:28:56
Yeah, I think a lot of this is She might need just some special training uh or somebody to sit down. I have someone at Ability First. Her name is Tony. Um, she she she's my biggest headache. Um, her password is still somehow the same as it was ten years ago. Um, and so she's she's been She has.
Speaker 2 00:29:26
Nine one one not working. Sorry to interrupt you, but I'm like, what do you mean 911 isn't working?
Speaker 1 00:29:32
You know, I was interested in that one as well. Hang on. I mean, what is special?
Speaker 2 00:29:39
I'm not surprised. Why would she be calling 911? And.
Speaker 7 00:29:46
When would why didn't we know about it? I don't know. And 911 doesn't normally just drop.
Speaker 1 00:29:54
I'm going to put it in this chat, so Crystal you can save that image. And then I'm going to. Yeah, yeah. Let me let me go do that. Let me grab it. Um, honestly, oh you said Katie as well, but you think Katie might be putting in for other people?
Speaker 2 00:30:16
Let's look at hers anyways because she kind of special in a different way. So I'm not sure. I just want to make sure it's legit. I mean, I don't know why people just fled uh.
Speaker 1 00:30:32
There's a few people I've noticed that replies to every email that I send out. PDF, PDF, access printer and Wi-Fi. Staff in need of new phones. I knew about that one. Phone issues, a lot of phone issues.
Speaker 2 00:31:06
She's probably doing that about her staff, but I would imagine badging access, all that is probably her staff.
Speaker 1 00:31:12
Yes, and I mean she's putting in four months, which is not too big of an issue.
Speaker 2 00:31:20
Yeah okay fine. She's all right. Boy, I don't know. She's another story,
Speaker 1 00:31:26
She's she's not uh she's not triggering any red flags for me looking at this. So no, But.
Speaker 6 00:31:34
She needs ongoing, she has issues in other areas like performance wise. So I want to make sure it's not just being negligent with this because if it can be corrected, So I'm going to ask them to find out what the barrier is and if she needs training.
Speaker 1 00:31:51
Okay. I can deep dive, both Gwen and Katie's tickets and get you a summary of what she's putting in. And if it's for other users or not.
Speaker 1 00:32:04
I'll send it to you by email for both of them. Um, and then Doctor Barber, I had already checked him. Erin's I wasn't worried about because hers is for random people, and so is Apollo's. Um, the biggest issues I'm seeing is passwords and access besides the joiners and leavers. I'm not worried about joiners or leavers. So I'm looking at different ways we can actually fix it. Some of these we are not going to be able to be proactive on. So I picked out the top four that I know we could actually work on over the next 90 days. So permission changes and password resets, I'm going to look at how we can better automate those so that they're less of an issue. And then we're also, I'm also looking at the self-service password reset. We may not be able to do anything until we migrate to Microsoft because Microsoft has a far better password reset manager.
Speaker 1 00:33:00
Um, But it does allow you to go online and reset your password if you get locked out of the system. So it's something that we're gonna we can roll out. Um, And then I'm also going to look at role based access permissions per for like your different departments and see what what is needed and then build that out from there as well so that we can standardize those. Printing, I am digging into those. Um, we have we're paying a lot. For our leasing and everything that we have, uh, if it's an issue with the the driver failures, I want to see how we can fix that. Uh and standardize that so that they roll out. Now if I can't. I'm sorry.
Speaker 7 00:33:42
You talking about the like the printers?
Speaker 1 00:33:43
Yeah because we see a lot of printers issues.
Speaker 7 00:33:46
Yeah I also did ask because we got a bill for uh first, we got a bill for twenty six, twenty. So I asked Grofer to lock the printer where they have to put a code in yeah. And then, um, they're printing in color. And also I got another one where he said it was excessive color printing for uh 8750. I think. Yes. I tell him to lock it because I feel like we can go back to people can put in codes. Um, because is that also contributing to some of the issues? People are mass printing or don't know how to or trying to troubleshoot on their own, which we don't want them to do.
Speaker 2 00:34:22
Yes. What's the one location that's having the issues? The one thirteen and the nineteen.
Speaker 1 00:34:28
I I need to go back and look because I didn't sort it by location. So but I do know that a lot of the different uh, sites, what we have seen is driver failures, um and that that's not standard with just one printer. I've seen it with multiple printers, so I am looking at ways of fixing that as well. Um And we'll see we'll see if that helps, and then alsoum we can, And I'll go in and take a look at the best way to do it. I know we can do it in Microsoft. Uh, I'm gonna look into how we can do it in Google, but we can default everything to black and white. Um,
Speaker 7 00:35:06
And so that'd be great because I think I think they're just D. I think the default sometimes is well, I don't know. I thought it was black and white honestly.
Speaker 1 00:35:13
It It could be uh And they could be changing it. So They could beum, I know that i i'm gonna take a look and see what we can do. To like alleviate that, some of it may just wait until we migrate to Microsoft. Some, some I could push out now. So there are different things I am looking at. We've had thirty nine hardware failures with laptops. Now one of the things I am going to do, we have reconciled and found that it's a total of three hundred and eighty, but we're also doing the hardware refresh. So we got about eighty systems in here that Robert is refreshing.
Speaker 1 00:35:53
To people and programs. They're already slated for those refresh. I am looking at whether or not the people that we're seeing come through, if they're if that's going to be changed with a hardware refresh. But I do know and I've already put this in the budget, that we do need to have some systems change out next year. So I think it's about um, I think i i slated for about 60 more devices. To be refreshed because they're end of life, and they're already causing some hardware issues. So I did put that in the budget, um, And uh Aaron you weren't in here, but I submitted the budget to Kashif last week, so he has it.
Speaker 7 00:36:37
Uh can you forward it to me? Yes ma'am. Okay.
Speaker 1 00:36:42
Um and then phishing report, we're continuing to expand upon that. So as that goes through. And that's one of the reasons why I sent the email. I want to see volume on that increase rather than decrease. I want to see people actually hitting that button, and we are seeing people starting to hit that button. So do you guys know which button I am talking about? Yeah, okay,
Speaker 2 00:37:05
The one in the email that's to the right.
Speaker 1 00:37:08
Yep, Soum and then as we see that, um we we will see that increase. But on the rest of the tickets should be uh decreasing. So. And then this this where we are getting proactive and trying to help decrease the need of of people putting in tickets. So, um and then so we're working through the infrastructure stuff. Um so with Active Directory and the server stuff, once we get everything moved over to the cloud, Then a lot of that's going to go down, and we won't need it anymore. Um.
Speaker 1 00:37:47
Pratt is where I am waiting. I don't want to push out uh the migration until Pratt is happy with what she's learned. Um and I know part of that's going to hinge on her going on maternity leave as well, so we'll see what we can do. Uh ADT, Uh I already mentioned to Jennifer and Crystal is just waiting on Doctor Barber's signature. Um So security awareness training, um, want to see that increase, but I'm going to keep that. I'll keep that. Uh, I'll keep looking at that daily. Um. And then the bandwidth for headquarters. Uh Aaron I don't know if you were in here um I'm waiting on the quote to come back from Peerless, and we're looking at an increase of a minimum by five fold. So you you guys will notice a difference with a couple of different things coming through.
Speaker 7 00:38:44
The the contract that Doctor Barber needs to sign for ADT, um, you emailed it to him. Mhm. Is Jessica on it by any chance or Crystal or I?
Speaker 1 00:38:56
You and Crystal, not Jessica.
Speaker 7 00:38:58
Okay. Okay that's fine. I just want to make sure one of us follow up and now. But Crystal and I can look for it. Um hopefully he's in tomorrow, and we can get him to sign it.
Speaker 1 00:39:06
Yeah, or if you guys want me to I can sign it. Um I just got to let Greg know with ADT.
Speaker 7 00:39:14
So, Well, let me see if I can call him and ask him. And if he says okay, then I'll let you know. I just want to make sure he's aware first. Okay, so he isn't trying to sign it after the fact.
Speaker 1 00:39:22
Yes, uh, and that's everything I have for you guys. The rest of it is just blah blah blah things to fall asleep with. Um,
Speaker 6 00:39:30
Um i know i sent you something about LV. Uh, i forget, i don't know if it was a text message or maybe i talked to you. I can't rememberum. Christy, but if you can, some staff were asking. Some program managers and directors were asking about how they can ensure that their staff are using LV since it's our only telehealth platform. Mhm. I know that there's like one program that is really good about the way they use it, which is Gloria's staff, but I don't know about the others.
Speaker 1 00:40:04
Okay. Let me find out. Um, ah, it's a ticket that's, It's on a ticket, so I will find that ticket and work on it.
Speaker 2 00:40:21
Some people make comments like," What's LV?" And they're managers, and I'm like," I might need for you to figure out what it'll be."
Speaker 6 00:40:31
Yeah, I think I might have texted it.
Speaker 1 00:40:35
Um, I didn't see a text but I have a ticket for it.
Speaker 7 00:40:40
Oh, I have a ticket. Oh.
Speaker 7 00:40:43
I don't know what I was thinking.
Speaker 1 00:40:45
Somebody put it in and then assigned it to me. It might have been Frodo. Frodo might have done it. Oh, Robert sent it over. So let me dig through this ticket because it's waiting on me to respond.
Speaker 3 00:41:13
But I'll work on that for you guys. Looks like it was sent over last week. I'll figure it out.
Speaker 1 00:41:31
And then if you, let me see, I get all of Lorenzo's emails at this moment too. And I'm about to turn him off.
Speaker 7 00:41:46
I don't think there's anything that I know because we're getting excessive amounts of email that I'd be trying to clear. I don't think there's anything that we that you're not already copied on that. We need to get.
Speaker 1 00:41:58
So it's mostly been invoices, but I think we've we've gotten that fixed so okay,
Speaker 7 00:42:05
So if that's the case, turn him off because it's excessive.
Speaker 1 00:42:09
Yeah, i'm i'm getting his linkedin alerts i'm getting, Yeah, my poor inbox. I send my other AI guru out.
Speaker 7 00:42:19
DoorDash, yeah, all the things. Yeah, I can't keep them fascinated. Yeah,
Speaker 1 00:42:26
I can't, as you saw,;, I have nine unread, which is all today. And in sharp, i have two thousand. So yeah,
Speaker 3 00:42:36
That's crazy. Yeah. Soum.
Speaker 1 00:42:40
Other than that, that's all i have for you guys today. Um, I have an AI training today where I am going to be teaching. Uh, people how to use AI. If anybody wants to sneak into my office and listen on that, um,
Speaker 7 00:42:53
I wish but yeah a little under water.
Speaker 1 00:42:56
I have I have a couple of AI trainings coming up soon so Oh,
Speaker 7 00:43:01
Can you let us know about the other one? That'd be awesome. Yeah, And then kind of plan it absolutely.
Speaker 1 00:43:07
I am also going to have someum.
Speaker 1 00:43:11
Advanced Excel training, uh some advanced Word training and a few things like that. I'll let you guys know when that is and then you guys can jump into that virtually. Okay.
Speaker 7 00:43:21
So awesome. Yeah,
Speaker 1 00:43:25
My Time is either taken up with you guys Ability First or training people how to use AI.
Speaker 7 00:43:31
Awesome All necessary things. So yes,
Speaker 1 00:43:34
Um, the link to this document is in this chat. Um, and then if you guys need uh anything additional after reading the report, just let me know. Um, Frodo wrote the report even though I gave it the outline and and gave it all the facts and figures. Um, so Frodo is my newest AI assistant. I have fifty three That's hilarious!
Speaker 6 00:43:55
Is that Frodo Baggins?
Speaker 1 00:43:57
Of course.
Speaker 6 00:43:59
Okay, I love that you are a Lord of the Rings fan because I need more people like me in the world. Thanks, Jennifer and Erin for never being nerds like me. Okay,
Speaker 1 00:44:09
All my foster kids coming through are required to watch Lord of the Rings with me at least one time.
Speaker 6 00:44:15
I've been trying to indoctrinate them slowly into different things that I like.
Speaker 7 00:44:19
The rings, I've already seen them all.
Speaker 6 00:44:21
Well then you better be a fan of Frodo. Because I come around my house saying" my precious" all the time and quoting,
Speaker 1 00:44:29
So my Wi Fi is Bilbo Laggins.
Speaker 7 00:44:33
Bilbo Laggins because it's lagging. Yes, she's so excited, Crystal.
Speaker 6 00:44:39
Yeah, because I've been having issues with Baggins and.
Speaker 7 00:44:44
I love that she's excited now. If you did Star Wars references, oh oh no, I have those in there too. I've seen them all. I have Star Wars. I need to see The Mandalorian. Okay,
Speaker 6 00:44:56
Jennifer is about to make her her get merch at Disneyland. We go to Galaxy's Edge.
Speaker 1 00:45:03
I am hoping next year I am going to get my pass back.
Speaker 6 00:45:07
Yeah, so we can go to the cantina.
Speaker 1 00:45:09
Yes, I love the cantina and Star Wars Oh, all right, well, I am going to leave you guys alone and give you twelve minutes back. Thank you Thank you Bye guys Bye guys. Bye.
Address low security awareness training completion rates and high risk scoreInvestigate and respond to ticket regarding LV telehealth platform usage and compliance monitoringProvide Crystal with a summary of Gwen's and Katie's support tickets+7
Ticket 963884 created on board 80 (vCIO), status Completed, owner 247. Internal note written covering FY27 budget, vendor/migration timing, security training follow-up, and service ticket review. Per the confidentiality screen, the staff performance/write-up discussion was deliberately EXCLUDED from the ConnectWise note (no names, no disciplinary detail) - full detail retained here in Airtable only.
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05-26 Analysis of a Failed Recording: Disconnected and Irrelevant Transcript Data
## Core Synopsis
A series of disconnected and irrelevant statements were captured, suggesting a failure in the recording or transcription process. The data consists of random, non-sequitur sentences about film locations, DVD release dates, and personal anecdotes, interspersed with conversational fragments that lack context. There is no discernible strategic topic, logical argument, or coherent project status being discussed. The transcript appears to be a collation of unrelated audio snippets or test phrases, making it impossible to extract any meaningful business insight or actionable intelligence.
## System & Data Assessment
The provided transcript is not a record of a coherent meeting or discussion but rather a fragmented collection of unrelated data points.
- **Project Status Fragments**: Mentions of a "five-month Thursday" being adopted and a "cable" that "already went through this door" suggest a project is underway, but the details are too sparse to form a coherent picture. A check-in was planned to "see what we've got done."
- **Irrelevant Factual Statements**: The log is populated with random, verifiable-but-out-of-context facts, such as film locations (Krasnodar, Mysore), river locations (Sava, Siret), and DVD release dates (May 27, 2008; October 14, 2008). These appear to be test phrases or unrelated noise.
- **Conversational Snippets**: Isolated comments like "I am not a good swimmer" and "Sounds like I need to read the book" are present but lack the surrounding dialogue needed for comprehension.
- **Incomplete Queries**: A brief, unresolved discussion touches on financial accounts and a question directed at the "D E A" regarding a "state decision," but it ends abruptly without resolution.
## Next Move
**@Speaker 1**
- [ ] Call an individual regarding a cable that was previously installed - [TBD]
May 26, 2026
Speaker 1 00:00:11
Yeah.
Speaker 1 00:00:50
The film was shot in the city of Krasnodar.
Speaker 1 00:01:25
The city is located on the banks of the river Sava.
Speaker 1 00:01:56
I'm not sure what you mean.
Speaker 1 00:02:38
I am not a good swimmer.
Speaker 1 00:03:18
Sounds like I need to read the book.
Speaker 1 00:03:53
Okay.
Speaker 1 00:04:41
I am not a good swimmer.
Speaker 1 00:05:21
I'm not sure what you mean.
Speaker 1 00:05:58
I think I'm going to have a little bit of time. So, I want to see what we've got done. My notes say here that they adopted the five-month Thursday, so we still are waiting for that. What is it that you were asking about first?
Speaker 1 00:06:32
Oh. Um, okay. Okay. So I need to ask him. This cable already went through. So the cable already went through this door and and okay, I'll call him then and say. The film was shot in the city of Mysore.
Speaker 1 00:08:21
Some people have, you know, a separate account and they're able to withdraw money. I don't know if it's from money. Who's they? Have you asked the D E A? Is it a state decision? Yeah, it's not.
Speaker 1 00:08:54
The city is located on the banks of the river Siret. The film was released on DVD in the United States on 27 May 2008.
Speaker 1 00:10:01
No.
Speaker 1 00:11:03
The film was released on DVD in the United States on October 14, 2008.
Speaker 1 00:12:02
The name comes from the Latin word ""canna"" meaning reed."
05-26 Consolidating a Student Trip Plan: Eliminating Ambiguity and Establishing a Single Source of Truth
## Core Synopsis
The planning conversation is fragmented and non-operational: the only concrete signals are a deadline reference (“next Friday”), a start date (“January 1”), and that Jessica is going with 21 students, while unrelated factoids (a city on the river Sava; a film released on June 24, 2016) indicate context-switching and a lack of shared artifact discipline. The Planning Lead (Speaker 1) alludes to a purchase (“I did buy it”) without identifying the item or confirming completion, and the group does not establish ownership, document links, or definitive dates. This mixture of partial commitments and noise creates a scheduling and compliance risk for any student trip or program starting January, because the team lacks a single source of truth for headcount, itinerary, approvals, and payment confirmations. We are accountable for eliminating ambiguity and consolidating the plan into a single, dated brief; without that, execution will fail on basic logistics and stakeholder confidence.
## Planning Stabilization: Diagnosis and Response
### Fragmented Inputs Undermine Execution
- Evidence of deadline pressure: “next Friday” cited without a calendar date.
- Start timing ambiguity: “January” and “January 1” both mentioned with no associated plan document.
- Headcount signal: “Jessica is going with 21 students” (owner noted, but no roster, consent, or chaperone details).
- Procurement ambiguity: “I did buy it” without item identification, receipt, or confirmation status.
### Date and Ownership Ambiguity
- Dates lack precision and timezone anchoring; “next Friday” needs conversion to a specific date to drive task scheduling.
- Owner signals are incomplete: Jessica appears to lead or accompany the student group, but operational responsibilities (roster, approvals, itinerary) are not assigned.
- The Planning Lead (Speaker 1) references sharing “the right thing” but no link or artifact is established.
### Non-Operational Noise Detection
- Unrelated statements (city on the Sava river; film release date) are content pollution within a planning thread.
- This noise indicates either doc misrouting or transcription bleed, necessitating artifact hygiene and channel discipline.
### Required Consolidation
- Single source of truth: one dated trip brief with owners, milestones, documents, and confirmations.
- Conversion of “soft” signals into “hard” commitments: calendarized deadlines, named owners, attached artifacts.
## Action Items
**@Speaker 1**
- [ ] Convert “next Friday” into a specific calendar date and update all related tasks to that date - [Today]
- [ ] Identify the purchased item, attach the receipt/confirmation, and log payment status in the shared brief - [By Friday]
- [ ] Create and share a single Trip/Program Brief (start date, itinerary, budget, risk checklist, document links) - [By Friday]
- [ ] Remove non-operational content from the shared planning artifact (Sava/film references) to maintain signal integrity - [By Friday]
**@Jessica**
- [ ] Provide the roster of the 21 students, confirm headcount, and attach required consent/waiver forms - [TBD]
- [ ] Confirm chaperone coverage and contact details for the trip/program period starting January 1 - [TBD]
May 26, 2026
Speaker 1 00:02:29
Um. My next Friday. Here, let me just share the right thing. Um. I did buy it, I don't know why I haven't done it.
Speaker 1 00:03:31
I'm not sure what you mean. And you could put, um, from January. Jessica is um going with twenty-one students.
Speaker 1 00:04:33
January one.
Speaker 1 00:06:13
The city is located on the banks of the river Sava.
Speaker 1 00:06:48
The film was released on 24 June 2016.
Speaker 1 00:07:17
The city is located on the banks of the river.
Remove non-operational content from the shared planning artifact to maintain signal integrityConvert 'next Friday' to a specific calendar date and update all related tasks accordinglyJessica to provide roster of 21 students with confirmed headcount and attach required consent and waiver forms+4
## Meeting Information
> **Date:** 2026-07-24 15:16:40
> **Location:** [Insert Location]
> **Participants:** [Christi] [Speaker 2]
---
## Meeting Notes
### Eversave Upgrade & Litigation Hold Implementation
- Eversave upgrade is in progress.
- A company-wide litigation hold is being applied as part of the process.
- Monitoring will be applied to all employees, not a single individual, to ensure compliance.
- Amy raised concerns about the term "litigation hold" and about not being singled out; both points were acknowledged.
**Conclusion:** Litigation hold and compliance monitoring will apply company-wide. Target completion by Monday, July 27, 2026. Monti volunteered to work on it over the weekend.
---
### Insider Threat Monitoring Setup
- Anton's team will be engaged to enable insider threat monitoring.
- Monitoring will track deleted files and folders.
- Christi will send a formal request to Anton's team to initiate this.
- Monitoring will be enabled for all users; no specific individual was named.
**Conclusion:** Christi to send the request to Anton's team; rollout targeted for Monday, July 27, 2026.
---
### ActiveTrack Platform Evaluation & Pricing
- Speaker 2 reviewed the ActiveTrack website and noted it may not fully meet the company's needs given their small-to-mid-size profile.
- Christi recommended the full ActiveTrack platform, specifically the Employee Monitoring / Workforce Management tier.
- AI Insights features are not needed for current requirements.
- Pricing discussed: approximately $15/month per worker, pending a formal quote.
- Implementation timeline estimated at about one week.
**Conclusion:** Christi will coordinate with ActiveTrack to obtain a formal quote for signature. Full platform (Workforce Management) is the recommended option.
---
### Staff Recognition & Team Feedback
- Speaker 2 plans to send a kudos email to Anzor and Pete, recognizing Christi and Monti's efforts.
- Positive feedback shared about multiple team members, including Kevin, who replaced access points and followed up proactively after the visit.
- Kevin also responded quickly to AP alerts on the morning of the meeting via the P1 alert channel. 👍
---
### Canada Connectivity Issue (Marcus)
- Sean flagged via text that Marcus was experiencing unusual connectivity issues in Canada.
- Speaker 2 confirmed Marcus is in Canada and followed up with him directly.
- No formal escalation or action item beyond internal follow-up.
---
## Next Arrangements
- [ ] Christi to send a formal request to Anton's team to enable insider threat monitoring for all users, including deleted file/folder tracking
- [ ] Anton's team to activate insider threat monitoring and deleted file/folder tracking for all users
- [ ] Complete Eversave upgrade and apply company-wide litigation hold by Monday, July 27, 2026 (Monti assisting over the weekend)
- [ ] Christi to obtain a formal ActiveTrack quote for Speaker 2 to review and sign; proceed with the Workforce Management tier
- [ ] Speaker 2 to send kudos email to Anzor and Pete recognizing Christi and Monti
---
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention to:
> 1. **ActiveTrack contract not finalized:** The quote has not yet been requested or signed. There is no confirmed timeline for delivery of the quote or execution of the contract, which could delay the ~1-week implementation window.
> 2. **Anton's team engagement not confirmed:** Christi needs to send a request to Anton's team, but there was no confirmation during the call that they have been briefed or accepted the task.
> 3. **Marcus/Canada connectivity issue unresolved:** The issue flagged by Sean regarding Marcus experiencing unusual behavior in Canada was not formally investigated or assigned for follow-up beyond a casual mention.
> 4. **Insider threat monitoring scope not documented:** While it was agreed that all employees would be monitored for compliance purposes, no formal documentation or policy communication plan was discussed to inform employees or protect the company legally.
[EOD sweep 2026-07-27] CONFIDENTIAL (client personnel matter - full detail here, CW redacted). Belay follow-up: E5 upgrade + litigation hold executing same day (Monti weekend/Monday), Anton's team enabling insider-threat monitoring + deleted-file reporting; org-wide application per Amy's no-targeting concern; ActivTrak full-platform recommendation (~1 wk). Also: Kevin onsite replacing APs (P1 alerts), Marcus travel-in-Canada Huntress alert legitimate.
Jul 24, 2026
Speaker 1 00:00:01
Hi. Hi. Okay, so, um, I was we had Anton on the call as well. So what's going to happen They're doing it right now. They're upgrading Eversave and they're putting litigation hold on right now. And then Anton's team I got to send over a request. Anton's team is going to turn on insider threat and monitor for any deleted files and folders, and that way we can get reporting started.
Speaker 2 00:00:25
Okay Um, and that can, The one thing that Amy wants to make sure is that we're not just targeting her. Yes, we have to make it sure that this is a compliance thing. Yes, so everybody's going to be monitored. Yes, and she she hates the she hates the term litigation hold. You.
Speaker 1 00:00:43
Know I feel her. Yeah. It's not my term either. I know,
Speaker 2 00:00:47
But it yeah. It is what it is so awesome.
Speaker 1 00:00:51
Okay, um I'm not giving them a person because I don't know the person's name. So they're going to have to turn on for everybody.
Speaker 2 00:00:58
Absolutely, you are amazing. So this will be done by the end of the day,
Speaker 1 00:01:01
Yes? Well, I am going to find out by Monday. By Monday they'll work on it. I know Monti volunteered to work on it over the weekend. Okay, well I know I told her Monday's fine. I told her no she can work on it now, and then because I know she leaves at five and then yeah,
Speaker 2 00:01:18
No, yeah. And then Monday is fine. Um if we can get everybody done by Monday, yeah. If perfect Monday's fine. Monday is absolutely fine. You are amazing, thank you. And then, um, I guess she talked you know with the active track and everything like that. How quickly can that be implemented? That might take about a week. About a week, okay. And I am looking at the at the website.
Speaker 2 00:01:53
And it's like for you know small companies, not we're we're a small company mid you know, but I don't think it has everything that we need. Yeah. So I don't know. I mean, which one would you recommend for the stuff that we want to do? There is, the workforce management, the productivity optimization.
Speaker 1 00:02:13
Um let me pull it up because they sounds like they changed some things since the last time. I looked at it. Okay.
Speaker 1 00:02:34
Okay, so the full active track platform is going to manage everything. Um, you're not you don't even worry about the AI insights, But you're going to just work mostly what you're going to see is the employee monitoring. That's the one workforce management.
Speaker 2 00:02:52
Okay, so the one that's what is it here fifteen dollars a month per worker? Okay.
Speaker 1 00:02:60
That's what I believe I'm gonna have to get them to because they have to do a quote, and you have to sign it. Okay, but let me get them to work on that for you.
Speaker 2 00:03:08
Okay, great. Thank you so much. You are welcome. And you know what? I think I may say send Anzor and Pete a really nice message to say," Hey, just want to let you know she did this." You know, I just want to give props where you know. You know Christi did this; she brought in Monti and everybody like that. I think I just may send a really nice kudos email thank you, Of course, of course. You know you've always been very helpful to us. You know you've asked our questions and everything like that. And I know people can get bitchy and everything like that, just no, I mean I have no problem kind of on the down low. Thank you, of course. And then even you know when we have our meeting and just reiterate, you know, you know hey we like everybody there.
Speaker 2 00:03:59
Christi's fantastic. Monti's fantastic. Everybody that we worked with, you know, Even Kevin who came in and did our replaced our our access points is he new? He has been with us for probably since the beginning of the year. I like okay very nice very nice guy. He came in and did it, And um it was just me in the office, because I am like I better be doing when no one's here came in there, did it, and he is like he goes a little bit Kind of a mess. I am like, "God, don't worry about it." And then he called me back after he left. He goes, " I am feeling really bad about leaving that you know the particles from the um from the ceiling." And I am like, "You know, thanks for calling us," but trust me, I said everything's fine. He said it's just me in the office. I am leaving; cleaning crew is going to clean this up so yeah. You know he went, and but you know, I liked him liked him a lot. So yeah, yeah.
Speaker 1 00:04:54
It was funny because this morning, we got the alerts that some APs were going up and down for you guys. And Kevin responds back pretty immediately. He goes, It's me. I am on my way to replace the current APs, and I was cracking up. So I knew he'd gone this morning because we have what we have is called a P one channel that if alerts come in, like the key people in the company get alerted to it, and that's what was going on. I was like, Oh sweet, Kevin's going to LA. Yeah, I told him to get some good coffee.
Speaker 2 00:05:26
So, No, it was okay. It was just and then who who texted me this morning? Uh, Sean. Yeah, who I really like as well too He's like," Hey Marcus is getting weird things in Canada." I am like," Is he in Canada?" I have no idea. Let me let me ping him. Of course he is. I am like dude dude So yeah, I fussed at him but, Yeah, okay, cool. Thank you for jumping on this. I appreciate you. Let me get back to work.
Speaker 1 00:05:56
All right, have a good weekend.
Speaker 2 00:05:58
Stay cool. Yes, you too. Bye- bye- bye.
Complete Eversave upgrade and apply company-wide litigation hold by Monday July 27 2026Obtain formal ActiveTrack quote for Workforce Management tier for client review and signatureSend formal request to Anton's team to enable insider threat monitoring including deleted file and folder tracking for all users+3
✓
Belay
883397 (0.10h, ticket 961764)
ticket 961764 (CW notes generic per confidentiality screen)
04-21 Weekly Meeting: ScalePad Evaluation and vCIO Tool Implementation
## Meeting Information
> Date: 2026-04-21 11:28:26
> Location: [Insert Location]
> Participants: [Sergio] [Pete] [Speaker 3] [Speaker 4] [Anzor]
## Meeting Notes
### Evaluating a New Tool (ScalePad) for vCIOs
- Pete initiated the meeting to understand ScalePad, as he was unsure if he had access and wanted to see what it does.
- Anzor explained the initial vision was for Chris to test ScalePad's value and determine if it should become a corporate standard for vCIOs (like Chris and Jason) and potentially account managers.
- Pete advised against making the tool overly complex to maintain, stressing the importance of automation to prevent stale data. The goal is for the tool to be a reliable, up-to-date resource.
- Speaker 4 is currently using a PSA (Manage) but finds it difficult to work with and sees ScalePad as a potential single source of truth for managing roadmaps, planning to use it weekly.
- Speaker 3 expressed excitement about the tool, finding it useful and not overly complicated.
- The team agreed to use the tool, at least for vCIOs, with Anzor requesting that users update their data by the end of the month.
### Accessing and Navigating ScalePad
- Anzor confirmed that ScalePad is available in the portal under "my applications" and recommended `myapps.myapplication.microsoft.com` as a better starting URL.
- To access relevant data, users should click on "Lifecycle Manager" and then select or star specific clients to add them to a "Favorites" tab for quick access.
- A name inconsistency for the client "Sharp" between the tool and ConnectWise Manage was identified and corrected.
### Introduction to ScalePad’s Lifecycle Manager for Client Reporting
- Speaker 4 explained that Lifecycle Manager has been used for years to track machine status and for Quarterly Business Review (QBR) meetings.
- The tool provides an accurate list of a client's computer assets by pulling data from RMM, including warranty information, high-risk assets, servers with unsupported OSs, and slow workstations.
- Speaker 4 demonstrated generating a hardware report for a client (Avalon), which categorizes assets (servers, workstations, VMs, network equipment) as supported, due soon, or overdue. A sample replacement budget can also be generated.
- While Speaker 4 used these reports quarterly for client budget planning, Anzor noted that these hardware reports are now sent to all customers monthly as part of standard reporting.
- The team concluded that the PDF report format from ScalePad offers a superior view of assets and quoting capabilities.
### ScalePad Integrations and Data Accuracy
- **Integrations**:
- ScalePad has been upgraded to include software inventory tracking.
- An integration with Microsoft 365 is available, which can provide data on tool usage and MFA status. Anzor will enable this.
- The team decided to sync more asset types from Hudu (access points, firewalls, switches, etc.) to improve hardware information accuracy. Anzor initiated the sync.
- **Data Syncing and Accuracy**:
- The sync cycle for data from ConnectWise into ScalePad is confirmed to be daily.
- Pete raised a concern that the RMM team reports that patch level data is not accurate, which requires investigation.
- Pete recommended performing periodic audits and sanity checks on data within the tool, especially for ticket counts, to ensure confidence in its accuracy.
### Using ScalePad for Project and Goal Management
- **Goals & Initiatives**: Main goals for clients (e.g., "Achieve HIPAA IT Compliance") can be defined with associated initiatives that have statuses (On Track, At Risk), priorities, and target dates.
- **Roadmap & Budgets**: A Kanban-style board helps track initiatives, which can be linked to budgets, action items, and relevant assets.
- **Assessments**: Manual assessments can be created from templates (e.g., new client, compliance readiness) to generate well-formatted reports with an overall score.
- **Projects**: Speaker 4 is using Sharp's project structure as a template for other client projects in ScalePad, such as for Weingart.
- The tool is considered impressive for managing a client's IT environment and presenting information in executive meetings.
### Project & Roadmap Updates
- The strategic plan and roadmap for "ability" are delayed, as the leadership team is working with a new vendor and has postponed the related meeting multiple times.
## Next Arrangements
- [ ] Anzor will investigate why the ScalePad icon was not immediately visible for Pete in the portal.
- [ ] Pete will save the new application start screen URL for future use.
- [ ] Speaker 3 is adding action items to the goals for the ~10 projects already entered for Weingart.
- [ ] Speaker 4 to email Anzor to enable the Microsoft 365 integration in ScalePad.
- [ ] Anzor to investigate and enable the Microsoft 365 integration.
- [ ] Pete to investigate why the RMM team believes patch level data is inaccurate and set up a call with Anton.
- [ ] Speaker 4 to play around with adding a status column to the initiatives view in ScalePad.
- [ ] Speaker 4 to get final quotes from Hi Tech for Reveal access.
- [ ] Speaker 4 to get a quote from Peerless for increasing bandwidth at the data center.
- [ ] Chris and Jason are to ensure their data in the tool is fully up-to-date by the end of the month.
- [ ] Speaker 4 will work on updating hardware assets (switches, routers) in ConnectWise for Sharp.
- [ ] Anzor will monitor the new Hudu sync and review if other data fields are missing.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. The strategic plan and roadmap for "ability" are significantly delayed. The meetings have been pushed back for several weeks, which is impacting progress.
> 2. The team is uncertain if the process of sending warranty extension quotes to clients is still being actively performed. This process should be verified to ensure revenue opportunities are not missed.
> 3. A data-linking issue for the client "Sharp" is preventing full use of ScalePad's analytics. The resolution was attempted but failed, and the problem remains open.
> 4. The accuracy of RMM patch level data, which feeds into ScalePad reports, is in question. This discrepancy could lead to presenting inaccurate security and compliance information to clients.
> 5. A definitive decision on whether the tool will be a mandatory standard for all vCIOs and if it will be extended to account managers has not been made. The current plan is for Chris and Jason to lead the adoption.
> 6. While the need for automation was heavily emphasized to prevent stale data, there are no specific action items assigned to investigate or implement automation features for the tool.
> 7. A formal process for the "sanity checks" or "audits" on data accuracy was suggested by Pete, but no owner, frequency, or methodology was established.
Apr 21, 2026
Speaker 1 00:00:17
Good morning. Hello, hello.
Speaker 2 00:00:20
Chris is out in the mountains.
Speaker 3 00:00:23
Today I am. I'm climbing buildings over here.
Speaker 4 00:00:35
Ahh.
Speaker 4 00:01:14
We're going to just use sharp as our example today because I am waiting on the strategic plan from ability. So, I. I held off on ability for now.
Speaker 2 00:01:24
I'm having trouble hearing you a little bit, Chris. I don't know why. Might be just oh much better. I never know if it's my speaker or, Because other people don't usually say it as much as I do, but like yes way, better way better. What did so what did you say?
Speaker 4 00:01:42
Uh, So I'm not going to use ability first as my example, because I'm still waiting on the strategic plan to come from the leadership team. Um, And I know they've they've had, uh someone come in and work with them on their leaders on their strategic plan. And so I don't know if that's what the leader, the E L T meetings are on Tuesday about. And, so they keep pushing off my uh roadmap and uh, it stack because of it. So I was supposed to be in today's meeting, And then they moved me to next week, and they have been moving me to next week since. Well, since I started working with this new vendor, so trying to get things done. So it's been a few weeks.
Speaker 2 00:02:26
Cool. So well, The reason I called this meeting is because I've heardum I've heard from like Jason and from you Chris about ScalePad, but I really haven't seen or. I don't even know if I have access to ScalePad because I think it's supposed to be in the portal, but I don't think it's in my portal. So, I just kind of wanted to see if we could talk about what we're doing with it. And what we're supposed to see in it and that kind of stuff. So maybe we can spend a few minutes. It might not take thirty minutes, but can we just see what we're going to do with it? And Pete,
Speaker 5 00:03:06
Are you not able to log into ScalePad?
Speaker 2 00:03:10
Um, is it supposed to be in the portal or is it somewhere else? Yeah,
Speaker 5 00:03:13
Yeah, it's in the portal. Do you not see it in uh my documents? Uh Not my documents, my applications. I.
Speaker 2 00:03:21
Didn't I didn't see it last time I looked. Uh unless there was.
Speaker 5 00:03:25
This icon right here. Um.
Speaker 1 00:03:33
Let's see.
Speaker 2 00:03:33
Yeah, I don't I don't see it anywhere no Okay.
Speaker 5 00:03:37
Uh, I'll look into into it. I have a feeling, it'sum.
Speaker 2 00:03:43
It is its own. It is its own application right? It's not like buried under something else. Oh, there it is. It's under it's under more CIT apps. I think let me see, did it not show hold on.
Speaker 5 00:03:56
No share your screen one state hello.
Speaker 2 00:04:02
So, you know what when I when I when I say more CIT apps, then I see it, but it didn't show up when I was when I just had my normal.
Speaker 5 00:04:12
Show me your screen. i uh i'm just curious to see.
Speaker 2 00:04:14
Yeah let me let me show you why i didn't see it. Um this is why this is why i didn't think i i had it. See, i would go i would go into here.
Speaker 5 00:04:30
So you go to CIT apps.
Speaker 2 00:04:32
Yeah, see, I would go under here and I didn't see it, but I didn't, I wasn't expanding this part and now I see it. So you know,
Speaker 5 00:04:40
It's weird how Oh, you know what? i have my computer. I think you're in a weird place pete. Um i have my computer open up my apps via this. i'm going to put it in the chat.
Speaker 5 00:04:59
Um, So and and I have uh, the browser automatically starts it as the first tab, right? So look at the uh ones that I sent you. Andum. My apps right so it's actually myapps dot myapplication dot microsoft dot com. And I don't know if that screen is better, but that's the one that, oh,
Speaker 2 00:05:28
Yeah, that's a. Yeah, that's a that's a much better screen,
Speaker 5 00:05:31
Right? Yeah,
Speaker 2 00:05:32
That's that's a better start screen. I am going to save though.
Speaker 5 00:05:34
Yeah so so uh just make that uh I mean in reality, that probably should be the start screen for everyone at Crimson. Yeah and and then you go with uh Microsoft three, sixty five authentication, if you try to log in. And then once you are in it, you are looking for lifecycle manager and then from there you can, Favorite whichever ones you wants to see.
Speaker 2 00:06:02
Okay, so then I can I should be able to log in here right? So what do I log into Life Cycle Manager or what?
Speaker 5 00:06:08
Life Cycle Manager. Okay.
Speaker 3 00:06:30
So I took the lead from, Sharp, Christie some of Christie's work, when I filled out my projects in ScalePad. So Weingart there's going to be, ten or so that I've already filled out. So it's possible that you know, I need to do things a little bit different. But I it was a start. I got everything in there and now I'm adding action items to all the, you know to all the goals.
Speaker 5 00:06:58
So, let's make sure that Pete is ableum to log in and see it. Are you able to, Pete?
Speaker 2 00:07:05
Yeah, so I logged in and then I see Home Integrations, My Profile, Members, Billing API and Settings. And then where do I go from there? Let's see.
Speaker 5 00:07:14
Oh, we are either share your screen or you're supposed to see what Chris is seeing.
Speaker 2 00:07:19
Somebody else somebody else was sharing. So I didn't want to take this one me.
Speaker 4 00:07:23
Uh So, if you go in it and you should be seeing this screen right here. So you'll see lifecycle manager. I have quote or a mine. Um,
Speaker 2 00:07:32
Okay, So you just click on lifecycle manager, and it takes you to the screen that I have. Well, here's what I see. So here I see lifecycle manager. Yep,
Speaker 5 00:07:42
Yep. So click on that click here, right. So then I can. So that's it right? So these are the clients and you can now either uh pick the client, Or, if you click the star next to the ones that you want to check often, it will just show up in the favorite tab at the top. Okay. Right? Okay.
Speaker 2 00:08:05
So if I wanted to see this one and Weingart and Sharp, let's say. Yep. Uh,
Speaker 5 00:08:15
That's it. So see, they they pop up at the top. And now you can just go to Weingart Center, for example, um and.
Speaker 5 00:08:29
Um, and and Chris will take us through on what she've done. I'm not sure why it's loading so slow. Sorry,
Speaker 4 00:08:36
I just stole it from you. It has been loading slowly today, guys, so just be aware of that. I'm not sure what's going on. I thought it was my internet, but since I see Pete had the same problem, I know it's not just me.
Speaker 5 00:08:48
Um okay, good good Chris. So yeah go ahead and walk us through right? Create a peat can know where to see it in the future.
Speaker 4 00:08:56
So let me do this. I am going to walk us through some of the basics, and then I am going to walk us through the LMX. So just a heads up for you guys and Jason, I didn't go over this part when I was working with you through this, but we've been using Lifecycle Manager for quite a few years. And, one of the biggest things we use it for is to look at the machines that are coming through, see where they're at in the process. We send out a report; I've used them for QBR meetings. And, it gives us a really good accurate list of where our clients are with their computers. So if I go into, I'm going to choose one that I know we've got some varied information on. I'm going to go into Avalon. And so if I go into Avalon, um, I can go into assets here. I can take a look at the high risk stuff, servers with unsupported OSs, anything that we have in here where we have some issues with hardware modernization.
Speaker 4 00:09:53
We can see the slow workstations. All of this is here for our base users. And this is accurate?
Speaker 3 00:09:60
So if I'm looking at it, it's pretty good?
Speaker 4 00:10:02
Yes, and it's pulling from RMM. So it's up to date. When we're going through these assets with our clients, we did it on QBRs. I know I'm going to speak from when I did QBRs. I know Mike does it slightly different than me, but I'll pull a hardware report from here. Um, I'm going to do the PDF file so that you guys can see it. But we'll go through, we'll take a look at it. We'll look at the machines, the manufacturers. We can see when it was purchased because ScalePad does look up the warranty and the purchase information from each of the major vendors. And then I use this report with clients every quarter to go through here is where you are on your servers, your workstations. You've got fifty six that are supported which means they're active in warranties. You've got three that are coming due soon.
Speaker 4 00:10:51
And you've got thirty three that are overdue. Eight of those are usually my Macs. And we can see the VMs, which ones have the OS's that are supported and unsupported. And then for the network, when we can see the network equipment, we can see what is supported, which ones are overdue. And then sometimes some systems are unknown at the very bottom of the list. And I do provide this monthly. We haven't bricked out except A sample replacement budget for the client. So when I was talking to clients like Belay or Barker, I would show them, hey, we do need to get all of these machines replaced. And this what it's going to look like costing you. So, you can take a look at this and add this to your budget every year. Um. And so this was a really good report. We were providing to our clients every quarter to say, hey, this what you look like and this what we need to do. So, this Avalon that we do know that they need upgrades in their systems.
Speaker 5 00:11:47
And And we actually send this report every month to all the customers. So this is now part of the monthly reports, that are being sent to every customer.
Speaker 2 00:11:57
And how do they and how do they get these?
Speaker 5 00:11:60
Seg pulls it out andum seg and uh uh A P S team.
Speaker 2 00:12:05
So, this is part of this is part of the what gets emailed to them or something right?
Speaker 5 00:12:08
Gets emailed to them every month. Yes.
Speaker 4 00:12:11
Yep, And so we do like we can go in here, Additionally, what they can do is if there is a warranty that's expiring soon, we can go in here, Pull that machine and then CEG and the team can go in and send a quote to the client. Say, hey, this is what's going to cost to extend your warranty on your computer. And they quote it out to the client. Client signs it. They go into ScalePad and they'll extend the warranty and we can purchase it through there. So, we do. We are able to do that for any clients that don't have a portal.
Speaker 2 00:12:41
So so we say we can we, Should and we all that, but do we know if we actually do this? Like, do we? Do, we know for sure that we do it and do we track that in any way?
Speaker 4 00:12:55
So, we used to track it in ConnectWise. I haven't been a part of this in over a year, so I don't know if they're still doing it. But I know in the past, Seg was responsible at the time for pulling this report and then sending quotes to extend warranties. So, I don't know if it's still being done.
Speaker 3 00:13:12
I, seg sent a security report to Tanya that was very good. I haven't seen a hardware report. Now I've been looking at the assets. I've been printing them out. I've been talking to Dima about them, specifically the the desktop and laptop report. So but I love thank you for showing me the the PDF report. I'm looking at it now, It gives me a much better view, and then the quote that's great, and it quotes accurate?
Speaker 4 00:13:41
It's um, it's a sample quote. So, we did it based on two thousand dollars per device at the time when we worked on that. And we sat based on Anzar's statements. Uh, this was a couple of years ago, so Anzar and I both have slept a few times since then. Um, But I think Anzar had advised us to, hey, let's do a four year uh life on all laptops. And desktops. And. So at the time, I updated ScalePad for all clients to show four years.
Speaker 5 00:14:09
In general, Right, I think the license usually come with three year license, But the lifecycle of a laptop desktop should be four years across the customers where we replace twenty five percent every year. Right. So they stay on this ongoing four year refreshment cycle. And ideally we would have a coverage throughout.
Speaker 4 00:14:34
Yes. Now ScalePad has upgraded, A lot in the last year or so. Now they have software, And so we can go in here and see what softwares are installed on all devices, Which has actually been a huge help for me at Sharp as I'm going through and auditing a few things. And then we can add integration with Microsoft three hundred and sixty five for each client. I haven't discussed this with Onsor if we want to do that just yet, but that option is there. And so that's an integration that can happen. Um,
Speaker 3 00:15:06
I would personally love that by the way. Yes.
Speaker 4 00:15:09
For for ability first, absolutely. I'm I'm in the same boat as Jason. Uh, but.
Speaker 5 00:15:16
So you you're saying add integration with three sixty five, so it will show you the licenses and it will show you MFA status. Do you not have that in Hudu?
Speaker 4 00:15:28
We have that through Liongard connected to Hudu, But what this one does a little bit more is who are who is actively using Microsoft tools. And we never configured Winguard to show that.
Speaker 5 00:15:41
Okay, so shoot me an email and I will enable this integration. Okay. But I am curious, I am curious how would it integrate with each client?
Speaker 4 00:15:54
I am going to assume we have to do it the same way we do with Nylas and other tools. We add the integration, and we log in as the global admin to approve access for each client.
Speaker 5 00:16:07
For each client. So so that means every time you add a client, you have to add it to onboarding step.
Speaker 4 00:16:15
Yes. Which we already do with LionGuard. So when we onboard a client with LionGuard or Nylar, uh Nylar especially, that's a step where we log in as the global admin, Approve the access.
Speaker 5 00:16:27
And then so I would say if you guys could research exactly oh, you're probably not going to have a permissions to do that. Okay, just shoot me an email I'll take a look into that. Okay?
Speaker 4 00:16:37
Perfect. All right, So I showed it to you on Avalon, just because I want you guys to see what it looks like for basic users. Um, but any questions on this so far? Clear. Okay. So I'm going to go into Sharp because Sharp is where I've spent a lot of uh time on. I was telling uh Pete. We've been waiting on the strategic roadmap from uh ELT for ability first. And so I think they're finalizing that in the next couple weeks um. They just hired a vendor to come in to help them with that, so that's why it got pushed out again. But for Sharp, this is what it looks like for having the LMX license. Um, Anser, you said what?$ 20 a client or$ 25 a client?
Speaker 5 00:17:22
The LMX isum I I think it's$ 20 a month a client.
Speaker 4 00:17:29
So in here I've set up the roadmap for Sharp. Um, I've done the client IQ. So the summary comes from AI. Uh, They do have suggestions if you go in here uh, to go talk to a client. So if we are onboarding a new client, some of these suggestions I've looked through. It's actually pretty nice. Um There's some in here that I would never use and some in here that I would use. So I've dug through some of these um so I like how it's asking protecting donor and beneficiary data through nonprofit cybersecurity framework.
Speaker 4 00:18:01
So I do like that because it did find what uh Sharp did before it gave us the suggestions. Um. And then it's got some questions um and topics. So it's broken out. All suggestions have the entire list. Um from there, the analytics is actually pretty good. Um I'm not going to show it to you on this one, but I can show it to you on Ability First because um Ons are just waiting for this to get linked. Um but it pulls information from Connectwise Manage, So for you, Jason, it's going to show everything. Sharp is just broken in these connections. But you'll see the open tickets, tickets outside resolution. Let me just let me just okay.
Speaker 5 00:18:41
Yeah, Switch over because it's yeah.
Speaker 3 00:18:43
I want to see that if it's if it's connected.
Speaker 5 00:18:46
Yes. So so so Chris has the problem because they organize. There are two sharp organizations, and she needs to link them both under oneumbrella.
Speaker 4 00:18:54
Yeah So I did try their suggestion to link it. It didn't work. So I responded back and let them know, hey, this is not working. But, it's because Sharp is a different name in RMM than it is in ConnectWise. That's why it happened. So, so this is what it looks like for Ability First. We've currently have four open tickets, five tickets outside of resolution, Which actually are my tickets because they are project tickets or not project tickets, but they are tickets. I have opened for my CIO work and they're going to be longstanding.
Speaker 4 00:19:28
Average resolution time across all boards. And then CSAT does not link because we we don't have that linked in the integration. Um and we don't have uh the uh dashboard health. I I don't have the ability to look in to see what that is and how to fix that. Um We can go in and see service quality from here, tickets created and closed, so it gives some really good information who the contact is, uh who's opening the most tickets, uh the category, the board I actually like the visual look of these a lot better than BrightGauge, but it does not give me the ability to really filter well. It does filter some, But I want to be able to do a little bit more tweaking with it. But I still use this. And you can see here's the board, the admin team, they have two tickets: Help Desk Implementation and Sales.
Speaker 4 00:20:26
And, then here's my category incident, unassigned and request unassigned is usually the ones in the admin queue. And then here's our performance by SLA, and per week or actually per month, and then our category. So a lot of really good detail. I'm not going to take you through all of this, but a lot of really good detail. Um.
Speaker 2 00:20:47
So. Go ahead, Jason.
Speaker 3 00:20:51
Sorry Pete, no I'm just going to make a comment.
Speaker 2 00:20:54
Go ahead Jason. Go just okay.
Speaker 3 00:20:56
So as I'm looking at it, um, I have a lot of you know, Jeffum had a hundred and eight tickets open going back to December, and so we're we're cleaning those up now. And so do you? I should see that right. I should see that in my in my analytics report.
Speaker 4 00:21:17
So it's not it does not sync in real time. Ah, I don't know the sync cycle on it from Connectwise Automate or. You might be able to find it, but I think it's twelve hours. Daily. Daily, okay.
Speaker 5 00:21:30
I'm pretty sure it's uh daily here. I'll take a look. Uh, I'll let you know in a sec.
Speaker 3 00:21:36
I haven't studied that much because I didn't know that it was really how integrated it was.
Speaker 4 00:21:42
Yeah, I i know that when i started pushing for rmm through to sharp uh, it took a day for all the machines to start filling up in skillpad. So it is a little delayed on those type of things.
Speaker 5 00:21:60
Um, one second. So if I go to life cycle and integrations, uh, it says scheduled last sync one day ago. I think it's uh uh effectively uh once a day. Daily? Daily.
Speaker 4 00:22:23
So which makes sense. Um, I do know uh there there are action items you can do here. I and behind analytics so we were just in analytics. I'm moving to action items now. Um, I'll be honest with action items they're great. Um, I'm going to start connecting them to the PSA ticket, but I can't on Sharp. So I'm not really using them as much, because I have things actively in my tickets and work off my tickets. So um. When we're able to get this uh working, then I can set it to PSA. So I didn't finish out the action items here. Um, but they are in my tickets. So once I get uh that linking happening, I'll get those filled out. And then you have a notes issue or a notes item here. Um I don't keep notes here because I keep them in in my PSA tickets. Um, but just a heads up that these are here as well, and this is on the dashboard section.
Speaker 4 00:23:18
If I go into assessments, it's very similar to our old audit system. I really like it. Um, I did a new client assessment and I set. I did all categories here um and i went through, and i filled out where I believe each one is based off of our everything we're doing. So, um their security posture, their infrastructure, their backup recovery. Microsoft three hundred and sixty five security, which we're working through. And I and for Microsoft three hundred and sixty five, I did Google. Uh network and connectivity, uh business continue it continue it. Uh I mean um so you have those and you can download the report. And so if I do a full assessment report and I download it, here's what that assessment report looks like. I like the formatting you get the overall assessment score.
Speaker 4 00:24:14
Um, the distribution between the results and then you have the details behind it. Uh, so it's really a sharp looking report compared to our old one. Also, um, I do really like how it's broken out. Um, so I am going to start using this one with Sharp. Uh, I have been using some other reports with them.
Speaker 2 00:24:31
So this is Does this include patch levels and stuff or no?
Speaker 4 00:24:35
We can do patch levels. So I think that,
Speaker 2 00:24:39
But the reason, but the reason I don't know if we should and I there. I I don't know how how valid this is, but is this all come from RMM or no?
Speaker 4 00:24:49
No, this is what I put in there manually.
Speaker 5 00:24:52
Okay. No, but not a patch level.
Speaker 4 00:24:54
No, your patch level is going to be right here in this report.
Speaker 5 00:24:59
But, but I think to Pete's question, it's coming. The patch information is going to be coming from RMM.
Speaker 2 00:25:05
Yes Because what I always hear from Anton and his team is that RMM patch levels are not accurate. And I don't know why that is, but that's what he keeps telling me. So, we need to dig into that as a separate site item. But he tells me that it's not accurate. Gotcha. I don't know what that means.
Speaker 5 00:25:27
And and he's uhum, he's off today right?
Speaker 2 00:25:31
Today and tomorrow, But I'm sure that between Ismail and maybe Sean and Bogdan or whoever else knows anything about it, they should be able to tell us. Why they think it's not right.
Speaker 4 00:25:43
Gotcha. Um, now for the assessments, you can do you can select templates. They have a lot of templates in here, so I just chose the compliance readiness and the new client assessment book. They have quite a few in here and you can make your own. Um, I haven't played with the making it yet, um but you do have the compliance, you do have cyber resilience, the digital work, the new client. You can go comprehensive. I did the quick, You can do the technology alignment assessment. So there's quite a few in here we can do. You can also go in and manage the templates, so you have ScalePad versions, And then you have custom ones that you can make yourself and say new template, and just create it from scratch. So you've got a couple different items that you can do from there. Let me go back.
Speaker 4 00:26:34
So these are the assessments I went ahead and did, And then you can link some of the results from the assessments into your goals and roadmap and budget. Um, so this is your discovery section. If we go into plan, you have your different goals. So, these are the main goals that we discussed in our roadmap to uh Doctor Barber. Um, so this was our original goals that we set. So achieve HIPAA IT compliance, establish establish IT governance, consolidate Migrate and stabilize. So, in each one of these, I have initiatives in here, and these are coming from the roadmap. And so in here you'll see the status of it. We have we have the note before approved, but we're not pushing that until actually Q four for right now. But, we can go in here and we can change that. And then also put in our priorities. So our priority is right now, we have MFA implementation happening. Uh priority is a three so pretty high um.
Speaker 4 00:27:32
Backup and emergency remediation with Datto. It is due soon. Our priority there is super high. Actually, Aslan is amazing on that one. He's been helping get that done quickly. So we have those where we can link them, and then so we have each one in here linked. So I've gone in here.
Speaker 2 00:27:53
So we have the scheduled target dates.
Speaker 2 00:27:59
And then we sort of have in progress, right? But do we have like a. Like do we have any kind of um. Do, we have anything that says whether they're like on track or off track kind of thing, Or do we just assume they're on track? And then we move them if they're because Q two obviously Q two is coming up soon right? It's coming up in. In, you know, two months or whatever I'm, assuming that Q two means the end of June right I mean. So, like, Do we do we have any indicator that says, okay. We might not be on track for M F A by the end of June. And at what point do we trigger something like that? For instance, as a for instance, I'm just picking.
Speaker 4 00:28:45
Something up So I. I have theum roadmap in here. I don't know if they have an on track or off track on there. I haven't seen it or I would have pointed it out, um.
Speaker 4 00:28:58
No, we do have it under goals. It is on track. Uh, and we can put it at risk complete off track on hold.
Speaker 5 00:29:04
Now this thing is pretty impressive.
Speaker 2 00:29:07
I think it would be nice to put that there if there's a way to put that on there. I'm going to put you guys on mute for a sec.
Speaker 5 00:29:12
Okay, I agree. Let me figure that one out. Yeah,
Speaker 2 00:29:17
If there'd be a way to put that on there,
Speaker 4 00:29:20
It was right here. So uh achieve HIPAA compliance is right there at the top. We were looking at it. We just didn't see it.
Speaker 2 00:29:28
Oh, it's on the top there. Is there. Is there a way to maybe add it as a column like next to the progress thing? Maybe again, we don't have to do right now, obviously, but like if there would be a way to put it. Oh okay. Yeah,
Speaker 4 00:29:44
I mean you just collapse it, but yeah I agree with you on the status part here. Um, I'll play around with it and see.
Speaker 2 00:29:52
Yeah, no problem. if If not, if not, it's fine because I do see it below so it shows us on track. So all right.
Speaker 4 00:29:58
Yeah, So oh,
Speaker 2 00:29:60
So I see. So it's so it puts it as the status for the entire. Yes, for the entire initiative or I, guess that's not the initiative, The entire whatever is called and and then each initiative, each initiative has its own status. Okay, okay, got it. Yeah, all right.
Speaker 4 00:30:16
No, um yes, you're right, one hundred percent. Okay. Um, so in here, uh you also can look at your overdue and your completed as well. And so, um these do attach to your roadmap. The roadmap I really like. Um So within the roadmap, everything is here in your Gantt is Kanban. Is this isn't Gantt. This is Kanban. Um You're and you can push everything over and move it as you need to So, for instance, Reveal access.
Speaker 4 00:30:49
Um, It's part of our goals here that are on track that I showed you guys. Um, we can do we can create action items. Um, we can put in budgets. So one time fee right now for each site is going to be this amount, and then monthly monitoring fee for each site is going to be that. Um, We're waiting on the final quotes to come in. But this this where I've got it so far. Um and then once we have the quotes in um I'm gonna say pending Quotes from ADT and Hi Tech, and then we can assign those goals to people right here. And, then we can put in what our target date is to get those in, Which we have a call today with Hi Tech this afternoon to get the final quotes. And then where they are for goals, and we can keep adding action items.
Speaker 4 00:31:45
I'll be honest with this. I struggle with this one because uh I already have tickets made for these, but we can create tickets from here and attach it. So in the future, I'll create tickets from here and actually attach it that way because I really like the format. This has it in for building this out. Um, I, unfortunately had already built it out in Connectwise before I built it out here. And so um, this is where we're we're going to go in. We can add assets I'm gonna cancel out of this one. Um, with asset, withum assets. Let me find the asset one. Not.
Speaker 1 00:32:25
This one? It's in here. I think it's under the Datto.
Speaker 4 00:32:34
So, here's the assets. You can add each of the assets that are in here. Um. And so these are all the servers that are under the Datto. And so. Um, from here, this is part of the um the Datto migration. Um, and we have that in there. It's a that we're upgrading and increasing the bandwidth at the data center. So that's a big one that we have. Um, we have to do that to get Datto up to date. Um, And I am waiting on Peerless to come in and say, here is your quote. They should have that to me this afternoon. And then later on, we're going to be migrating on prem to cloud. So we're not really going to need it after that. Um.
Speaker 4 00:33:13
And, then it's part of our migrate to Office three hundred and sixty five goals as well. So it's attached to that.
Speaker 2 00:33:18
Okay, so so all of this, so most of this data, this is a lot of information. So most of this data. A lot of this data is coming from RMM. A lot of this data, you said you enter. And then like how do we? How do we I guess maintain all of this? Like. I guess I'm I'm just trying to figure out how do we make sure this is current and accurate. And whatever like whenever we're doing this, because this seems like a lot of manual maintenance. Yeah.
Speaker 5 00:33:51
This is this is effectively a tool for a CIO to manage his environment right or for account manager, right? Because what Chris Heaven showed is actually when you engaged right, you can see that the section she didn't get to. But like in meetings. You can actually show, um, you just present the information, right? Um, I think there is this report, the executive report that you come to executive meeting. Right then you're like here's the core things are working on. Like it makes.
Speaker 2 00:34:26
But are we doing that now? Or are we planning to do that down the road? Like because I don't see Mike.
Speaker 5 00:34:32
I don't I no one,
Speaker 2 00:34:34
I don't go to. I don't go to Mike's meetings. All of Mike's meetings, But I am in the Hannah meeting and I've been in a couple other ones monthly. And I don't think we're using this so far, right? So are we are we planning to start that at some point? And, are we going to use this for the sharp meetings on a quarterly basis? Are you going to start using this for the Weingart meetings, Jason or or are we is that the plan down the road or what?
Speaker 5 00:34:57
So so so i I can tell you what I envisioned. I wanted Chris to take a stab at this right, try this app and say. Do you like it? Like, is there a value to say this is our corporate standard, right? And then the question would be, should this be a standard for vCIOs? So Chris and Jason because they're dedicated to few organizations, and it might make sense to really spend your time and have everything here. That's effectively your core vehicle, right? Yeah. Um versus.
Speaker 5 00:35:35
Do, we want to also extend this to account managers and force them to use it, right? But first, I wanted to have someone who will populate it and will say," This is what worked. This is what didn't." And find unit.
Speaker 2 00:35:50
That makes sense. I guess the one piece of guidance I am going to add is don't make it so complex that it's stale data the day after you. You build it right because if if it's too if it's too much of a headache to maintain, you are not going to maintain it and it's not gonna you are gonna. You are gonna wait until the day before your presentation. And you are gonna spend six hours updating a bunch of crap that hasn't been updated, and it's not going to be a useful tool right. It needs to be something that takes almost no time. To add the manual stuff because the majority of it is.
Speaker 2 00:36:32
Fed by stuff that is automated, right So, How how can we? How can we get to the point where a lot of this is automated? Is mostly automated, and there's there's minimal amounts of information that you have to that. You have to populate manually. Right And and if it's project stuff, I get that you know there's going to be a certain amount that you are going to have to update manually when it comes to where am I on this project or that project. But. If you are putting that somewhere else, maybe it feeds from there, right? Or or whatever. But um, You know I get that like if you are, if you are two hundred and forty five machines into your R M M rollout, If you are keeping that somewhere else or you are keeping track of that in here, you know maybe that's that's where you are tracking it. But but if t here is other notes that you are keeping.
Speaker 2 00:37:27
Don't don't keep it in like three different places or this going to be like just one of the places you are going to update. So that's the guidance I am going to provide for, for a tool like this don't make this like the. Just the just the pretty the pretty place that you have to go and update at the last minute. Otherwise, it's gonna just be a a pain in the butt later on to keep up with. No, If I could add, what I would like to be, what I would like to be able. And the reason I am asking is also from a selfish perspective because. I would like to be able to say, at almost any time, I can go and look here and be relatively confident that what I see at any time is fairly current. And if I can't do that, if I can only do that like right before a quarterly meeting, then to me this tool is not all that valuable. Right? So that's yeah. That's the other reason.
Speaker 4 00:38:18
So, I know Jason wants to say something as well so uh for me i, I am using my PSA, but it's not my single source of truth. And, the reason why is PSA is going to be hard to work when I say PSA, I mean manage. It's hard to work from from my level. And I don't know if that's the same thing that Jason's having before Ozar brought me this, I was building out my own system that was very similar to this to manage it all because I needed a way to keep my roadmap together, and you just cannot do it in projects.
Speaker 4 00:38:55
And for ability first, we are using Asana because that's what Rashawn has. And it's easier for me to do something in this kind of tool. And, this is very similar to how we can do it in the Asana or Airtable. This can be my single source of truth. Once I get everything moved over and attached. And I do honestly see that because you've got so many good details in there, but you're right, Pete, automation it would be a key thing. However, I don't know if they're there yet. It's going to be a lot of manual.
Speaker 4 00:39:25
But for me, this is going to be something that's going to make, especially for Shar, make it easier for me to work through these roadmaps. So I'm probably going to be in here, not every day, but every other day or at least once a week at a minimum working through this.
Speaker 5 00:39:39
And and I actually was going to say if we're going to say that, hey, this is the tool that VCIOS must use, then I think the expectation is that you update this two times a week right? On. Let's say at the end of Wednesday and at the end of Friday, you go through and you update it to keep it current. So Pete, you and I, we can go in and we don't question is this stale data or not. Right? Like it's just it's your job description, right? One of the job's requirements. This is the main tool for V C I O to stay on top of his environment.
Speaker 5 00:40:19
Yep. Right.
Speaker 3 00:40:20
You know, this from my my perspective, coming in without the use of any tools, and you hand me this. This is I'm I'm excited. You know, and I jumped right in and Ium you know, I love it so far. It's it's not too complicated. And I think it's useful for you guys to see what what I've got planned. And you know, I'm sure you can edit it and and add some things to it as well. For the roadmap, so this is just a tool not just for me but also, for you guys to look and and see what's going on.
Speaker 2 00:40:53
Yeah, the only other thing I would say, And I am going to have to go because I have an appointment at one o'clock that I have to be at. But, let's let's do some audits of some of the information that's in here just to make sure it's accurate. And what I am saying by that is when there is a ton of information here, right? So. Like when we say, you know, There we have this number of tickets that are this, and we have this many things that are in administration and this. Um. Let's do some sanity checks on some of those things to make sure that, that data is accurate because. Sometimes when Olivia and I are doing reports on tickets and counts and some things. I question different things, and I say, is this accurate? And how what's what's your level of?
Speaker 2 00:41:44
Confidence that this accurate, and sometimes she'll say, well, eighty five percent or whatever. Right, and I am like, well, why are we not like ninety nine percent sure that this accurate? Right. And, and there is these variable things that I want to make sure that what we're, if we're presenting any of this in reports to our customers that we should have a very high confidence level that our data is right. Right. So, hopefully, the the graphs and things that you were showing earlier Chris that are coming from RMM I think. I think things like you know the computer types and the, You know that kind of stuff that's coming from R M M. We probably have a really high confidence level that, you know that data is right, right, the the hardware and all that kind of crap, But some of the other things, when we start talking about ticket counts and how many things are are this and that. We start, you know, there may be some things that get lost in there. So.
Speaker 2 00:42:36
Maybe periodically go and go and do some sanity checks on that if you have time, just to make sure that it makes sense and that, that those things look like they're right. And if they're not, um let's dig into why that might be the case. And, in the meantime, I'm going to set up a call with Anton and a couple folks, And I might include you Onsor just to see why the patching thing he keeps saying it's not right because I want to understand that better because I just don't get it.
Speaker 5 00:43:03
Yeah yeah, That's fine. That's fine. So I think we're all on the same page. We do want to use this tool at least for ECIOs, right? Yes. So then I think we're putting this foot down and we're saying, guys, Make sure that this data is accurate because we're going to just go in there without talking to you, right? Okay. So I would say by the end of this month, right? So let's say within the next nine days, just make sure that you've got it up to date.
Speaker 5 00:43:34
Yeah, right. And if you need more time, let us know so we know you need more time. But effectively, if we don't hear from you by the end of the month, We're going to assume that your organizations two for you Chris one for you. Jason are fully up to date, and we can go and look at it at any time. Great.
Speaker 2 00:43:52
Oh sorry.
Speaker 5 00:43:53
Pete You can drop off I think you have to go right.
Speaker 2 00:43:56
No problem. Thank you. Thanks, all.
Speaker 5 00:43:58
I also wanted to let you guys know that there are some additional fields we can sync that we're not syncing, right? But if you feel they're needed, like from Connectwise. So for example, I'll share the screen. So if you go to like for example ConnectWise Manage, right?
Speaker 5 00:44:26
And by default, it picked up the ticket information. And there is nine statuses, right? And type, right? Blah blah blah. So we're not looking at contracts. We're not at hardware. It's picking up thirty five configuration types, right? We're mapped so you can actually see what it's mapping for configurations. So it picked up a lot of this information, but potentially there are more. Right, so if you feel that something is missing, let me know and we can take a look and review.
Speaker 4 00:45:06
Okay. Oh, there's the uh There's inconsistent name issue that we have for sharp. Yep So.
Speaker 5 00:45:14
So soum Do we want to change? So ConnectWise Manage says sharp right? Yeah.
Speaker 1 00:45:25
If you go to,
Speaker 5 00:45:32
I'm going to change that to Sharp as well. Companies, right? See, well here I think the name has been changed.
Speaker 4 00:45:44
Yeah, I think so. I think it just needs to be synced in there one more time. And.
Speaker 5 00:45:51
Then you have also Aramem. Right. Now I'm not sure what happens and if I can, without any issues change the name here. Is that under clients, companies?
Speaker 1 00:46:38
Uh, yeah.
Speaker 5 00:46:41
You want to change company unique ID as well? Yes.
Speaker 4 00:46:50
Could you? Oh no, never mind. Uh, I was going to ask you to scroll down, but I saw there wasn't much left. Um, One of the things I'd like to start doing in ConnectWise Manage isum I know that hardware assets like switches routers, things like that are not. Up to date in ConnectWise for a lot of our companies. I'm going to try to put those in for Sharp, um, and get the and see if I can keep those up to date. There's not an automated way to do it unless you disagree.
Speaker 5 00:47:20
So there is Hudu integration that potentially have more of that correctly. So hardware, you can see I'm not syncing anything from Hudu which, Maybe we should, and that might 'cause on Hoodoo original I only said sync workstations and servers, right? But uh, maybe we do like if you guys are actually actively using this stuff, it might make sense for us to sync more items. Let's say like access points, right? And uh identify uh what would this be? I would assume is probably network, right?
Speaker 4 00:48:04
Right, and I don't remember. We had uh Meraki syncing in IT Glue. I don't know if Vince has done it yet. I was going to ask him. Yeah, actually it is running, so Meraki is up. That would help me with uh visibility first.
Speaker 5 00:48:23
So should I try the hoodoo here? So let's see let let let's try, So this will be networking applications. I'm not going to touch right backup solution. Do we need backup solution or not really?
Speaker 4 00:48:38
Do that, but uh.
Speaker 5 00:48:41
Do you know what you're going to get for backup solutions?
Speaker 4 00:48:44
No, I don't see it on that on that option there. Maybe network.
Speaker 5 00:48:53
Backup, you think in network?
Speaker 4 00:48:55
Maybe I don't know. Okay, maybe for on prem.
Speaker 5 00:49:02
Yes. Contacts, I don't even know where you would put that.
Speaker 4 00:49:06
So yeah, I wouldn't I wouldn't worry about that one.
Speaker 5 00:49:08
Contact okay, email file shares firewalls, that's definitely networking network. Um do you want a ISP WAN information or not really?
Speaker 4 00:49:22
No, that I that I pull from who?
Speaker 5 00:49:24
LAN licenses licensing.
Speaker 4 00:49:28
Let's do LAN because LAN you haveum I have all the uh,
Speaker 5 00:49:35
Where would licensing go? I don't even know.
Speaker 4 00:49:38
Uh that would go under software, but we do we have no, we don't have it. I believe it don't sync,
Speaker 5 00:49:47
Okay. Um Meraki details. I don't know if we need it no working.
Speaker 3 00:49:56
I would like it if we can have.
Speaker 5 00:49:58
Okay. Um, need to know phones printing.
Speaker 4 00:50:06
Yes, imaging would be where I put that one.
Speaker 5 00:50:10
Imaging, yep. Projects, I don't think we need to sync from Hudo. There's switches down there as well? Yes.
Speaker 3 00:50:23
Switches Network. As Tam checks us. And wireless would be nice. Yeah. Okay.
Speaker 5 00:50:32
Sounds like you're awesome. Save and sync, okay? So that's HUDU, right? So this data will come from HUDU, okay? And then I think what's going to happen. It will try to It says here's the total number of assets, so this number of assets will probably go up. Okay. U m, okay. Well, we'll see it's syncing now rightum and then like I said, if uh something elseum is missing, you guys, let me know.
Speaker 1 00:51:05
Yes. Okay, thank you. Awesome all right,
Speaker 5 00:51:08
Take care, bye.
08-31 Meeting: AI Policy Formalization, Project Closures, and Google-to-Microsoft Migration Plan
> Date: 2026-08-31
> Location: [Insert Location]
> Participants: [Christi] [Speaker 2]
### Meeting Notes
#### Project Status Updates
- **Anderson Real Estate:** This project can be ignored; the projects team will close it out.
- **Alire Copilot & Westwood Copilot:** These projects will be closed this week during the project meeting.
- **Carney:** Adjust the due date to the end of September 2026.
- **Avalon:** Still on hold; push the due date to the end of October 2026.
#### Formalizing an AI Policy
- There is a need to formalize an AI policy, partly driven by Dr. Barber’s interest in trying AI tools.
- The policy should prevent HIPAA violations by stating that no client information should ever be given to AI.
- The initial policy could be a blanket statement restricting use to only AI tools approved by leadership.
- This approach avoids listing specific tools, which can be communicated separately via email.
- The company needs business accounts for approved AI tools to ensure data protection and security.
- The policy should also educate staff on how AI works, noting that AI can use responses written by other AI and requires fact-checking.
- Christi will write up a policy for SCHARP, similar to one written for Ability First.
#### Discussion on Specific AI Tools
- Claude is mentioned as a powerful tool that Christi frequently uses for Crimson work; it is considered a strong option for the company.
- It’s suggested to test two products simultaneously to determine which works best for the team.
- A meeting with Dr. Barber is proposed to discuss setting up AI tools, starting with the executive team for non-client-facing tasks.
#### IT and Infrastructure Migration
- A plan is being developed to migrate from Google to Microsoft.
- Migration will likely start with server file shares to minimize disruption.
- The migration game plan will be presented in the next week or two.
- A reminder may need to be sent to Dr. Barber about this ongoing work.
### Next Arrangements
- [ ] Adjust the Carney project due date to the end of September 2026.
- [ ] Push the Avalon project due date to the end of October 2026.
- [ ] Christi to draft an AI policy for SCHARP.
- [ ] Obtain business accounts for approved AI tools and communicate approved tools via email.
- [ ] Schedule a meeting with Dr. Barber to discuss setting up AI tools and business accounts, starting with the executive team for non-client-facing tasks.
- [ ] Christi to create and present the migration game plan from Google to Microsoft (beginning with server file shares) within the next one to two weeks; send Dr. Barber a reminder if needed.
- [ ] Add the team to AI training on how to use Claude; test two AI products concurrently to determine the best fit. 🙂
### AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. The specific AI tools to be tested and approved by leadership were not decided upon. A formal evaluation and decision-making process needs to be established.
> 2. The timeline and specific steps for migrating data from Box and Google to Microsoft for all users were not finalized; only the initial step of moving server file shares was mentioned.
Aug 31, 2026
Speaker 1 00:01:04
Okay, real quickly, on the three things that want my attention, we want to. You can ignore Anderson Real Estate, and go ahead, and I'm going to have the projects team close that out, on my side. The four projects that are done but still open, Alire Copilot, we are going to be closing this week during our project meeting. Westwood Copilot, our Cloud Pilot, we are going to do that as well. Carney. Has been moved out to the end of September, so we need to adjust that due date on there. Avalon is still on hold, however, we are going to push that due date out to the end of October.
Speaker 1 00:01:58
And we need to start working on the. Timesheets. Hi Jennifer. Good. Trying to get some things done, and my system just totally goofed up. I was focused. I was on. I was late to the meeting because I was focused on a few things and looked up and saw what time it was.
Speaker 1 00:02:36
Okay . We we don't have much to go over today. We do need to go over AI stuff, um, because we need to start formalizing an AI policy, and I want to get that in place because we do we we do have some conversations with Dr. Barber, where he's wanting to try some AI stuff as well. So, um, and I know that's. Some people are using it day to day, so we need to look at what that policy needs to read and look like, and how we can prevent HIPAA violations, which is actually pretty easy to do. We just got to put the policy in. Yeah.
Speaker 2 00:03:34
Gotcha.
Speaker 1 00:04:14
Oh, she declined it. I saw it's not on her. Yeah, I know she declined it. I was just looking at that.
Speaker 2 00:05:15
Hi. No worries. How are you?
Speaker 1 00:05:29
Yeah, yeah. I uh, funny story. I walked into the living room yesterday, and my bedroom stays warm just because I have two computers in there running, and um, I also. It's just not. It's farther away, and it's not really great in my bedroom. But it's not an issue because it doesn't get too hot. And so I was sleeping yesterday because I had a rough night, couldn't go to sleep the night before. And so I woke up. I walked into the kitchen. I was. I had promised the girls I was going to make beignets for breakfast. Instead, we had them at not at lunchtime because I slept in. And I was like, wait, it is freezing in here.
Speaker 1 00:06:11
And I turned to look at the at thermostat, and one of my girls had turned thermostat all the way down to 60. She was like, "I was hot," and I was like, "Take off your hoodie. It's not that hard." But yeah, so it was kind of funny because I was like, "They were hot yesterday, but it's gonna be cooler this week, thankfully." So yeah, and I'm going to camp tomorrow, so that's gonna be. I'm surprised it's only 75 today. Tomorrow there, I don't have much to go over with you guys. The main thing we needed to discuss is just AI policy. I could push that out to in two weeks when Crystal and Apollo are here, but it's up to you guys.
Speaker 1 00:07:12
Yeah, and I'm definitely not working next Monday. I'm going to be on the Amtrak. I I might get bored on the train and do something, but I'm heading up to Merced. Yeah, someone left an entire suitcase of clothes behind.
Speaker 2 00:07:49
Yeah.
Speaker 1 00:07:55
So one of the things, like we know, CareLogic has AI that we could use, but the AI policy I was thinking about putting in place would be one that it's going to be not generic, but it's going to be granular, where we say only the AI tools approved by leadership. Can be utilized, and basically say no client information should ever be given to AI. That way, it's covering us for HIPAA audits and everything. Just showing that we have that in place and staff members have signed off on it. So, yeah, because we we have not really talked about like what AI tools we want to use.
Speaker 1 00:08:44
I'm constantly in Claude because of Crimson work, and and Claude is approved for Crimson and most of my clients. So, it's one of those things where we need to just sit down and say, okay, what does the company want to use as far as AI tools, and we need to get a business account for those so that we can make sure that data is protected.
Speaker 2 00:09:24
Yeah. Yeah.
Speaker 2 00:10:30
Uh huh. Okay. Yeah.
Speaker 2 00:11:30
Yeah. Yeah. Yeah.
Speaker 2 00:12:02
Yeah. Yeah.
Speaker 1 00:12:52
Yeah. Now, no matter what, we can have multiple tools. But if and when we get audited or questioned about the AI tools we have in place, because that's going to be a major focus next year, they want to know everything—not just what's client related, but also what is our finance team using, what is our HR team using, like what are they allowed to use and not allowed to use. So that's why I'm thinking the blanket statement for now because we do we do need to refresh these policies every every year. So if we do a blanket one where we make the statement, we don't have to state what ones are approved. We just make the statement of approved applications that have been approved or applications that have been approved by leadership, and then we can justify that with an email that we send out say later on to say these are the only applications approved.
Speaker 1 00:13:47
And you must have an account within these within these that we manage, if that makes sense. So, like if it's a cloud account for our directors and our other departments that aren't client facing, then we we can prove here's the people who have access to those counts, and they and we can also prove that we have the security settings set up so that you know. If they were to share accidentally client information through Claude, and I'm using Claude as my example, that the data is not being fed back to train AI, which is going to be the that's going to be the major proof that I've got to show on on anything that is that is out there that we use, no matter if it's client facing or not. So.
Speaker 1 00:14:44
Yeah. Now, yeah. Now I do have one client. They were very specific about their AI policy, and I just want to check. I always check this. They do have a section in there about what you can expect from AI, so that staff can read that and understand things that they could expect from AI. And that way, you can cover things like AI. I forgot how it's worded, but talking about how AI uses responses written by other AI, so you always have to fact check that there is a. I'm gonna have to I'm gonna have to show you guys the wording, but it is actually pretty nice wording for staff to understand how AI works. It was made as part of the policy, which was.
Speaker 1 00:15:43
Unusual, but it works because when Pete, when we ask staff to sign the policy, they're going to read it because they're interested in knowing.
Speaker 1 00:16:17
Yeah, I'll get. I have to write up two this week anyway, so I'll throw SCHARP into the mix. So, um, that's pretty much all I have right now. Um, it AI was the subject of a recent conversation Dr. Barber had with my boss as something he's interested. So that's kind of what I've been focused on a little bit for you guys.
Speaker 2 00:16:41
Ah.
Speaker 1 00:16:57
Aaron, do you know? Because I am, I am, I'm monkey middle.
Speaker 2 00:17:01
Yeah.
Speaker 2 00:17:37
Yeah. Yeah.
Speaker 1 00:17:46
Yeah, and the policy I'm writing is going to be very similar to the one I just wrote for Ability First, so almost the same.
Speaker 2 00:18:27
Yeah.
Speaker 1 00:18:50
We've and anytime that I'm proposing something to that extent. Especially when we're dealing with sensitive information, I go back and forth on this depending on the situation. But I think if we could test out two products at the same time, it would give us a lot better estimate on what's going to work best. Um, with the same people, because sometimes you'll you'll be using both tools, and then you'll figure out really quickly which one.
Speaker 1 00:19:24
Gets you the answers you need, and you just naturally gravitate for that towards that. So,
Speaker 2 00:19:30
Be a good read. Yes.
Speaker 1 00:21:19
Okay . Um, just speaking of being out, just a heads up for you guys. Erin already knows. We're on baby. Yeah, you know. Yeah, we're we're on we're on baby watch starting next week. So, um, as soon as she has the baby, I'm gonna take a week off to help support that. Um, I think what's happening is the baby's being placed under my care by DCFs. So I definitely do need to take that week off just to get things set up. So, so if you see me baby wearing, just know, yeah, yeah, I might come in and say, "Hey, you want to hold the baby for a minute?" No, huh? What did you say, Erin?
Speaker 1 00:22:17
I like babies too, but I'm gonna get real tired of them real quick if my sleep gets interrupted too much. Already? Yeah, already. No, I'm I'm mentally prepping myself for that one. I had a cat wake me up by lightly tapping on my face at 4 a.m. this morning, so similar issues. Yes.
Speaker 1 00:22:52
Looking into it, and I dug deep into it on Friday. It does look like by device, and we can easily push that out to everybody. I just need names for you guys, and then I can have Robert and Gaston help push that out to phones. Yeah, I already gave them the instructions this morning so that they could see the instructions and. Be prepared when we assign names.
Speaker 2 00:23:22
Yeah.
Speaker 1 00:23:32
Okay. Perfect. Um. I I actually had that on my list to ask you about, anyways. So, yeah. And then um. I do want to start working towards getting off of Google onto Microsoft. Jennifer, I'm more concerned about y'all's data in Box and on Google, but I think if both of you are agreeable to this, I may start working on the server file shares first, where people used to store data, and move those to Microsoft first.
Speaker 1 00:24:20
That way, no one. I mean, it's not that much of an interruption to people. So, all right. I'm working on that game plan for you guys, and I'll have that to you guys in the next week or two on what that could look like coming going out of Microsoft. And then, do we need to remind Dr. Barber that we're working on that because we did tell him, and then he for I think he forgot because there was a lot going on.
Speaker 1 00:24:51
Yeah. Okay. Perfect. I won't be on tomorrow because I'm at camp all day. It'll have to be next week. Yeah. Um, I have it. I have the budget meeting on my calendar just in case. Um, we get done. Yeah. But I doubt I'm going to be able to hop on because we're we're walking through. Uh.
Speaker 1 00:25:22
All the dead spots at camp. Yeah, I don't think I have much, but yes, awesome. I think that's everything. I have AI training. We're I'm doing AI training for all clients. I'll I've slowed down my training for the month of September, but I'll add you guys to it. On learning how to use Claude, and then I think that's everything.
Speaker 2 00:25:58
Yeah.
Speaker 1 00:26:39
So, so we definitely need a company account, and I think I've talked about that to Aaron and Crystal in the past, but I don't haven't brought it up with Dr. Barber yet. And the reason why I bring up Claude is because right now, Claude is killing it on what they're capable of doing compared to OpenAI and other tools, Grok or Grok or however that one's pronounced. I would never put that before a company because they have a tendency to sell their data. Cloud is is probably going to be the best option out there, other than Copilot on Microsoft. So we definitely I've been doing business accounts all day every day for a lot of clients this last couple months because I'm the AI expert within Crimson as well. So building out a Copilot is going to be super easy for SCHARP, and I can get that process started. Probably that this is where Aaron we would like to have a.
Speaker 1 00:27:38
I would like to have a meeting with Dr. Barber about it and say, " Hey, can we go ahead and set this up and give it to the executive team and, you know, and start slowly having people learn AI and how to use it from from a non - client perspective. If that makes sense to you guys, yeah,
Speaker 2 00:28:04
Um, uh."
Speaker 1 00:28:12
Yeah. So just so you guys both are aware, Thursday and Friday, I had to block my calendar for a client because they really wanted AI training, but they couldn't decide on times. So a month ago, they had me block out both days, and they finally on Friday agreed to times. And so now I have Friday, Thursday and Friday, completely open other than 9 a.m. If you guys need anything. Their training is an hour and a half, both days. Yeah. So, and then I have I'm talking about AI to a steering committee as well on Thursday. But other than that, I'm free most days. So, just an hour. Yeah.
Speaker 1 00:29:10
Yeah . Yep. Absolutely. And if it's on Friday, I'll even come into the office because my house is getting a little bit fun. All the CFT meetings that are happening. Mhm. I love a rap team. A good rap team. So.
Speaker 1 00:29:40
But I'm seeing a lot of them at my house lately, because most because one child silps, so I don't have to I don't have to be in charge of those schedules, and I just come home and there's people in my apartment, and I'm thankful that somebody had the wherewithal to clean the dishes.
Speaker 2 00:29:58
Yeah, so.
Speaker 1 00:30:12
I Understand. Yeah, definitely. All right, cool. You guys are amazing. Oh, I'm just here. That's all. I just I come in, I do my job, make you guys happy, and I go home and sleep. All.
Speaker 2 00:30:34
Right. Bye, guys.
Schedule meeting with Dr. Barber to discuss AI tool setup and business accounts for executive teamAdjust Karney project due date to end of September 2026Decide on specific AI tools to be formally evaluated and approved by leadership+6
✓
SCHARP
904195 (0.53h, tkt 970933 NEW on board 80 vCIO, SCHARP 20732, CIO(14)/workType Admin 55, agreement 470 Interim Managed IT Support, DoNotBill) - logged 2026-09-01 EOD sweep. 8/31 19:00-19:32Z, matches calendar "SCHARP IT Recurring Check-In" 12:00-13:00 PDT; transcript runs 30:34 (meeting ended early). Client verified from CONTENT: Dr. Barbour, CareLogic, HIPAA, Box, Google-to-Microsoft, Gaston - NOT from title.
Ticket 970933 initialDescription + time-entry note 904195. Ticket set to Completed. Cross-client names (other clients mentioned in first ~60s of recording as Crimson project-queue spillover) deliberately EXCLUDED from the SCHARP note per no-cross-client-references rule.
3 - Clients and Projects/Scharp/Meeting Transcripts/Meeting Transcript - 08-31 Meeting AI Policy Formalization, Project Closures, and Google-to-Microsoft Migration Plan.txt
## Meeting Information
> Date: 2026-05-26 08:54:42
> Location: [Insert Location]
> Participants: [Christi] [Pete]
## Meeting Notes
- Topic Title: Need for a Compliance Officer
- Christi highlighted the need for a compliance officer, as she is currently managing compliance policies for all clients and conducting tabletop exercises.
- Pete prefers developing an internal candidate rather than hiring externally; the role would report to Christi.
- Potential candidates discussed: Robert (to consider), Bogdan (concerns about mindset fit), Sean (viewed as having a well-rounded mindset).
- Conclusion: Align on identifying and developing an internal candidate; no final selection made.
- Topic Title: Gaps in Client Security Questionnaire (Project Angel Food)
- A questionnaire assigned to Anton was only partially completed; Christi stated she finished the remaining items.
- Pete noted Anton claimed completion but has not yet reviewed the details.
- Pete proposed a review to identify what Anton completed, what was missing, and the reasons for the gaps.
- Plan to have a candid discussion with Anton and the security team about ownership of security-related questions.
- Conclusion: Christi and Pete will first review the questionnaire together, then meet with Anton to address the gaps.
- Topic Title: Equipment Update for Ability First
- Christi ordered a replacement webcam for Ability First after giving her webcam to someone else.
- She charged the purchase to her regular card.
- Conclusion: Webcam expected to arrive at Ability First later today; no further action discussed.
## Next Arrangements
- [ ] Schedule a review this week for Christi to walk Pete through the questionnaire: what was completed, missing items, and expected ownership.
- [ ] After the review, schedule a meeting with Anton (and relevant security team members) to discuss gaps and responsibilities.
- [ ] Identify and shortlist internal candidates for the compliance officer role (e.g., Robert, Sean) and assess fit; document rationale for including/excluding candidates (e.g., Bogdan).
- [ ] Define the scope, responsibilities, and reporting structure for the internal compliance role; outline key success criteria and development milestones.
- [ ] Confirm budget and reimbursement process for the webcam purchase charged to a personal card.
## AI Suggestions
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. Clarify budget and approval process for the webcam purchase charged to a personal card, including reimbursement.
> 2. Establish clear accountability for completing client security questionnaires to prevent future gaps.
> 3. Define criteria and a development plan for selecting and training the internal compliance officer candidate.
> 4. Confirm timelines for the review with Pete and the subsequent meeting with Anton to ensure prompt resolution.
May 26, 2026
Speaker 1 00:00:00
I was going to tell you to ignore the call because I had accidentally hit the wrong button. Good morning. How are you? I am fantastic for a Tuesday morning, that is a Monday. Yes, I didn't mean to, I didn't mean to call you because I was trying to type you using voice dictation, but then it decided to call you instead. So I was just going to let it ring. And if you picked up, he picked up. Okay. Um, I think we I think we're going to need a compliancy officer soon. Just just a a thought because I'm handling compliancy policies for all clients and tabletop exercises, and I don't mind doing it. But in the future that might be something we need to look into. And I have a webcam on order. It will be here at uh Ability First later today because I I just put it on my regular card. We had to give my webcam out to somebody else.
Speaker 2 00:01:02
So. Well, we'll have to figure out. Yeah, I guess we're gonna have to figure out who that would be because uh. Yeah, I don't know who I don't know who's gonna know enough about compliance to deal with it. Um.
Speaker 1 00:01:13
I don't mind keeping it. I'm just suggesting for future.
Speaker 2 00:01:19
Yeahum, I wonder if we could develop somebody to become that, rather than you know, hiring, yes. I'd like to develop somebody internally to kind of own it and maybe they report to you or something. Um, maybe we could think about doing something like that. Do you think that would be something maybe somebody like Robert could take on? Or, you know, think about who the right person might be. But maybe we could develop somebody's skill set and then, you know, Give them a bump or give them sort of a title change to give them that responsibility. And.
Speaker 2 00:01:54
But it would have to be somebody that has sort of that mindset, right? They have to they have to be able to think in terms of compliance and security, and they have to know those kinds of things. Maybe it's somebody like Well, I'm not sure that he's the right person. I was going to say maybe there's somebody like a Bogdan or somebody, But like we've tried to develop his AI stuff and some of his security things. I'm not sure that he's got the right mindset either. So we'll have to think about who Yeah.
Speaker 2 00:02:24
Who the right, who might have the right mindset? I mean, honestly, somebody that comes to mind for me is somebody like Sean. To be honest with you. He, he probably has he probably has the best well- rounded thought process that would give me a better comfort level that they think in terms of what is that broad sense of, you know what I'm saying? Yeah.
Speaker 1 00:02:53
I do. The only reason why I bring it up is, um, I am building out policies again for all clients. I am doing tabletops and things like that. But we gaveum we gave a questionnaire over to Anton to do, and he didn't even fill out half of it. You're you're on that email Um. So yeah,
Speaker 2 00:03:14
And I saw that he said he filled it out, but I didn't look at the what was filled out or or anything. So Yeah,
Speaker 1 00:03:20
I finished it today, And called Mike and said," Hey, These are the questions that Project Angel Food's going to need to answer because then.
Speaker 2 00:03:28
Then what we need to do is have a follow up on that. Chris, you and I and Anton need to sit down and say,'Here's what Anton filled out. Here's what needed to be filled out. And here's here are the gaps.'Yeah, why did Why did we not fill out the things that should have been filled out? And you know a real." We need to have a candid conversation about why did the security team not fill if those were security questions that the security team should have answered, why did they not? So, Why don't you and I first go through that in a time that's scheduled because I don't have time right now because I got to jump to another. Yeah. Sometime this week show me what you filled out that.
Speaker 2 00:04:17
If your opinion is they should have filled out, And then let's talk through why they wouldn't have and why you were able to and they didn't. And then let's figure out how we're going to talk to them about that.
Speaker 1 00:04:29
Yeah, let's do that. And then I cause I got a jump too. I've got a few things going on today for Ability First I need to handle. Okay, so sounds good. Thank you Bye Pete All right, Bye.
Define scope, responsibilities, reporting structure, key success criteria, and development milestones for the internal compliance officer roleSchedule review this week for Christi to walk Pete through the Project Angel Food questionnaire covering what was completed, missing items, and expected ownershipIdentify and shortlist internal candidates for compliance officer role, assess fit, and document rationale for including or excluding candidates+2
✓
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✓
06-17 Finalizing Child Placement with Foster Parent
## Core Synopsis
A placement is being finalized for a child with a foster parent named Christy. The primary coordinator, Speaker 2, is navigating several logistical dependencies, including the receipt of a placement packet and coordination with colleagues Juan and Angelique. The arrangement hinges on a Thursday evening drop-off after 4:00 p.m., which appears feasible as the foster parent's current charge is leaving around lunchtime. Both parties established a clear and informal communication protocol, mutually agreeing to use first names and confirming contact details for any last-minute changes. The successful execution of this placement now depends on the timely arrival of the required paperwork.
## Finalizing the Placement
### The Proposed Arrangement
- **Action**: Place a child with Christy, the foster parent.
- **Timing**: Thursday evening, anytime after 4:00 p.m.
- **Contingency**: The foster parent's current placement is scheduled to be picked up around lunchtime on Thursday for a dentist appointment, clearing the way for the new arrival.
### Coordination and Dependencies
- **Internal Communication**: The coordinator confirmed they would inform Juan, Angelique, and their supervisor that Christy is a "green light" for the placement.
- **External Blocker**: The final confirmation is pending the receipt and review of the official "placement packet." The coordinator needs to ensure all details are correct before proceeding.
- **Communication Protocol**: Both parties agreed to direct communication via call or text. Christy specified she does not answer calls during meetings but will return them promptly. They also established an informal rapport, agreeing to use first names (Christy and Chris).
## Next Move
**@Speaker 2**
- [ ] Confirm placement details with Juan, Angelique, and supervisor - [TBD]
- [ ] Review the placement packet upon receipt - [TBD]
- [ ] Contact Christy to finalize the placement time - [Tomorrow Morning]
- [ ] Take an ND2 in the IE - [Friday]
Jun 17, 2026
Speaker 1 00:01:32
So.
Speaker 2 00:02:01
I was talking and my phone was on. Oh,
Speaker 3 00:02:05
It is quite all right. I've done that so many times.
Speaker 2 00:02:07
I am like," Hello, hello." Okay, so see Friday, I have to be in the IE. I have to take an ND2 Hello? Yeah, okay. That's the therapist again. Hold on just a moment. Don't worry.
Speaker 2 00:03:15
Okay. She had she needed my address. Okay, so uh hello? I'm here. Uh okay Just a heads up,
Speaker 3 00:03:23
If you wanted to place her with me tomorrow evening, that actually might work.
Speaker 2 00:03:29
Okay So what time?
Speaker 3 00:03:31
Um anytime after 4:00 p. m.
Speaker 2 00:03:34
Okay So let me That may work too Yes, Okay, Let me get back with you in the morning, just to make sure because I have to wait for the placement packet. Yes, and you know, and I just you know I just want to make sure everything's good. Yeah, tomorrow being Thursday it should be it should work out. Yeah,
Speaker 3 00:03:58
And the kiddos'foster mom that um that of the kiddos staying with me just told me that they're going to pick her up around lunchtime because she has a dentist appointment tomorrow.
Speaker 2 00:04:08
Oh okay.
Speaker 2 00:04:10
All right, so let me let Juan know you are a green light, you are a go. And I am also going to reach out to Angelique and my supervisor. If anything changes, I'll call you back. But I think everything is going to be good. Perfect. Okay,
Speaker 3 00:04:28
And then you have my number. Feel free call or text anytime if I am in meetings; I won't pick up, but I will call you soon after. Okay.
Speaker 2 00:04:37
All right, Christy. Now, do you want me to call you Miss Brown, Christy? How should I Chris? Okay, that's my sister. I call her Chris. Yeah, Christy. I don't go by Miss. My.
Speaker 3 00:04:48
Grandmother was Miss Brown and I am not my grandmother.
Speaker 2 00:04:51
Oh, okay. So all right, okay. Well, thank you so much, and it was nice speaking to you, and i will talk to you soon. Okay,
Speaker 3 00:04:59
Nice to meet you and looking forward to meeting you in person.
Speaker 2 00:05:04
All right. Okay. Well. See you later, Chris. Bye.
Speaker 3 00:05:26
Our Lunch conversation from earlier, LOL.
Speaker 4 00:05:50
It Would be uh right on the subject. Yeah, mathematics. Mathematics. Right, there's our but for the course number uh 005? Awesome. And they did the first search here.
Speaker 4 00:06:18
Okay, and then after that, it's just all this another lecture over here, right? And the very back was one Saturday. It doesn't matter because that's not Saturday plus it's online. So automatic, you just go on the side, you know how to get links to right? Oh yeah, links from the right side, right? It is there right there. I'm gonna be referencing, you can press add or you can on the left side.
07-22 Microsoft Copilot Training and Troubleshooting Session
This session delivers a pragmatic, expert-led tour of Microsoft Copilot’s capabilities, constraints, and workflows across Excel, Teams, and Agent Builder. It emphasizes meeting configuration, data analysis pitfalls, prompt strategies, custom agent creation/sharing, and security boundaries—culminating in specific best practices and concrete follow-up actions for attendees.
------------
## Copilot Usage in Microsoft Applications
This discussion contrasts Copilot behavior in web versus desktop contexts, with a strong preference for desktop Excel due to its finer control. The speaker notes there is currently no Teams setting to force Copilot responses to open in web, desktop, or in-Teams views; it’s reportedly on the roadmap but not yet available. As a practical workaround, when working in the browser, users can choose “Open in desktop” from the editing menu to access full Excel capabilities. Copilot’s reliance on Microsoft Search (semantic index) means it only “sees” headers, sheet names, dashboard text, and summaries, not the full grid of large, multi-tab workbooks, which explains partial or superficial responses. The speaker also demonstrates creating content (e.g., Power Automate basics slides) with Copilot and notes Copilot can act on files not currently open, though reliability varies. When Copilot returns web links pointing to SharePoint, users can open the desktop app’s File > Info to find the source location and open it directly, bypassing additional downloads.
------------
## Optimizing Copilot in Teams Meetings
The session outlines how to leverage Teams features that strengthen meeting productivity with Copilot. Facilitator mode is toggled via the More menu within a meeting and, along with the agenda timer, is limited to the meeting organizer. Adding an agenda to meeting notes prior to sending invites enables timers in Copilot during the session. Co-organizers can be assigned through Meeting options (generally restricted to internal users unless tenant settings allow otherwise). Recording and transcription settings can be enabled in advance within Meeting options, which is a recommended practice for recurring meetings. Facilitator notes are visible to anyone in the company, independent of Copilot licensing. The speaker flags tenant-level restrictions at Crimson that prevent automatic external sharing—extra steps are needed to share outside the organization.
------------
## Troubleshooting Common Copilot Errors and Limitations
A technical deep-dive explains frequent failure modes. Retrieval issues are architectural: Copilot chat won’t truly open a workbook and instead queries Microsoft Search, thus missing the full grid in large, multi-tab files. Calculation inaccuracies often arise from the Analyst agent estimating on aggregates rather than computing exact values; remedies include forcing Python execution (subject to security enablement) or pushing formulas directly into the sheet. Silent truncation of pasted data in the prompt box can cut off content midstream without notification, producing wrong totals or incomplete lists. Copilot may blend superseded versions of documents when pulling from indexed content unless explicitly anchored to a specific file. Recommended mitigations include opening the workbook and using the in-app Copilot pane, explicitly instructing Copilot to review the worksheet (sometimes repeatedly), avoiding pasted datasets, breaking complex prompts into stepwise instructions, and referencing exact files with the forward slash “/” to prevent blending across copies. When Copilot returns web links, using File > Info in desktop apps helps pinpoint and open the SharePoint source directly.
------------
## Advanced Functionality: Creating and Managing Custom Agents
The speaker demonstrates building custom agents to automate tasks and highlights a rule of thumb: attach no more than 6 to 10 files to an agent for reliability. Examples include a “Water Cooler Bot” that summarizes missed Teams activity (invoked with prompts like “what’s the buzz” or “what’s the gossip”), a “Daily Briefing” assistant that surfaces schedules and email priorities, and a “Security Monthly Reports” agent that ingests PDFs, Excel, and Word docs to produce summaries and draft client emails. Agent capabilities are configurable (e.g., include image generation while disabling document/chart/code creation) and users can select “quick response” or “think deeper” modes. Agents can be shared with “anyone in my organization” via link, appear in the agents list, and currently cannot be organized into folders. Naming conventions (e.g., “[Client]” or “[Internal Operations]”) are recommended for discoverability. For image generation, the speaker observes ChatGPT currently outperforms Copilot, though Copilot can still produce useful results. The session references Microsoft’s “Agent in a Day” digital training and related Copilot documentation as learning resources.
------------
## Best Practices for Prompt Engineering and Information Retrieval
Attendees are encouraged to break complex tasks into smaller steps—such as iterating slides one-by-one before scaling to an entire presentation—when Copilot struggles. Using the forward slash “/” to reference a specific document ensures Copilot analyzes only the chosen file, avoiding blended results from superseded copies. If composing a precise prompt proves challenging, ask Copilot to draft the prompt itself (e.g., “Create for me an Excel Copilot prompt that will return averages of the stress survey per week or per month”) and then adapt the output within the application. For data access and security, OneDrive permissions govern visibility; files on personal desktops outside shared OneDrive folders remain isolated from organizational Copilot queries. In scheduling scenarios, Copilot can sometimes parse email responses to propose meeting slots, but reliability may vary—manual invite creation may still be necessary. When Copilot links to files via the browser, use File > Info in the desktop app to locate the SharePoint source and open it directly.
------------
## Action Items
**@Speaker 2**
- [ ] Configure upcoming Teams meetings to include co-organizers, enable recording/transcription, and turn on Facilitator mode where appropriate - [TBD]
- [ ] Emphasize the forward slash (“/”) document-referencing technique in the next Copilot training session - [TBD]
- [ ] Send the created one-pager training document as an email attachment to all session attendees - [TBD]
- [ ] Compile and distribute updated training information on custom agent sharing and naming conventions to the team via email - [TBD]
- [ ] Finalize the brand guide and send it to Daniel - [TBD]
**@Attendees (Team)**
- [ ] Use the forward slash (“/”) when referencing documents in Copilot to avoid blending superseded copies - [TBD]
- [ ] Prefer opening workbooks in the desktop app and use the in-file Copilot chat to prevent silent truncation and retrieval gaps; avoid pasting large datasets into the prompt box - [TBD]
[EOD sweep 2026-07-27] Alere Copilot pilot training + troubleshooting session - already logged 7/22.
Jul 22, 2026
Speaker 1 00:01:32
Is this sound like I'm talking to her and with her or at her?
Speaker 1 00:02:27
Hi, How are you? I.
Speaker 2 00:02:30
Am doing great.
Speaker 2 00:02:33
I'm looking for things, so if you hear rustling in the background, it is just me trying to find something in a bag of everything. It's not today. I'm not home. Oh, that's right. You guys were in the meeting when my cats were fighting behind us. I forgot about that. Tell Anzor that. He he needs to hear that the cats are true uh, true mascots. Actually I am digging through a bag of treats because I want to throw one at somebody. Nicely. I mean who doesn't like to be hit in the head with Laffy Taffy? So.
Speaker 1 00:03:45
Okay.
Speaker 2 00:04:24
Yeah, it's one of those things. Um, I think that I have a very similar issue too. Now, Are you guys using? Are you using the web version to chat with Copilot? Or are you using Copilot in Excel?
Speaker 3 00:04:45
Okay. Yeah.
Speaker 2 00:04:58
Yeah, I'm hoping what they do soon. And I want and I was looking real quick to see if they've already done it and doesn't look like that they have. Um, But what I'm hoping that they do soon is i i don't know if you know this in team settings, You can go in and actually tell it whether or not you want it to open a web or open in desktop apps or in teams itself. They haven't added it to Copilot yet. I hear that that's on the radar and it's on the roadmap for soon, but i'm not seeing it in the system yet. Um, however, what I normally do is if I am. I'll be honest. Let me show you what I am doing. Um, If I am actually talking to Copilot because I am doing this right now on another file. Um, and I do apologize if my screen's too small, But I was working through this file that I had started on making, and it's Power Automate basics.
Speaker 2 00:05:52
And I'm working on the video, so I have this idea of what I want it to look like. And I asked Copilot to go in and help design the rest of them based on this one slide, which it's doing. And then after it got done, I told it, hey, I want you to go do the same thing with another file. And I'm still in the original file. But Copilot has already started doing that to the second file, and I don't even have the file open, which is a little bit of a help. I'm finding little things like that, that helps me navigate without using the web version. On top of that, when I'm in the web version, when I do have that issue happen, let's see if I had one open. I don't have one open. But there's a setting where you can say "open this in Excel." So and I do use that link quite often, I'll be honest. Let me see if I can find one.
Speaker 2 00:06:50
Uh, to show you what it looks like. I have a million files open already.
Speaker 1 00:07:03
Uh, I thought I had one for Alere in here. I'm gonna just open a generic one. All right.
Speaker 2 00:07:21
So here's a survey I sent out. And so when I'm in here, I hate the web version. I'll be honest with you guys. I do not like it. So, I'll go up to editing and then I'll say open in desktop. And this a form, this the survey results from a form that i had sent out. So did i, i did send you guys that form in the past? Yeah, i did.
Speaker 2 00:07:51
So, um, so that's one of the things you can do. I really dislike the web versions because it can't be as granular as I want to be in Excel, and that's my own downfall for relying too much on some features of Excel. So.
Speaker 1 00:08:12
Yes. Um okay.
Speaker 2 00:09:03
Um, okay. So let me let me show you. I was minimizing my sticky notes, so bear with me one moment. Um, you guys can see your beautiful faces. Okay, perfect. Um, So to turn that on what I'll do is I'll go into more. And then you have a button here that says turn on or turn off facilitator. So, and it's fantastic I do like it. Um the other thing that I love in Copilot, which you guys won't be able to see here is when I add an agenda. To the uh meeting notes before I send out a meeting or when I send out a meeting, uh it'll give me a timer here. Which is hugely helpful in within Copilot. Uh a few other things that um are massively helpful helpful. Uh about a year and a half ago, Um I was working with another client, and we were working through uh major cybersecurity questionnaire because they were bringing in a client that was HIPAA.
Speaker 2 00:10:02
Um, and throughout that conversation, Because it was like a four hour call where we were going through each question. I was able to sit here and ask Copilot questions as we were going through it, And it would check the current transcript and go out and check my files. In addition to that. So those are some key things that were really helpful in meetings. Um, And sorry I was about to sneeze. And some features that you guys might work on now heads up, Facilitator and a few things, not this right here that I'm showing you. But facilitator and timer are only available to the organizer. And, then the way Crimson has our tenancy set up for Microsoft is it doesn't automatically share things externally. So when I need to share things, I have to go in and click a few extra buttons to do that. So just be aware, I think you guys are set up very similar to us on that front.
Speaker 2 00:11:07
Correct. As long as they have a Copilot license. So, and then anyone within a in the company, Whether or not they have Copilot or not will be able to see facilitator notes. So so that's super helpful. Uh organizer or co-organizers? Do you guys know how to set up co-organizers? Not a problem. Let me pull up my calendar.
Speaker 2 00:11:40
And I'm hoping this will work. Um, okay. It may work. So let me show you and I do apologize this, I'm, not at my normal space. So uh, the screen's a little hard to see. Um but when you're in a meeting, You have meeting options, and so I'm going to click on that button. It's going to bring up a window. And within meeting options, if you're the organizer, you can go in here. You've got meeting access and I can choose co-organizers. And, they have to be within your company unless you have that feature turned off. So I can add like April from my team if she's invited, which she is. So it's right here and then who can present? All of those are in here. Now if I scroll on down.
Speaker 2 00:12:38
I have the option to have recording on or off, and then who can record and transcribe. You can actually make a change and not have presenters, however I take the default option. And then Copilot in AI, I have facilitator turned on right now. And you can turn that on ahead of time in meetings. So, that is one thing that I do for some meetings is I'll go ahead and turn it on in advance. Especially if it's a meeting that I don't have to attend, but I had to organize it for other staff members. And then I can just hit save. But there's a lot of other things in here that you guys can utilize within meetings. And this is for all teams meetings, not just um not just people with copilot. However, for if they don't have copilot, they can't set facilitator. That's the only thing. So.
Speaker 2 00:13:33
And we do that, We'll turn on transcript and recording automatically for a lot of our meetings beforehand and set up the agenda. So.
Speaker 2 00:14:04
Yes, let me do let me do something real quick. Let me turn on my display, make my display zoom in so that you guys can see it better. I already need reading glasses, so I don't want to force you guys have to do that. Um, let me turn this up.
Speaker 1 00:14:23
That way you can see it better. All right.
Speaker 2 00:14:29
And then I'm going to share my screen. A couple of things, Mark. I made you a one pager just because I was bored. You are welcome. So, I am going to let me open this in Word real quick, and then a couple of things I wanted to respond to a couple questions. I had gotten, and some of these questions are valid for you guys. So. Um I want to give you guys a heads up I'm going to answer some questions that came from another client as well. Just kind of uh, if you guys have any questions that might come up um Mark I built this in copilot. So just a heads up um I gave it my own letterhead, and then I gave it everything I wanted it to talk about, and then let it do the writing itself. Now I did go back and verify because.
Speaker 2 00:15:25
Copilot is nothing more than an intern, and I do want to check it. So, I did delete some things and make some changes. So, just heads up for you guys. I've been having fun with a few of these few extra features that came out in the last week or so with Copilot. Now, before I jump into that, let me give you guys a heads up. Some of this I did in cowork in Claude as well. Um, you guys have the option for cowork right here, but we did not turn it on because it is an additional cost. So every copilot uh conversation that you have with it, every response back or everything that it does is one cent. And so something like creating a document could be upwards to a dollar to two dollars. Uh heavy use could be up to seven dollars so.
Speaker 2 00:16:17
I think there was somebody within the Lear's tenancy that had asked for Copilot, And I did not ever approve it just because I want to make you guys aware that there is an additional cost to Copilot within or to co- work within Copilot. So just a heads up for you guys. Just to show you kind of what that would look like, let me pull up.
Speaker 2 00:16:49
So I am working on uh uploading. So I have a a table. I might have blown up my screen too big. I have a table and I have screenshots that I sent over to cowork in Claude, And um I have it on automatically approved because all I want it to do is take the data from the screen, the pictures I took of the invoices, and put them into my budget table. And If anybody works on budgets, you know typing those into Excel pain in the neck. So this right here, it updated my um my my table for budgets that probably cost about two dollars. So just be aware of that. Um hang on one second. Sorry I still have that gnarly cough that I can't get rid of four weeks later, um so.
Speaker 2 00:17:47
A couple of things on here I want to go over with you guys. Let me get my screen back over. A couple of things I want to go over with you guys on. This is make you aware of some things within how Copilot works. And Mark, you did exactly what we want a pilot user to do. You tested it against your work, you already completed and that you could verify. Um, so it's it's huge. I I don't get that often and I really appreciate that you guys are doing. Um, so three root causes I want to kind of talk you guys through. Um, The retrieval issues that you were having mark, it's architectural, and it's not anything you did wrong. Um, copilot chat won't open a workbook. So, what it does is it queries? Microsoft Search and I don't know if you guys know how Microsoft Search works.
Speaker 2 00:18:38
But it's basically a semantic index. It holds headers, it holds sheet names, it holds dashboard text. It might hold a summary of a worksheet, but if it's a large multi-tab file, it's never going to see that full grid. It just Copilot is not able to do that. And. So what you had in screenshot in one of the screenshots is like textbook behavior, because it only replied back with what it could see, and it didn't actually open the worksheet. Now, One of the things that I will do in those cases is I'll either open that workbook and ask Copilot questions within the Copilot chat, which is down here. Or I will tell the system, "I need you to open this worksheet and look through it closely. " And sometimes I have to tell it three or four times to do that. It's not ideal. So if you re-.
Speaker 2 00:19:38
Maybe reframe how your knowledge of co-work works, which it's hard to do when you know we're still learning how co-work works. I mean, copilot works. Um, just understand it's uh it's not your prompting. It's not anything you're doing wrong. It's copilot is just being copilot, and I will be honest. Uh if you have children, you you will know this. Uh, you tell them to do something, and they only half - assed do it, because for whatever reason. Because they don't hear the entire explanation, Copilot's the same way. Does that make sense? Okay. So I did cool. Um, so I did put in some methods on how to like get around that. Um, and then calculation errors. Those come from estimation. Uh, you're using the analyst agent, I saw it in your screenshot. I love that uh it is definitely the right tool, but the model estimates on an aggregate.
Speaker 2 00:20:38
Rather than computing it, which is a headache. Now, it's not something you can fix by prompting alone, But it is fixable by forcing a Python execution or pushing the formula into the sheet. So what I've done is I've asked my security team to go in and make sure that Python is actually enabled for what we're doing. And that might help you a little bit better on some of your calculation errors that you're working through. Okay, and then your second failure, the silent truncation is what caused it. Your data set in one of your screenshots cut off midstream, and the prompt box will also truncate without announcing it, which is annoying. And because it does that silent and that's a hazard.
Speaker 2 00:21:33
I don't paste datasets as a rule of thumb. I will do, I will do, I'll actually open the prompt box in where the data is at. And because when you paste that in, it's just, it's a headache. Because again, they're they're just interns. They're like a toddler on a bad day. So just be aware of that with the truncated stuff it's going to, Produce wrong totals because it doesn't look at all the data. So I, oh, sorry.
Speaker 2 00:22:33
Gotcha. So, in the answer to that question, there's no clean number. It truncates silently. And it won't tell you how much is needed before it truncates it. And, it is really a gamble if you're talking a few hundred rows. ; that's a gamble on it. I honestly i stopped pasting at all where and I found that if I If I just do the entire file and just open it up in the file, um, it saves me headaches. I I pasted in, I think a transcript from a meeting once, and I asked it to list out all my to-do s from that meeting, and it missed half of them because they had truncated. And the meeting was like a five minute meeting, so it wasn't very long if that makes sense.
Speaker 2 00:24:18
Honestly, in that case, I would take it and let me know if I am not understanding the question as I answer it. Um, I would take it a little bit at a time before. I would try to create a whole new workbook for that information. Um, I am thinking of a situation where I had a client that had like five worksheets or five uh workbooks. And, then they created a whole sixth workbook, just based on all the information from the other five, and they had everything connected, if that makes sense, to that sixth workbook. And, when we try to ask Copilot to do some things because it was such a large piece, it had a hard time with the entire prompt that we gave it. So we cut the prompt down into simple steps.
Speaker 3 00:25:12
And then ask that, and then had it put all that together. If that helps.
Speaker 3 00:25:45
Yeah. Right.
Speaker 2 00:25:53
And that that's actually a good rule of thumb. Um, I did that on the PowerPoint presentation? I was working on that I showed you guys. I went from asking it to recreate the entire document to working on it slide by slide, and then once I was satisfied it understood what I wanted, then i let it create, i let it work on the next, Um, PowerPoint presentation all by itself, but it took me going through slide by slide. I think I did like four slides that way. Took forever. Copilot is slow. So yeah, it is getting better guys. I do promise it is getting better. I'm seeing even in the year and a half that I've used it more, It's a thousand times better than where it was.
Speaker 2 00:26:42
So it is continuing to get better. It is learning and things like that. Um, there are things it does well. So I was working on, I am going to show you guys this. I was working on some videos and and I've told you guys about the videos. I am working on. Um, I i knew that somewhere i had an animation video for the title that Zawar if you guys ever met Zawar, he had created. I remembered it was 2002, 22 or 2023, But I couldn't remember what it was called, and I couldn't remember where I saved it. So it did find all the copies of it. So there are things that does really well. There are things that sucks at. Not going to lie, but that's the same with Claude and with uh ChatGPT. I can't believe I just forgot that name um and things like that. So just be aware.
Speaker 2 00:27:39
Um, one thing you I don't think you flagged this yet, Mark, But I do want to um or maybe you did and I'm and I missed it. Uh we did talk about Copilot will pull whatever's indexed. It will also pull superseded copies. Uh so just a heads up and those superseded copies Copilot will blend them without telling you. So I want you guys to be aware of that Um, One of the things that I have learned and I had this happen to me this week is not that. Don't do that is when you're working in something use the forward slash. And then um you can pull up the document to reference that way rather than just give it the title. So if I say um I want you to check.
Speaker 2 00:28:35
Or inaccuracies in this document. By doing that, It's just going to look at the one document that I referenced, rather than looking for all the copies of that document and blending all of those in to determine it. So yeah, Microsoft is wrong on that one. Yeah.
Speaker 1 00:29:01
Um, I.
Speaker 2 00:29:43
Yeah. So We do, we do know that that is an issue. It is, Is always going to give you the web link to it, and that web link's supposed to point back to SharePoint, which means that you're going to click it, It's going to open up in in the browser, and then you've got a download it again. Um, one of the things that I do do when it does that just to kind of give you a heads up I'm going bring back up this? If I see that it does that, I'll go into File. And then in here, I can go into Info and I can look at the location. When it does that, and so if I click on the location, it's going to take me to where that location is in SharePoint. And that is an annoyance. So but yes, I one hundred percent understand what you are saying. Um, I've played around with it.
Speaker 2 00:30:32
For those kind of reasons, And please don't kill me for saying this, because I know you guys don't have access. Lately, I've been going back to Claude. So, uh, but Copilot is getting there. I promise you guys it is going to get there. Uh, Hopefully, it's going to get there soon because it is getting a little bit annoying on some of these to see. Um, but again, there are things that I do love Copilot for. Missing files, giving me my update for the day while I'm driving, things like that. So there are some good points. Um, How so real quickly you use the analyst agent for a lot of what you did Mark. How many of the rest of you guys tried the analyst agent? Okay. Um, I haven't tried it lately in here.
Speaker 2 00:31:29
But I have had it analyze the data within Excel. So, uh be aware that that does work in Excel. I'm going to bring this one back over. And so you can analyze a lot of the data in here. So when I click on the Copilot, um I can have it analyze the last three months. Thank goodness it can spell check for me.
Speaker 2 00:31:58
And so I can go through it analytically on that, and I can ask questions and let it go through. I'm not going to go through that right now. Does that make sense?
Speaker 1 00:32:17
I'll be honest, I prefer it in Excel, and that's just a personal preference. Now if I'm going to do it in here, I am going to reference back to that document or.
Speaker 2 00:32:26
Use that forward slash to go back. Yeah.
Speaker 1 00:32:32
So, yes. Yep.
Speaker 2 00:32:44
Yes, And I'm going to make an effort on my next Copilot training to emphasize that, especially my Copilot training with you guys. Um, I did I. I did notice that when I was reading through your email and looking at your notes, I was like, "I need to explain the forward slash a little bit better." So, um, and then here you guys can see the analyst that I'm doing. Uh, this is a survey response that I sent out for clients have already filled it out. And, you guys can see how it's going through and executing that the analyst on here just so that the rest of you guys can see it.
Speaker 2 00:33:21
It does give you a lot of codes in here. I usually ignore it. I go get my cup of coffee. So, have any of you guys created your own agent yet?
Speaker 2 00:34:22
So I'm going to give you my rule of thumb for files, just because right now this is what I'm seeing across all AI. No more than 10 files. Uh, I usually say no more than six files, but uh 10 files also seems to be the uh the rule of thumb. Now that being said, uh I'll show you some of the fun ones that I've created. Uh You guys can get more advanced than these, but Water Cooler Bot one of my favorites. Just because, um, when I was out for the week, I missed a lot of chat. And what I can do is I can what I did with this is I say? ", what ' s the buzz "? Or you know any of this. Um, actually "what's the gossip." If you guys know our texts really well, you're going to find some fun things out about my texts on this. But, basically, it goes into Teams, and it catches me up on all the Teams stuff. Um and we just call it the water cooler bot.
Speaker 2 00:35:19
A group of us IT people put this together and built this out. So, it just goes in and gives me all the details of anything I missed in Teams. And so I can actually, what I did was when I was out and I came back, I said give me the buzz for the last week while I was out. And so it was very, very, very long but it was really cool. And that's just a basic one. Created a moose image generator. Now, let me give you guys a heads up. It's far better on uh Chat GPT than it is on Copilot, but Copilot does make some really good moose image generators. And uh Moose is my cat, my daughter's cat. I would not name a cat Moose. Um but basically what we do is we my cats have become uh.
Speaker 2 00:36:16
Mascots to two of my clients that I manage uh pretty pretty strongly. So I am at one client site today, but what we do is we'll send out um, I'll send out an update from it, and then I have chat GPT make the image that goes out with that. So uh this is what it does. I never could get it fully working right in Copilot, but I never took the time either. So That's what it was supposed to do, but I ended up moving that to ChatGPT. And sadly, I only use ChatGPT for those images. Don't tell Anzor that. So, but that's what those agents are for. You have the ability to create new agents very easily. So I'm going to create one here and basically, you can tell it what you want it to do. And you've got plan my day These are templates that you can do.
Speaker 2 00:37:13
Um, and so I actually built one that gives me my daily briefing. And I'll say, "Brief me on today's schedules." This what I use when I drive to work in the mornings, and I'll have it actually speak to me. So this one that I commonly use. Uh, don't think there's anything on my schedule you guys shouldn't see. All right. So.
Speaker 2 00:37:42
Um, I did talk about you guys to my boss just because he asked me what was going on if he could schedule a meeting during this time, and I said, no, and and I explained why. Um, So there's some tickets and things like that. Uh my calendar stuff that I have on there. Uh any email priorities, although I don't like this one as much because it pulls up my uh things that I'm just on for FYIs, but you guys can see. Um, some things that are coming in. So and it's pretty good about that. And that's the daily briefing assistant. When you're creating stuff like this, um, just be aware that you can get very granular in your ask, which I'm going to show you guys how to do in a second. Um, I also have one mark this is going to interest you. Um, this one is security monthly reports. So basically I put in a bunch of attachments and I get a summary of those attachments.
Speaker 2 00:38:41
So they can be PDFs, Excel, Word documents. And then I can also have it draft a client email that that's supposed to go out to. This one's actually used by the entire company. So you can share these. Now when I'm creating a new agent, I don't like the new screen. Um, I'm going to skip this and I can message the Agent Builder and say this is what I'm looking for. And this is something you might want it to do daily or so. Does anybody want to give me an idea that you have for an agent? You can even steal my cat one if you want.
Speaker 2 00:39:41
Okay. Um, image generators are a little bit more difficult, but let's see if we can do it. Um, give me give me instructions on what you think. Can you put it in the chat of some instructions I can use? Because honestly, You'd be better at writing that one than I, because I don't do much with that, that part of life.
Speaker 2 00:41:20
Okay, Is this pretty close to what you guys are thinking about? Okay, so new agent. I'm going to change the name. Um, I'm just going to call it Design Space. Isn't there a TV show at one time that said Design Space or something? Something.
Speaker 2 00:41:49
Um, so the capabilities I'm going to put in there is create images. I do want that in there. And then, um, let's see. Description cannot be blank. That's what I was missing. All right, now in here you can also choose quick response or think deeper. I'm going to just do best model for the task. And then I'm going to look and see? Is there anything else we just wanted to. Um, we don't want it to create documents or charts or code. We just want it to create images. So I'm going to turn that off and then I'm going to say, create and for for grins and giggles, give me one second. All right, start chat. I am going to bring up a picture of a place where I live. One second.
Speaker 1 00:42:55
Photos. Oh, these are old pictures. Oh well. Copy image. This is my living room to make it look more comfortable.
Speaker 2 00:43:22
I I'm trying to move from a a two bedroom into a three bedroom. My family is growing.
Speaker 3 00:43:37
Yeah. Yes.
Speaker 2 00:43:50
Yes, so when you did the when I did the design space instructions, which I can go in here and edit that. I can give it the color standards within those instructions. Which makes life a little bit easier. All right, so here's this is the description I gave it, which is to give us a couple of different thoughts. Um and so here's here's the different uh color schemes that it gave us. So it's not bad, How, do you you guys feel about it because you guys are more in this space. I'm comfortable with this, but I I know nothing about furniture design.
Speaker 3 00:44:35
Okay. Mhm.
Speaker 2 00:44:44
All right, I'm going to use this for my video training. You guys gave me a great idea, so I like this. This would appeal to a lot of my people, not from your perspective, just because we all like to dabble. And I know nothing about interior design. I leave that up to my child. She's better at this than I am. So.
Speaker 3 00:45:51
Yeah.
Speaker 2 00:46:22
Yeah. So one of the biggest things is the share option, and I can do that in edit. So bear with me one second. I'm going to walk you guys through this, but I am going to add it to your training information as well. So when we're in here, Um we're going to update uh use calming uh colors in blues and greens and some pastels.
Speaker 2 00:46:52
I'm telling you guys, I'm not good at this part. And so I have that, it's updated. I can click this, and now I can say, share and I can make the change to anyone in my organization. I can also copy that link but once I hit apply, hit close, When they go into the library or not the library, but when they go into the agents. They can see it in here. Now, one thing you can't do is put them in folders yet. So there's no real organization to it. But as we go in here, project profitability has been shared out that was made by Julia. Our managers made the interview questions assistant. So, there are a few in here that you can do, but you can also search for it. And then one of the things we've done is we have a place in Teams.
Speaker 2 00:47:50
Where, we have them all listed out as well of hey this one's for this, this one's for that, and people can go find it. So Yeah.
Speaker 2 00:48:28
Absolutely. I am a fan of naming conventions. Don't look at this, this is not an example of my naming conventions. I'll show you my workflows later. But yes, I'm definitely a fan of those and that would be a massive help. You guys can come up with the naming scheme that works for you guys. I usually do bracket client or close bracket or bracket internal operations, close bracket on mine. So.
Speaker 2 00:50:05
No worries. All right, the rest of you guys are a little quiet. So not that I don't mind it, But is there anything you guys are finding that you want to see or you'd like me to touch base on?
Speaker 3 00:50:36
Yeah. Yeah. Yes,
Speaker 2 00:51:02
Ah, sadly it is it they are improving. They just gave a Plaud Note, which is is actually been a help. But one hundred percent understand where you are going with that. I feel your pain, deeply. So Yeah.
Speaker 2 00:51:45
Yes. Um, I'm going to tell you a cheat for Copilot that I use all the time. Um, one of the things I'll do is if I'm in Excel, create for me an Excel Copilot prompt that will get it to return, The averages of the stress survey per week or no per month. I will cheat by having Copilot make my prompt for me in the chat and then I'll throw it into Excel. Sometimes you got to tell it to help you think better and it does, it does a decent job.
Speaker 2 00:52:37
So what you'll do is you'll get it like this. It comes in plain text. And so, um, you're going to say copy code and it's going to copy it in. Um, and then uh, you do want to make sure you make some changes. So, if I go in here and I look at oh, wait, that's not my stress survey. My stress survey is gone, but I would paste it in right here. And so.
Speaker 2 00:53:07
I'll do that paste, and then I'll go real quickly. I'll go through and change the headings and stuff to make it match. And so sometimes I just set it against each other. It's my best option. I do this with Claude too. If I'm working in Claude Code and I can't get Claude Code to understand me, I go into Claude and i tell it, this is what I'm trying to do, create the prompt. So if you guys get stuck, try that.
Speaker 2 00:53:53
Yeah. Yes, and I will agree to that. I have, i Alere pays for three different AI tools for me, um, thankfully. And I do pit them against each other often. It's like watching toddlers fight. So cute or watching my cats fight, as you guys know, it's very cute. So.
Speaker 1 00:54:18
All right, anybody else?
Speaker 2 00:54:43
Yes, And I got the perfect perfect solution or perfect uh. Item for that. Um, let me pull up my email. So basically my example for you guys, uh actually have that happening this week. So, let me find it Charl. So, we are working on a department. Uh, sit down with each of um each department.
Speaker 2 00:55:18
And let me find it. There it is. Okay, so this is what it is. They want to sit down. Uh, working sessions, we're going to sit down with each one. So um we have responses to this. So okay, help me determine best dates and times for the individual meetings meetings. That we need to set up from the following email. Now, this may not be your example, but it's as close as I can make it. Sometimes you pull emails forty five. Here we go.
Speaker 2 00:56:36
Only internally, and it doesn't always work. Yeah, so um, so this is my you guys saw I did the forward slash. It did pull it up but not when I pasted. Um, and so it's going to look for that email. It's going to look for the responses, and it's going to pick calendar dates and times. I did have this do it already um So just a heads up for you guys, it already I had already done it. It had already set up my meetings. Um, but it did schedule it, but it's kind of funny because this time it could not find the replies. That's weird. Um, but I already did it. Here's the ones that I scheduled. Um, So a heads up. And then uh yeah, this is where Copilot bombed on me.
Speaker 2 00:57:32
Just now, it did do it this morning. So just a heads up for you guys, It did find all the responses and I was able to send out uh the invites based on it. So.
Speaker 2 00:57:58
Yes, It does. Uh, it doesn't exactly write well to your calendar now. Cowork is coming in, but they got to they got to lower the price of cowork for me. Um, and cowork is supposed to be able to do that for you. Uh, Copilot.
Speaker 1 00:58:14
Does not fully do that yet.
Speaker 2 00:58:19
So because I had to make the invites and send them out because Copilot refused to do it.
Speaker 2 00:58:29
So this morning it went from helpful. This afternoon, it went to I can't help you with that because I can't find the conversations. So.
Speaker 1 00:58:44
Yes, no worries.
Speaker 3 00:59:45
Uh huh.
Speaker 2 01:00:14
So honestly, on this one, I already laid it out. Crimson has uh we already have our generic PowerPoint presentation um set up. So, we already have a marketing brand book that says, this is how we want PowerPoint presentations to look. Um. So if you have that um that's the easiest thing you can do because you can go in, and you can say, look at our brand book for our for our design. Options. And then from there, you can go in. So I'm going to click on this design suggestions. So if you click on that, it's going to give you some designs. However, it just failed me. So what I do do is I'll go into here and I'll say, What are my other options of different looks I can do with this based on the branding book? If I'm creating something from scratch though.
Speaker 2 01:01:15
So I'm going to go in and uh new. I'm going to create with Copilot. So I'm going to create a about, I'm going to create a presentation, sorry. I'm flubbing my words. And Elir. All right.
Speaker 1 01:01:42
Is it failing on us?
Speaker 1 01:01:46
Okay. There we go. But use the crimson, crimson brand book.
Speaker 2 01:02:05
Or the design. So, that's where I start because that's the simplest thing I can do. And that's where I would start. Um, And then once it this is going to take a while might take twenty minutes. Um, from here, that's where I am going to start making the tweaks within Copilot. And I'll give it suggestions like, I want a workflow look to this, But I want the workflow behind everything, uh semi transparent, which is what I did in the other one. So does that help answer your question?
Speaker 2 01:03:02
Gotcha. Um, I feel like it's one of you guys. I'm working on a marketing brand book for something else. Was it one of you guys? Oh, thank you, Daniel. Um, I'm trying to finalize that uh, but Crimson stuff gets in the way. So um but I am working on that here uh for Daniel. Uh well, actually for me, but I'm going to send it over to Daniel later on to show how to make a uh, a full - on brand guide that might help you guys.
Speaker 2 01:03:32
So it's for my blog. I've done one, but it wasn't, it's not recent, so I'm redoing it. Here's the questions. Highlight a few. Confirm. So and you guys will see how it looks if you want to wait around that long. So, While we're waiting on this, you guys are asking some great questions. What else would you like for me? And, this is more of me asking because I want to know how we can make the training better for your staff. What are some more things you would like to see in that training? Or would you like for me to bring a follow up video in where people can look at it separately?
Speaker 3 01:04:40
Yep. Learn.
Speaker 2 01:04:48
Dot Microsoft dot com. It is one of my favorite tools out there, and it has a lot in here. You'll see on the first page, Copilot. So there's a lot of libraries out here. There's a lot of documentation. They do have training out here, Stick with here and then also maybe look into the Power Platform because I think we've talked about Power Automate. And so these are your two main ones. And then you'll see a lot of documentation in here. Let's see, there was something, they changed the page lately. I was looking to see if it's in here. Oh, right here. They keep changing the page on this. So I got to find things over and over again.
Speaker 2 01:05:33
But uh, agent in a day for those of you guys who are wondering about agents. I started this the other day um and started to register for this event, but it's digital completely digital and you guys can attend it. So the next one coming up is um the twenty eighth, and it is all day. Um and these have had some really good reviews on them, But then t here is also been some reviews that they are also a little boring. So uh just want to bring that to your attention and And then let me go back to the other. When you're in here, if you go click on the Copilot training, they do have a lot of things in here. Articles, there are some learning paths that you guys can also go through. And then a few other additional things in here. This one is also based on agents. It is actually pretty good, a little boring. So on certain videos I do times it by two.
Speaker 2 01:06:31
Um, so just be aware. But the modules are really great, and it does go through a lot of things. There are some boring features. I say that having ADHD, So I have my fidget toys basket right here for those days in which I need to fidget while watching the videos. So and if you guys need fidget toys, I will send you fidget toys. So does that help?
Speaker 2 01:07:02
Microsoft Learn is my best, is my favorite place to go find out new things because it's free. Can be boring, but uh to my children's uh dismay uh I have the Kindle show fifteen. Do you guys know what that is? Okay, do you guys know what the not Kindle Echo, the Amazon Echo. Okay sorry I said Kindle um, I have the Echo fifteen show, which is just like a screen. It's actually mounted to my wall in my kitchen. Uh, I will code some of these videos on it and watch while I am cooking, and my girls get annoyed with me so. All three of them, Which by the way, I have I now have three kids go figure three teenagers. Um for those of you guys who know me for a while and know the story. So.
Speaker 2 01:07:58
But yeah, it does bore them. Hopefully I'm thinking osmosis happens and some of them might get interested in technology. It's not worked yet. So, um, any other questions? I don't want to keep you guys too long. I know we've scheduled this for an hour and a half, But I don't want to bore you guys and keep you on longer than you want.
Speaker 2 01:09:18
So that has another level of isolation. Thank goodness. Um, it's isolated if it sees because your desktop is part of your OneDrive. If it sees that it's in your OneDrive, it's going to look at who has access to those. So basically I'm going to pull up my OneDrive. So in here everybody well a lot of people have access to this, Um, so this is my training for clients. If I go into my desktop, no one has access to my desktop. I also have a very sparse desktop, but besides the point, no one has access in here. So if it's on my desktop, no one else in the company can uh chat with Copilot about anything here. My documents on the other hand, I have granted access. So anything that's in old files to sort or strategy and leadership, no one's going to be able to.
Speaker 2 01:10:16
You anything that's listed there. Internal operations, it's shared. A lot of things I have in there are shared. Personal workspace, not shared. So any of my personal documents and things like that, it's not going to be shared out to the company. So check your, All you have to do is go into File Explorer and check and see what folders are actually shared out. So.
Speaker 2 01:11:00
Yes. You will find that in your email soon. I'm just going to send it as an attachment this time. Um, I'm going to send it to all of you guys. Um, Let me know if you have any questions and if you want more one pagers, I have fun making these. I do these at night so reach out, I may not be good at interior design, but I am good at designing out one pagers for people. At least I think I am. So, and then anything else you guys need, feel free to reach out and just let me know. Um, I will say Mark your questions were well beyond on the level. Um, I don't get people like that very often and I appreciate that. So please send more.
Speaker 3 01:11:53
All right.
Speaker 2 01:12:30
And guys, I am having fun with y'all. So please let me know how I can help. Thanks,
Speaker 1 01:12:39
Guys. Bye.
Monitor Microsoft roadmap for Teams setting to force Copilot responses to open in web, desktop, or in-Teams viewFinalize brand guide and send to DanielConfigure upcoming Teams meetings with co-organizers, recording/transcription enabled, and Facilitator mode active+3
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Alere
covered by 881993 (1.22h) + prep 881992 (0.55h), ticket 945230
ticket 945230
3 - Clients and Projects/Alere/Meeting Transcripts/Meeting Transcript - 07-22 Microsoft Copilot Training and Troubleshooting Session.txt
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05-27 Weekly Meeting: ITG to Hudu Migration, Project Updates, and AI Agent Training
> Date: 2026-05-27
> Location: [Insert Location]
> Participants: [Sergio] [Christi] [Speaker 3] [Speaker 4] [Speaker 5] [Speaker 6] [Anzor] [Pete] [Anton] [Mike] [Vince] [Speaker 12] [Speaker 13] [Speaker 14] [Speaker 15]
## Meeting Notes
### Opening and Team Updates
- Meeting started at 10 AM on May 27, 2026.
- After-hours support this week: Gabby (primary), Kevin (backup).
- Core value spotlight: "Do the right thing."
- Quote of the day (Martin Luther King Jr.): "You don't have to see the whole staircase. Just take the first step."
### Help Desk Update: ITG to Hudu Migration
- Access to ITG will be removed Monday, June 1, 2026.
- All data must be moved to Hudu by Monday. If anything needed from ITG is missing in Hudu, notify the help desk ASAP.
- A question was raised about responsibility for validating the transfer; final sign-off owner not yet assigned.
- Security is moving global admin accounts; help desk is moving other admin accounts. Completion target: Friday, May 29, 2026.
- An export of ITG data will be created for archival; Pete will manage it securely.
### Cybersecurity Update
- Bogdan completed migration of all global admin accounts to Hudu.
- Mandatory: Check LastPass for breach notifications/alerts. Follow-up check Monday, June 1, 2026.
- Defense Six enrollment underway for all clients. Report blocked sites to create necessary allow rules.
### Operations Update
- Maverick project hit a major milestone over the weekend; thanks to the team, including holiday work.
- Julia will leave Crimson end of June; Pete thanked her for major contributions to building project management. Transition roles noted (Paula and Seg), but a formal handover plan is pending.
- Ticket counts are down significantly; continue focusing on phones and tickets due to staffing constraints.
- Arc customer challenge underscored the importance of communication; provide regular ticket status updates to customers.
### Account Management Update
- Anderson requested wireless management/monitoring for ~150 additional Meraki devices.
- Ark is filing for SEC registration; needs electronic communication archiving/surveillance. Seeking feedback on Smarsh and Global Relay; no formal collection process or deadline yet.
- Irongate evaluating SSO for NetSuite.
- Reminder: Double-check customer licensing before quoting. Example: E5 includes Power BI Pro (requested by Project Angel Food).
### Finance and Admin Updates
- **Finance:** Submit all timesheets and expenses by Friday, May 29, 2026, for month-end.
- **Admin:** Monthly billing in progress; coordinate any work affecting billing with the admin team.
### New Business Development
- Progress continues on current engagements; aiming for positive news by end of June.
- Updated rate sheet released; use for all new quotes regardless of existing agreements (link shared in chat).
- Less Quality project (365 migration) expected to be approved next week; Anzor will follow up post-completion to explore further opportunities.
### Project & Change Management Call-outs
- **Ability First:** Expected outages all week for Camp Pabika can be ignored. Christi on-site May 28, 2026.
- **Angison:** FAF firewall installation next week.
- **Collier's EYP:** QoS policies implemented on firewall and core switch to stabilize phones; monitoring ongoing.
- **CBRE:** Fagan Seventh and Wells Fargo North Tower sold; do not create new tickets for these sites.
- **Hannah:** Critical XRF migration to a new OS scheduled night of May 31–June 1. Emphasis on solid rollback plan and clear communication.
### Training Update: AI Agents
- Christi introduced creating AI agents (inspired by Anzor).
- She will share templates modeled after "Hugo" (Anzor), "April," and "Segred."
- Demonstrated using PowerShell to set up/run agents in tools like Claude Code and Codex.
- Briefing skill can automate Outlook checks, calendars, and task pulls from Airtable or Excel.
- Short, in-depth 5-minute sessions to follow over the next few weeks.
## Next Arrangements
- [ ] Complete migration of remaining ITG data to Hudu by Friday, May 29, 2026; assign final data validation owner and sign-off.
- [ ] Team members to review LastPass accounts and resolve security issues by end of week; Anzor to conduct follow-up check Monday, June 1, 2026.
- [ ] Submit all timesheets and expenses by Friday, May 29, 2026.
- [ ] John to migrate Hannah’s XRF to new OS on the night of May 31; ensure rollback plan and communication plan are documented.
- [ ] Mike to follow up with Anzor after Less Quality project completion to explore further opportunities.
- [ ] Anzor to share the updated rate sheet with the team and confirm adoption for all new quotes.
- [ ] Christi to provide ongoing 5-minute AI agent training sessions and distribute agent templates ("Hugo," "April," "Segred").
- [ ] Define and execute Julia’s role transition and handover plan (Paula and Seg to coordinate tasks, timelines, and documentation) before end of June.
- [ ] Establish a process and deadline to gather feedback on Ark’s archiving tools (Smarsh, Global Relay); compile recommendations for decision.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following unresolved items or areas lacking clear action; please address:
> 1. Final validation responsibility for the ITG→Hudu migration remains unnamed; designate a single owner for sign-off.
> 2. No formal process or deadline to collect feedback on archiving tools (Smarsh, Global Relay) for Ark; define collection method, cutoff date, and decision path.
> 3. LastPass issues persist; while a Monday check is planned, clarify consequences or remediation expectations for non-compliance.
> 4. Julia’s transition plan is not detailed; formalize task ownership, timeline, and documentation for a smooth handover.
May 27, 2026
Speaker 1 00:00:18
Good morning.
Speaker 2 00:00:20
Good morning. Good morning. Good morning.
Speaker 1 00:00:49
Good morning. Good morning. How.
Speaker 3 00:01:05
Was everybody's long weekend?
Speaker 2 00:01:08
Not long enough, only because the kid is getting ready to graduate. We have had a lot of work to do.
Speaker 3 00:01:20
That's very exciting.
Speaker 3 00:01:23
Yeah, Graduating high school is uh is a big time. Yes, has uh has started doing college prep and everything?
Speaker 2 00:01:34
Yeah, she's going to UC Merced. Oh, very exciting. Yeah, we leave August nineteenth to move her in.
Speaker 3 00:01:44
Very exciting but also very sad at the same time.
Speaker 4 00:01:53
Yeah. Probably for God. Say that again.
Speaker 1 00:02:03
I think that was just background noise from somebody. Oh, but if don't know the primary number.
Speaker 1 00:02:19
Verbal security. New visitor.
Speaker 1 00:02:57
Hey Robert.
Speaker 2 00:03:05
Yes. What is the phone number for IT?
Speaker 5 00:03:10
The main number?
Speaker 2 00:03:11
Yes, the main number.
Speaker 5 00:03:13
Uh, Two one, three, three, three, five, five, four, one, seven.
Speaker 2 00:03:18
That is not allowing me to do. You know the primary phone for ADT for this building?
Speaker 5 00:03:27
Uh, it should be the main phone number, which is uh three one zero six three one eight zero zero four.
Speaker 1 00:03:39
Okay, let me try that.
Speaker 2 00:03:44
This location is currently not in service or is more than seven days out from installation and cannot be managed. Well, at least that phone number worked.
Speaker 2 00:03:55
AD is killing me.
Speaker 3 00:03:59
All right, everyone, that's ten AM. Good morning. Today is May twenty seventh, twenty twenty six, week number twenty two. The after hours support is Gabby being the primary with the backup being Kevin. Core value I'd like to highlight today is do the right thing. It's it's always very, It's not very difficult, But it's the most important thing to do the right thing to maintain a proper relationship and proper, you know, reputation for yourself as being an honorable person. Um, Quote of day I would like to bring to everybody's attention is " Y ou don't have to see the whole staircase. Just take the first step." That's by Martin Luther King Junior. Um next we'll move to team updates. We're going to start with help desk with Olivia if she is here.
Speaker 6 00:04:48
Good morning, guys. Happy Wednesday. Uh from the help desk side of things, I'm just a heads up as of Monday, uh we will you will not have access to ITG anymore. Um, so if you need something in ITG next week that is not in Hudu, please let me know. Asap. Um everything should be moved over to Hudu by Monday. So yeah, that is all from me. Thanks Ryan.
Speaker 7 00:05:14
Thanks Olivia and we'll move to cybersecurity with Anton, Uh, before we go on, I had a question. Who is responsible for validating that the data from ITG has been successfully transferred to Hudu? For example, not long ago I was looking for a global admin password for Barker Pacific. I went into Hudu and it was not there, even though Hudu had like 30 new entries for Barker Pacific. But it was in ITG. So.
Speaker 7 00:05:46
Is there a person who's responsible?
Speaker 6 00:05:50
Yeah, so for Barker specifically, we're in the proum we were in the progress process of it. Uh, but we have security moving over the global admins. And then Help Desk is moving over the rest of the admins. So it should be completed all by this Friday. But you're.
Speaker 7 00:06:08
Still moving things over actually. You have someone who is responsible for ensuring that anything useful, In ITG has been moved to Hudu, right? So when you shut down the Hudu, if the data is missing, there is someone who can say I missed the ball here, right? I didn't do my job. Okay. Okay. Right.
Speaker 8 00:06:31
We're also going to do an export of it, right? So, we have we have some type of an archival that we can go back to, right?
Speaker 7 00:06:40
But I think export doesn't save the passwords, right?
Speaker 6 00:06:48
Yes. I'm not sure Oscar is not OTP. So so so and.
Speaker 7 00:06:54
Right, definitely not OTP. But uh okay, if we do the export, whoever does the export must treat this export with like like guarding their life, right? I Pete, I think you, you probably want to just personally manage and make sure that we have it in one place. No one can get to it, but let's say you. And three months later, it's deleted and completely wiped. Right, right.
Speaker 8 00:07:22
Yeah, We brought that up. We brought that up a couple days ago, too, because that's sort of the keys to the kingdom, and that can't fall into the wrong hands for sure.
Speaker 7 00:07:31
Right, and it's going to sit unencrypted. It's going to sit in, you know, you don't have to do MFA to get like all of the. Protections we have, we need to make sure that data is super securely protected. Okay.
Speaker 3 00:07:51
Thank you, Anzor. We'll move to cybersecurity with Anton.
Speaker 9 00:07:55
Related to ITG migration to Hudo, Bogdan yesterday finished up with the all global admin accounts. Um, anyone from helpdesk team, if you are encountering any issues with the moving other passwords, please reach out to security. We're gonna be glad to help you. This is first part. Second part, I'm asking everyone to take a look into your LastPass account and verify if you have any notifications about breached passwords or any other alerts.
Speaker 9 00:08:34
In the last one, just reminder, we're currently enrolling Defense six for all our clients. If, you see new like issues with the accessing any websites that were successfully accessed before, just let us know to create and allow rules in the Defense six. That's it from me. Thank you.
Speaker 7 00:08:60
So Anton, in my mind, When you say go in the last pass and validate you have no issue, that's great, right? But in reality, we know users that are problematic users, and we know exactly where they're problematic, right? Uh Minty has admin access to LastPass. I think you have admin access. You guys need to sit down and email each user and say, these are the things that are in violation. Fix them by end of this week, right? So it's not just" hey, go take a look," but we know you have a problem, fix it. We did already. We already did it. Oh, you already did that?
Speaker 9 00:09:36
It's just reminder.
Speaker 7 00:09:38
I see, I see. Okay, Great great And.
Speaker 9 00:09:40
Just to be clear LastPass is they are monitoring in life. So probably there are going to be any notifications.
Speaker 7 00:09:51
That that that's fine, but uh you know, that number should drop, right? That this number did not drop the one that I've sent you. Right? Hasn't really changed since we last talked. So, that's why I would say folks it's mandatory that you fix the problems identified in the last pass. Right? Uh on Monday. We're going to do another sweep. And if you're still on the list, right uh, I'll probably want to have a personal conversation and understand why you have not fixed the security issue. That was uh brought up to you by security team, right? So just treat this seriously because that's a big deal. Yeah,
Speaker 9 00:10:30
That's it from me. Thank you.
Speaker 7 00:10:32
I think I'm still in CEO mode, Pete. I should stop talking. Don't worry,
Speaker 8 00:10:37
Say you're the owner. It's all good.
Speaker 7 00:10:41
I should be in my lane, but no,
Speaker 3 00:10:43
No, and now we'll move to operations with Pete.
Speaker 8 00:10:47
All right, a few items. So, uh, first of all, we had a big project. We have a big project that's still underway, but a big milestone this past weekend for Maverick. So um I wanted to just call out um really, really great job by the team this past weekend. A lot of people had to work over the weekend, especially on Monday, which was a holiday, but great job by the team on that. Um sorry, I'm a little hoarse. Uh today. So my my voice is a little little raspy um.
Speaker 8 00:11:18
Uh, secondly, and and this is a kind of a big thing, but Julia has been with us for a very long time. Um, she has decided to move on from Crimson. Her last day with us will be the end of June. Um, Julia has been a huge contributor to us. She's been with the organization for um well since before I since before I was here, but I think it's been close to two years and, Uh, I just wanted to personally thank Julia for everything she's done. She's helped onboard a lot of customers. She's helped bring our project management team up to a level that I don't think we really had project management here before Julia joined. So, um, Personally, thank you very much Julia for everything that you've done for us. And uh and you know, we really appreciate what you've done. And um and you know we we brought uh we brought Paula on board and.
Speaker 8 00:12:13
And uh, Seg has moved into a project management role recently. So, um, we thank you for helping, you know, With the transition and uh and thank you for for everything that you've done for us. And and You know we welcome we welcome you. And and uh For the next for the next I guess The next month, you'll still be with us, but I just wanted to let everybody know. So they have time to to tell you. Thank you. And um with the rest of us Um Couple other things, um, tickets. We were talking about how many tickets and how shorthanded we were last week. Uh, a lot of people stepped up. Special, thank you to Charles for a lot of help that he provided over the last week. Um, our ticket counts are down significantly. A lot of people came to the table. Um, thank you all for for your help with that. We still are a little bit shorthanded this week.
Speaker 8 00:13:05
So let's make sure we're staying on the phones. Let's make sure we're staying on top of tickets until we get back up to full staff. Thanks for everything that was done last week, and finally, We did have a challenge that came up last week from a customer that's fairly new to us. They started early this year. Arc is a newer customer for us, and one of the things that we've been sort of Preaching to the team over and over is the importance of communication. Communicate, communicate, communicate. A big part of what we do is not necessarily how quickly we get tickets done, But the communication as to the status of tickets and what you know where they are in the process. So.
Speaker 8 00:13:48
A big part of what ARC was saying is, we put a ticket in, we put a request in, and then we don't hear anything. We don't know what's happening. We don't know where they are in the process. We don't know if it's being worked on, if it's fixed or not. Please please please tell your customer where you are in the process. Give them status updates. Reach out to them. I think another thing that we're going to try to do more often is reach out to our customers, reach out and touch them, say hi. We're going to try to be more physically visible to our customers but, Make sure you're telling your customers the status of their tickets. That means a lot. So, um, That's what I have for today. And uh, I'll turn it back over to you Ryan. You're on mute.
Speaker 3 00:14:35
Thank you Pete. Uh next we'll move to account management with Mike.
Speaker 10 00:14:39
Um Vince, um I'll let Vince go first I think he's got a couple updates.
Speaker 11 00:14:44
Yeah good morning team, So, couple updates regarding Anderson. So they've approached us to assist with wireless management and monitoring of their entire wireless ecosystem. That's all the public Wi Fi spaces. So looking forward to that, It's about a hundred and fifty additional Meraki devices that we're going to be assisting them with. I'm just giving you the heads up that that's in process right now. Another big update I wanted to share and get some feedback with Is if you recall, Ark is in the middle of filing for their S E C registration. And part of that is making sure that they've got this electronic communication archiving and surveillance tool. I've kind of reached out and talked to the team. I think we've got some exposure to Smarsh and Global Relay, but if any of you guys can provide some feedback to get some, um, You know uh information on how we've deployed it in the past or if you guys have worked with it for some other companies, we'd really love the feedback and support there.
Speaker 11 00:15:40
U m and then lastly, just a quick one. Uh Irongate is kind of evaluating SSO setup for their NetSuite implementation right now. So just giving you guys a heads up on that, too. So thanks,
Speaker 10 00:15:54
Cool. Thanks Vince. Um the only update I have from my side is justum I came across something I'm not sure if it was brought up in the in the help deskhuddle, but I just figured I'd share it during the meeting. Um there was a request from Project Angel Food to order. It's like fourteen Power BI licenses, But they actually had the entire almost the entire company actually has E five licensing. And so, just reminded the team if we get requests like this, Just to double check because come to find out the E five licensing actually comes with Power BI Pro. As part of the bundle package. So um we may have quoted them licensing and they would have purchased it. Um and where that comes up is.
Speaker 10 00:16:36
You know, Project Angel Food is is a good customer, but anytime a customer's not happy, They may take our invoices, and they may submit them to another competitor to get a competitive bid. And those are some of the red flags you want to try to avoid. So just a reminder. That's it from the account management team. Thank you.
Speaker 8 00:16:54
Yeah, and Michael, you know, to tag on to that Microsoft licensing is not easy right? Not everybody knows everything about Microsoft licensing but things like E 5 s include, Different pieces of of the tool set and things like Power BI come with a with an E five license. If you don't know that, um, It's something we should we should make sure that people are trained on right because we don't want to bill a customer additional money for something that is already included. And then that's what Mike's kind of getting at is, We would hate to bill them for that. And then another competitor says, hey, you are being billed for something you are already paying for, and they're double dipping. So.
Speaker 8 00:17:33
Um, we won't do that to you, and then the customer goes somewhere else. So, that's the kind of thing we don't. We definitely don't want to do so.
Speaker 3 00:17:44
Awesome Thank you so much. Next we'll move on to finance with Elise.
Speaker 12 00:17:50
Hi, good morning, everyone happy Wednesday for uh for the finance. First started preparing for the month and I wanna take this chance to give a friendly quick reminder for your timesheets and expenses. Submission since May 31 falls on a Sunday, We really appreciate if uh all all timesheets and expenses will be wrap up completed and submitted on by Friday. Uh May 27. This will be super helpful uh in getting all the inputs and data we need for month end recording. Thank you so much.
Speaker 3 00:18:27
Thank you so much. Next we'll move to admin with April.
Speaker 13 00:18:31
Hi, good morning everybody. So on the admin side, we're in the middle of our monthly billing. So as a constant reminder that if you're working on anything that you think will affect billing, please always coordinate with the admin team. That's all. Thank you.
Speaker 3 00:18:46
Thank you April Next one, we have to new business development with Ansor.
Speaker 7 00:18:51
So on new business development. Uh I don't have any uh awesome news, butum. We are making a really good progress with a couple of current engagements that we're working on, and I am hopeful that hopefully by the end of next month, I'm gonna be able to share something very positive. That's all I've got for now. I did wanted to bring up uh to everyone's attention. We have an updated rate sheet, right? So um if you guys quoting anything.
Speaker 7 00:19:27
Uh, just make sure you use the current updated rate sheet. If you are not uh sure what it is, I'm going to put it in the chat right now. So everyoneum can have a copy of it. Butum or you can just email and ask me or any of the account managers. They have this information as well. Thank you.
Speaker 11 00:19:48
Awesome, thank you so much Real quick on that one, I was going to ask if we've got a new rate sheet, but their agreement is on different rate. Which one should we use?
Speaker 7 00:19:58
New rate sheet.
Speaker 11 00:19:60
New rate sheet, regardless.
Speaker 7 00:20:02
Regardless. Yep, this is our new rate sheet for this year.
Speaker 10 00:20:09
Got it, thanks. Actually, I have one quick update that falls under NVD. Wanda, you might want to follow up on that, But I talked to Less Quality this morning, just some final touches on the quote, and they're probably going to approve it in the next week. So I'm not sure if we want to follow up with Orlando afterwards. After that quote gets approved, when we finish the project, it's a three sixty five migration.
Speaker 7 00:20:30
Uh, that that's uh that's withum less quality. Less quality. Yeah yeah, the uh I'm trying to think the guy's names Orlando Orlando. Yeah. Yeah. Okay, but that, that that's a project. That's not MRR.
Speaker 10 00:20:46
Oh there is nothing behind it.
Speaker 7 00:20:48
Oh okay okay, Yeah, once we complete it for sure, Let me know and then I will follow up and see if we can do something with our lender. Okay. Cool. Yep. Thank you.
Speaker 3 00:20:59
Thank you. Does, anybody else have any project or change management call outs, they'd like to bring to everybody's attention? Go ahead and raise your hand.
Speaker 2 00:21:07
Just a quick heads up Ability First, You guys are going to see outages all week long for Camp Pabika You can ignore those I'll be up there tomorrow.
Speaker 3 00:21:16
Okay, thank you so much. Christy Let's go ahead and go to second.
Speaker 14 00:21:21
Guys, good morning. So maybe next week, we'll be installing and configuring installing one FAF firewall for Angison. That's it for me. Thank you.
Speaker 3 00:21:32
Very exciting, thank you, Stacred Gabby.
Speaker 15 00:21:36
Uh. So an update on Collier's EYP the phone system. Soum we just implementedum QOS policies on the firewall and on the core switch. Where the device is connected to, and we're monitoring the traffic. So far it's been stable, but um we're going to give it another month just in case. Um, we'll be following up with the client to see how the performance is going. Um in the meantime, I appreciate um all your help with um answering the calls from EYP and assisting the client. Um another news is that um.
Speaker 15 00:22:14
U h CBRE recently sold two two of their properties, uh Fagan seventh and uh Wells Fargo North Tower. So moving forward, uh no tickets should be under any of those two sites for CBRE. Uh, that is all I have. Thank you very much.
Speaker 3 00:22:32
Thank you, Gabby Anton. This.
Speaker 9 00:22:38
Is related to Hannah during the night from. Sunday to Monday, May 31 st to June 1 st, John gonna be busy with migrating XRF to the new operating system. Just in case you're gonna see any alerts. That's it?
Speaker 7 00:23:02
So yeah, so that's a big super critical project, right? Like super critical. If that thing doesn't go super smooth, right, or the hell will break loose. So I would say make sure we properly communicate and set expectations. Make sure you have plenty of time to recover, if something goes wrong, and you have a rollback plan. Make sure you have XDRF support on the line there as the SSL certs right are so particular.
Speaker 7 00:23:37
Uh, you do anything and that upgrade breaks. It's going to be a nightmare to fix it, right? So just John, just be aware. I know they love you and I know you've made a world of difference there, right? So you have a lot ofum goodwill on your side. But, it will evaporate if they're down for more than what we've told them, they would be down for. So just be aware. Sweet thank you.
Speaker 3 00:24:04
Awesome thank you, Next we'll move to training updates with Christie.
Speaker 2 00:24:08
Good morning, guys. Um, I thought long and hard about what I was going to do today. And Anzor brought up a good idea to me last week. He didn't know he brought it up, so we're going to give him kudos for this and let him, you know, we'll stroke his ego for a moment. Um, I want to give you guys some information on how to do agents. There's at least five of you that reached out this week and said, Hey, Can you help me build another April? Or can you help me build another Ensoir? Actually got that question. So I'm going to show you guys how to do it. Um, and I'm going to show you guys using Hugo. I'm going to send over the file for Hugo, so you guys can edit it.
Speaker 10 00:24:45
These Ensoirs were created on the people's personal email addresses. This is a little bit of a tricky thing because I don't keep those.
Speaker 7 00:24:55
Sorry about that Chris No worries. How was that?
Speaker 7 00:24:60
I I Chris, I wanted to know who wanted to have a copy of me. I didn't know we have masochists in this company. It's like is it not enough to have me in your life?
Speaker 2 00:25:09
No, I was told I could not tell who that person was, but I will tell you guys where you can store your minions. I call them minions. Everybody else calls them agents. Um, but I am going to give you the link to mine. You replace yoursum your my name with yours in the system, but if you go into that folder, And you go to agents, you'll have place here for agents. I am going to send everybody Hugo. Hugo is the pseudo enzor, And I want to give you guys a good heads up on how you guys can make a hugo. And I will also send you guys an April oops, and one more person, I am going to send you guys a segred. Yes, there is a segred. Segred is my project manager.
Speaker 2 00:25:55
Minions, I'm going to send you guys all these files so that you guys can see how I structured it. Um and take special note in Hugo, I did put lovable Russian. So I want to clarify, Anzor's a lovable Russian. Um, but where I put them is under agents and I designed them out, so that I can spin them all up at the same time. So if I go into my Claude Code session right here, um i'm going to bring up a briefing skill.
Speaker 7 00:26:23
Now, Chris, I think. Hold on. I think most people don't use Claude Code. Will they be able to use agents in CoWork and Chat? Because I think code is something we haven't really talked or trained anyone on.
Speaker 2 00:26:39
They will be able to use it into code right here on this one, Which I'm going to actually go over the next couple of weeks slowly through that. They'll also be able to use it in Codex if they're using, Uh, Chat GBT. So I was going to go over all of that, But I wanted you guys to be aware of what you can do with it this week. And then every week I'm going to give five minutes on how to do it. And then I'm also going to set up a training with you guys and with a client that wants to learn code as well. So if anybody wants to learn it and get set up with it, let me know because I'm going to go through both code and Codex. Ryan's already there. Um, Ryan was not the one who asked for the Ansar look alike so.
Speaker 2 00:27:20
I will promise you guys that. PowerShell, I'm sorry, CodeX will also use the same agents in the same code folder. So be aware of that guys. Real quickly to get into it, what you're going to do is open up PowerShell. Now I use PowerShell seven just because it's a lot easier for me, but you can do this in PowerShell five or Windows PowerShell. You're just going to change directory, To whatever directory you want it stored in. For anybody who's never done this, I'm going to caution you guys to use your Documents directory. It's your best option. So, how you do that is you're going to say cd, and then you're going to do one, what is it? Comma? Not comma. Um, not parentheses, not quotations, the single quote. Whatever that is. Apostrophe?
Speaker 1 00:28:13
Yes. Okay thank You.
Speaker 2 00:28:16
So if you guys see it's automatically writing mine up, I'm going to go ahead and put it in here. So I have mine go to Documents, Clients and Projects, and AbilityFirst. I also have one for Sharp. And I press enter, and that's going to change my PowerShell to a new directory. We're going to go over this a little bit deeper for those of you guys who aren't always in code. Once you're in there, you're just going to type in Claude or you're going to type in Codex. Okay, we're not going to dangerously skip permissions. I only do that when I need to do something very specific on a code I'm working on. And from here, you can spin up anything you want. Now, I'm going to do briefing because I actually have a skill called briefing, where the system automatically knows to check my Outlook, and it goes to my Outlook application, and it pulls in all my emails. And so if I get emails from Onzo or Pete, it flags them top of my list.
Speaker 2 00:29:14
It also goes through and does my calendar. So I'm going to give you guys just a brief overview. Over the next couple weeks, We're going to dig in deeper so that you guys can see what you can do with it. Now, for this, it pulls today's schedule. It checks my time logged yesterday. It gets all my open tickets and projects. And then I have an Airtable that pulls a task list that I have personally from Airtable. You can do that in an Excel spreadsheet as well. You can do that in a couple of different options So you've got that in there. I do have it pulling some things from spreadsheets, And I do have it pulling some things from Word documents for me as well. I also have it connected to my OneNote application within my computer. So it will connect using COM for those of you guys who know what COM is. I'm going to go into details later, and it will pull all of that. So right now, it's asking if I want to create the schedule, and I'm going to say yes.
Speaker 2 00:30:11
'Cause it's going to write a PowerShell script to check everything. And it's going to ask you as it goes through it. And you can also schedule these through code under routines. So actually, briefing is done every morning for me. It runs at 5:30 a.m. And it's on my computer by the time I wake up and start working at 6 : 00 a.m. So we're going to go over that over the next couple of weeks. I'm not going to do it all today, But I want you guys to be aware and think through what all you can do with it. So, that's why I gave you guys the file so that you can look at it and see what's going on. And, then we're going to go through it piece by piece over the next couple weeks, And hopefully, you guys will come away with some ideas that you guys can use for the competition. And if you're almost out of credits, it is almost the end of the month. So I completely understand. Any questions or.
Speaker 2 00:31:05
Send me Teams messages because I don't want to take up too much time. But send me over ideas of things you want to see over the next couple weeks within this, um, and things that's going to help you guys win the competition. So I'm not in it because I don't want to be in it. I want, I want you guys to win. And then if somebody wins, just send me a case of Doctor Pepper. Diet though has to be diet Doctor Pepper not regular Cool.
Speaker 3 00:31:33
Awesome Thank you Chris. Thank you so much, Chris. Next we'll move to the Duck Grace with April.
Speaker 13 00:31:38
Okay, let me quickly share my screen. Can you guys see my screen? Yes, we can. Okay, let's do this.
Speaker 7 00:32:12
I Think the choice of song is questionable.
Speaker 13 00:32:20
There's no HR in here though. Sorry.
Speaker 7 00:32:29
On this topic, my boys, they were probably, I don't know, eight and six. And the song was playing. And I asked them what the song is about. And they're like, well this girl she has the milkshakes right? It was so funny. So anyway, next time, let's see if we can come up with more appropriate songs for environment.
Speaker 4 00:33:00
Um, anyways, uh, So commitment deliver always friendly, do the right thing, integrity over profit and exercise extreme ownership in all we do. Uh,
Speaker 7 00:33:15
An example value I want to highlight. Um, I'm going to go with always friendly. And yeah, I'd like to highlight Sean. He's always giving me grief but he's always there just.
Speaker 4 00:33:30
In a tight spot, so thank you for always being friendly, bro.
Speaker 7 00:33:35
Awesome. Awesome. I love it. I love it. Thank you. This is great. All right, accounting, you guys know what to do.
Speaker 3 00:33:43
Yep. Um and I do not believe we have enough time for two twos tonight since it is 10:29. Okay. So does anybody have anything else they'd like to highlight? Did.
Speaker 7 00:33:57
We cover change management? Yeah, We have okay. I need to pay more attention. Can I say thank you to everyone forum it was a really pleasure to working with you guys. I felt like a part of the family and thank you to all, you guys are amazing.
Speaker 3 00:34:18
Thank you Julia. We're very excited to work with you as well. Absolutely.
Speaker 3 00:34:24
All, right and I will go ahead and close out the meeting since that is 10:30, everybody have yourselves a wonderful rest of your day and a good week.
Speaker 13 00:34:30
Thank you.
05-27 Meeting: UBI vs. Legacy RMM-PSA Integration, Product Mapping, and PSA Sync Strategy
## Meeting Information
> Date: 2026-05-27 15:09:43
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Sergio] [Speaker 4] [Speaker 5]
## Meeting Notes
- Topic Title: UBI vs. Legacy RMM-PSA Integration: Company and Agreement Mapping
- UBI supports company-level mapping with cascading to sites, minimizing per-site setup.
- Key differences from the legacy RMM-PSA integration were outlined.
- Agreements can be configured at the site, vendor, or company level for flexible control.
- Conclusion: UBI streamlines agreement and company mapping through cascading configurations.
- Topic Title: Product Mapping Between RMM SKUs and PSA Product Catalog
- Map RMM products to PSA catalog items (pricing and cost reside in PSA).
- Select vendor “RMM” and link to the PSA product by name/price/cost.
- Billing flags controlled in UBI: billable, do not bill, or no charge (adds a zero-dollar line).
- Conclusion: After product mapping, data is ready for PSA synchronization.
- Topic Title: PSA Sync Options: Automated and Manual
- Automated sync: UBI ingests daily RMM usage and updates agreement additions nightly.
- Manual sync: run ad hoc by company or across all companies; useful for pilots and initial setup.
- Recommendation: Begin with one client/site to validate additions, then enable automated sync.
- Topic Title: Enabling Automated Sync and Monitoring Sync Status
- Enable automated sync in Global Settings; RMM supports daily frequency.
- Monitor via the Sync tab: see status by company/agreement (success, failure, partial success).
- Error diagnostics emphasize business causes (e.g., missing product/company/agreement mapping).
- Users can correct mappings and rerun; synced additions display PSA sequence numbers for traceability.
- Conclusion: UBI provides visibility and remediation tools for sync issues.
- Topic Title: Notifications and Settings (Global, Company, Product, Vendor)
- Global: add email notifications for new client/site or product usage detection.
- Company-level: option to disable sync for a specific company.
- Product-level: override pricing per client/site by mapping to an alternative PSA product (e.g., discounts).
- Vendor-level: choose to merge or separate VMware and Hyper-V counts into one or two editions.
- Conclusion: Fine-grained settings enable pricing exceptions and vendor-specific counting preferences.
- Topic Title: Migration from Legacy RMM-PSA to UBI
- Company and agreement mappings migrate automatically to UBI via backend job.
- Product mapping is currently manual; automation is planned in about one month.
- Steps: validate in UBI, pilot with one client/site, disable automated sync in legacy first, then enable in UBI.
- UBI updates existing agreement additions; no need to delete prior additions.
- Recommendation: Wait for product mapping automation for a smoother migration, though manual mapping is available now.
- Topic Title: Mid-Month Contract Start and Billing Support
- Question: support for mid-month start dates in contract year cycles.
- Current state: sync may error on mid-month cycles; feature is under review.
- Updates will be posted in release notes and the virtual community; interested parties may receive direct notifications.
- Topic Title: Upcoming Events and Resources
- Next week’s session: end-to-end procurement on Platform PSA (formerly “AziO”); sign up via QR code or ConnectWise University.
- ConnectWise University: calendar of Product Office Hours, open webinars, AMAs, and education events.
- University Days in Tampa, Florida: June 2–5; topics include CPQ Bootcamp, Automation Nation (June 2–3), PSA Blueprint, and RMM Playbook (June 4–5); register via QR link.
- Recording available via GoToWebinar and the ConnectWise YouTube Product Office Hours playlist.
- Documentation link shared in chat for today’s topic.
## Next Arrangements
- [ ] Pilot UBI PSA sync with one client/site and validate agreement additions.
- [ ] Disable automated sync in the legacy RMM-PSA before enabling automated sync in UBI.
- [ ] Configure Global Settings: enable automated sync and set notification emails for new client/site or product usage detections.
- [ ] Review and complete product mapping; consider waiting ~1 month for automated migration if preferred.
- [ ] Decide on merging or separating VMware and Hyper-V editions in Vendor Settings.
- [ ] Register via ConnectWise University for University Days (June 2–5) and next week’s Platform PSA session.
- [ ] Monitor Release Notes and the Virtual Community for updates on mid-month contract billing support.
- [ ] [Insert more]
## AI Suggestions
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. Mid-month contract start billing support: define interim workaround steps and a resolution timeline to prevent sync errors.
> 2. Product mapping automation timeline: communicate the exact availability date and migration procedure to reduce manual effort.
> 3. User communication plan: establish a clear notification process (release notes, community, direct emails) for stakeholders awaiting new features.
> 4. Sync monitoring workflow: document standard operating procedures for diagnosing and resolving partial successes/failures.
> 5. Pricing overrides governance: define guidelines to manage client-specific product overrides to avoid inconsistent billing.
May 27, 2026
Speaker 1 00:00:00
For site B. So, it gives you flexibility at all levels. And the best part about this is that, you know, it cascades down, right? So if you really don't have different agreements at site level, you don't have to sit and map it for every site that are out there for you, right? So you can just simply map it at the company level, it cascades down to everything. So, that's another big difference you would notice when uh is compared to the RMM. Uh the legacy RMM PSA integration. So, With a lot of ease, You can just do these mappings, and you know, set your agreement for each one of your sites, vendors or companies. So once that is done, you would be all set up from a company and agreement mapping standpoint. The next is the product mapping. So, this is where you would map your RMM SKUs or RMM product with the PSA product equivalent.
Speaker 1 00:00:57
Psa product that you would create on the PSA product catalog, right, which also stores the pricing and the cost and all of that. So that can also be done here. You'll have to come here. Select RMM from the drop down since you would have other vendors billing also available over here. Once you select RMM, you can map your uh corresponding PSA product. So all you have to do is like select on this product. It. Pulls the list of products from PSA product catalog. So identify the right product, You can identify it through the name and the price and cost, if you have similar products. And once you map that, that would appear here, which means that your ARMA product is now mapped to your corresponding PSA product. Shows the pricing cost. You can also update some of the additional values like whether you want uh to keep this as billable. Uh.
Speaker 1 00:01:55
Now, these are some of the PSA features that can also be controlled from UBI. You know, if you want to like make it billable, do not bill or no charge. In case of no charge, This entry would still go and get added as an addition on the agreement, but the charge on it would be zero dollars, right? So, you really are just showing it on your invoice, but you're not charging anything to your customers. So some of those values can also be controlled from here. So After you do this step, you are like pretty much ready to do your sync. So your company mapping, agreement mapping is done, your product mapping is done. And the next logical step is to do the PSA sync. So UBI gives you two options to do the PSA sync. Of course we have the automated sync available for RMM. So RMM usage data comes in every day to UBI like how it does on the RMM - PSA integration. And you can.
Speaker 1 00:02:54
You know, set up the sync so that every night it takes these numbers, these quantities and updates your corresponding agreement editions every day. So that can be done. In addition to that, You can also do a manual sync, like if you want to do an ad hoc sync, something changed and you want to come and do a sync again. You can just click on the Sync button here, and you have two options : Sync by company or Sync all. You can If you want to sync all of your companies, do it all together. You can sync by company. So, you can select your company and sync whichever company. You would like to sync. Now, this feature is useful when you're just getting started. So if you want to try UBI first with one of your clients, um, you can very well do that. Come and just sync one client and see how it generates the additions on your agreements like, you know, get comfortable and then you can initiate your automated sync.
Speaker 1 00:03:51
Now I'll show you how to set the automated sync. So for automated sync, you'll have to go to settings and under settings, You have the global settings in in global setting for all of your products, where there there is an option for you to do a an automated sync would appear here. So, you can go and initiate that respective automated sync for those products by moving this bar.
Speaker 1 00:04:23
So RMM is over here. So yeah, you can see it's the product, the sync frequency is every day. You can go and enable that. So as soon as you do, this is when the daily automated sync would take place. In addition to that, The another benefit of using UBI is that it also allows you to monitor your sync. So it's not just about, you know, getting the sync done automatically every day Every day you can come here, I mean if required or if something goes wrong, or if you are not sure why a particular agreement was not synced or did not sync properly, there could be some issues. So you can come to this Monitor Sync tab and actually see by company, by agreement. So for each one of the agreement, You would get a status back, saying whether it was a success or a failure. And, there are possibilities that it may be a partial success or a failure. And.
Speaker 1 00:05:21
You can actually click on that, Double - click on that entry. And it tells you like why it is a partial success or why it is a failure. We are not talking about network errors or any technical errors here. These are some of those business reasons why the sync might have failed. Some of the examples are like if you have not done your product mapping, so for that product usage, the sync would fail because it is not able to identify a corresponding, Product on the product catalog, right? Or it is possible that you may not have done your company mapping, right? Agreement mapping. So there are like some reasons why it may not have happened. So you can read through that why the sync did not happen. Go back, you know, into the configuration mappings fix those issues, come back and run it again. So you are free to run this once again. And uh once you run it, these errors would disappear. And this particular agreement would also successfully sync.
Speaker 1 00:06:18
If you want to see which records actually got synced, You can actually double - click on this record here, and it tells you on that agreement, which are those additions that UBI has created. So, these are the three additions as part of that agreement, which got updated with these quantities. It also gives you the PSA sequence number. These are exactly the same sequence number. You would see when you get into the PSA agreements. So, you can actually have a glimpse of what editions are getting updated from this place. So that's another big benefit of having this. I will also quickly cover some of the settings here. You know, if you want to deep dive, we are happy to have dedicated sessions with you all. We can have more sessions.
Speaker 1 00:07:16
But with the limited time available here, I would just highlight a few things. So in the global settings, I think this one I already covered about enabling the automated PSS sync. You can also get a notification if you add your email ID over here, whenever you get a new client. So, if you get usage for a brand new client, which you have not mapped or a brand new product, which you have not mapped, you can notify yourself. You can put in your email ID. Every time UBI detects a new client site or a new product, it would send you an email. So that is also possible. Likewise, there are some company level settings that you can do. So for example, if you have the pricing differences, okay I'll talk about that in the product mapping. In the company map settings, You know, if you want to switch off the sync for a particular client for some reason, You can come in over here and say that I don't want to sync for this company. So that option is available over here. In product settings, you have the option to override.
Speaker 1 00:08:14
Products. What it basically means is that, you know, you may have X dollars charged to all of your clients, but there is this one client whom I want to give some additional discount. So, what you can do is you can go and create another version of the product with a discounted pricing. Come and map that updated product over here. So what you see here on this column is your original product? What got mapped to all of your clients. Now for a given client or for a given site, You can actually update the PSA product, Which would have a different pricing, and that is what gets applied to that particular site or to that particular client or company. So, that would be one way for you to change the pricing from UBI itself. Likewise, there are certain vendor settings also. So, I'm sure some of you would want to see your.
Speaker 1 00:09:12
You know, Virtual like VMware Hy per- V counts as one entry, and we have seen some of the MSPs prefer to build them separately. So here you have an option where you can merge those into one edition, or you can keep this as two different editions, especially for like RMM, right? So, you can make that decision over here. And that is what would take effect from the next sync whichever takes place.
Speaker 1 00:09:41
So uh, that is what I wanted to share at a high level. Uh now I would want to jump back to the presentation and highlight talk about the third topic that we wanted to discuss. Now that UBI is fully ready. It is on par with the RMM PSA integration for billing. We encourage all of you to start moving into UBI to take. You know, benefit from these additional features that are there, and these are our go forward solution, right? You might be using UBA already for some of the other products that we have. Then you are uh, you know, free to use it for RMM also. And as I mentioned, we are also bringing in the uh Microsoft Office three, sixty five usage as well. So which makes it like a centralized place for you to use it for different vendor billing. Now talking about the migration experience. So.
Speaker 1 00:10:35
It is going to be seamless. So, what we are going to do from our side is that we will automatically move your company and agreement mapping from the legacy system into UBI. So, we have a backend job that will run and bring in all of that into UBI. So you don't have to sit and re- map your agreements to the corresponding companies once again, right? That will all be done. Similarly, the product mapping. So as of today, the product mapping is manual, Wherein you may have to go and do it if you're like wanting to switch today or like tomorrow. But in a month's time, We will also be ready with the automation for this or the migration plan for this, where we will bring in the product mapping also from the legacy system and make it available in UBI. So like one month from now, you don't have to do anything. All of your mappings will automatically show up.
Speaker 1 00:11:32
In UBI, All you have to do is go and set a few things up in the settings. As I mentioned. Like if you want to club your Hyper-V and VMware into one count, you can decide on that. You can do that. Additionally, if you want to be notified, Put in your email ID whenever a new client usage comes up or a new product usage comes up, it will inform you. So some of those smaller settings is what you may want to do. And when you are fully ready, I would recommend that you start with one client or one site, Initiate the uh the PSS sync, observe how it is doing. And once all of that is ready, you can first go to your legacy system. I think this is an important step. Please go to the legacy system first, switch off the automated sync option so you have an option to disable that. And once you disable it from your legacy system, come to UBI and enable.
Speaker 1 00:12:26
The automated sync option that is available. And from that moment onwards, UBI will take over, and it will start uh, you know, updating your additions uh from the UBI side. So minimal effort required here, all we request you to is just go and validate and see if all of your mappings and everything looks fine, uh looks correct when we do that migration and get. Familiarize, Go and explore and see so that in future, if you have to map a product or map a client, then you know how to do that. And, this is like fully automated where counts will get updated every day. And you need not worry about anything like how you do today for RMPA integration. One additional thing that I would like to highlight is that we, when UPI takes over right. So it will.
Speaker 1 00:13:23
Detect the existing addition that are already available. So these are this thing would just continue, right? So you would continue to do this. So when you make the switch, uh it is not like, you know, you will have to delete your old editions and UBI will create new editions. So it is all going to be seamless. Ubi will detect the existing additions that are there, which was created by the legacy RMPS integration. And it would go and update the same one. So from that point of view also, it is going to be a seamless experience. There is no manual intervention, manual work required. So yeah, that is pretty much what we wanted to share in terms of timelines. I think we might want to wait till the product migration is also fully automated for you, you know, for a seamless experience. But still I would highly recommend you to come to UBI, check it out, see how it works. Don't have a lot of products to map.
Speaker 1 00:14:21
A few things, then you can do it manually by yourself. I think the bulk of the work is on the agreement mapping, Like, you know, this has to be done for all of your sites that we are already taking care of it. So that would not be a challenge. And please feel free to reach out to us if you have questions. All of this is everything that I spoke is very well documented in University. We can share the University document link with you. You can go and explore. There are videos, how-to videos as well on the setup for UBI. So yeah, that pretty much covers what I wanted to share. So I will take the cursor back to Ebin. I'll stop sharing my screen.
Speaker 2 00:15:16
All right, thank you for that presentation. I see people are asking questions, and I can actually make sure I'm working away through them. We've got a few minutes left so please do keep asking. As I say, We will capture all the questions and be able to follow up on them later. So don't worry, if we uh don't get to it while we're on screen right now. Um so yeah, let's just take a quick look uh, what we have coming up next week, then. So I will. Take over the screen.
Speaker 3 00:15:57
All right.
Speaker 2 00:16:02
So, We're going to be talking about PSA, and we're going to be looking at end- to- end procurement on platform PSA. So platform, that's the new all- new, you know one- stop platform. The thing we were calling AziO, we're now calling Platform. So please do come along to that. And if you want to sign up, you can follow the link with this QR code. And if you don't want to do that, just have a look in the Connectwise University. So if you go into the university, Sign in with your Connectwise login. And in the resources menu there, we have a calendar all of these product office hours and all of our open webinars and Ask, Me Anything and any kind of events.
Speaker 2 00:16:44
That have to do with education go in there. And one thing specifically for those people who are close to our HQ in Tampa, Florida, June 2nd to the 5th we have the University Days. They're happening in our office in downtown Tampa. And, once again, we have a QR code on the screen bottom right there where you can register. There's a few seats left. So, please do act quickly and you can get all the information at that QR link. You take a look at what we've got going on. We've got CPQ bootcamp and automation nation June 2nd, 3rd and PSA blueprint and RMM playbook on June 4th and 5th. So if you are interested in any of those topics, PSA, CPQ, RMM, If you are an admin or a service manager or an automation engineer, please do check that out.
Speaker 2 00:17:44
And as I mentioned at the beginning, uh this is recorded. You will be sent a recording afterwards from GoToWebinar. If for whatever reason that doesn't come or you just want to come back to this and watch it later, share it with your colleagues, all of these go on the YouTube channel. So ConnectWise on YouTube, that's our main channel. We have a playlist for Product Office Hours, and we also have loads of other content on there. And, I'll just keep on for a couple of minutes. Uh just so we've got time to keep answering those questions that are coming in.
Speaker 4 00:18:38
So Uh Prabhu maybe I can read out a question and maybe you can help with the answer, but. So, is there a plan to support mid month billing start dates for a contract year billing cycle? If the invoice is already generated for that month, I believe we are uh looking into it.
Speaker 1 00:18:56
Yeah, that is right. So that's more of a agreement feature. So if the invoice is already generated, there are couple of options as a workaround, you can still try. Uh, if I understood this question correctly, uh.
Speaker 1 00:19:10
I think they're talking about if the invoice is already generated, like how do I uh bill something that has come mid- month to me? Right? That's one way to understand this other way is like if you're starting your contract mid- month. Uh, then you know how do I uh manage that, right? So that is more of a agreement feature. And uh, we can get you uh the details for it. Is what I would say here, that's in plans.
Speaker 5 00:19:38
Currently, that. Throws an error when the sync is happened. So if you have a mid- month cycle for the contract year, so that is something we are looking into it. So as I mentioned as an answer right, so we'll keep you posted once we have support that. So we are looking into that.
Speaker 2 00:19:56
And where should people be looking out for that? Do, you have a preferred place like you'd like to talk about roadmap or the virtual community or.
Speaker 1 00:20:07
Yeah, We generally post on the release notes if a feature has been released and virtual community as well. And of course, you know, people who have specific interest, We make a note of the individuals, and we can notify you in person as well when that feature is available.
Speaker 2 00:20:31
Okay, We're about to end this, but just over in chat I've dropped a link for that University Day. And also, Amit has shared some documentation about today's topic. So I'll, just give you a few seconds to check those out and open those tabs. And then we will say bye and thank you for coming. And please join us again next week. Product Office Hours always on Wednesday, uh, always at 11 Eastern Time. Thank you everyone.
Speaker 3 00:21:03
Thanks everyone.
Review and complete product mapping in UBI; decide whether to proceed manually now or wait approximately one month for automated product mapping migration.Decide on merging or separating VMware and Hyper-V edition counts in Vendor Settings.Define governance guidelines for client-specific product pricing overrides to ensure consistent billing.+7
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07-24 Employee Data Monitoring and Security Consultation
This conversation details a consultation between a client, Katie (Speaker 2), and a technical advisor, Christi, regarding methods to monitor a potentially disgruntled employee's file activity. The discussion covers various technical solutions, including Microsoft Purview, litigation holds, Active Track, and Microsoft E3/E5 licensing, culminating in a recommended course of action and a breakdown of associated costs and features.
------------
## Problem Definition: Tracking a Disgruntled Employee
The dialogue begins with Katie expressing an urgent need to monitor a "disgruntled employee" to prevent potential data destruction. Specifically, she is looking for a system to track file downloads and deletions. A colleague named Monty had previously suggested using Microsoft Purview and Power Automate to receive notifications for file creation, modification, sharing, and deletion. However, Katie admits to being "clueless" about these tools and questions whether they represent the best solution for her company's security concerns.
------------
## Proposed Solutions and Technical Requirements
Christi evaluates the suggested tools and clarifies their functions. She dismisses Power Automate as primarily a notification tool and identifies Microsoft Purview as the more appropriate solution for sending alerts. However, she strongly recommends placing the employee in question on "litigation hold," a feature that prevents any deleted items from being permanently removed from the system. Christi explains that while existing Gato backups can be used to recover data by comparing snapshots, this process is time-consuming. She also introduces Active Track as a viable third-party tool for monitoring user activity like login/logout times and idle periods, though she notes it doesn't send proactive alerts by default. A critical requirement for detailed reporting on deleted files and data loss is a higher-tier Microsoft license, which the client's organization currently lacks.
------------
## Microsoft Licensing Deep Dive: E3 vs. E5
Christi provides a detailed breakdown of the organization's current licensing and what is needed to achieve the desired monitoring capabilities. The client is currently on a Microsoft E3 license with an E5 Security add-on, which costs $51 per user per month and focuses on protecting against external threats. However, the required features for internal monitoring, such as data loss protection and insider risk management reporting, fall under the E5 Compliance add-on, which they do not have.
Christi explains that instead of adding another separate component, upgrading to a full E5 license is the most effective path. The full E5 license, priced at $60 per user per month, would represent a net increase of only $9 per user per month. This upgrade would consolidate security and compliance features while also providing additional benefits, including a Power BI Pro license and Teams Phone capabilities for every user. Furthermore, it would eliminate the separate cost the company currently pays for audio conferencing for 17 users, as this feature is included in the full E5 package.
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## Recommended Strategy and Next Steps
Christi outlines a multi-faceted strategy to address the immediate concern. The core recommendation is to place the specific employee ("Kelsey") on litigation hold, a feature available with their current E3 license, to prevent irreversible data deletion. Simultaneously, she advises upgrading only that specific employee's license to the full E5 version. This targeted upgrade will enable the necessary compliance reporting to track her file activities without incurring the cost of upgrading the entire organization immediately. Speaker 2 (Katie) agrees with this approach and plans to discuss it with her superior, Amy, for final approval. The use of Active Track is also recommended for more granular monitoring of the employee's daily computer usage.
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## Personal and Professional Updates
The conversation shifts to a more personal tone, touching on internal company dynamics. Katie expresses frustration at being excluded from high-level meetings with executives Anzor and Pete, a point Christi quietly acknowledges. Christi shares a recent negative experience where a client complained to Anzor about her performance, but also notes that the new leader, Pete, has brought "stability" to the company. She credits Anzor for creating a supportive work environment that allowed her to become a foster parent. On that topic, Christi shares significant personal news: she finalized the adoption of her daughter, Dom, and recently began fostering two more teenage girls through California's extended foster care program for "non-minor dependents." She adds that Dom received a full scholarship to UC Merced and will be leaving for college in four weeks.
------------
## Action Items
**@Speaker 2 (Katie)**
- [ ] Discuss the proposed strategy of placing the employee on litigation hold and upgrading her license to E5 with Amy for approval - [TBD]
- [ ] Review and confirm the potential implementation of Active Track software - [TBD]
**@Christi**
- [ ] Provide Speaker 2 with the specific pricing for upgrading a single user from the current E3 + Security plan to a full E5 license - [TBD]
- [ ] Place the targeted employee on a litigation hold once approval is given - [TBD]
- [ ] Coordinate with team members April and Monti to prepare for and implement the litigation hold and license upgrade - [TBD]
[EOD sweep 2026-07-27] CONFIDENTIAL (client personnel matter - full detail here, CW redacted). Katie (Belay) called re: potential disgruntled-employee insider threat (risk of file deletions). Christi: Purview alerting preferred over Power Automate; litigation hold so deletions are recoverable; alerts on delete/download; verified licensing - E5 Security present, org-wide E5 upgrade needed for full Purview/DLP/reporting; apply org-wide so no individual appears targeted. Follow-ups: change requests, security ticket to Anton's team (insider-risk monitoring), ActivTrak quote (~1 wk to implement). Loop: April + Monti.
Jul 24, 2026
Speaker 1 00:00:00
Hi Katie. Hello, I am no talk. I know it's been crazy busy. I know,
Speaker 2 00:00:10
I know, I know. So question and I figured you would be the best person to ask on this. Um, I asked Monty to see the best way toum ch ch ch, Let's see here. Track things that like, is there a way to track downloads and deletions of files? I know we have a backup, which is fantastic. Um, but there may be an instance where we have a disgruntled employee. Oh yes, that could possibly go in and start deleting shit. Um, and.
Speaker 2 00:00:60
Monty talked about like Microsoft Purview and Power Automate. And I remember with the Power Automate, you know, you and I were talking about with the AI team and everything like that. I just am clueless with it. She says it can notify us on file deleted, created, modified, shared stuff like that. So is that the best option or is it.
Speaker 1 00:01:30
I'll be honest, Power Automate wouldn't just be a notification arena. But, let me look up your account because purview is what we want, and it will send out alerts. However, the person that you're wondering about, they may need to be put on litigation hold. Okay. And the reason why I say that is because even if they delete something, we can pull it back if need to be.
Speaker 2 00:02:01
And can we see what they deleted and everything like that? And will we get notified and things like that?
Speaker 1 00:02:11
Um, yes, we can turn on alerts and things like that into it. But I need to see if you guys have the right license for that. If you don't, we need to upgrade one person to that license uh within your organization. So let me pull it up. Hang on one second. And I am not on VPN, so I can't actually look at your account. Okay, um,
Speaker 2 00:02:34
I had oh Are you not here today?
Speaker 1 00:02:36
Uh, I am here, But I am in. So I just got to an alternate office because my internet went down and had to reboot. So I hadn't gotten back on. Got it. Okay, um, but let me. Am like you were green? Yeah, I am here. Okay, I just didn't log into VPN yet.
Speaker 2 00:02:53
So got it okay Um oh this i got this stupid.
Speaker 2 00:02:60
T hing trying to be allergonomically correct. And my my chair cushion got all galleywampus.
Speaker 1 00:03:14
You. You have E 5 securityum hang on one second.
Speaker 1 00:03:27
Let me check something. See if security has what I need. Okay,
Speaker 1 00:03:49
And Thenum, what we can do.
Speaker 1 00:03:54
Um, We can have because I know Monty's in the office or she's on her way back to the office. We can have that personal litigation hold pretty easily.
Speaker 2 00:04:02
Okay, yeah, Let me confirm with Amy. If that's the way that we want to do it. Um, I think that's honestly that's the best way. Say hey, I guess Amy's concern as well too. But it's like okay if she's acting insane. Yeah you know cause her thing was like well how come we're, You know, or like we're kind of what's the word for it? Um, kind of targeting her for this type of behavior. Well, you know, we believe it's it's justified. Things kind of went a little we weren't comfortable with this. So, this is what we did as a kind of a um you know, a preventative measure. You know like well why haven't you done it to everybody? Well, We didn't feel the need to do it to everybody that That was Amy's concern.
Speaker 2 00:04:52
But okay, that's what I thought. And, we also may and Monte gave me information on a product called Active Track as well, too that we may be implementing. What, she did was, you know she sent me over like, okay, what we can be monitored and everything like that. Is this an all or nothing type thing? Like, cause I'm looking at it, we're pretty much looking want to know about activity. Yes. Um, when it comes like logging on, logging off, you know how often are they idle things like that. Um But, then it also says website usage time spent and need to have, you know all that stuff. I mean, can we say you know what we don't need to track all this stuff? But we just want to see if if this person is idle?
Speaker 2 00:05:45
You know, when they're logging on, stuff like that.
Speaker 1 00:05:49
Yeah, so I like Active Track. Well, I have my pros and cons on Active Track. So, we've actually we implemented Active Track about three years ago at Crimson to try it out for another client. And so we did it for about six months. I was the only one with access to the data besides Onsor. It gave really good information. So, but I will tell you, it doesn't send alerts unless you want it to. And for the most part, I didn't check anything unless I was just randomly running reports to see how things worked for clients. So, you can ignore it if you need to, and then just bring it up for one user whenever you need that. You need to take a look at it and that's really good. You also, I want to kind of give you a heads up. You also have things backed up because you have your Gato backups.
Speaker 1 00:06:41
So if we know when she deleted something, we can pull that data.
Speaker 2 00:06:48
Yeah, see, well that's one of the things to go what how she deleted.
Speaker 1 00:06:52
Yeah and it might be something where we can take, let's say, you say, okay. Well, this, we suspect this started a month ago, so we can go backum about a month and a half pull what what is there and make a comparison to what is there now now that being said. It is a little time consuming, but it is a good reflection of what she might have deleted. So there's things like that. Also, Let me log into I have one client that I can log into from anywhere. So hang on one moment when I pull them up to kind of give you an idea. We have a report we can run. Hopefully I can log into them. I might have shut it off from this office. Okay, I can log in to them.
Speaker 1 00:07:40
I was like, "Wait, I because the internet went down at home. I um, I came into the office to work, but I am at a client office. Um, okay so here is here is what we can do. I can go into hang on in the wrong spot. This client knows me well enough, and they know that I can share information because I am not going to share confidential information with you." So um, Let me go into SharePoint. I know, I know that sounds odd because all your files are in Teams, but SharePoint's the back. All right, I know SharePoint. Yeah. Okay, So I can go in here. And if you know of any sites that she's active in that she might have deleted from sites then, and we've had to do this quite a few times for clients. Um so let's say, what is my most active less activity newest oldest.
Speaker 1 00:08:37
Um, okay. So This is a file or site name, leave as is. Uh, let me do uh programs. Programs would be a good one, all right. So if I'm in here in programs, I can go to the site. And so I'm going to go into the site. Oh, wait, I don't have access to this one.
Speaker 1 00:09:08
This is what I get for trying to do things. Anyway, What I can do is I can pull if I go into the site and I have access, I can go into deleted items and I can see what all she deleted.
Speaker 2 00:09:19
Okay. Can you do it? Uh, Employee specific say, okay, run a report for the last two months Yes And see everything that this person has deleted.
Speaker 1 00:09:36
Yes and no. Uh, we can only go back one month. Okay, so that's a limitation of Microsoft. So you see I'm in HR team. Um, I went into deleted and I'm in the recycle bin right now. Now I know they never delete anything, but this is how I can go. But then I can go in the second stage, and here's second stage, and I can see everything that was deleted here, and I can see who deleted it. So it was deleted by Jessica.
Speaker 1 00:10:07
Okay, there's a lot of things in here.
Speaker 2 00:10:10
Okay, so you do have that capability. If I could say," Hey Christi, Can you run me a report to see what was deleted within these all these particular folders or teams or whatever by by XX person? And just show me everything that there's you know deleted or anything like that?" And I think that also may give us a good idea to say," Do we want to put this on a litigation?" Put her on a litigation hold. I mean, I think that's a, I am going to recommend it, but that's ultimately up to Amy if she wants to do that or not.
Speaker 1 00:10:46
I am going to tell you, I'll be honest with you: litigation hold. I do them all day long every day. And the reason it doesn't hurt to go ahead and do it this client that i am talking about, right here. They have me. They had me last week, put three people on litigation, hold just because they're concerned of data loss, like you are saying, okay. And then I have another client very similar to that because they work in a high turnover business. If they suspect litigation issues or the person's going to quit and sue them, I'm putting on litigation hold three or four times a week for them too. So it's something we do regularly. For the most part, they're not going to notice they're on litigation hold, but it's something you can also say, Hey, as a company because of our compliance needs, we're putting everybody on litigation hold.
Speaker 1 00:11:36
And you can do that as well.
Speaker 2 00:11:39
Okay. Okay, that may actually just be a this is this is what it is. Yeah, so okay, and how like if let's say if we put everybody on a litigation hold, Is there a time period that we remove people? Or is it you know, we can do it forever? And ever? And how long you know obviously with our backups and so forth like that. Can you explain to me exactly what the litigation hold does? Like, does it mirror their like their activity? I mean, what does it what does it do?
Speaker 1 00:12:19
So basically, litigation hold doesn't. It people will delete things. Litigation hold keeps them from fully being deleted. Uh and that's pretty much basically what it is. So you can do it. You can set it to do it forever. Everything that you try to delete will always be held, or you can put an expiration date on it and say, okay, Katie, we we're going to put Katie on a litigation hold, but it's only going to be effective for seven years. And I've done that for a couple of clients where they're like, hey so and so is leaving their CFO. We have to keep his data for at least seven years.
Speaker 1 00:13:02
And so I'll go in and put a litigation hold and have an expiration date of seven years.
Speaker 2 00:13:07
Okay, and this is kind of like an extra backup, like an extra protection from deletion. But again with the litigation hold, Are we we're able to run reports and stuff like that to look at this and go? Okay? She went, you know, from this period to this period. She went in deleted all this stuff.
Speaker 1 00:13:29
So, The big thing to note on that is someone's got to have the higher license that I talked about. You guys have E 3 with E 5 add- on for security only, and you don't have the compliance piece. So one person in the company needs to be put to the E 5. Now, for right now, what I'm going to strongly suggest is the person you have questions about, We put them on the E 5 so that we can run reports against that person. And when she leaves, we can still save her data, and then just move that E five license to maybe you or Amy. And then it'll give you some compliance stuff that you didn't already have. Not that you needed them, but it'll allow for more data loss protection.
Speaker 2 00:14:14
Okay, So we're just so I understand we're currently on an E three, but with an E five add on. Yes, for.
Speaker 2 00:14:26
Uh security correct.
Speaker 1 00:14:28
There's another E 5 add- on called compliance. And that's what you need for what what we've been talking about other than the litigation hold litigation, hold works on just the E 3 I am. So glad you're I'm, so glad you're more technical than others. Um okay. So Microsoft built out an E 3 as an enterprise license. And it gives you things like. Your Azure, Which is your bucket, where users go in and where your files go in and things like that, and then gives you all your apps, gives you your mailbox, all of that. Then, they have something called an E five license that adds on security options, and it adds on compliance options. And, so it'll do things like it'll add in data loss protection, which falls under compliance.
Speaker 1 00:15:24
It'll add on insider risk management, which falls under compliance. It'll add Microsoft Defender and Proofpoint, which falls under the security compliance. And if a company says, hey, We don't need the security, but we want the compliance instead of getting the full E 5. They just get the add- on, which is a little cheaper.
Speaker 2 00:15:44
What is the cost for the compliance, because it sounds to me like that needs to be added anyways?
Speaker 1 00:15:51
So you guys have the security. If we need to add the compliance, we just upgrade you to the full E3 license. And I think it's like The E3 or the E5? E5. We'd need to upgrade you guys to a full E5. And I think it's like $20 more a person. I know the add-ons is $12 per person, but I haven't seen pricing in the last couple of weeks that's not nonprofit, so I can't tell you exactly what the cost would be. Because I've been in nonprofit realm for the last nine months.
Speaker 2 00:16:22
Okay. It sounds again, that's something that I, I mean, I'm just thinking just from a compliance standpoint. Mhm. I didn't realize that there was separate add- ons and the only, I'll be honest with you, The only thing reason I understand the E3s and the E5 is because when we had our risk assessment, um, with Cobaltics, that was one of the things when we were talking about the, um, the vulnerability detections and so forth like that. They threw out E three E5 and I am like, what do we have? I am like I think we have E three. Like I know that. So I mean, that's why I am familiar with with the names and so forth like that. Okay. Um.
Speaker 2 00:17:14
Okay, let me talk to Amy. So, just so just a brief rundown here. So we're able to run a report if we need to. You recommend putting Kelsey on a litigation hold? Mhm. Oop, I wasn't supposed to say the name. I heard nothing. Okay good, I heard nothing, I said nothing on a litigation hold and then add the full, E 5 license to her. Mhm. Correct, because we can't, Can we do a litigation hold without one of us having the E 5 or you.
Speaker 1 00:17:53
Have E 3? So litigation hold is included in E 3.
Speaker 2 00:17:57
Okay, But then you said, and why are we putting Why? Do we need at least one person with the E 5 putting Kelsey on the on the E 5?
Speaker 1 00:18:06
Because that'll allow us to run reporting on data loss.
Speaker 2 00:18:09
Okay okay.
Speaker 1 00:18:11
Yeah. Um, so let me let me give you a better understanding. This might make a little bit more sense. Uh, You guys have E five security and E five security adds additional features that covers is someone attacking us. That's that's basically what we have. So it gives you that risk detection. And it also like if if you aren't traveling, but somebody got your user ID and password. And they try to log in as you, we're going to know immediately because that's what that E5 security covers. Now, E5 compliance, that answers where is our sensitive data? Who's moving it? And can we prove what happened? Which is what you need for Christina. Okay. Okay. And. So that's going to give you the reporting and flagging inappropriate moves of sensitive files.
Speaker 2 00:19:09
Okay. Okay, and so if we choose to put everybody on the E5 license, We can't just have add the compliance aspect, along with the security aspect to our E3. It's better to just move everybody to an E5 because it includes everything that the E3 does but includes the E5 stuff. Yes, okay, and a few additional things, but we won't get into that. And a few additional things, but for now okay. Okay, I think that's going to be the plan. But let me let me just discuss this with Amy. Um, If you can just shoot me like, hey, the cost to put Kelsey on the E five. Um sorry, put what's her face on an E five, this particular um and then.
Speaker 2 00:20:08
Yeah, yeah. Joshua, Joshua, I love him. How about Cheryl? Cheryl, we can do Cheryl. We love Cheryl. We love him. Okay, okay, okay. Okay, I think that's what we can what we can do. And but you do recommend the active track as well too.
Speaker 1 00:20:36
I love the active track for exactly what you are talking about. If you are wanting to monitor what a person's doing all day, Now I have another client that I am about to propose that to because they have somebody, they think is watching videos behind their closed door office.
Speaker 2 00:20:53
Ew, really?
Speaker 1 00:20:54
Yeah, ew.
Speaker 2 00:20:57
Yeah, gross. Go home.
Speaker 1 00:20:60
Yeah, okay. So right now and this is as of, 24 days ago, July 1 st, Microsoft E 3 is now$ 39 and E 5 is$ 60.$ 60.
Speaker 2 00:21:16
Per license,
Speaker 1 00:21:17
Correct? Per license. Per license per month. Yes, so it's$ 21 per user per month increase. Now you guys have E 5. Hang on one second that that actually closes that gap a little more uh I'm asking Copilot because it knows it.
Speaker 1 00:21:42
That'll give me a better number. Because, you're paying a little bit more than what I told you, because you've got the E 5 security add- on. Okay. So hang on one moment. Um, you guys still using Copilot, right?
Speaker 2 00:21:58
Yes, we are. Okay, we are.
Speaker 1 00:22:00
You got I am every now and then I'll send updates out, So I do add that to you guys. Um, okay, so you're paying $51 right now per user. So it's an increase of $9 per user. Okay. Now, because you're going to uh if you go to E5, You're gonna the additional features Power BI Pro, which I know was an interest at one point.
Speaker 1 00:22:33
But every user will get Power BI Pro, And they will, every user will get a Teams phone that they could use if you wanted to. These are the additional things.
Speaker 2 00:22:42
What do you mean a Teams phone like a like a conference phone?
Speaker 1 00:22:46
You could add on Teams Phone, where you can use it as a regular phone. You can give yourself a number, And people could use Teams as their actual office line, rather than using your smartphones or your cell phones.
Speaker 1 00:23:06
Okay, and then the other thing is you get audio conferencing for free within Teams.
Speaker 2 00:23:14
Are we paying for that right now?
Speaker 1 00:23:15
Nope, This would be something that gets added if you go up to E5 These are those extra little features. Oh, wait a minute here. You may be paying for some extra team stuff. I didn't look it up.
Speaker 2 00:23:27
Yeah, because I think that we i do have me i mean just kind of.
Speaker 1 00:23:31
Oh, you do pay for it. You pay for audio conferencing. Yeah, for seventeen users. So, then you would that would roll into your E5 licensing, and we can give up the audio conference portion. Okay, so okay.
Speaker 2 00:23:45
Yeah okay okay okay that makes more sense to me. Okay awesome Gracie thank you so much I appreciate you I really really do.
Speaker 1 00:23:60
Of course, tell Pete and Anzor how much you love me. But just tell him I haven't brought you chocolate lately. Um, I had a little. Are they being jerks? No, Anzor is not okay, But I feel like he's gotten a couple of bad reports lately from a training that went south, because between you and me, uh, because what between you and me, the the person was a little hot headed and already unhappy. And it just, It just went south. She's she's very much known for having a sharp tongue. It was bad, huh? Yeah, it's not my first time with her. So, she tells Anzor I fly by the seat of my pants and I never do research before a meeting. Yeah, you don't have to tell answer anything. I am just you know.
Speaker 2 00:24:53
I won't say anything just say, hey, you know what we like. These are the people that we work with. These are the people that we like. We've already threatened him that if Monti leaves, what we're leaving too. If Monti leaves, I am leaving. So yeah, so okay, of course I will. And actually you know what? I need to get with April because we're supposed to have a. I don't know when what's-his-face comes back. Um. What's his face? Cause Anzor.
Speaker 1 00:25:26
Oh, He's back. His birthday was yesterday too.
Speaker 2 00:25:28
Okay, Because I know that he wanted to schedule a meeting with Pete and Amy and him for some reason. I don't know between me and you. Yeah, he um he never includes me and it drives me insane. Drives me insane. I will.
Speaker 1 00:25:46
I will subtly mention that if I ever get a chance.
Speaker 2 00:25:49
Don't please no.
Speaker 1 00:25:50
Don't then I won't no. Don't, please, because it's you know that he stepped back, he's no longer the CEO.
Speaker 2 00:25:56
Yes, and that's why he wanted to meet with Amy um to introduce him or her to Pete. I think that that's the dude's name Pete. And um and Amy's like Katie needs to be here, too. Yeah,
Speaker 1 00:26:13
You will like Pete. Uh. Anzor has always been a great boss to me. And he's allowed me to do things like, you know, like become a mom. Which by the way I have two more kids. What? Yeah, I'll tell you about that in a second. But Pete came on board and Pete added stability. Good. And I really love and respect Pete. And then so Dom my my daughter, we did we adopted. We finalized the adoption in August.
Speaker 1 00:26:45
So she's now full.
Speaker 2 00:26:46
That was your first one, right?
Speaker 1 00:26:47
That was my first one. Okay, And then four weeks ago, I went into the hospital for a week because of gallstones. And I had been doing respite with a girl, And I had actually been she's been staying with us off and on since before, Dom came to me, and so her and Dom consider each other sisters. The week after I got out of the hospital. I got a notification from her social worker, And they said, we need emergency placement for her, because her foster mom put in a notice. And so we were like," Bring." Put.
Speaker 2 00:27:27
In a notice like that,
Speaker 1 00:27:29
She didn't that they needed to move her out of the house. Got it. And she's an amazing kid; she's actually eighteen, um, and she's still she's in what they call extended foster care. So she came to us and but, Two days before her, I got another kid that that foster mom had put a notice in. Only because and this how I saw the paperwork. This how the foster mom reported it. The only reason why she put in a notice was because the boyfriend dropped off medication. And she didn't want the boyfriend knowing where she lived. It was really ridiculous, so um so Anzor.
Speaker 1 00:28:12
Is one of the girls and Dom, D O N is one of the girls. Dom and Dom have been sisters forever, um and so now I have three girls all over the age of eighteen, and I am doing the extended foster care. So basically, it's a little different than full foster care, where it's more of a relationship building teaching them, how to function in a real world and stuff like that.
Speaker 2 00:28:37
Yeah, I heard a statistic that just broke my heart talking about. The, when you are seeing the kids on the streets and so forth like that, A lot of them are just phased out of the foster system, and they have nowhere else to go.
Speaker 1 00:28:54
Yeah, California built out extended foster care, so kids can stay in the foster care up to twenty one. Good, and so I am doing what is called is called non minor dependence, and so the kids come to me, and then I help transition them into.
Speaker 1 00:29:12
Into living on their own, going to college, stuff like that. I love it. But Dominic, she leaves for college in four weeks. She got a full ride to UC Merced and is going into psychology. And I am about to lose my little boo-boo;
Speaker 2 00:29:30
I am very sad. But, you have to look at it this way.: i I remember when you first got her, yeah and everything like that and.
Speaker 2 00:29:42
You have done something to really change the trajectory of this child's life. Yeah, things could have gone so different for her and, um, you know in a sense you are changing her family tree. True. Very true.
Speaker 1 00:30:05
As long as Anzor, lets me and I can get away doing it as a single mom. Well.
Speaker 2 00:30:11
You know, I mean, he would be stupid if he quote unquote didn't let you. No,
Speaker 1 00:30:18
I mean, what I mean by that is he has all these ideas and visions that I love helping him on. Um and so I am just like he paved a way for me to be able to be a foster mom and work for him. And not a lot of companies would do that.
Speaker 2 00:30:36
Good yeah good good good but um, Okay, Dearie. I will keep you posted on this. I mean, should I talk to you about this? I want to make sure I am following the chain of. Um,
Speaker 1 00:30:50
So I'll work with the team. Uh, Monti, i'll i'll let i'll give Monti a heads up as well. Um So, it's me April and Monti that I'll loop in. And uh You let us know what we what we need to do. And then we'll get it taken care of.
Speaker 2 00:31:06
Okay Okie dokie cool. Thank you. Talk to you later. Thanks. Bye. Okay, yeah, bye.
Place targeted employee Kelsey on litigation hold once Amy approvesCoordinate with April and Monty to prepare and implement litigation hold and E5 license upgrade for KelseyProvide Katie with specific pricing to upgrade single user from E3 + E5 Security to full E5 license+2
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Belay
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ticket 961764 (CW notes generic per confidentiality screen)
3 - Clients and Projects/Belay/Meeting Transcripts/Meeting Transcript - 07-24 Belay Katie - Data Monitoring and Security Consultation.txt
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05-11 Weekly Meeting: Client Questionnaires, Documentation, and Internal Alignment
> Date: 2026-05-11 16:08:40
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 3] [Speaker 4]
## Meeting Notes
### Assistance with Client Questionnaires
- **Description**
- Speaker 1 requires assistance with several client questionnaire forms that need to be filled out by the IT team.
- An urgent form is for Project Angel Food, who is trying to land a new contract with Foodsmart (Kaiser's statewide lead).
- Speaker 1 has a meeting with Robert Bowler and Ben Martin from Project Angel Food on May 12, 2026, to review the document.
- Another questionnaire from Avalon needs to be filled out, specifically questions one and two.
- Project Angel Food submitted another comprehensive request on May 11, 2026.
- **Conclusion**
- The document for the May 12 meeting with Project Angel Food does not need to be completed by then, but will need to be reviewed. The form itself will likely need to be completed by the end of the week.
### Client Documentation and Policies
- **Description**
- Speaker 2 used to put document templates in IT Glue, but they were deleted during a documentation update.
- Speaker 4 asked about templates for cybersecurity and disaster recovery policies. Speaker 2 stated new ones were created as the old ones were insufficient.
- Speaker 2 took over policy creation from Anton, as Anton lacks the time.
- Current policies for Project Angel Food are from 2019 and 2020, but Speaker 2 can redo them to be HIPAA-aligned.
- For Avalon, Speaker 2 created disaster recovery (DR) documents in March 2024. Work was stopped because the client was not up to date on payments.
### Project Angel Food's Limited Security Services
- **Description**
- It was noted that Crimson IT provides very limited services to Project Angel Food, such as Huntress and patch management, but no vulnerability scans or Dark Web ID.
- The reason cited is that Project Angel Food does not want to pay for additional security services.
- There is concern about filling out security forms when the client has not paid for the necessary protections.
- Project Angel Food's primary goal seems to be passing their annual CARF audit, which has minimal requirements.
### Need for Internal Alignment at Crimson IT
- **Description**
- Speaker 1 emphasized a critical need for internal alignment regarding client services and offerings.
- There is a history of inconsistent service bundles and verbal promises made to clients (e.g., free Dark Web ID).
- Speaker 1 discovered that Project Angel Food has minimal services, which was a surprise.
- The team agrees that aligning on a standard set of tools and services for all new clients makes onboarding easier and more professional.
- Speaker 1 is developing an "alignment checklist" to standardize client setups over the course of a year, identifying project opportunities and cleaning up missed items.
## Next Arrangements
- [ ] Speaker 1 will attend the meeting with Project Angel Food on May 12, 2026, from 9:00 to 10:00 AM and document the next steps.
- [ ] The Foodsmart questionnaire for Project Angel Food will be reviewed during the May 12 meeting and filled out by the end of the week.
- [ ] Speaker 2 will create new, HIPAA-aligned policy documents for Project Angel Food; initial drafts will be ready by May 12, 2026.
- [ ] A response is needed for Avalon's questionnaire, specifically regarding whether the organization has a documented information security risk management process (and for questions one and two).
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. There is a significant misalignment between the security services Crimson IT is being asked to attest to on client questionnaires and the limited services clients like Project Angel Food are actually paying for. This creates risk and pressure on the IT team.
> 2. The historical practice of making ad-hoc promises and offering non-standard service bundles to clients has created confusion and inconsistency, which the team is now trying to rectify. A clear path to getting executive (Pete, Anzor) buy-in on standardization was not established.
> 3. It was stated that for Avalon's questionnaire, the organization does not have a formal "information security risk management process," which is a different document from the existing "information security policy." The team needs to decide how to formally respond to this question.
May 11, 2026
Speaker 1 00:00:06
Hello. Hey Chris. Hi.
Speaker 1 00:00:11
Um, I think we need your assistance. Um, it doesn't have to be right now, But I do have a meeting with Project Angel Food tomorrow at nine o'clock from nine to ten. Okay. And they're hoping this can be filled out prior. This is uh I sent an email last week, I'll show you so you can see this has to do with the new contract. They're trying to land with Foodsmart, which is Kaiser's statewide lead in meals in the meal space. Okay. And so they're requesting that this document get filled out by the IT team, okay. And I'm meeting with uh Robert Bowler and Ben Martin tomorrow. Okay.
Speaker 1 00:00:57
Now that I'm reading it I don't think this document needs to be. Completed by then, but we have to review it tomorrow. But, we're probably going to want to need it before the end of the week. And there is another. And I am telling Anton, Like I think Anton needs another body on his team because we're getting a lot. I have a questionnaire form from Avalon that needs to be filled out. I just see you and Anton to answer one and two ; I'll take care of number three, and then Project Angel Food just submitted another request today for another client.
Speaker 1 00:01:30
And that questionnaire form, I took a look at it. Looks very comprehensive. Okay. So, right now, the immediate thing. I was going to work through Anton on this, butum. There's a lot that we're we're not sure of, like for for documents and.
Speaker 4 00:01:58
Do you have a list? With, the uh clients who did receive templates in in the past of the documents from Crimson IT.
Speaker 1 00:02:11
I. Don't I think they're an IT glue, right?
Speaker 2 00:02:22
Hang on one second I was doing something right before you guys called and I wanna, yeah yeah, no problem. No problem. Send this over real quick.
Speaker 1 00:02:44
I don't think that we do, or I don't know where we keep them at. Butum.
Speaker 2 00:02:48
I I used to put them into it glue, just so that people could fill this out without my assistance, But then somebody decided to update documentation and delete what I had stuck in there. And. You know, I blame the account management team because.
Speaker 1 00:03:08
Nothing was deleted from Project Angel Food. Where did you put it?
Speaker 2 00:03:11
I put it into the MSSP stuff under security because.
Speaker 1 00:03:19
Here are the documents. Nope, the other one. Here? Uh- huh. Okay.
Speaker 2 00:03:28
So that people could answer those questions on their own.
Speaker 1 00:03:33
Where are the documents?
Speaker 2 00:03:34
That's it right there. That's the entire form.
Speaker 4 00:03:39
No, no. Maybe I did the stated incorrectly. I am about like templates of the like cybersecurity policy, disaster recovery policy,
Speaker 2 00:03:56
Business continuity.
Speaker 4 00:03:58
Yeah, we stopped using those because they didn't cover everything we needed it to cover. So.
Speaker 2 00:04:04
I we we created all new ones, but I've not worked on Project Angel Food in quite some time. I mean, I can make them real quickly, but That's all we need. They need to be made because I can do that. That's not an issue.
Speaker 1 00:04:18
If we don't have old ones from before I started, then they'll probably need to be made. Yeah,
Speaker 2 00:04:23
Let me let me double check and see what I've got.
Speaker 1 00:04:26
To to let you guys know, I am not concerned.
Speaker 1 00:04:32
Two parts this meeting. Number one, we're going to see a lot more of these. Yeah. And a lot of this work falls on Anton's plate, like I would say seventy percent of it and thirty percent of it, Christy's probably going to fall on your plate.
Speaker 2 00:04:45
Well, I took over policies from Anton. So when people tell me they need a policy, I've been doing them because Anton definitely doesn't have the time to do it. And. So I took that one over and we do have them if you look out into the client folder on Teams. Uh, The last ones that were done were in 2020 for Project, Angel, Hoot and 2019. So I can redo these. There's a IT change management from 2024, and there is a, and the rest of them are from 2019, 2020.
Speaker 1 00:05:20
Yeah. If you have like a standard batch, they don't have to be perfect. They just have to like check the box. Yeah.
Speaker 2 00:05:26
Um, because they're HIPAA aligned, they need to be written a certain way. And that's why I've been doing I stopped using your templates, Anton. So, uh, we tried using your templates, and we got some pushback on some things. Victoria was auditing last year. So I just changed it. Okay. So so yeah, Change change it email because my head's been stuck in a Lear and uh DTLA today.
Speaker 1 00:05:55
Yeah, it's fine. Yeah, yeah. I sent the on Friday and then I sent a follow up this morning.
Speaker 2 00:05:60
Okay, then uh I have to take the kiddo to an appointment, and I can start building these tonight and have them ready for you tomorrow.
Speaker 1 00:06:07
Yeah, yeah, so. I think now that I reread his email. Sorry, it's been a day. It's been all a day for all of us. So I read that we need to have this done by May twelfth, which is why I scheduled this meeting. But now when I reread the email. He doesn't say deadline to he just wants to discuss these documents. So I'll be fine on tomorrow morning's meeting. Okay. Um but we will have to fill out this form. Don't worry about the food, mark food, smart skew I think that he sent that on accident Chris. But okay, we'll need this one for sure.
Speaker 3 00:06:42
Yeah, part.
Speaker 1 00:06:47
Of the problem is there's no alignment at Crimson. I wasn't aware that we're doing absolutely nothing for Project Angel Food. There is like. No Avanon, Anton. Just look t here is no no before t here is no.
Speaker 4 00:07:02
Just hunters and basically patch management. We do not run vulnerability scans for them;. They are not in the dark web ID, so it's like very limited ability for us even to. Protect them.
Speaker 2 00:07:20
Yeah, and they because they don't.
Speaker 4 00:07:22
Want to pay for it. Yes, yes, This is the and whenever Mike I am not against to fill out forms, but whenever we have every tool in place. They are paying us for like reliable security. I am good with that, But whenever I need to put Crimson IT under the pressure that we supposed to protect them. And they are not paying for security, it's like you know, like. It's a little bit weird. I didn't know they this is it's not your fault or mine or Christie. This is like historically we did have like different bundles and mixes. Now we're trying to push every single new client with the reliable tools, services and all of that. Am I safe?
Speaker 1 00:08:14
I just have to be careful because I haven't been here very long, right? If I tell the customer," Hey, I was told that we presented these tools to you, but Project Angel Food turned them down." If that wasn't the case, that's going to be a very awkward. I've got no problem saying that. But That's going to be a very awkward conversation. If that never happened.
Speaker 2 00:08:34
Yeah talk to Anzor because he, yeah, this will this one Anzor knows about because he's tried talking to Ben several times about things. Because, we can keep them in CARF accreditation and they pass those. They're not too interested in anything else as long as they're passing CARF. And it doesn't take much to pass CARF.
Speaker 1 00:08:55
When you said Pasc, what is that? Carf.
Speaker 2 00:08:57
Uh, yeah, it's it's. Every year they get audited by the city andum. They're doing bare minimum to pass. That's it.
Speaker 1 00:09:10
You said, what was it called? CARF?
Speaker 2 00:09:12
I think it's the CARF. I think for them it's CARF, but we might want to double check that name.
Speaker 3 00:09:16
And just to be C A R F.
Speaker 2 00:09:22
But I it. It could also I I don't know if it's CARF for Project Angel Food but I thought it was. But I know it's something with the city that they have to pass.
Speaker 4 00:09:35
And as I see, they under agreement they. Uh. Do not have a dark web ID, but we're still monitoring it. Without in my understanding, it was something that someone Anzor or Zaur promised them and we're doing it. For free or something, you know, like it's a huge history. It's already like how long? Like fifteen years. And for this past 15 years.
Speaker 4 00:10:07
There was a lot of stuff that we have no idea because we came here later.
Speaker 1 00:10:13
Yeah, we guys in the meetings, you guys are going to hear me talk about alignment. We really need alignment here bad.
Speaker 2 00:10:20
So, these are the guys that used to go buy laptops and stuff as cheap as possible on sale or collect them from. Various vendors that would give them laptops. They would not let us buy their laptops because they did not want to spend the money for it. So yeah,
Speaker 1 00:10:39
No, no, I get it. But I am saying you know today's now, so I am just saying moving forward. I don't want yeah, we just need to. Yeah, we really need alignment for our customers. Like it's it's like, I try to spot check here and there but, I just need your guys's help to advocate for alignment. Cause if we don't create this function at Crimson, We're going to be having a ton of these meetings with like our pads around our ankles.
Speaker 4 00:11:04
You, have you have you have our like support with trying to align every single new account that we are getting. It's so much easier right now even to onboard someone because before it was like.
Speaker 4 00:11:23
Mess. You're installing SOFOS, we're not installing Shield Vision. And next couple days, Azure reminded that he did promise them during the call that he gonna give them like dark web ID for free, and we need to track everything. Right now it's like we have a template, we are moving easier and it's like looks professional.
Speaker 1 00:11:52
Yeah, if we can just get alignment down, All these last minute things like I had no idea Project Angel Food had nothing. And I think Anzar saw too, because in the meeting they were complaining about spam. Anzar's like," Oh, let's just you have Avenon; we'll fix it for you." No,
Speaker 2 00:12:07
What's the problem is The problem is that Anzar knows these but he forgets. And yes, I agree with you on alignment, but we got to have the boss agreeing too. And he he's. He gives the sun, moon, and stars.
Speaker 1 00:12:24
No, I know that's got to stop too. Pete's on the same page with that. Like again, it's his company; it's not my decision if he wants to drop his pants, he can drop his pants but. I come from a company where I was not allowed to give up anything. And to see him go, I'll give you a 10% discount and we're going to waive this project fee.
Speaker 2 00:12:41
It's just like Right. So we we love the fact that you keep talking alignment, but dude, you're speaking to the choir here.
Speaker 2 00:12:50
We had.
Speaker 1 00:12:52
We got to get Pete to move.
Speaker 2 00:12:53
If you go back and look at what I created in it glue, you can see what they have and what they don't have. That's why I created that.
Speaker 1 00:13:04
Yeah, so anyways, yeah we we need like here just to show you guys, I'll keep this quick. I showed April, Vince and I am trying to put together an alignment checklist that that. Probably takes about a full year to complete, right? Cause it's too many things to do all at once. But over the course of a year, we'll get it. And we even broke it down to stuff that can be done remote, So we can offshore to the Philippines and something that when what needs to be done on site, it's like three hundred. We were going to run it by the team, to have the team fill in anything that they feel is missing. Well we broke it up by you know category like physical servers network.
Speaker 1 00:13:47
Teams, Entroid, firewall, right? Blah blah blah. So I think this will be helpful in identifying project opportunities. Cleaning up stuff that we've missed. Right? All right. Like things that Yeah.
Speaker 2 00:14:04
Not to rain on your parade, But we all got a lot. We got to get done today. And I want to hear you out. But I need to leave in a few minutes, go pick up my daughter, You later.
Speaker 4 00:14:16
Okay, so what we're doing with the project Angel Food Fund.
Speaker 1 00:14:20
I will get you the policies when we get when I have them. Yeah, Chris is going to work on the policies. I'm going to be on that meeting tomorrow with Ben, Robert Bowler and whoever. And then I'll document next steps.
Speaker 2 00:14:32
Okay, sorry. If you need me on it. Tomorrow. I don't need you on it. Okay, cause I was gonna say, I actually have time tomorrow if you needed me on it. But if you don't, that's that's perfect too. Um, I'm trying to Yeah,
Speaker 1 00:14:47
We we have a lot of expensive meetings at at Crimson. So I do my best to take all the meetings on my own because I want to be respectful of other people's time. Right?
Speaker 2 00:14:57
Yeah. I have a potential ELT meeting tomorrow with AF, but that's not until one o'clock. So i'm i'm blocking that out, but my morning i'd like to get caught up from today.
Speaker 1 00:15:07
Yeah, yeah, yeah. Do whatever my meeting with Project Angel Foods is from nine to ten. Okay. So I'll find out this that document though that I sent will need to be filled out. That's for sure.
Speaker 2 00:15:20
Yeah, That I can work on this evening because I've got a Lear's project plan intoum into Connect Wise right now. Um, I haven't talked to Julia or or SEC, because I got caught up this afternoon, almostum. And Anton, MFA is going live on Sharp on Friday. So, I'm just and I'm not trying to be short with you, Mike. I just, I want to hear. I just today is not the day.
Speaker 1 00:15:51
I'm used to you, Chris. I know it's one of those days. Yeah, yeah.
Speaker 2 00:15:55
Um, I just i just need to get caught up.
Speaker 1 00:15:57
So What do you need those? If Anton or Chris, I don't know who can answer it. I do need a response to avalanche questions. Did. You remember that as well?
Speaker 4 00:16:08
There is three questions. One of them is do they have documented security risk management process? And I doubt that they have. Let me check for you.
Speaker 2 00:16:26
Avalon, right?
Speaker 4 00:16:29
Yeah, so that's something I am going to put. There was an email just recently, three hundred and fifty eight.
Speaker 1 00:16:34
Yeah, I am going to talk to Vince. That's something I am going to put on account management management, making sure all of our clients have our documents up. We'll put them in Hootu. Because I just assume that they're all there, but I think it's good to double check. And if Christie has a template. And she can use claw to like whip him up.
Speaker 2 00:16:52
I have a thing that I can use. Yeah. Um. Hang on. I know I did a bunch of things for them. Let me figure out where. Because at one point, I started moving them over into uh into the team's client folders and I just haven't finished that up yet.
Speaker 1 00:17:13
Okay So Chris, not to overload you right now, but something in the future, I'm going to talk to Vince. We're going to go to all of our our accounts and try to put together like similar to the MSP passport that Anton has. Make sure, all of our clients at least have some sort of template for basic like business business BCDR plan rightum information security plan, whatever our standard documents are.
Speaker 2 00:17:38
Uh last time I worked on Avalon was uh March 2024 and I stuck some DR documents out there. We.
Speaker 4 00:17:48
Didn't stop Christy. They did stop paying us. So that's why we did stop producing the documents. Yeah, if I remember correctly. Yes, probably yeah.
Speaker 2 00:17:58
I did them in twenty twenty three, and then I did them again in twenty twenty four. Um and I did not do anything else after that because they were not up to date on payments.
Speaker 1 00:18:10
So the twenty twenty four docs are fine.
Speaker 2 00:18:12
Yeah, and they're out in the team's client folders under Avalon Test Equipment under documents. I can whip up new ones that won't be an issue but, Um, I worked with Seg to make a uh policy generator that meets all of our NIST and everything requirements. Soum, But right now, I only have it closed where I can access it because of reasons. Okay,
Speaker 1 00:18:38
So who can answer number one? What is number one? Uh does your organization have a documented information security risk management process?
Speaker 4 00:18:49
We do not.
Speaker 2 00:18:52
Yeah, the what we have is disaster recovery, incident response, and information security policy.
Speaker 1 00:19:01
I think the information security policy is the same thing or close enough.
Speaker 4 00:19:06
No, but he's no it's completely different.
Speaker 2 00:19:09
It is completely different.
Speaker 4 00:19:11
But it's like I'm just saying I've been with the like. It's it's Mike Mike. It's well that's okay.
Speaker 1 00:19:17
Is yeah. My my point is. We can provide some things and a lot of times they'll accept it.
Speaker 2 00:19:24
Here you go.
Speaker 1 00:19:27
And then number two, Describe your following in your response, high level information, security objectives principles for the organization, The process of management endorsement review and updates to the policy processes to address non compliance and exceptions.
Speaker 2 00:19:52
Here are all four documents we have created for them. I'm going to jump off because I needed to leave at 4:30. Okay, see you later. All right, thanks guys. Bye.
07-01 Meeting: Project Scorecard Review and Financial Updates
> Date: 2026-07-01
> Location: [Insert Location]
> Participants: [Pete] [Speaker 2] [Mike]
## Meeting Notes
### **Personal and Business Updates**
- **Speaker 2's Updates:**
- Plans to visit the doctor during the upcoming holiday.
- Hopes to learn the baby's gender this week.
- June month-end financial recording has begun.
- Final-day preparations for offboarding employees are complete.
- Jay’s official last day was June 30, 2026, but she will extend some time to assist with the month-end process.
- **Pete’s Updates:**
- He is leaving the company in Escondido but feels it is in good hands.
- Booked a vacation to Bora Bora for late October/early November.
- Used Marriott points to cover half of the trip.
### **Project Scorecard Review**
- **Nishida Project:**
- A Nishida project was disapproved.
- Project value was approximately $25,000–$30,000.
- Discussed whether the Datto unit should be counted as Monthly Recurring Revenue (MRR).
- Clarified that MRR should be included, except for 365 licensing.
- **Maverick WSG Gaming Project:**
- Pete asked if the $50,000 Maverick WSG Gaming project was recorded.
- The project is time and materials.
- Noted that this project must be tracked properly.
- First billing of $50,000 occurred in the first week of June 2026.
- An additional $17,000 is expected to be recorded the following week.
## Next Arrangements
- [ ] Track and record Maverick WSG Gaming project revenue: confirm the initial $50,000 billing (first week of June 2026) and record the additional $17,000 the following week.
- [ ] Finalize and document the MRR categorization policy (include hardware-related MRR like Datto; exclude 365 licensing).
- [ ] Standardize the process for tracking and recording revenue for time-and-materials projects, using Maverick WSG Gaming as the pilot.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. The team needs to decide on a consistent method for categorizing MRR, specifically whether to include hardware-related MRR like Datto or only support/labor MRR.
> 2. The process for tracking and recording revenue from "time and materials" projects like the Maverick WSG Gaming one appears to be unclear and needs to be standardized.
Jul 1, 2026
Speaker 1 00:00:00
Company in Escondido, so I'm leaving Crimson, but uh I'm leaving it in good hands with you guys. All right. And Elisa, what do you have today? Good news: personal, business and employee headlines.
Speaker 2 00:00:23
Um. Hi. Good morning, everyone. So personal, nothing much happening over the last weekend, But uh, for this week, I am planning to make use of the holiday. So I will visit my doctor and hopefully will be able to know the gender of my baby this time. So it's um an exciting an exciting uh news for me. Hopefully this week I'll know so I can prepare. Um for Business news and employee headlines. Uh, we already started uh the month end process, month end recording for uh June financial transactions. For employee headlines, I've all set with the preparation of the last day for all the offboardings. And uh yesterday is the official last day for Jay but she'll be um.
Speaker 2 00:01:19
Extending some time in the afternoon to help us with with the month end. Um. So definitely um Jane has been a great, has been a great member of the finance team, and we'll do our best to maintain this same level of performance and commitment. So that's it from finance, thank you so much.
Speaker 1 00:01:43
All right, excellent. A lot of good news this week. Uh, for me, personal good news. Um, it's been a good week. Uh, I actually booked my next vacation. I am going to go to Bora Bora, which I've been on my bucket list for my entire life. And I am going to go in uh uh the end of October, early November and I had a bunch of Marriott points, which paid for half of it, which is really cool. And.
Speaker 1 00:02:23
There we go. So it's pretty pretty cool. It's kind of funny, Olivia. I actually dated a girl before my girlfriend. Now that told me she was on a show that was sort of like Love, Island or something. And to this day, I've always tried to find like that show and I don't know what it was. I don't know exactly what it was, But some someday I'm going to find out what it was and see if I can get her back. Give me the name,
Speaker 2 00:02:47
Pete. I probably i've watched like every reality TV show really?
Speaker 1 00:02:50
I'm going to send you her name and see if you can find her, Sharon Yaris, Y A R I S. See if we can find her. Anyway, okay. Okay. All right. Okay, Next, uh scorecard okay, nothing too too much exciting I guess projects. Um the big thing was uh.
Speaker 1 00:03:22
The Nishida thing, right? Is that the big one, Mike?
Speaker 3 00:03:27
Um, yeah. They disapproved a project. I just had the um sales to project team handoff meeting before this one. So, yeah. That's sorry looking at that. Yeah, That was the uh twenty five grand, thirty grand or something like that was WRA project.
Speaker 1 00:03:43
So I don't really understand the MRR that was put in here. I don't know if you can help me understand it's.
Speaker 3 00:03:50
Probably the Datto unit.
Speaker 1 00:03:53
So that becomes MRR because it's.
Speaker 3 00:03:58
It's it's not support MRR, but it's MRR. We we were told to include MRR except for three sixty five licensing. We can take out Datto MRR and just keep it to labor like support MRR.
Speaker 1 00:04:11
Okay, all right, Um do we do? We also sign like like next week, are we going to.
Speaker 1 00:04:24
Uh, can you scroll to the left a little bit April? Like did we did we record the Maverick WSG gaming$ 50, 000 thing at some point in here? We never recorded that, did we? If.
Speaker 3 00:04:46
It was approved it should have been recorded. There's what about week twenty? It's like ninety K right there.
Speaker 1 00:04:51
No, because we see that's a that was a billable after the fact project. It was like a. It was a bill. It was a time and materials project that we don't bill until we actually, Chart do the time.
Speaker 3 00:05:05
So it should have showed up. Oh,
Speaker 1 00:05:08
We need to track that somehow. So that should have actually been recorded. We billed it the first week of June. So that should have recorded like fifty grand, and then we should record like another seventeen thousand next month. Next week. So.
05-28 Weekly Meeting: Project Inventory and Wireless Deployment
## Meeting Information
> Date: 2026-05-28 11:19:30
> Location: [Insert Location]
> Participants: [Christi] [Speaker 2] [Speaker 3]
## Meeting Notes
- Topic Title: Project inventory overview (switches, APs, firewall)
- Christi reviewed the planned order: 7 switches, 19 indoor APs, 12 outdoor APs, 12 antenna kits, and 1 firewall (total 51 devices).
- Discrepancy noted in a Word document list that showed only 3 outdoor APs.
- Clarified that the list contained only replacements for existing outdoor APs; extra/new APs were not included.
- New APs have not been labeled yet; plan to label using serial numbers after installation.
- Conclusion: Proceed with the original scope and label new APs remotely after plug-in.
- Topic Title: Wireless coverage and recent configuration changes
- Christi asked if any changes were made to old APs; Speaker 2 confirmed no changes by them.
- Changes were made by “Kirabel” before departure, improving coverage and handoff performance compared to last year.
- Minor handoff delays observed but significantly better than previous year.
- As APs are replaced, adjustments (e.g., channels/coverage) will be considered as needed.
- Conclusion: Current coverage is improved due to prior adjustments; monitor and tune during replacement.
- Topic Title: Switch port mapping and installation process
- Question raised about whether new APs must use specific switch ports.
- Speaker 2 provided printouts per switch showing original port connections to follow for replacements.
- For extra APs, ports will be assigned during installation; team to inform Speaker 2 of switch and port for configuration.
- Conclusion: Follow provided port maps for replacements; coordinate port details for extra APs in real time.
- Topic Title: Arts and Crafts building re-cabling issue
- The backboard in the Arts and Crafts building was redone; devices were re-plugged and may be on incorrect ports/VLANs.
- Need to verify correct port assignments and VLAN configuration for that location.
- Conclusion: Verification and correction needed for the Arts and Crafts building connections.
- Topic Title: Communication and support coordination
- Greg requested best contact method for questions; Speaker 2 (Gabby) provided direct line: 424-351-4583.
- Texting is enabled on that line; MMS (photo messages) is supported.
- Conclusion: Use calls, texts, and photos to coordinate installation and troubleshooting.
## Next Arrangements
- Labeling and Documentation
- [ ] Label new APs remotely after installation using serial numbers provided by Greg.
- [ ] Share photos and details via text to 424-351-4583 during installation.
- Port Mapping and Configuration
- [ ] Follow switch port printouts for replacement AP connections.
- [ ] For extra APs, inform Gabby of switch and port to enable correct configuration.
- [ ] Verify and correct ports and VLANs in the Arts and Crafts building.
## AI Suggestions
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. Confirm a tracking list mapping each AP (old and new) to its intended switch and port to avoid mismatches during deployment.
> 2. Establish acceptance criteria for wireless performance after replacements (e.g., handoff latency thresholds and coverage checks).
> 3. Schedule a validation walk-through after installation to verify coverage and roaming across key areas.
> 4. Document the final AP naming/labeling convention to ensure consistency across replacements and extras.
> 5. Create a quick escalation plan (contacts, hours) for on-site issues beyond texting, including who approves channel/coverage changes.
May 28, 2026
Speaker 1 00:00:01
Can you hear me? Gabby. Hello. Hi. Can you hear me? Yes, okay. Yeah, I can hear you. Perfect, You're on speaker and I've got Greg from ComDirect in here. So we're trying to figure something out I'm. Looking at the project itself. And the project says, let me go back to that screen. Good lord. Okay? Um, I'm going back and forth and I don't have my two monitors. Just have my little tiny computer. All right, so project number one, we ordered. Okay, Overall, we had ordered We were supposed to order seven switches 19 APs indoor 12, outdoor APs 12 antenna kits, one firewall for a total of 51 devices. Mhm.
Speaker 1 00:01:00
Okay, um, and that's the overall. And then on your list though, I have I don't have everything on here. Um That's your Word document.
Speaker 2 00:01:13
Isn't it? Oh, are you talking about the APs? The AP list or Yeah.
Speaker 1 00:01:21
So I only have twelve outdoor AP lists or I'm sorry, I only have three outdoor AP lists listening.
Speaker 2 00:01:29
The ones thatum we copied over from the current APs that they had. So soum there's some extra. And I initially asked you like, you know, do you want us to name label these or not? Um so we configured the other ones.
Speaker 1 00:01:48
Okay, gotcha.
Speaker 2 00:01:49
So that list is just toum.
Speaker 1 00:01:52
That's just the replacement one.
Speaker 2 00:01:54
The replacements for the older APs, not for the extras.
Speaker 1 00:01:58
Got it. Okay, did you label the new ones? No. Okay, not a problem. They're not labeled. Okay, so when we plug them in, I'll get the serial numbers from Greg when he does it and we'll label them remotely.
Speaker 2 00:02:13
Yeah, yeah yeah, we can do that.
Speaker 1 00:02:14
Okay, perfect, all right, that, that makes more sense. I was starting to have a little panic attack. So. Greg, we can go back to our other plans.
Speaker 3 00:02:24
So we go back to the original plan.
Speaker 1 00:02:25
Yeah. Oh, and Gabby, I did you make any changes to the old APs recently?
Speaker 2 00:02:32
No, I haven't touched those.
Speaker 1 00:02:34
Okay, so Kirabel did right before he left. He he went and adjusted a few things and he was like, let me know if if that resolves any issues. Well, when we walked camp last year, we didn't have the coverage we have this year nothing's changed other than what Kirabel did. So I had a few moments of handoff issues between APs, but it was like five feet in like a couple of seconds apiece. And Greg, you had a little bit more of a delay in your handoffs, but it wasn't what we saw last year. So whatever Kirabel did, he did well. Uh- huh. So.
Speaker 2 00:03:11
Are you talking about like theum the coverage range? Yes. Or like the channels? Okay.
Speaker 1 00:03:18
Yeah. Okay,
Speaker 2 00:03:19
I haven't touched. I haven't touched those. Um, I guess as we place the AAPS, we can see how like uh how it goes, you know the how it goes and we can make adjustments from there.
Speaker 1 00:03:32
Okay, so then that answers our outdoor questions. So,
Speaker 3 00:03:36
We pretty much have extra ones, so we should be able to do it as we originally quoted. Yes. Okayum question I have is when we plug in the new A P S, do we need to plug into a certain switch port? Do we need to plug into the same port it was plugged in? Okay. Um, so you.
Speaker 2 00:03:51
Had those new switches. So for each switch there I put in like a printout of what was connected originally for the switches. Okay. So we can follow that. Um, but for the extra APs, we can do it as we go. So, you can let us know which switch is and which switch port is plugged in, and we can configure it accordingly.
Speaker 3 00:04:17
Perfect. Okay. The only thing that I do want to apologize on then is the arts and crafts building. We redid the uh the the backboard yesterday, and we re- plugged everything in, and we did not probably do that one correctly. So, we might need to kind of check just to make sure everything's plugged in on the correct port. And the correct VLAN. Okay And on the other ones, we'll definitely be more careful, All right, no worries. What's the best way I could reach you, uh, Gabby if I have any questions?
Speaker 2 00:04:48
Um, I'll give you my direct line. Okay. What is it? It's uh 424-351-4583.
Speaker 3 00:05:01
4583. Perfect. Thank you very much.
Speaker 1 00:05:04
Gabby, do you have texting turned on to your line? Yes, yes. Okay.
Speaker 3 00:05:09
Yeah, because I'll probably kind of text you a lot or send you. Do you uh can you get pictures to that line or no?
Speaker 1 00:05:14
We've never tried. Yeah, yeah, yeah. Oh, you can? Okay, perfect. Yeah, you can send photos as well. Perfect. Awesome That's something I didn't know Think I'm good right now then Awesome Thanks Craig Thanks Gabby.
Speaker 2 00:05:26
Yeah Of course Thank.
Speaker 1 00:05:27
You Bye Bye bye.
Label new APs remotely after installation using serial numbers provided by GregFollow switch port printouts for replacement AP connections during installationConfirm a tracking list mapping each AP to its intended switch and port to avoid mismatches+4
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04-24 Pulong: Azure Usage at Billing sa ShareWeb (Pax8 vs ShareWeb, Billing Cycle, Workarounds)
## Impormasyon ng Pulong
> Petsa: 2026-04-24 21:25:44
> Lokasyon: [Ipasok ang Lokasyon]
> Mga Kalahok: [Speaker 1] [Speaker 2]
## Mga Tala ng Pulong
- Pagsusuri sa Azure Usage at Billing sa ShareWeb
- Napag-usapan na hindi na nakikita ang Azure usage data sa Pax8 at nasa ShareWeb invoice na ito lumalabas.
- Sa ShareWeb, ang usage reports para sa Azure ay naka-tali sa invoice at hindi agad makita mid-month.
- Kapag tiningnan ang Azure Usage sa invoice, lumalabas na “Feb 1 to Feb 28” ang data; walang “March” usage na nagre-reflect sa kasalukuyan.
- Parehong nakaranas ng “No usage data found for this month” kapag sinubukang tingnan ang March usage para sa kliyenteng “Alier”.
- Cycle at Timing ng Billing
- Nilinaw na “Monthly billing for April” ay tumutukoy sa March 2026 usage; nagkaroon ng kalituhan kung April o March ang dapat i-bill.
- Sa proseso, ang ipinapadalang invoice ngayong April ay para sa March usage; historically, si Marvin ang nagha-handle ng billing nito.
- Hindi nagre-release ang ShareWeb ng usage sa “first of the month”; tila end of month (30th) ang availability ng usage/invoice data.
- Ang objective ay makahabol sa closing ng accounting books tuwing unang araw ng buwan, pero nagiging hadlang ang availability ng Azure usage.
- Pagkakaiba ng Pax8 vs ShareWeb
- Sa Pax8, may kakayahang makita agad ang usage; sa ShareWeb, naka-base sa invoice ang Azure usage visibility.
- Dati may report logs sa ShareWeb, pero lumipat ang Azure usage visibility sa invoice section.
- Komunikasyon at Workaround
- Nag-email si [Speaker 2] para magtanong kung puwedeng maaga ang pagsend ng invoice o may ibang paraan (“Invoice or other”), ngunit wala pang sagot.
- Pinag-iisipan kung puwedeng isabay sa TS (time and services) ang billing dahil usage-based din ito sa ilang aspeto.
- May pangamba na mababahala ang kliyente (binanggit si “Anzor”) kung maantala ang billing.
- Napag-alamang hindi na-foresee sa onboarding na ganito ang Azure sa ShareWeb, at tuloy-tuloy na nagiging problema ang end-of-month visibility.
- Operasyonal na Hakbang at Koordinasyon
- Iminungkahing kausapin si Marlene tungkol sa pagsabay sa TS o ibang paraan.
- Tinanong kung nakabalik na si Marvin; kumpirmadong available at lilipat sa kabilang tawag para makausap.
## Susunod na mga Ayos
- [ ] Kausapin si Marlene tungkol sa posibilidad ng pagsabay sa TS at anumang interim billing workaround.
- [ ] Mag-follow up sa email ni [Speaker 2] sa ShareWeb tungkol sa early invoice o alternatibong access sa usage data.
- [ ] I-validate kasama si Marvin ang tamang billing cycle: April invoice para sa March 2026 Azure usage.
- [ ] Suriin ang ibang kliyente para makita kung may March usage na nagre-reflect na, at i-document ang findings; magsagawa ng sistematikong audit kung case-by-case ang pagre-reflect.
- [ ] I-update ang accounting team sa inaasahang timing ng Azure usage/invoice (posibleng end of month) at epekto sa closing; bumuo ng konkretong plano kung delayed ang visibility.
- [ ] Maghanda ng communication plan at expectation setting para sa mga kliyente (hal. si “Anzor”) kung may potential na delay.
- [ ] I-dokumento ang proseso sa transition mula Pax8 patungong ShareWeb, kabilang ang roles (hal. Marvin) at timeline, upang mabawasan ang kalituhan sa billing.
- [ ] [Maglagay pa]
> Mga Mungkahi ng AI
> Napansin ng AI ang mga isyung hindi natapos sa pulong o walang malinaw na action items; paki-tutukan:
> 1. Walang malinaw na kumpirmasyon mula sa ShareWeb kung kailan eksaktong available ang Azure usage data (first vs end of month) at kung may paraan para ma-access ito bago lumabas ang invoice.
> 2. Hindi pa tiyak ang workaround para ma-meet ang accounting close tuwing unang araw ng buwan; kailangan ng konkretong plano kung delayed ang usage visibility.
> 3. May risk sa client satisfaction (binanggit si “Anzor”) dahil sa potential na delay; kailangan ng communication plan at expectation setting.
> 4. Hindi pa tapos ang pag-check ng March usage sa lahat ng kliyente; maaaring case-by-case ang pagre-reflect at dapat sistematikong i-audit.
> 5. Kailangan ng dokumentadong proseso sa transition mula Pax8 patungong ShareWeb, kasama ang roles (hal. Marvin) at timeline, para mabawasan ang kalituhan sa billing.
Apr 24, 2026
Speaker 1 00:00:00
Hello, naka-access ako.
Speaker 2 00:00:03
Nay-stress ka. Ako, hindi ko ma-access eh. Kaya try ko lang eh. Pero access ako sa Ang irony neto. Naka-access ako sa... Pero wala na dito yung billing natin eh.
Speaker 1 00:00:21
Hindi, I mean, di ba dito lang naman natin Tinitingnan pag nagbibill tayo Sa show history?
Speaker 2 00:00:26
Sa Pax 8, ang problema, wala na tayo dyan. Ay, oo, ito na. Naka-access ko na rin. Ang problema, wala na dyan yung ano ng Azure.
Speaker 1 00:00:36
Anong-ano ng Azure?
Speaker 2 00:00:37
Sige. April na eh. April na yung hanapin mo. Sige.
Speaker 1 00:00:42
Di ba March muna from previous month?
Speaker 2 00:00:44
Hindi. Hindi. April na. Di ba?
Speaker 1 00:00:48
Gagig. Ganun tayo mag-bill. Wait. Nasaan ba yan?
Speaker 2 00:00:53
Hindi. May na yung, Diba ngayong April, May na advance Invoice tayo lagi sa client. May yung sinesend natin Ngayong April. Tapos magbabacktrack tayo. April invoice yung sinesend natin.
Speaker 1 00:01:08
Wait, wait, wait.
Speaker 1 00:01:21
Ano ba yung previous nito? Let's see if you add me A list.
Speaker 2 00:01:38
Tignan mo sa invoice natin.
Speaker 2 00:01:42
Ayan o, February. Diba? March natin. February, March.
Speaker 1 00:01:48
March.
Speaker 1 00:01:51
Monthly billing for April.
Speaker 2 00:01:54
Ay, oo. March niya ngayon. April pa lang ngayon. So, March 2026.
Speaker 1 00:01:58
Sa napin. Pero bakit Feb to?
Speaker 2 00:02:02
Hindi. March Natin. Oo nga, di ba?
Speaker 1 00:02:04
Oo, di ba? Si Marvin nag-billing nito.
Speaker 1 00:02:10
O, March natin Si Nen. Feb ang ano niya. Hindi ka mag-be-pay sa, Advanced billing. Hindi dito. Sa current, ma'am. Oo. Kung tayo ay nasa April, yung March, Na ano ang... Ang ibibigay mo.
Speaker 2 00:02:24
Sige ba? Check natin dito Kung meron pang March. Sino ba?
Speaker 2 00:02:30
Alier, Alier. Ito.
Speaker 1 00:02:32
Tignan natin.
Speaker 2 00:02:34
Ay, sana. Meron.
Speaker 2 00:02:39
Nasaan na yun?
Speaker 2 00:02:44
Ba't iba na interface? Iba yung interface sa'yo? Parang iba yung isa.
Speaker 1 00:02:47
Same pa naman. Sure. Si Alier. Tignan natin.
Speaker 2 00:02:55
March.
Speaker 2 00:02:58
Finger cross.
Speaker 2 00:03:01
Abado 20.
Speaker 1 00:03:06
Shit, nakalagay.
Speaker 2 00:03:06
Hindi nagre-reflect.
Speaker 1 00:03:08
No usage data found for this month. Sa akin din. Paano kaya yun?
Speaker 2 00:03:15
Try other clients.
Speaker 1 00:03:17
Kasi March yung migration, no?
Speaker 2 00:03:22
Blish.
Speaker 2 00:03:24
Ewan ko ba.
Speaker 2 00:03:28
Oo, kasi nagre-reflect na. Kung etong ShareWeb, Sige,
Speaker 2 00:03:38
Billing. Kasi etong ShareWeb, Yung dates na lumalabas is Feb.
Speaker 2 00:03:45
Sa ano? Oo, dito sa invoice, sa Azure Usage.
Speaker 2 00:03:51
Ayan, Feb yung nalabas. Avalon, Feb 1 to Feb 28.
Speaker 1 00:03:59
Kung yun ang lumalabas, Eh bakit?
Speaker 2 00:04:02
Yung darating na invoice, Yun yung March Azure. Tama ka.
Speaker 1 00:04:08
So, darating yung invoice, The first pa ng month, di ba? Hindi mo pwedeng advance?
Speaker 2 00:04:13
Hindi siya the first end of this month. 30th. Yung problema natin. Kaya sinatanong ko, Pwede natin kausapin si Marlene Kung isasabay yan sa TS. Kasi nga naman, usage-based, Naman siya. Parang Alam mo yun, TS in some, Sense.
Speaker 1 00:04:36
So, moving forward, hindi. Kasi yung hinahabol dito naman Is yung sa closing ng books, Naman ng Accounting. Kasi nga, nakaschedule na sa kanilang By ganitong tapos na ang, MS. Every first of the month, nangangabulin na lang Is yung mga billable.
Speaker 1 00:05:00
So dati ba, nung sa Pax 8, End of the month lang din Nag-reflect? Hindi, sa Pax 8 kasi. Ah, hindi sila sa invoice na pala.
Speaker 2 00:05:09
Oo.
Speaker 1 00:05:11
So sa ShareWeb, walang ganong Function.
Speaker 2 00:05:15
Meron siya dati dito sa report logs Pero pinunta na niya dito yung Azure, Usage dito sa invoice. Ewan ko kung bakit.
Speaker 1 00:05:22
Ano bang sabi sa'yo niya huli ni Ana? Wait lang.
Speaker 1 00:05:30
Wala silang work around dun? Talagang magbe-base sa invoice?
Speaker 2 00:05:33
Ayun. Yun yung huli kong, Email. Yun yung huli kong tanong.
Speaker 2 00:05:39
Pwede bang isend na Maaga? Anong sabi? Invoice or other. Wala pa silang reply.
Speaker 1 00:05:48
Shit. Hindi pwede.
Speaker 1 00:05:52
Mabibenga tayo ni Anzor sigurado.
Speaker 2 00:05:58
Talaga.
Speaker 2 00:06:02
Kahit ano na natin. Kaya ngayon lang natin ano to. Nung una kasi transition pa eh.
Speaker 2 00:06:11
Diba? Hindi natin. Ito, Tinicheck Isa-isa dito sa Azure.
Speaker 1 00:06:16
Hindi rin naman natin, Na foresee During mga Onboarding meetings Na ganun pala, Yung magiging Situation ng Azure. Kala natin, Like, Similar function siya, With Pax 8, Na may kita agad, Natin yung usage.
Speaker 1 00:06:29
Hindi yung kailangan Pa natin Hihintayin yung invoice.
Speaker 2 00:06:32
Pax 8, February.
Speaker 2 00:06:36
February lang, Wala yung March.
Speaker 1 00:06:39
Nagiging continuous problem pala natin yan. Kung lagi yung end of the month pa natin Makikita, yung Azure.
Speaker 2 00:06:46
Exactly.
Speaker 2 00:06:49
Exactly, exactly. Paano kaya yan?
Speaker 2 00:06:58
Paano kaya work around natin Dyan?
Speaker 1 00:07:06
Kamalik na ba si Marvin?
Speaker 2 00:07:08
Nandiyan na.
Speaker 2 00:07:11
Nandiyan siya natin. Call ka sa kabila.
Speaker 1 00:07:13
O sige, Dito tayo sa kabila.
05-08 Lecture: HIPAA Compliance and Multi-Factor Authentication (MFA) Setup
Date Time: 2026-05-08 14:00:16
Location: [Insert Location]
Instructor: [Insert Name]
## Summary
This lecture gives step-by-step guidance to set up multi-factor authentication (MFA) for HIPAA compliance. The session is split into three main parts: creating a PIN on a laptop, linking that PIN to a Google account as a passkey, and setting up the Google Authenticator app on a mobile device. Instructions address different user scenarios, including those with and without SHARP-issued company cell phones. The instructor walks attendees through each process, clarifying the purpose of each security measure and offering support.
## Key Points
### 1. Training Overview and Session Structure
- **Introduction and Session Goals**
- The training covers three topics to strengthen security and meet HIPAA requirements.
- First: create a PIN on a laptop.
- Second: attach the laptop PIN to a Google account, a HIPAA-aligned method.
- Third: install and connect the Google Authenticator app to the user’s account.
- **Audience Segmentation**
- The training applies to everyone, but the final part is specifically for those with a SHARP-issued corporate cell phone or those choosing to use a personal phone for authentication.
- Users without a company cell phone who complete the first two steps (creating a PIN and linking it to their Google account) will be HIPAA compliant.
- **Microsoft Teams Features**
- Quick overview of Teams tools used during training.
- Features include Chat for messages, Raise Hand for questions, and React (e.g., heart, thumbs up) for feedback.
- **Additional Training Opportunity**
- The instructor will teach a Microsoft Teams class with another client immediately after this session.
- Attendees may join by emailing the instructor for an invite link.
### 2. Setting Up a Windows PIN for MFA
- **Purpose of the PIN**
- The PIN is part of the MFA requirement.
- Creating a laptop PIN is key to HIPAA compliance, especially for desktop users without a company cell phone.
- **Steps to Create a PIN**
- 1. Open the Start menu.
- 2. Go to “Settings.” If not visible, search for it.
- 3. In Settings, select “Accounts” from the left menu.
- 4. Click “Sign-in options.”
- 5. Find “PIN (Windows Hello)” and click it.
- 6. Click “Set up.” (If it says “Change PIN,” a PIN already exists.)
- 7. You may be prompted to enter your computer password first.
- 8. Create a PIN with at least six digits. Some systems allow four, but six is standard.
- 9. Confirm the new PIN.
- **Other Sign-in Options**
- The “Sign-in options” screen also includes:
- **Facial recognition (Windows Hello):** Uses the laptop camera to recognize your face.
- **Fingerprint recognition:** Uses a fingerprint reader on supported laptops.
- **Security key:** A physical USB key used for authentication.
- **Password:** The standard computer login password.
### 3. Linking the PIN to a Google Account (Creating a Passkey)
- **Purpose of a Passkey**
- Links the computer’s PIN to the user’s Google account, completing HIPAA compliance for users not using a mobile authenticator app.
- **Steps to Create a Google Passkey**
- 1. Go to google.com.
- 2. Click your profile picture or initials in the top-right corner.
- 3. Select “Manage your Google Account.”
- 4. In the left menu, click “Security.”
- 5. Scroll to “Two-Step Verification” and click it. You may need to enter your password or new PIN.
- 6. Turn on two-step verification if it’s not already enabled.
- 7. Scroll to “Passkeys and security keys” and click it.
- 8. Click “Create a passkey.”
- 9. When prompted, enter the Windows PIN you created.
- 10. When “Passkey saved” appears, click “OK.”
### 4. Setting Up Google Authenticator on a Mobile Device
- **Audience for this Step**
- For users with a SHARP-issued cell phone or those who choose to use their personal phone for authentication.
- **Installing the Google Authenticator App**
- 1. On iPhone (App Store) or Android (Play Store), search “Google Authenticator.”
- 2. Select the official app (multicolored star logo) published by Google.
- 3. Install the app on the mobile device.
- **Connecting Google Authenticator to the Google Account**
- 1. On the computer, in the Google Account “Two-Step Verification” settings, click “Authenticator app.”
- 2. Click “Set up authenticator.” A QR code will appear.
- 3. Open the Google Authenticator app on the phone and tap the plus (+) sign.
- 4. Choose “Scan a QR code.”
- 5. Use the phone’s camera to scan the QR code on the computer screen.
- 6. The app will add the account and show a 6-digit code.
- 7. On the computer, click “Next.”
- 8. Enter the 6-digit code from the app and click “Verify.”
- 9. A confirmation will indicate the authenticator is set up.
### 5. Help Desk and Support Information
- **Immediate Support**
- The instructor offered one-on-one assistance, including remote support, if issues arise.
- **Help Desk Availability on May 8, 2026**
- For post-training issues, users can email the instructor or the help desk.
- Headquarters team members Robert and Gaston will be unavailable after 3:00 PM on May 8, 2026, to pick up company vans.
- The rest of the help desk team will remain online and available.
## Questions
- [Insert Question/Confusion]
## Assignments
- [ ] 1. Create a 6-digit PIN for your laptop via Windows Settings.
- [ ] 2. Link the new PIN to your Google Account by creating a passkey in Security settings.
- [ ] 3. If you have a SHARP-issued phone or choose to use your personal phone, install Google Authenticator and connect it to your Google account.
- [ ] 4. Email the instructor for an invitation link if you’d like to attend the upcoming Microsoft Teams training session.
May 8, 2026
Speaker 1 00:00:02
The name of the town is derived from the river.
Speaker 2 00:00:13
I see that I'm the last to the party today. How's everybody doing?
Speaker 3 00:00:19
Good. How are you?
Speaker 2 00:00:20
Good. Let me close out some things. I have been in, I've been doing back- to- back trainings today, so bear with me guys. Go back up everything.
Speaker 2 00:00:33
Um, real quickly, I'm gonna introduce you guys to a few things. Um. I'm going to share my screen in a moment, so that you so as I walk you guys through this, you can see what's going on. Um, if you have a corporate cell phone, a SHARP issued cell phone, stay for the last part. If you don't have a SHARP issued cell phone, Everything we're going to do in the very beginning is for you and how to get set up. Uh. So we're gonna we're gonna walk through three things together. We're gonna walk through creating a pin on your laptop. We're going to walk through attaching the pin that's on your laptop to your Google account, Which is the way we're going to show you guys how to do it is HIPAA aligned. So, it meets all requirements for HIPAA. And. Then the third thing we're going to walk you through is installing Google Authenticator on your cell phone. And attaching Google Authenticator to your account.
Speaker 2 00:01:31
So just a quick heads up for you guys. I'm going to repeat that in a moment because I see people are still coming in, so I wasn't last to the party. She makes me happy. And bear with me one more moment. I'll pull some other things up.
Speaker 2 00:01:56
And then just a heads up for you guys, I'm going to be teaching a class right after you guys on Microsoft Teams. And if you guys want to attend that, you're more than welcome to. Just send me an email and I'll send you the invite link. Um, you don't have to stay for that. You don't have to attend that one. That's with another client, however, they're open to having. A lot of people joined, so you guys are more than welcome to join us for that training. Yeah. All right. Don't see anybody else entering. There's twelve of you, which is awesome. Wait just a slight bit longer.
Speaker 1 00:02:38
People are still joining. All right.
Speaker 2 00:02:45
So, for those of you guys who just joined. Um. Real quickly, so I'm gonna go through three different options. If you don't have a sharp issued cell phone, the last part you guys can drop for or you can stay on. It's up to you. Um, The first thing we're gonna go through is for everybody how to create a pin for your laptop. And that PIN is part of your MFA requirements. So it's going to allow you to, if you are just a desktop user that has no company cell phone, This is a way that you're going to become HIPAA compliant is by doing this first two options that I'm going to give you guys.
Speaker 2 00:03:23
Um. The second part, Or the second part is actually attaching the pen from your computer into your Google account. And then the third part is how to connect Google Authenticator. And so I'm gonna walk you guys through each one of those. Um. And then if any of you guys run into issues or anything along those lines, I am more than glad to connect to your computer and walk you guys through it. On your computer as well. So, all right, let's go ahead and just get started. I am going. I'm gonna give you guys a quick run through of Teams. For those of you guys who are not used to using Teams. So I'm gonna share my screen. And then I'm going to pull over my Teams account just so that you guys can see. Um, I am going to close up me chat just for a second. Um, up here at the top row where my mouse is. You have chat, you have raise hand, and then you have react. So we're going to go through some of that.
Speaker 2 00:04:19
Notes. If you miss something, um, well, I guess notes are having an issue. We're not going to use notes then. You can go into chat, and then you guys can type out messages if you would like. You can raise your hand if you guys have questions or anything like that. And then you can also react to things. So like this is a heart, it'll allow you to react. And it'll pop up and go away. So during this training, I'm going to ask you guys to show your To raise your hand or to send something in the chat or to react to things as we walk through it. Okay, and then today we're gonna. I'm gonna share my screen with you guys, so you'll see my screen. Yes, I have a lot of apps open. I do need to reboot. I'm going to do that in a moment, just because it's been a very fast paced day. So bear with me. And Brie did make an opinion, but she's too lazy to say hi. She's too busy cleaning herself behind me.
Speaker 2 00:05:16
And you'll see the other two run through here in a moment. They like to chase each other during my meetings. So, All right. Very first thing I want you guys to do, follow along with me. So if you can, uh, you might have to at times if you only have one screen, You might just be might have to minimize and bring back up just to see what I'm doing. Also, I sent out an email earlier today. That email does have step by step instructions as well. So if you get lost, feel free to either ask me to stop and back up. Or, you're more than welcome to bring up the instructions as well and work through that. So, Very first thing we're going to do is we're going to hit the start button. For most of you guys, That'll be towards the center of your screen or to the left of your screen. So, it's a thing that looks like a window pane, and you click on that and bring up the menu. And then you should see settings. Bear with me, I'm losing my voice already. You should see settings here. If you don't, you can type it into the top bar.
Speaker 2 00:06:15
And just hit open, so you guys will see that come up, and the screen that you'll see is going to have your computer name here. So, I'm also going to say something about Windows Updates. So, I'm going to wait and pause and let all of you guys catch up. And I am going to grab me something to drink real quick. I've been talking for four hours, so I am going to grab some tea. The name of the town is derived from the river. So everybody should be right here.
Speaker 2 00:06:46
And what I want you to do is look on the left side. You're going to look for accounts. It's right here. So you're going to click on accounts. And then under accounts, you're going to see um, you might see your name, you might not. But you're going to click on sign in options. So that's usually the third option there. And then once you click on sign in options. You're going to look for Windows Hello and PIN. So there's a couple options here, And you guys are welcome to go back and set up any of these options here. I'm going to walk you through them real quick while everybody's catching up. Facial recognition, that's where on your laptop your camera will recognize your face. I'm working on a desktop right now instead of my laptop, so I don't have facial recognition turned on on my laptop. Or on my desktop because I don't have cameras that works for that.
Speaker 2 00:07:44
Some of you may have fingerprint recognition. You have a fingerprint reader that comes on some of the laptops, not all of them, but some of them. You'll have that option as well. And we're going to use PIN. So this PIN, just like your, you know, your four-digit debit card PIN or along those lines, something along that line. Security key, that's actually a physical key. If you guys look at my camera, I'll show you mine. I have three of these. Two were connected to my machines. This my one for my, my cell phone. Um, so that's a physical key. If you if we choose to give you a physical key in the future, it's only going to be certain people. But just so that you guys are aware of what that looks like, anytime you see that plugged into my laptop, you know what's going on. And then you have your password. This is your standard password that you already use to log into your computer. Now we're going to go to Windows Hello, and you should see a button here that says "Set up." Go ahead and click on the setup button.
Speaker 2 00:08:41
If you see change pin, You guys can just hang on for a moment because you already have your computer locked down with a pin. For everybody else, you're going to click on setup. I can't do it because my screen, I've already set up my PIN a long time ago. But it'll be a window similar to this. You're going to choose a number combination. Um, and that number can be six digits or eight digits or anything else. You can't go below six digits. Some of you might be able to, but not all of you. So, you're going to have a six- digit PIN, and you're going to confirm that six- digit PIN. Now, some of you may get asked to log in with your computer password. If you do, that's okay. Go ahead and log in, and then you will see the screen pop up. And then what I want you guys to do is I want you guys to react with a thumbs up.
Speaker 2 00:09:38
Once you've got that completed. Okay,
Speaker 1 00:09:48
Carmen's got that completed. I'm sorry.
Speaker 2 00:10:04
Uh, Robin, It could be anywhere from six digits all the way up to I think twelve. I may be wrong on that, but I know six digits minimum. Some people may have the ability to do four digits, but not everybody. I've seen most people have it's required to do the six digits.
Speaker 1 00:10:41
You're welcome. I have a lot of friends. And.
Speaker 2 00:10:57
If you guys want to see a kitten. She was trying to climb up my leg.
Speaker 1 00:11:07
She likes her throne over here next to my desk.
Speaker 2 00:11:19
The City is located on the banks of the river. All right. How many show of a thumbs up emoji? How many of you guys are done? Alright, Vanessa's done. Liz is done. Carmen's already said she's done. Robin's done. Ron? Hello, how are you doing? All looks good. Alright. So once we, Once we do it, we're back on that change pin. We move this from assign in options. Yes, ma'am. Perfect. All right. So Since most of you guys are here already, I'm going to go ahead and minimize this screen. And I want you guys to open up Google. So go to google dot com or go to your homepage if your homepage looks like this.
Speaker 2 00:12:07
I've seen some of your home pages. Some of you guys have got different news sites and things like that as your homepage. Perfectly fine. If that's the case, you're going to just type in google.com And then once you're there, You're going to click on either your picture or your initials up here in the far right. If you hover over, it's going to show you Google Account and then show your name and your email address. So, You're going to click on that. And a little screen is going to pop up and you're going to click on Manage Your Google Account.
Speaker 2 00:12:40
Once it opens, You're going to see this lovely blue page with a lot of things on the left. All right, now you're going to click on security sign-in. And then from here, I want you guys to scroll down. You're going to see two-step verification. Go ahead and click on two-step verification. I mind is not going to look like yours, but I am going to have to confirm who I am. So it's going to ask me for either my password or my PIN. I've already got my PIN set, which is what you guys are working on right now. So I'm going to do my PIN. And you're going to have an option to turn on two-step verification. So go ahead, turn that on if you see it. Some of you do have it, some of you don't.
Speaker 2 00:13:36
And then you're going to scroll down to pass keys and security keys. And I want you to click on that. And I want you to create a passkey. So what you're going to do is you're going to create a passkey, click that button. Now at this point, if you haven't put your password in yet, it may ask you. So bear with me one second. I'm going to delete mine so that you guys can see what it looks like. And I'm going to say, create a passkey. And create a passkey again.
Speaker 2 00:14:06
And now it's going to ask me to put in my PIN, and that's what the PIN number that you just Set up on your computer. You're going to type that in, and it's going to say "passkey saved." It's gonna have your email address. It's gonna say Google, and you're gonna say okay. And that's all you have to do. Now your computers are HIPAA compliant.
Speaker 2 00:14:38
Let me know. Give me a thumbs up emoji once you've got that finished.
Speaker 2 00:15:06
Nice. All right. Uh, just to give you guys a quick heads up, you can do Google Authenticator on your personal devices if you want. Now that being said, I'm not saying you should. I'm not saying you have to. I'm just gonna say if you want. If, you don't have a Sharp cell phone, and you want to add Google Authenticator to your cell phone. Stay on, if you don't have a sharp cell phone, and you don't want to use your personal device. Go ahead and drop off. I guess I'm sorry.
Speaker 2 00:15:45
Com ment, did you have a question?
Speaker 3 00:15:47
Yeah, so I have I don't have a smartphone nor a laptop. So do I need to stay on or no?
Speaker 2 00:15:54
You can stay on if you want or you can drop if you want. It's up to you.
Speaker 3 00:15:58
Okay, but as long as I did the Googleum. Pass keys and then the other the pin. I'm good for now. Yes, ma'am. Okay. Sounds good. Thank you.
Speaker 2 00:16:11
You're welcome, and bear with me my southern accent's coming out. Uh, just because I've talked so much today, I can't. I can't keep my uh California accent in. So bear with me. Um, all right. So for the rest of you guys, if you're still on the pass screen pass keys screen, say that five times fast. Uh Liz, if you already have Google MFA on your personal phone, yes, that is okay.
Speaker 2 00:16:45
I'm gonna give one more second and see if people aretyping.
Speaker 1 00:16:56
I'm not sure what you mean. If,
Speaker 2 00:16:59
Do you need to see if you have Google MFA If you've got your Google MFA attached to your Sharp account. No, you can drop off. Okay.
Speaker 2 00:17:12
All right, I'm going to um I'm gonna go back on the screen. I'm at. So I'm still in PassKey. So I'm going to hit the back button, and I'm back in the two-step verification section. Now, I'm going to add an authenticator app this time. But first, before we add the authenticator app, I'm going to ask you guys to go to your individual devices. I'm gonna show you guys how to do it on my iPhone. But I know some of you guys have an Android, so just follow along as best as we can. And so, Very first thing I am going to do is I am going to go into my App Store. And I'm going to go to the search page. So if you guys can see on my camera, Let me stop sharing for a moment. So you guys can see my camera a little bit better. So I'm going to search for Google Authenticator.
Speaker 2 00:18:04
And make sure you spell out Google Authenticator because if you don't, you're going to get a million Google hits. All right. So in here, You're going to see a couple different options where my middle finger is tapping the phone. That's the option you guys are looking for. So you want to look for the multicolored star. Don't do this one down here. There's a few others that may show up. You just want the one with the multicolored star. So you're going to click on that one. Make sure that it says Google on it. As the Google is the company name, so make sure that says Google right there. And, then you're going to press Get or Open if you already have it installed. So I am going to give you guys a few moments. Someone's over here complaining. She says, "I am talking too much." I am going to give you guys a few moments to um. Go ahead and let that install. And if you've already done it, you can enjoy the pictures or.
Speaker 2 00:19:00
You can join my orange monster back there. That's moose. He thinks he rules the home, but it's actually Bree who rules the home. I'm not a crazy cat lady yet, but my daughter says that I'm getting close. Liz, If your MFA on your personal cell phone is not associated with your SHARC account, that's fine. Uh, we can add your SHARP account and trust me as a person who has. Um. Well, I'll show you in a second. I have a lot of accounts on my on my MFA, so you can add more than one email. You have the other MFA? That's fine. Go ahead and install Google Authenticator if you want. You know, I've never we're going to try it on my Microsoft because I've got Microsoft too.
Speaker 2 00:19:57
I've never thought to try it on Microsoft. I have a couple different authentication apps. If you guys want to see a scary looking one, this my Microsoft. Scroll to the top. This my Microsoft one, so it's very similar. And I have a bunch of accounts. So I haven't attached almost everything. And for my Google. I got quite a few here too. So. All right. So what we're going to do, How many of you guys need me to pause a little bit longer for you to install? Just show it. Raise your hands.
Speaker 2 00:21:03
All right, so under two-step verification, if you still see pass. key up here, just hit the back button and you'll be back to two-step verification. If you've gone all the way back, you're just going to go to security and sign on. And then scroll down to two-step verification. And then I want you. Once you're here, I want you to go to Authenticator. If you don't see Authenticator here, scroll down and see if it's an option. But if it's, But you should see Authenticator somewhere on this page. I've seen it at the bottom at times. We're going to click on that. And you're going to set, you're going to click on setup authenticator. So, oh wait, I'm sorry. I am not sharing my screen. I apologize. Okay, so let me go back. Show you guys one more time. Under Security and Sign-in. We're going to click on that.
Speaker 2 00:21:58
And, then we're going to go scroll down, and we're going to do two - step verification. And then under two-step verification, you're going to look for authenticator. Once you click on it. Yes, you can keep your personal email in Google Authenticator. Please do. I have every single one of the systems, even my personal stuff on authenticators on my phone. It is very secure. Almost very secure. There, there are some have been some issues in the past, but it's still. HIPAA certified and one hundred percent secure. All right, You're going to click on set up authenticator, and it's going to pop up and show you a QR code. Now open up Authenticator on your phone. So I'm in the Google one. And you're going to click on this plus sign right here. So click that little button and you're going to see an option, um Pop up that says.
Speaker 2 00:22:56
With QR code or scan QR code. It's going to be the bottom option, so I'm going to click it. And then you see the camera came on, so I am going to scan that QR code myself. Don't scan mine. Scan your own. And then I'm going to say next. Now, when you're on your phone, it's going to pop up and it's going to give you numbers. The very bottom one is the one we're doing right now. So you're going to enter that code on the next page.
Speaker 2 00:23:26
Once you enter that code, it's going to verify. And now you see Authenticator has been set up. And that's all you do. So make sure you're using the code. That's that just popped up on your phone. It's going to have your email address, so I don't know if you guys can see my camera clearly. Um, but it's gonna have my email address. You guys will see I've done this a few times today, so you'll see that up there. So that's the code you're going to use. Now I'm gonna go in and delete all the other ones that I've added today. Delete that one. And delete that one. All right. I think we are good. Anybody have any questions?
Speaker 2 00:24:26
You guys are the fastest class I've done today. Is it because it's almost three o'clock and it's on a Friday?
Speaker 3 00:24:35
That's exactly what it is.
Speaker 2 00:24:39
Oh, I just got new furniture delivered during my lunch. So I do. Yes, I I needed a bigger dining room table for all my kids, so nice. It it I am like, it's almost five o'clock and I can go put together my table.
Speaker 3 00:24:58
There you go. Have at it then. Yeah, it's gonna be a good weekend for you then.
Speaker 2 00:25:02
Yes, cause my kids could not sit around my old dining room table. They were scattered everywhere for Sunday dinners. So now I've got a table big enough.
Speaker 3 00:25:12
Good. Well, I'm glad you do. Enjoy it.
Speaker 2 00:25:15
I will, thank you. All right guys, I will see you all later. Thank you guys for joining, and then we are going to do some more trainings in the future for you guys. So. Have a great weekend.
Speaker 3 00:25:29
Take care, Chrissy. Bye- bye.
Speaker 2 00:25:32
Sergio, do you need me to stay on for a moment? I see you'retyping.
Speaker 2 00:25:54
Thanks You too, Sergio. Alright guys, if you need help, feel free to email me or email the help desk. I uh I know the team is going to be away, this afternoon. So, no one is in headquarters after three o'clock because they got to go pick up on the company vans from the mechanics. Um, but if you guys run into any issues, feel free to uh email the rest of the help desk. Is still online just. Robert and Gaston are going to be off. All right, thanks guys. Have a great weekend. Thank you.
## Meeting Information
> Date: 2026-04-21 08:06:42
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 3] [Speaker 4]
## Meeting Notes
### Overview of Two Nonprofit Clients
- Two large, top-five Crimson clients were discussed: SHARP and Ability First. Both are nonprofits currently using Verizon.
- **SHARP (Southern California Health and Rehabilitation Programs):**
- Approximately 700 lines for computers and phones.
- Poor Verizon signal at multiple sites, including residential locations and clinics.
- Uses a mix of iPhones for management and older Android devices (3–5 years old) for other staff.
- A new CIO (since February) is focused on eliminating redundant systems and reducing costs, having already cut $300,000.
- **Ability First:**
- Over 200 lines, though not all are active.
- Verizon contract expired in January; currently month-to-month.
- Experiencing issues with the Verizon Pasadena representative.
- Crimson manually manages their phone inventory.
### Proposed Mobility Management Services
- A standard process was outlined for both organizations:
- **Discovery & Audit:** This meeting serves as the discovery phase. Next step: a no-cost, no-obligation audit of three months of invoices and a device report.
- **Presentation:** The audit will compare current versus optimized costs, highlighting savings that often exceed the service fee.
- **Service Features:**
- **24/7 Service Desk:** Handles move/add/change/disconnect requests, accessible via IT or directly by end-users.
- **Lifecycle Management:** Device procurement, setup (ABM, Intune), and inventory management, with devices stocked in Woodland Hills.
- **Reporting & Analytics:** Custom reports for cost allocation, savings, and identification of unused lines.
- **Multi-Carrier Support:** Ability to manage multiple carriers (e.g., AT&T, T-Mobile) to improve coverage.
### Specific Client Needs and Solutions
- **Device Policy and User Preferences:**
- Interest in offering eSIMs so employees can use one phone for personal and business lines, reducing the need for two devices.
- Discussed a BYOD policy, including transferring liability of a personal line to the corporate account.
- MDM solutions like Intune can containerize corporate data for security and enable easy removal when employees depart.
- **Onboarding and Ticketing Process:**
- Current workflow uses Crimson’s IT portal for ticket creation.
- Mobility tickets for SHARP and Ability First could route directly to the proposed service desk via email or API.
- This streamlines support and maintains consistency, even with multiple carriers.
### Cost Optimization Strategy
- Primary savings come from optimizing mobile plans.
- Many accounts use unlimited plans, but usage varies significantly (80/20 rule).
- Plans can be retroactively adjusted within a billing cycle to align with actual usage, moving low-data users to more cost-effective plans.
- The service fee is typically a flat per-line monthly rate (e.g., $5), adjustable to ensure it is covered by realized savings.
## Next Arrangements
- [ ] [Speaker 2] will email [Speaker 3] the required audit documents list (three months of full PDF invoices and a device report) and a new mobility services one-pager.
- [ ] [Speaker 2] will create two OneDrive folders for document submission: one for SHARP and one for Ability First.
- [ ] [Speaker 3] will gather the required documents for both clients; note that SHARP may take additional time.
- [ ] If documents are not received, [Speaker 2] will follow up with [Speaker 3] in one week.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. The timeline for the SHARP presentation is in two weeks, but acquiring the necessary audit documents from the Verizon rep on paternity leave might cause delays. A contingency plan for the presentation should be considered if the data isn't available in time.
> 2. While eSIM and BYOD policies were discussed, no final decision was made on the preferred approach for SHARP or Ability First. This will require further discussion and policy creation.
Apr 21, 2026
Speaker 1 00:00:04
Yeah, I know.
Speaker 2 00:00:08
Good morning. Good morning, Christy. How are you? Nice to meet you.
Speaker 3 00:00:13
Nice to meet you. My apologies, I decided to take my daughter to school today. Oh okay. And I always drop her off at the Target a block away because high school doesn't want.'Cause it's not cool?
Speaker 2 00:00:25
Yeah, well or and it's not cool that your mom dropped you off right? Well she doesn't mind it, it's just.
Speaker 3 00:00:32
I I live in well, I live in El Segundo Hawthorne area, but we have to do the school in Hawthorne. And so people were weird. And today was no exception. Even at the Target where a couple other moms are dropping off, there was a little accident. So it was comical. Always a fun time, Huh? Yeah. So my apologies for being late. I I was literally waiting. Our elevator in the parking garage was crazy and yeah, it was just a very interesting Tuesday morning.
Speaker 2 00:01:10
I work from home, so it's not a it's not a big deal. It's not like I had to rent out a uh uh conference space for the call.
Speaker 4 00:01:19
Yeah, no worries. Um okay, so hang on one second. One of my so I have two clients. I don't knowum what Alex has told you about me or if he has. Other than I am weird and crazy, and you know, I have fun at Crimson.
Speaker 2 00:01:35
Um, she he had also mentioned. I think there was like a couple of months ago. You had mentioned a different clientum that had around six hundred lines. Yeahum he didn't really have much other information. He said just uh bring it up as a reminder.
Speaker 3 00:01:49
Yes. So both of these clients are what we're going to talk about today. So I used to be uh running. Operations and running a few other things at Crimson, and then I told Anwar, "Hey, I want to become a mom, ", and he helped me change my role a little bit. So that I now went from managing all the clients and all the staff to two clients. And you know,' having a lot of fun that way. So, I've taken on two of our larger clients; they're in our top five clients. Okay.
Speaker 3 00:02:27
And so they're both nonprofits. One is SHARP, it's Southern California Health and Rehabilitation Programs, and so they are running. I'll be honest, they're probably running closer to seven hundred lines. Um, I don't have the exact figure from Verizon yet, but they are running lines on both computers and laptop. I mean computers and phones. Um, and then Ability First who's running a little over two hundred lines. But not all of those songs are being used. So both of my clients are nonprofits. One, they're both on Verizon. Verizon Pasadena rep is I am struggling with, I'll be honest, we're all struggling with her. She'll jump in and out, and then she'll totally ignore me in favor of looking good to the CFO for for ability. And it's just a weird situation so I am.
Speaker 3 00:03:27
Jumping in, I am looking to. We need to start looking at replacing phones that are old, but also looking at the mics and stuff like that that we have. But Sharp's a different piece. Uh, Sharp is I took over as CIO um in February. They turned they terminated their C CIO um on February nineteenth. Uh had already slated for me to come in and take over. I am still cleaning house. I'll be honest, I have sixty three vendors, a lot of redundant systems, a lot of old systems. I am paring down a lot of things. They had two antiviruses on their computers because he wanted the redundancy. So.
Speaker 2 00:04:16
Sounds like you are going to make them a profit company. Yeah, just joking.
Speaker 3 00:04:22
I have already cut three hundred thousand, In just a few months, I've been there. That's that's amazing. Yeah, so just a heads up. What I'd like to do. We're we have and I'll talk about sharp first because sharp is the big one. We have a lot of complaints coming in from sharp um where some of their sites because they have multiple sites, they have residential locations. They have clinics all all the things. Um, And a couple of their sites is really hard for them to use Verizon because they don't get a signal. Um, so their phones don't work, their computers don't work. You know, and we're just running into a lot of things. Plus only management has iPhones. Everyone else has an Android. Um, and the androids are old. Um, some of them are three, four five years old. Um we have a lot of broken ones. We I mean, we have a whole bag stash of broken ones.
Speaker 3 00:05:20
For a long time, the former CIO was like," if someone leaves and they're this position higher, you know we're keeping the phones." And, they would put the phones in a closet and never touch them again. Nice.
Speaker 2 00:05:32
Expensive paperweights.
Speaker 3 00:05:34
Right. And they were doing the same with computers. I stopped that when I came in. I was like," no," because one, this is an issue with compliance and things like that. So we're already backing up their data. We already have litigation hold on the right people, Everyone else, we can just delete and go on. Um, so that's that's where I am at right now. Like I said, I am killing things. I am trying to get things wrapped around. Um, They are the client that I need to heavily invest my time in right now, even though Ability First is just as important. Um, But they're the ones i am working through pretty heavily So. They're the ones i am more interested in getting on with you guys if.
Speaker 3 00:06:18
Their management will approve, but I've got to take what I know about you guys, have the conversation with you, take a look at the cost and things, and then take it back to leadership team in two weeks. Okay. Now are you Oh, sorry.
Speaker 2 00:06:33
I was just say, are you familiar with like our typical like? And this is probably not atypical, but our typical like sales process and how we we typically, you know, present things to leadership?
Speaker 3 00:06:45
No, I know everything else about you because I don't know who has told you, But I did a lot with your uh with your cybersecurity questionnaires and stuff that you guys had to do for. Thank you for that by the way.
Speaker 2 00:06:58
That's all it's uh. You're welcome. Because I look at that like I am reading, you know, Cantonese. So, I appreciate the help. No worries.
Speaker 3 00:07:08
Uh, so i i jumped in on that one. That's. What I know about your company? And that's why am more comfortable with you guys because i. I know all the dead bodies at this moment. So, that's what I told Sharp. I am like, "I am going to give you guys to a company that I know." And it's not that I know them by reputation; it's "I know them," like I have seen the guts. So they're going to be a lot more comfortable with that. But with Ability, it's a little bit different. Their contract with Verizon—they're on month-to-month.
Speaker 3 00:07:44
Now they expired back in January. Um, I really have struggle with rep getting a hold of her stuff like that. Um, So we we are running through that, and we're manually we're manually keeping the phones at the crimson office. So when someone departs, we got to go hunt down the phones. We bring them to the crimson headquarters, and then we uh send them out again when we have new person coming on board. Okay. So, All right, so your turn now that I monopolize the first, you know, ten fifteen minutes. No.
Speaker 2 00:08:21
No worries. That's that's a great debrief and and I'll probably have some questions about each one. But, Um why don't I kind of give you just an overview of how it would work for both organizations? And then you can kind of tell me if that you know. Kind of makes sense. So, Our process is typically, um you know, we do a discovery, which is what I am considering this. Um you know getting some information on the accounts and seeing where our service can really benefit them, Um the process, typically, in order to prove our worth upfront is we do a no cost, no obligation audit on the account, um what we look at is three months of invoice plus a device report.
Speaker 2 00:09:02
Downloaded from the Verizon sites, And what we do is we we come back and we would present to you and say, "Here is where you are today," without changing carriers or contracts or how the devices are being used. Through optimizations of plans, identifying lines with no usage, here is where your cost will be moving forward. We break it down on a per device cost as well. We'll show you the total monthly savings but also on a per device cost. And typically, The delta between those two numbers at a minimum are going to cover our fee for our services. And more times than not, especially with Verizon, we're able to save above and beyond what our fee is. Therefore, netting savings so adding to that three hundred thousand dollars that you've already saved. Um, You know, so they can reallocate you could reallocate those funds to, you know, other other issues. Um that is typically what our our sales process looks like.
Speaker 2 00:09:58
Understanding where we can come in from a support standpoint, so we have our twenty four by seven service desk, we have an online portal, we have our reporting and analytics tools, and then as well we have our life cycle management services. So the actual physical device setup from birth to death. So I guess my first question is from a help desk standpoint. If I am a user at one of these organizations, and let's say, I lost my phone. And I need a new one. How does that process work today? Do I place a ticket? Do I call up? Do I email all the above? How does it typically work?
Speaker 3 00:10:38
So basically, It's how you would do it currently for Entrotech. If you were to wish to get a computer. So you're going to call Crimson. Okay, we are going to for Ability First because we keep those phones in house, We will uh contact Verizon get the number uh switch over to a new phone. We'll go, Going into Apple, we'll do the device lock or Intune, depending on the client. And then go from there. So, Ability versus Intune right now, Sharp is on Google and I am going to be making that move to to Intune later on this year. And, then for Sharp, they just find an old phone that's in the bottom of the box because they've lost it, and they'll give them that old phone if they crack the screen.
Speaker 3 00:11:27
They they find these monster pricks and give out the monster pricks. Um, that is not my process, that is their process. Uh, the original I have not changed yet, so I am working on making those changes. Okay.
Speaker 2 00:11:43
How do you want it to to go moving forward? Um, Typically, our, you know, our direct clients willum choose how they want to interact with us, right? Usually, it takes a pit stop in it. And then they swivel chair over to the carriers today, right? With us, they can. They they could still take a pit stop. So all those move, add, change, Disconnect request tickets can take a pit stop in it, and they could swivel chair over to InsurTech's help desk process. Those requests directly with the carrier because it's a lot easier than working directly with the carrier. The other option is that service desk can be open directly to the users through API feeds, or they can utilize the eight hundred number or the email.
Speaker 2 00:12:25
Um, so it's not actually having to touch it, And you're not having to place those tickets because at the end of the day, you're really just a swivel chair. Um, right? Taking information from one person and and giving it to the carrier. Um, where we can help circumvent that is by customizing how we support them. Right? The first two things you said off of off the top of your head was, you know, devices, which device who gets certain devices. So we already kind of know that management gets iphones, you know so on. And so forth. And then also with Sharp, you know, they go into their their stock of devices of used devices to redeploy devices. So that's something that we can certainly come to. When it comes to reporting and analytics, it's really everything under the sun. I have to imagine at least with Sharp, they're probably allocating these costs across different cost centers or departments or locations. We can set up those reports to be completely customized to their needs delivered to them at the timely fashion, so they're not having to create any reports.
Speaker 2 00:13:22
Um, Additional reports that you know kind of out of the box would be like a savings report. Here is what we did last month. Here is what we identified. Here are some things that the client needs to take action on. One of those things you had mentioned is like unused devices, like these lines have not been used in ninety days. Um, the reason why we do that, Christy, is because we don't know right? It could be, you know, I was making a joke. It could be the CEO's bat phone or it could be an emergency backup device. And there is a reason why it doesn't have any usage on it, but it needs to stay active right for an emergency situation. More times than not, it's not that. More times than not, it's just something that slipped through the cracks. No one told poor old IT that this device is no longer needed or no longer being used. We can then disposition those into suspend or cancel status. We can also go one step further by APIing into any HR system.
Speaker 2 00:14:12
To push that information out to us or an SFTP file, you know, weekly monthly however often they would like, Where it tells us the employment status of that person, and that employment status can then link to a direct ticket to suspend or cancel a line of service. So it doesn't hit thirty sixty, ninety days of no usage. We're kind of cleaning things up organically. And, then the last thing which I think would probably help out with both clients is is our lifecycle management services. Typically, The way our clients utilize that service is we keep a stock of their unused or brand new devices at our location in um in Woodland Hills. Once that ticket comes in for a replacement or a brand new line of service, It's pulled off of that shelf, and then it's set up in the exact fashion that you would need. So everything that you guys are kind of doing today, the A B M, the Intune setting up those devices, maybe you put a case or screen protector any other accessories.
Speaker 2 00:15:08
Sometimes organizations want their logo as the background on the phone. They want certain applications downloaded. They want certain applications on the front page of the smartphone. The possibilities are endless, but the device is set up directly. If you place that ticket today for a new device or a replacement device, it's shipped out that day and sent directly to the user. For all intents and purposes, What we like to say is we can get you as much out of the cell phone management business as you would like, and it will typically cost you less than what your Spending today, the other thing that you had mentioned, I think it's on sharp. No, I think it's on ability. Is that you have some but wait Which one is it? I am looking at my notes here. Oh, Oh, no, Some sites are not getting signal for Verizon right? So. That's what Sharp um we can. Certainly, once you identify which lines those are we can because we are partners with all three of the carriers we can essentially act as the rep.
Speaker 2 00:16:07
In that situation, so we can actually present to you. Here is what it would look like by shifting those over over to you know, AT and T. Here is what that would look like shifting over to T Mobile, and then the onus is one hundred percent on us in getting that deployed.
Speaker 3 00:16:22
Gotcha. So. So here is I am going to throw in a two wrenches into some of what you said, well, not once a wrench once, not a wrench. Um so I would like to also. Offer them uh the ability to eSIM for anyone with a newer phone uh into their existing phone because a lot of people are not liking carrying two phones, and that is something I'm hearing pretty commonly across the board. So I'd like to offer them the ability to do um to do an eSIM if they have a phone that has the capacity to do it is that something you guys can do right now?
Speaker 2 00:17:03
It depends on where that device, that that line of service is going to be paid for. Yeah. So if it's on the the business account, then the answer is yes. If it's on their personal account, We can't manage that because the main part of implementation is we need to have access to the account right? And then if you're looking at you know BYOD lines right? We can't we can't support that because then we're, Relying on, and it's also a consumer account, soum it's it's a little bit different from a management standpoint. We can still provide visibility from a reporting standpoint, but that would be more of a manual thing on the back end.
Speaker 3 00:17:45
Gotcha. So like currently from my phone, I have a business line and a personal line going into my one my iPhone. Um and they're on different accounts, but they're both AT and T accounts so uh, One is not crimson. One is my small business that I run myself, and then the other one I use for my crimson and personal life. I mean,
Speaker 2 00:18:08
There are a million different options when it comes to trying to reduce the amount of two phones in your pocket. One of them is like you know bring your own device. It's like it's not buy your own device, it's bring your own device so you would, Let's say you hired me, right? I have Verizon line, consumer line. You would just take over liability of that line, and then I can use that phone which is mine with my phone number. And, you just bring it on your account and I no longer am paying my my bill because you have taken it over. And then it works both ways; it's called the transfer of liability. You can transfer liability in, and then if that person transferred that liability in if they leave the organization, you can also transfer back out.
Speaker 2 00:18:56
Well, you know, Using the MDMs like Intune and stuff like that to kind of separate the church from state, right? Containerizing all of their corporate data into one bucket. So if they do leave the organization, You can easily or we can easily remove their corporate data from their personal device, and then they go back to how they were doing things. Yeah. You are not also worrying about the only issue with that is then you are managing a lot of different operating systems. True, you can have a Google device, which could be all sorts of nightmares. I don't even i don't know how they keep making devices. I don't even know anyone that's owned one.
Speaker 3 00:19:35
I haven't owned one in years. For so what I am doing with one company is because they're going their Apple devices, all Apple devices, And this is totally different company;. It's too small for you guys.;. It's a twenty person at the top. s.
Speaker 3 00:19:52
But one of the things I was thinking of is, sorry, I was about to sneeze. My cat has been very well. I have three, but one of my cats has been very needy this morning, so I've been cuddling him. But. So what we do currently with that with that company is any there's like two people. One person left recently and all we did was we went into Intune did a wipe command, which only removed corporate data, and then they were on their way. We call AT and T kill. Yes,
Speaker 2 00:20:26
There are. I mean, I am giving you one. I gave you one option, which it sounds like might be a potential. And the other thing is, you can give options. You know, is there with either of these organizations? Is there a mobile device policy? We can help create that right. We have hundreds of clients, you know from, That range in size from a hundred lines of service all the way up to ninety thousand mobile lines of service. So we have seen every single kind of corporate policy that's out there. We can help create that for these organizations as well, so they have those kind of standards moving forward. But the options really are endless when it comes to that. I would say from a security standpoint, You still want them on, you know, a corporate line of service. So you have more control as opposed to a personal line of service, but.
Speaker 2 00:21:16
Um, yeah, those are those are you know, and I can certainly discuss more options with you. But you know they can get more complicated. I would say that those are your probably your your best, but keeping theum the e Sims is perfectly fine. We can even help source those e Sims for you as well.
Speaker 3 00:21:33
Okay now for onboarding, I'm going to make sure like we understand, uh, do you know how the onboarding currently works? Yes, I do. Okay, And so you know about our form, right? Your form. Yeah.
Speaker 2 00:21:49
Oh, are you talking about onboarding like a new employee? Yes. For for intranet? No, I have no idea because I don't know. I've been here for two years and eight months. Yeah So I wouldn't remember what I had to do andum, Because you guys do such a good job, I don't deal with it when I have a new user on my team. So, so and I am by the way, MIT's worst nightmare because I am all thumbs. I am all thumbs. So, I sell technology. I cannot. I can barely use it. So,
Speaker 3 00:22:28
You are the reason I still have a job in the world of IT and You are welcome.
Speaker 2 00:22:36
And as long as I am employed, you'll have a job then. Because you can't teach this old dog any new tricks anymore.
Speaker 3 00:22:44
I feel the same. I've been in IT for oh god twenty eight years. So this is your IT portal. I don't know if anyone's ever showed it to you. I am not going to log in because I don't have a login to your site, but that's your that is your Intrachem IT portal. I am in the crimson one, So I can access your stuff. So basically for you guys, What you do is you create a ticket and you do an onboarding offboarding ticket. And then I'm just going to look up Entain. Oh, they don't have one for you guys. All right, I'm going to do an IT R. Oh, IT R.
Speaker 3 00:23:26
There we go. Okay, so we have an onboarding offboarding form for you guys. Um, I'll go in if I was your. Person, I'll go in and fill this out. Or in the case of ability, we're actually um we're actually setting up Paylocity to do this for us. Uh it'll send the form in the exact same way. And then basically we fill out the information, mobile phone, um if that's your user's current mobile phone. Um and then if they need a mobile phone for ability, we actually have a section here that says um need a mobile phone. You guys don't have that.
Speaker 3 00:24:03
But for abilities, it actually says, uh need a mobile phone. Uh assign existing number and it'll ask for the existing number if we have it. Uh and we'll look it up if not, we'll assign a new number. And then um, And go from there. So what we can do um for for you guys, because we have Lyon Lyon real estate is one of y'all's clients and our clients. Yes, yes, So. What we what we do is our team sends over the information to you guys. Um, and I would do the same thing with sharp inability first. Um, send over the have the ticketing system send over the information to you automatically. Um, currently we do it by by email, but we can always look at doing an API. And I can talk to Walter about that part because he's working on some API stuff. Yeah,
Speaker 2 00:24:49
So any of those mobility related ticketsum can come directly into our service desk to process the requestsum with the carrier. And then, If it is in the case of Sharp, where they're adding an additional carrier for those other sites that are not working with Verizon, the process becomes the same. Whereas today, you know, if you were to switch over, You know, a hundred of those seven hundred lines over to you know, AT and T, your now have a different process. Your process now would stay the same regardless. I have I have a client with eight carriers in the US. I didn't even know there were eight carriers in the US until I met them. What are the eight?
Speaker 3 00:25:25
I know about Spectrum, I know about uh Verizon, T Mobile, A and T. There's a.
Speaker 2 00:25:31
Kentucky one that I can't remember. Yeah, there's some regional ones. There's Alaskan Communications up in Alaska. Um like Alaska basically has A and T, And then if you're in any part, that's remote basically outside of the three main cities that are thereum they use Alaskan Communications. Um, there's one down in the south. I have a client who's in theum.
Speaker 2 00:25:58
Agriculture industry, so a lot of their users are pretty remote. None of the main carriers work there, so they use I can't think of the name, I apologize. But yeah, There's there's a lot, and they're more like regional remote carriers that are in, you know, the heartland of America. We don't have to worry about that here in California. Yeah,
Speaker 3 00:26:19
I'm from Kentucky. And so I know that there's there's a Bluegrass carrier in Kentucky that uh. They literally, when I am on the farm, And I am not on the farm anymore because we sold the farm a couple of years ago when my parents died. Um, but when I am on the farm, I if I am on a bluff, The only thing that I can get is grass unless it's three o'clock in the morning, which has happened because I've camped out there and it's middle of winter. And there, the trees have no leaves on it. Then i can get one bar of at t. So yeah i get you. So.
Speaker 2 00:26:56
Um, but the process for those customers is the same, right? All the requests come directly to us regardless of carrier. They're not changing carriers or contracts or how the devices are being used. And then from an optimization standpoint, we're just looking at usage, right? And, we look at, you know, the reason why we're able to save money on clients is we take a look at what their usage is, what the plans that they are on right now. And at the end of the day. We're partners with all the carriers, so don't like to bad mouth them, but they have an impossible job, right? Yeah. They have to keep their customers happy, which is keeping costs down at the same time they have to generate revenue. Yeah. Doesn't always work; it's kind of like a double edged sword. So what we do typically what I see on most accounts these days I've been in this industry for ten years. ; I worked for a competitor for another seven and a half years. So, what I back in the day, what you would see is a lot of pooling groups, right?
Speaker 2 00:27:49
Um and those pooling groups would go over, They would hit overages. And the CFO would come down to those companies, it teams and flip a lid because, why is our bill ten thousand dollars more than it was last month? Yeah. So what the carriers did to cover that was say, okay, everyone's on an unlimited plan. And, you know, it's somewhere between forty to sixty dollars for those unlimited plans. And the great news, the CFO doesn't come and knock on their door anymore. The bad news is They're overspending. Yes, overages are just now in a different line item, right? They're in there. They're just paying the same amount every month, so it gives them the warm and fuzzy feelings. What we typically find is that when we really look in an account, It's eighty twenty rule :. Eighty percent of users are using twenty percent of the data on the account ;. Twenty percent of the users are using eighty percent of the data on the account. So instead of taking this.
Speaker 2 00:28:44
Guessing game, which was those pooling groups before unlimited plans came out. We have the ability because of our um partnerships with the carriers to identify usage within the billing cycle and then make changes to those plans within the billing cycle. So an example I always give is let's say, two users are on an unlimited plan, they're paying fifty dollars. One user is using fifty gigs of data, one user is using one gig of data. They're both spending fifty dollars. But the per gig cost for that fifty gigabyte user is a dollar per gig. That's a great deal. Yeah, but the other user is paying fifty dollars for one gig of data. So, what we would do in that scenario is remove that user from an unlimited plan. That's only using one gig and put them into a more cost effective plan, in that billing cycle.
Speaker 2 00:29:36
So it's all retroactive. So we do that right before the bill cycle ends. So let's say it's two days before the bill cycle ends, we see that one use who won gig, We're going to remove them from an unlimited plan because there is going to be a significant cost savings, and it happens each and every month. Okay. That's kind of how we do things.
Speaker 4 00:29:55
Okay, I like it.
Speaker 2 00:29:58
Would you Do you have those files from those two different clients? Because what I want to do is, and hopefully you agree with this, Is if you have a presentation at least I think on sharp within two weeks to their management, It'll make it a lot better than if I just send you a one pager. And you take your notes from this call to actually have some concrete data. Right? It makes the process of making a decision much easier when I say, "You're spending X today. We're going to get you down to Y."
Speaker 2 00:30:32
The delta between those two will cover our costs, so you are not even having to add on additional cost. And here is on top of that, what you are going to net from these things with our dollars.
Speaker 4 00:30:46
I can get you most of it because right now, I haveum for ability first, I can pull that pretty quickly and I.
Speaker 3 00:30:56
Have the latest list from uh Verizon on who has what line. Um, and how much you're using. But I am still working on sharp because we were in the middle of trying to get things. But thankfully, the Verizon rep is super responsive. He's just out of the office for the next, he's got he's on paternity leave. So okay, be back and I think it's next week when he's back. So I'm just waiting on him to come back.
Speaker 2 00:31:25
My my my other question Do, you have access to like the Verizon portals for these customers?
Speaker 3 00:31:30
That I'm in the process of getting access to. So I know that the Verizon portal exists for SHARP. Um, I am waiting on access for that. He said he'd get that to me when he comes back. He did respond to me last week about something. Um, let me see, I should have it for um, for Ability First. Um, However, finance also has it so I can always reach out to them and get what I need.
Speaker 2 00:31:53
So when I do this, why don't I shoot you an email with what I would need exactly? You can also provide a OneDrive folder if you get the the details. Really, it's three months of invoices downloaded from the carrier sites in PDF format, and it's got to be the full invoices. So for Sharp, it's going to be like a three thousand page invoice. Oh yeah,
Speaker 3 00:32:13
I just approved last month's bill uh for Sharp, and they had printed it out. Or.
Speaker 2 00:32:19
Do do you know roughly what their spending is?
Speaker 3 00:32:22
I i need to go look at, Get up because it's it's sitting in my shop office.
Speaker 2 00:32:26
No worries, um, But I'll I'll kind of break down what we would need in order to complete the audits. Um, but it's it's not a heavy lift right? It's three months of invoices and then the device report downloaded. If you get carrier access, I am happy to walk you through it, because sometimes they can be. You can probably log into both of them, and you see different things. So, it's not congruent across all of your clients soum, Um, I'm happy to walk you through it like through a screen share, or if you're just able to get those details, um, you know we can we can go with that. But I'll create two different folders in One Drive one for Ability First one for Sharpe to keep you know, everything separated. Um. And then once we have those, it typically takes us five business days, if you need it speedier to present those numbers. I'm happy to, you know, take to kind of uh put the screws to our audit team um to get those numbers back to you.
Speaker 4 00:33:19
No worries. Um,
Speaker 3 00:33:20
I can if if you I know you guys need to audit, But what I can do is I can put together a presentation on how you guys work. If you don't have it to me by that two week timeframe, uh which I think is not this coming Thursday, but it's the next Thursday. And thenum for ability first, they don't mind as long as I am getting things done for them. So. Okay.
Speaker 2 00:33:43
Yeahum not a problemum and typically our cost, Is on a per line basis. I don't like to usually say the cost at this stage because, um, I want to make this as I want to make this as advantageous as possible. Um, But our typical, like out of the box is five dollars per line per month. But again, it's typically tied to what the savings are. And I'll give you an example. Let's say I only save you four dollars and fifty cents a line. i'm I'm going to go back to that with our management team and say, can I get this at four fifty a line?
Speaker 2 00:34:16
The answer would be yes to make it a zero net cost, right? Um, But my my assumption would be that we're probably going to save them a decent amount of money. Okay. Good. And even though they're probably tax exempt, right? And, they might even have better plans because of their nonprofit um organizations. Um I can tell you right now, that doesn't mean anything. Yeah. That's, just that's just something that the carriers like to tell everyone again to give them warm and fuzzy feelings. I have government accounts that we've saved north of fifty percent on their bill. Okay, awesome. Yeah, Soum we'll do thatum if should I touch base with you in like a week, if I haven't heard from you?
Speaker 3 00:35:04
Yes, Please do because I it may take me a minute to get some of it. Um but yeah, touch base with me uh and yeah. Let's see what we can do because I definitely not only am I interested in getting them better deals, But I like to meet treatum and I like you guys. Uh so I also want to bring business to you guys, and then also selfishly, I want to take some responsibility off my plate. Yes.
Speaker 2 00:35:28
Demetrius has been the best boss I have had in my twenty four year career by far.
Speaker 3 00:35:33
Oh, you know what? He's not as good as Alonzo. I'll say it now.
Speaker 2 00:35:38
Well from a from a sales point of view, Right, so from a sales point of view, he's not it's not more, more. You know I've been in sales forever. And it's just like, you know, there is only eight hours in the day. I've said this to a CEO, like I don't know how much more you'd like me to create out of thin air. But um you know, and he's very, very supportive with what we need um they brought me on because, like I said, I worked at a competitor for seven and a half years, and they used to lose to that competitor all the time.
Speaker 2 00:36:09
Um, So they kind of brought me in to kind of replicate what we used to do there, and we're starting that. But it's you know it's slow process. We have marketing now working on, you know a new website and more marketing materials. Um, which I'll send you our brand new one. You'll be the first one to get our our brand new kind of one pager for mobility. So I'll send that over to you as well, if you have anyum if any interested parties with those those companies.
Speaker 3 00:36:34
Yeah definitely uh send me over everything because I I do have, I know Anzor's trying his hardest to bring in a bunch of new clients, so you know as much as I can sell you guys, I will. And I know he's the same.
Speaker 2 00:36:46
Excellent. Well, I appreciate it, Christy. It was great connecting with you. Um and I will uh get some information over to you here shortly.
Speaker 3 00:36:54
Yeah, Absolutely Thank you so much and I'll talk to you later, and thanks for understanding me being late.
Speaker 2 00:37:01
Oh, no worries, not a big deal Awesome Thanks B ye- bye.
## Your Conversation Summary
### The Vibe
Professional and positive, with a clear and concise delivery of good news.
### The Dynamic
The interaction is one-sided and informational, with Speaker 1 conveying updates in a courteous, businesslike manner. The tone remains steady and upbeat, emphasizing clarity around timing and logistics without any noticeable shifts in mood or energy.
### The Gist
Speaker 1 shares that the recipient is now eligible for quarterly bonuses and clarifies that the upcoming bonus will be included in the paycheck on the 25th of the month. They note that the specific amount has been sent privately via chat and wrap up the brief message with a polite sign-off.
### Things to Remember
- You are now eligible for quarterly bonuses.
- The bonus payment is on the 25th of this month.
- The bonus will be included in the paycheck.
- The bonus amount was sent via chat.
- Bonus payments are subject to taxes.
### Conversation Threads
- Quarterly Bonus Eligibility
- Payment Schedule
- Bonus Details
Jul 15, 2026
Speaker 1 00:00:00
Hi, give me one second. Let me fix my headphones and my mic. Um, okay, real quickly. Uh, you are now eligible for bonuses every quarter when they come out. Okay? Uh, your bonus is going to come out on the twenty fifth of this month. It will be included in your uh in your uh, In your paycheck on the twenty fifth. Sorry, my brain just parted for one second. So um that is coming to you on the twenty fifth of this month. Sometimes it's the same, it's the same twenty fifth of every month. Sometimes it's a tenth. So just a heads up for you guys. Um It is subject to taxes like normal, because yeah, okay, I mean damn that's like any that's like any payment.
Speaker 1 00:00:58
Yes. Uh, because you're cutting in and out, I want it. I put it in your chat, how much you're going to receive in your bonus this quarter. Oh okay that's awesome. Yes so I wanted to make sure you have it um and then yeah, everything's great. So that was me That's it. That's all I need to talk to you about. Okay, oh, wow. Oh, wow. Yes. So go have fun. Enjoying it the rest of your day, and I'll see you whenever. Okay, on Monday. Yes. All right, no problem. Bye-bye. Bye-bye. Oh, Justin.
07-31 Manager's Proactive Political Risk Management to Ensure Team Psychological Safety
SCHARP - confidential personnel / morale matter. 2026-07-31, ~09:45 PDT, ~3 minutes.
Attribution evidence (content, not title): references to "Doctor Barber" (= Dr. Barbour), "Crystal", "Robert", "the entire leadership team", and "our department" - all SCHARP. Christi in her SCHARP CIO capacity.
Summary: Christi pulled two of her IT staff (Robert and one other) together to reassure them directly after an email exchange involving Dr. Barbour. She told them not to worry or stress about having raised caution regarding him, and stated that the entire SCHARP leadership team backs them and is already advocating on their behalf - referencing a supportive text exchange with Crystal and prior conversations with the rest of leadership. Her words: she would "fight tooth and nail" for both of them. The staff member responded that he had only raised it because he wants no negativity or ongoing issues in the department, and is trying to stay careful in situations involving Dr. Barbour. Conversation closed warmly.
Character: proactive morale / psychological-safety intervention by Christi as CIO to prevent staff from self-censoring or disengaging over a leadership-dynamics concern. No disciplinary action, no allegation of misconduct, no HR process opened.
Action items: none explicitly assigned. Implicit: Christi continues to shield the IT department from fallout and keeps leadership aligned.
Time handling: no separate ConnectWise entry created - see Time Logged field.
Jul 31, 2026
Speaker 1 00:00:02
Hello. Hi, where's Robert? Oh, he he's coming. He's coming. He he's helping someone. Okay, Uh I just wanted to give you I wanted to tell you both this at the same time So Robert, you saw the emails Um I don't want you to ever worry About cautious sharing things with Doctor Barber about you. I do not want you to stress out. Oh, I am not okay, Good, because from i I will honestly tell you the entire leadership team would go to bat with you and are going to bat for you if he says anything about this situation. Right? I just had a really nice text message with Crystal and then conversations in the past with.
Speaker 1 00:00:58
With the rest of the leadership team, I just don't want you guys worried about that because uh, there is no need to be. I will fight tooth and nail for you both. Yeah, I only said that because I don't want no negativity with our department and no issues going forward. So, I am just trying to stay on the wall when it comes to these situations with him. Yeah, no worries. Just just know that where caution is concerned And every single person has your back on that. Got it, okay. Okay, all right. I'm going to go try to break more things and fix them. All right, I will see you guys later. Bye.
Monitor for any escalation from Doctor Barber regarding the team member's disclosed informationConfirm Crystal and full leadership team remain aligned and ready to support the team member if needed
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SCHARP
No separate CW entry. ~3 min conversation; Plaud drop 2026-07-31 09:49 falls inside existing SCHARP entry 886502 (09:29-10:06, ticket 960688). Wall-clock already covered - posting would double-book. Confidential personnel matter; FLAGGED to Christi 2026-08-02 EOD sweep for her call on whether it warrants its own entry.
No CW note written. Confidential personnel matter - per skill confidentiality screen, detail stays in Airtable and out of ConnectWise. Transcript routed to 3 - Clients and Projects/Scharp/Meeting Transcripts/.
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06-04 Meeting: Reschedule with Cassandra
## Your Conversation Summary
### The Vibe
This was a brief and professional exchange focused on efficiently rescheduling a meeting.
### The Dynamic
The sentiment was professional, apologetic, and accommodating. The conversation was direct and efficient, with both speakers quickly identifying the problem (an internet outage) and agreeing on a clear solution for rescheduling.
### The Gist
Speaker 1, experiencing an internet outage, contacted Cassandra to reschedule their meeting. They decided to find a new time after Speaker 1 returns from vacation on the 15th, suggesting the week of the 22nd as a potential timeframe. Cassandra provided her booking link for Speaker 1 to set up the new appointment.
### Memorable Moments
> **Speaker 1:** "Oh, sorry. I had my I had my mic off."
### Things to Remember
- Speaker 1 needs to reschedule a meeting with Cassandra due to an internet outage.
- Speaker 1 is on vacation next week and returns on the 15th.
- The week of the 22nd is a good time to reschedule the meeting.
- Speaker 1 should use Cassandra's booking link to reschedule.
### Conversation Threads
- Booking logistics
- Internet outage
- Rescheduling a meeting
- Vacation schedule
Jun 4, 2026
Speaker 1 00:00:00
Hey Cassandra. Can you hear me? Cassandra. Oh, sorry. I had my I had my mic off. No worries. Um, hey, I'm dealing with an internet outage at Fair Oaks. Mhm. Um, could we reschedule this for when I'm back from vacation? Yeah, no worries. Okay, it just I just got alerted about it three minutes ago, so I am working on it now. Uh, so it might take me a little bit. All right, awesome. Thank you so much. Of course. Use my booking link that you have and So I am out the week of uh next week, but I am back on the fifteenth, but the twenty second might be a little clearer Okay All right? Thank you. So much Yeah Of course Bye bye.
Use Cassandra's booking link to reschedule meeting for the week of the 22nd
✓
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05-21 Weekly Meeting: Security Remediation Plan and Product Decommissioning
> Date: 2026-05-21
> Location: [Insert Location]
> Participants: [Anton] [Anzor] [Speaker 3] [Speaker 4] [Christi] [Speaker 6] [Speaker 7]
## Meeting Notes
### Remediation Plan Kick-off & Serenity GPT Decommission
- A remediation plan and associated tasks are scheduled to be finished before the end of next week.
- A decision was made to shut down the Serenity GPT environment.
- This is due to the cost ($200/month VM) and the development of a competing internal product.
- The company will no longer sell the Serenity product.
- A full cleanup will be performed, including removing the instance, API keys, and the resource group.
- Decommissioning Serenity GPT will resolve approximately half a dozen moderate-level findings from a recent report (e.g., 11, 15, 16, 17, 24).
### Review of High-Priority Security Findings
- The discussion focused on the two remaining high-priority findings from a security report.
- **Finding #1 (Rogue Access Point):**
- The team confirmed the access point belongs to them.
- Anton will verify with the PS team and ensure it is eliminated.
- Mitigating controls, such as restricted physical access to the floor, were noted.
- **Finding #2 (Fortigate Management Interface):**
- The report indicated the Fortigate management interface was reachable.
- Anton clarified that an IP allow-list is in place for each user, which was active during the pen test. Nate was able to access it because a specific rule was created for him.
- With this clarification, the finding is considered fixed/remediated.
### Fortigate Decommission
- A decision was made to remove the Fortigate environment entirely.
- This action is expected to resolve several other findings in the report (e.g., #9, #19).
- Two VPN users (sidco kv and kantor chukni) created for YZT guys during a past investigation were found to have access that was never removed.
### Cisco AnyConnect MFA Implementation
- Anton noted that a finding was missed in the report regarding Cisco AnyConnect.
- Users log in with personal email addresses and passwords, and there is no MFA currently in place.
- The team is aware of this and has started internal discussions to enable MFA on the Meraki VPN (Cisco AnyConnect). This is a priority task.
### C-Bus (Crimson) Vulnerability Review
- Several findings related to the C-Bus application were discussed.
- **Prompt Injection (Finding #6):** While not successfully exploited during testing, the potential for exploitation exists.
- **File Upload Vulnerability:** The team believes this issue may have already been fixed internally but will double-check.
- **Content Security Policy (CSP):** The policy is set to log but not block, leaving a potential vulnerability if an injection vector is introduced. Anzor stated he would handle this.
- **Azure Subscription Misconfigurations:** Findings related to the Azure environment hosting C-Bus were noted, such as access keys not being rotated. These require configuration changes in Azure.
- **Raw Unsafe Code Execution:** A low-risk finding was identified. While constrained, it could become a significant vulnerability if related code changes.
### Security Tooling and Practices
- Anzor uses a multi-layered approach for code review, employing Codex for in-depth analysis and both Gemini Flash and Claude for reviews on new submissions.
- The team that conducted the pen test uses a combination of tooling, manual code review experience, and custom AI-driven skills to identify vulnerabilities.
## Next Arrangements
- [ ] Finish the remediation plan and tasks before May 30, 2026.
- [ ] Shut down the Serenity GPT environment and perform a full cleanup (remove instance, API keys, resource group).
- [ ] Verify the rogue access point with the PS team and eliminate it.
- [ ] Investigate the origin and logs of the rogue access point to determine how it was installed and whether it was exploited.
- [ ] Remove the Fortigate environment.
- [ ] Audit and remove all temporary VPN accounts (including sidco kv and kantor chukni) and establish a standard process to prevent lingering access.
- [ ] Enable MFA for Cisco AnyConnect (Meraki VPN).
- [ ] Create and communicate a clear transition plan from Fortigate VPN to Cisco AnyConnect; ensure all users (including Christi) receive access and guidance.
- [ ] Address the C-Bus file upload vulnerability.
- [ ] Change the C-Bus Content Security Policy (CSP) from "log only" to "block".
- [ ] Remediate Azure subscription misconfigurations, including key rotation.
- [ ] Fix the "execute raw unsafe" code vulnerability in C-Bus.
- [ ] Address the Azure configuration issues identified in findings #14 and #23.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. It was stated that two VPN users (sidco kv and kantor chukni) had access that was never removed after a project. While the plan is to decommission Fortigate, there was no explicit action item to ensure all such temporary accounts are audited and removed as a standard process.
> 2. The team plans to move away from Fortigate VPN to Cisco AnyConnect. Christi was unsure of the new VPN and needed to get access. A clear communication and transition plan for all users should be confirmed.
> 3. The origin of the rogue access point (Finding #1) was not determined. An action item was set to eliminate it, but not to investigate how it was installed or to review its logs to see if it was exploited.
May 21, 2026
Speaker 1 00:00:03
So, we are planning to finish up remediation plan and tasks before the end of next week.
Speaker 2 00:00:12
Okay, great.
Speaker 1 00:00:14
I love it. I don't think it's gonna take a long time. We just need to verify.
Speaker 2 00:00:25
Okay, So I guess the first question is going to be Chat Serenity GPT. I told the guys that we're not going to be. Can you hold on a second?
Speaker 3 00:00:34
I just got a yeah, I can hear you fine. Oh okay, I just got it. Can you guys hear me okay? Yeah, yes. Yeah, I just got a text from Nate uh that he's running a couple of minutes late, and he's sorry, That's fine. Uh, That's fine. I can take notes uh or if we can, Go ahead. Have you guys all had a chance to take a look at the report? Yes, I know Anton sent me his feedback and some of the responses, and Nate said that he'll be prepped and ready to discuss. I didn't tag up with him about the specifics, But he said that he's got his notes and should be able to respond to any of those questions directly. Azad, did you have did you want to talk logistics and other things first?
Speaker 2 00:01:20
Yeah, Yeah. I kind of felt I didn't spend too much time with the report, right? I figured you guys will walk us through on anything important, right? And Anton and Chris can opine. The question I've had is Serenity GPT. Do we really need it running here, right? It's like$ 200 a month. VM, N it's the exposed surface, right? N it's the set of credentials. Is there really benefit to have the Serenity in our environment? Not really. Okay, then let's shut it down. I already have told the guys that we're not going to be selling this product moving forward. I think they're going to end up staying with Westfield, right? Westwood Financials they're bringing them in.
Speaker 2 00:02:14
But ultimately, I feel we are effectively building competitive product, And they would make no sense for us to sell their product when we can sell ours. Right? So then work with them and let them know that we're going to shut down the environment. Let's do full cleanup, right? Get rid of all of the API keys, get rid of the instance cleanup. Right, resource group. Let's just have it completely disappear.
Speaker 3 00:02:49
Okay, gotcha. That covers a couple of. Yeah, I am looking at at least four moderates: eleven, fifteen, sixteen, seventeen. And there is more that's part of that twenty- four. Yeah, it's a lot. Okay, so you just addressed probably half a dozen. Yeah, yeah, that's remediation plan right there. I like it. We're remediating stuff on the fly.
Speaker 2 00:03:19
On the fly, there you go. Nate, how you doing? Good guys, how are you?
Speaker 1 00:03:26
Good good, good, excellent, excellent.
Speaker 3 00:03:29
We just got some remediation done on the spot. So rightum and our team just decided that they're actually going to shut down the serenity VM. So everything, all of the findings that that uh were. Were generated relating to that are basically going away. Clearly, you know, we'll work through the final report and other things, but that's a big one. Right.
Speaker 2 00:03:56
We're in a position. There was a pilot project right now that we've done. We are going to completely eliminate it. Okay. So how do you guys want to go about it? Should we address, Like just go from top priorities, right? Like critical ones and anything. And then let's have a quick discussion. So I'm clear, what were the biggest findings? And uh what can we do. I think we only have like 25 minutes so yeah, is that what you're thinking or what was the plan?
Speaker 3 00:04:28
Um, my plan was to initially have Nate address some of the questions becauseum Anton put. Some of the descriptions and some of the questions that he had with his team in an email, we just knocked out a couple of them. The Serenity VM going away is addresses quite a few. I am looking at two highs and four or five mediums more. So that's a big one. You guys definitely eliminated a lot of risk there is.
Speaker 3 00:05:01
Two highs that I think we should touch on, and then let's do that. And then Nate, if we can go right now, The only two highs that are less left is the number one and number two. Anton has provided a response and some information about number two. And then we can go through the other couple of 40 gate findings. And, then if you guys have any questions or any additional things that we could give you time, I'm able to go past three. Or I'm able to go past noon. Uh, your time, if that will be helpful. Um Nate, what's what's your schedule looking like? Are you able to stall past the half an hour that we allotted for it?
Speaker 4 00:05:41
Yeah I have about not a ton of time, about five ten minutes extra.
Speaker 3 00:05:46
Okay, all right. So first one is real easy. Were you guys able to find that access point that wasum the finding number one?
Speaker 1 00:05:57
Yeah, I'm gonna verify it with the PS team. It's gonna be eliminated. Okay, so you guys found it?
Speaker 2 00:06:04
It is one of ours, right Anton? What we use. Who who do you know who was it Gabby or Kevin?
Speaker 1 00:06:13
I'm gonna send you over an update answer.
Speaker 3 00:06:17
Okay Well, You don't need us for this as long as you guys know what it is. And as long as you you have a handle on it because that was one that uh we were kind of going back and forth and seeing if you don't know about. About this one. That's a that's a real problem. But uh Andrew, What you told me that the mitigating controls about the fact that people can't get into your space, that it's restricted, That uh you know I I think you guys I don't think people can actually get onto your floor. Right? No. Right. So yeah, it just means that it was just something um there's you definitely need to take care of that. Uh, I would say, Nate's recommendations are pretty clear. Yep So yeah.
Speaker 3 00:06:55
Let's move on. And Nate, finding number two, I think is the Fortigate management interface reachable. I think Anton has some clarification, and we should probably spend a little bit of time on number two.
Speaker 4 00:07:07
Yeah, for sure. So and I could have missed that, But was that an allow list that you added after the fact or you already had in there that I just we didn't see? No,
Speaker 1 00:07:18
No, We did have that list in in on the moment of you did run the pen test. So every single user is allowed to there is an allow IP list for each of them. Okay,
Speaker 2 00:07:33
And then you sent it over. Wait, wait, wait. Just so I'm clear. The reason why Nate was able to get to it because you specifically created a rule for him?
Speaker 1 00:07:43
Yeah. Did someone check my email that I did send over on Wednesday? There is screenshots with the, Responses so on the questionable finding.
Speaker 4 00:08:03
Yeah, So I have that the IP addresses and the main thing, what I saw when I was doing, the digging in this list is was in the config system on the edit one. It said, set allow access ping HTTPS, SSH and. That was set role to WAN, so it said on the WAN allow ping, HTTPS, and SSH. That's what I was seeing, But it didn't tell me necessarily that there was an allow list tied to that.
Speaker 1 00:08:35
Okay so for Fortigate for each user, there is an allow list with their whitelisting IP addresses. You're not going to be able to sign in or just trying, Uh, knocking uh without outside of the white list. So Nate,
Speaker 2 00:08:54
Does that make you comfortable?
Speaker 4 00:08:57
Yeah, yeah for sure. That knowing that that's something that we could mark off as as fixed for sure.
Speaker 1 00:09:04
And we're going to remove Fortigate as well.
Speaker 2 00:09:08
Yeah, I'm actually removing Fortigate from the environment.
Speaker 3 00:09:11
Yeah. And then that's going to knock off a few other things that Nate found. As I'm looking at just scanning the things.
Speaker 1 00:09:21
And I'm just curious, you did send us over findings related to two users without MFA for Fortigate, But you didn't send us over a finding from Ciscany Connect with all users without MFA.
Speaker 1 00:09:44
Because for Cisco AnyConnect, we are utilizing for logging their personal email address and password, and we do not have in place MFA for Cisco AnyConnect.
Speaker 4 00:09:59
Okay. Was that handled through the Meraki? Correct. Okay. And I could have that could have been something I didn't see because I was looking. This is mainly finding inside of the Fortigate themselves.
Speaker 4 00:10:14
But I will.
Speaker 1 00:10:15
This is something that we are like trying to catch up on internally.
Speaker 2 00:10:22
But we do want to enable, right?
Speaker 1 00:10:24
MFA on Meraki VPN. We just started Tanzo taking care of Meraki stuff, so this is what we did discuss and we were discussing internally, so we did get the uh with the uh, Forty eight, but we didn't get the findings with the anti system.
Speaker 4 00:10:48
Yeah, so sounds like that was one that we did miss. And, it's something so like we can add that to the report or we can just leave it off. Thing does something you need to fix. I mean, the report is for you guys really. Yeah,
Speaker 3 00:10:60
There you go. Anything else for us? Mhm? Yeah. Um yeah, That was I mean again, any any test. It's time boxed. You're going to miss some stuff That's. Why? Uh. That's why what everybody recommends is that you do a test at least annually. So that if you miss something this time, you find it next time.
Speaker 2 00:11:18
Next time. Yep, yep, got it. Okay.
Speaker 3 00:11:21
But yeah, MFA especially with external interfaces is uh it's basically a must. It's it's table stakes at this point. So Anton I know you're working through it. Uh definitely move that to towards the top of your list of uh next to the other two users that are VPN users.
Speaker 3 00:11:41
Okay, and so Nate, uh, finding number two, If there's uh whitelisting, we can, we can mark that one, as you know, no further action needed. That's remediated. Yes. Okay. All right. Um, Audit gate, number nine um core do you guys want to it looks like there's nine, fifteen sixteen and nineteen? 15 and 16 are both Serenity VMs. No longer need to discuss those. I think we're we're done there. Uh, uh, nine and 19 are both Fortigate.
Speaker 5 00:12:21
Do either of you.
Speaker 3 00:12:22
Have time to? Ooh, guys, getting rid of Fortigate or is that do you want to go through? We, we we are we're going to remove it.
Speaker 5 00:12:32
Come Do either of you have time to?
Speaker 3 00:12:35
And Nate, if I understand correctly, let me scroll through here. Finding number five is:
Speaker 5 00:12:39
Do. Either of you have time to help with help desk, consummation issues? Just 48.
Speaker 1 00:12:47
If you don't mind, can you share your screen because yeah, I didn't have the results right.
Speaker 6 00:12:54
In front of me.
Speaker 6 00:13:04
And I would say,
Speaker 2 00:13:05
Could you guys email? Because I actually uh was having a hard time getting that report and the password. And this and that. So, can we.
Speaker 3 00:13:17
Do that on purpose so that if you were to share that, we don't want to share it unencrypted. If you like, I can I canum.
Speaker 2 00:13:23
Shoot me an email. That's fine. Yeah, yeah yeah yeah I'm. Okay with it.
Speaker 3 00:13:27
Um okay Do, you want the PDF or a Word doc? I'm going through and making notes in the Word doc as we go, so I'm basically crossing these out.
Speaker 2 00:13:39
Yeah, you can send me the Word doc. We can always convert it to PDF. Just send me whatever you've got, and Chris, I'll share it with you as soon as I get it on C- BOSS. The one that I really care about. So number six, prompt injection via first conversion history. Help me understand that.
Speaker 6 00:14:08
Yeah, let me bring that up. I guess I.
Speaker 7 00:14:20
Could load that into Claude,
Speaker 2 00:14:21
Right? And have it understand and tell me what we need to do to fix it.
Speaker 2 00:14:27
Right, I would assume.
Speaker 4 00:14:28
Yeah, yeah. So this was on the source code review, right? Like in practice when I was testing it, I was unsuccessful in trying to exploit this, but it does have the potential for being exploited.
Speaker 2 00:14:46
Okay. So got it. Yeah, yeah, yeah, yeah. Anything that touches C bus I want to address right away. Um Is there anything else there? Specific to C- Bus.
Speaker 1 00:14:58
Yes, There was at least three of the findings if I remember correctly to the C- B us.
Speaker 7 00:15:08
Can, we take a look at those because.
Speaker 2 00:15:10
I will have to drop off soon and I want to make sure. Okay, so this one was covered file upload.
Speaker 2 00:15:24
I think this one got fixed by now. I think we actually picked up this issue on our own past this report, but I will double check, okay? Because I did run security check, and it did say that we need to move the file to protected area. So, okay.
Speaker 3 00:15:46
You know what I found useful in my free time of messing around? I actually use Codex. To a team Claude and I use Claude. Yeah,
Speaker 2 00:15:55
That's exactly what we're doing. Yeah, yeah, yeah. So. So so I do have Codex that does full detailed review. And as a matter of fact, I now added a new agent called Tina, who, upon us running the PRDs right, and the code review sends that code review to Gemini Flash or something Google's flash model that does code review. So so I, I have on recurring basis Codex that does in- depth review and upon each new submission, Claude does the review and Google does a review of the code. So I have three models looking for vulnerabilities.
Speaker 3 00:16:41
Check this out. This is uh well it's not that new anymore. It's a month old. Do a search for Codex TAC, On your on your thing, it'll give you um. It it's got a bunch of cool cyber specific. Uh. It's it's basically their their answer answer to Mythos, But you can you can play around with it and I believe as a Codis customer, You're able to request and actually have a true large language model that's going to look for a bunch of different vulnerabilities in your call in your code. So for or the CSV.
Speaker 3 00:17:21
Trusted access.
Speaker 2 00:17:24
Oh, TAC, TAC. TAC. Yeah, yeah, yeah. Okay, trusted access for next cyber. Okay. I will absolutely.
Speaker 3 00:17:32
You're going to have to weed through a bunch of marketing stuff and them trying to sell you stuff. But this is this is geared specifically for checking in and and it'll help you out. It'll help balance, uh, your your got it,
Speaker 7 00:17:48
Got it, love it. All right, next. What do we have? CSP.
Speaker 2 00:17:57
With unsafe inline.
Speaker 4 00:18:01
Yeah, so it's just your content security policy. You guys have it to be logged, but you don't actually. Sorry, one second. So it's logged but not blocked. So. It's only medium because an injection vector. You guys don't have any injection vectors in the web application to be able to exploit this, but it still leaves you that vulnerability if you don't actually block it.
Speaker 2 00:18:28
Block us. Okay, clear.
Speaker 3 00:18:29
So that seems like.
Speaker 2 00:18:30
I'll handle this today.
Speaker 3 00:18:32
That's another Claude, hey do this and it'll take care of it. Right right right right right exactly exactly okay.
Speaker 2 00:18:41
Clear okay look this is great, I think I've got what I've needed, right? So I'll jump on my stuff. I'll let you guys continue on your stuff, right?
Speaker 3 00:18:55
There's a few more Crimson boss things. I know you have to go, but do you want to cover the other couple that we have? Uh.
Speaker 2 00:19:02
Yeah no no, I do want to cover. If you have for C- BOSS, I want to cover it.
Speaker 3 00:19:06
Okay so this one is not C- BOSS specific. This was uh Azure subscription Nate is this one. I mean, it's related to CBOS but not directly, right?
Speaker 4 00:19:17
Yeah. So. Some of these are going to be just what subscription services are inside of there, right? So it's calling them out as like their storage. If there's things that are supporting it, for instance, um it's just access keys not being rotated. That's impacting CBOS. Um I'm trying to see which other ones. I think that's the main one that's hitting CBOS.
Speaker 3 00:19:41
So Enzo, that's part of your, Azure subscription that where C-BOSS lives. So it's not a direct, you don't tell cloud to do this about C-BOSS, but you want to do your Azure config. There's a few items there. All right, next one. I want to make sure that we give you okay. Right? This one is as a low I think Nate, let me see execute raw unsafe, I think this is another one of those. Let Claude uh, fix it or Nate or sure I don't want to put words in your mouth. Yeah,
Speaker 4 00:20:15
Yeah. No, it's definitely something you want to put in Claude. So it's it is constrained, but it's very something that you need to be aware of. So it's like if code changes, it's likely to open up a big hole inside of your your code.
Speaker 2 00:20:28
So I see I seeum how did you guys ended up discovering these issues? Are you writing a special tool Nate? Is that in your head, like what?
Speaker 4 00:20:40
So it's a variety of things. So yeah, it's going to be a little bit of tooling. It's going to be a little bit of experience within code doing code reviews, doing application security for so many years. And so it's a combination, right? Like trying to use that. Then, it's also we're definitely going to be looking at thingsum trying to use skills and. Automate, so we're using a little bit of AI, like some skills that we've used and defined to look for things like this. So.
Speaker 2 00:21:08
Got it. Got it. Got it. Okay. All right, no, this is great.
Speaker 3 00:21:12
The answer was you got to pay us to come back and do this stuff for you?
Speaker 2 00:21:14
Oh, You know Thank you Thank you That Nate that should have been your answer. Uh yeah. Uh I okay No This is great Permission on one time. So, so I am clear. So I do see bunch of stuff specific for me. I will address those. Um, that that this is great.
Speaker 3 00:21:35
We did a we made a point to call out in the very beginning. So, it's easy for me to just type in BOS. And just do next next next, and it'll it'll run me through that. If you can see the the we made the findings all consistent with a consistent uh information, and the headings are pretty descriptive. So you can see all right. This is. Is the C boss thing? So, What you can do is the same thing that I am doing now: Control F and just type in" B O S" and it'll.
Speaker 2 00:22:03
Who here? Okay, no, this is great. This is excellent.
Speaker 3 00:22:07
And this is already back. Oh, this is a follow- up to the Azure configuration. So, this is something that where Crimson lives and it's affected. This is similar to the other one we looked at. That was a moderate, right? You just grouped these because they're not as high of an impact as the others, but should still be addressed. Yeah. Yep. So we follow so for our purposes critical, high, moderate, low. The reason why it's important in other industries is because you have different amount of time to address depending on the type of vulnerability. So if you're in.
Speaker 3 00:22:53
In a in a sector that gets uh compliance requirements and regulations. For example, federal government gives you 30 days to address uh highs seven days to address critical 60 days to address moderates and 90 days to address low. So it's important for us to make sure that we sort that all across the board. So that's why you're seeing it. But right? I just wanted to say just because it's low, it doesn't mean that it shouldn't be addressed. I mean, i think that's common sense, right? I'm not. Yeah.
Speaker 2 00:23:19
Yeah. Yeah. No, no, no, yeah. Everything you guys put on this report, we're going to address every single item. So anything we can shut down, we'll shut down.
Speaker 3 00:23:31
Oh, I think if you guys get rid of Fortigate, You're going to be most of the way there and a couple of fixes with Crimson OS.
Speaker 3 00:23:49
You should be good. This thing is, um, yeah. So the plan, the plan of action for this is just going to go away, right? Because, there's a bunch of things. Okay, because anybody on Wi Fi has direct unobstructed unreviewed access to your to your French to your soft middle, if you know what I mean.
Speaker 2 00:24:08
Yeah question reference zero zero five VPN users sidco kv and kantor chukni, Who are these guys?
Speaker 1 00:24:20
YZT guys, when they were they have they help us with the investigation for Hana. And we did create for them VPN access to Fortigate.
Speaker 2 00:24:33
And never removed it. Okay. Uh okay, Probably make a mental note right like, uh, these guys should have been removed once we were done. Um okay, Uh, all right. That sounds great. That sounds great. All right, folks, this is amazing. Finger, thank you so much. I so appreciate it. Uh if you guys need to if you have any other questions, Right, go through it. It seems like we're going to address most of these uh, just by handling what we need to disable um and uh and Chris once I'll get a report. I'll send you a copy Thank you.
Speaker 3 00:25:11
Uh, we do have the report though. I sent it to you on the eighth. I sent it to you and uh Mike. Uh, there's a password. I can I can send you the password. I will resend uh, I just don't like to send. Okay. So these are active vulnerabilities, and some of the ones I thought were exploitable externally. So i don't like to send it unencrypted because email is still email. But uh, let me let me let me touch base with you. Uh, separately, i i probably, Yeah, I have. Uh, responded. Yeah, you actually responded to the to the text with uh. Test. Yeah, And this is this is just a Word doc of that PDF that I created for you. So I can resend the Word doc.
Speaker 2 00:25:48
No, no, I'll get it securely. I'll get it not not no need. I i have the data.
Speaker 3 00:25:53
Okay, because i mean since we have it labeled as sensitive information requires special handling, we gotta eat our own dog food you know what i mean?
Speaker 2 00:26:00
I love it. I love it way to go baby. Okay, all right, folks, thank you so much. This is amazing, so appreciate it bye.
Speaker 3 00:26:10
Do you, Christy? Hey, thanks for joining by the way. Christy, it's been a while. Do, you guys want to roll through some of these other ones or again, with FortiCloud going away and Serenity going away? You guys are like a lot of the way there.
Speaker 1 00:26:28
So we just need to finish up the investigation on the rogue access point.
Speaker 3 00:26:38
Yeah, I would definitely try to figure out how the hell it got there and to see if anybody actually used it. Look at the logs of that thing because the concern there, and Nate did a good job explaining it, That if somebody was connected to that, even that guest wireless, they would have access to your network unimpeded not going through the firewall. So they would be as if they're a node on your network, which is not good. Because all.
Speaker 7 00:27:06
Of your controls basically at that point don't apply. Um, yeah, and then VP.
Speaker 1 00:27:16
3. I'm not sure if we even like, do we have still San Diego office? Christian.
Speaker 5 00:27:23
I don't know. I have no idea.
Speaker 1 00:27:27
Are they still with the Maraki? Yeah.
Speaker 5 00:27:30
I think so. Yes,
Speaker 3 00:27:31
Nate, how did you find that one? I'm assuming you got that from the Meraki console, right? The fact that the San Diego.
Speaker 4 00:27:39
Yeah, that's what they gave us to access to and showed up in there still.
Speaker 3 00:27:50
Okay, but do you guys want to talk about this or just kind of.
Speaker 7 00:27:54
You understand? Okay. Yes. What else we have here? Um.
Speaker 5 00:28:04
I see what I need to fix on smart dispatch, so I am happy.
Speaker 6 00:28:09
I just saw it. It's uh Portuguese,
Speaker 7 00:28:15
We can skip. Yeah, weak encryption. Uh, some of those already.
Speaker 1 00:28:22
Addressed on Ansible.
Speaker 3 00:28:24
Yeah, I would say yeah, I would say, look at the, let's we can take a look atum don't have too much time, but we could take a look at some of these combined Azure configs. I'm not sure, um, if that's you or Christie if that's if that's your domain. Butum.
Speaker 5 00:28:40
So on that one uh Chris Minions is mine. Crimson GBT Key Vault, Um I need to double check and see if that's being used, but Smart Dispatch Vault is being used. Um, I think.
Speaker 3 00:28:54
There's kind of a conglomeration of misconfigurations that we put together because we didn't see any need to blow up a bunch of different findings for each one of those because they're all part of the same thing. There's this, And then there's another one that's a low that hasum that's also titled Azure. Uh I believe it's number 23. Yes. Okay uh, those are those are basically still need to be addressed. And then those have not been discussed at this point. So if you guys have any questions or follow up on that, Christy, I know if you're just seeing this for the first time, thenum yeah, take some time to absorb it. We're here, uh, if you have any questions, please we can follow up. Uh, async.
Speaker 5 00:29:36
Gotcha. Um okay so I I do see it. I will fix the public access. I just got to get VPN access myself, soum and I can change the keyvaults. And then for. I can tell you anytime,
Speaker 3 00:29:52
You see a firewall rule that's open to the world, that's at least restricted to your local.
Speaker 5 00:29:59
We had to open it up for some reason, and I cannot remember why we had to open it up. But I think it had to do with an API connection because it kept switching IP addresses every day, which is weird. But I think that's why we ended up having to do that. So I'm going to see if I can harden that because we're.
Speaker 3 00:30:19
And this is not this is not us pointing fingers at you. Oh no,
Speaker 5 00:30:22
I'm thinking out loud. So I'm like, wait, why did we do that?
Speaker 3 00:30:26
We're here to help. Yeah, we really are. It's better. It's better that listen. This is this is the whole point of this exercise Yes There's. There's stuff that that you guys get to fix before somebody who's, you know with malicious intent comes back. And then then finds it so uh and and the reason why I'm bringing these up is if you have any questions or any kind of. Follow up. We're happy to, um, you know, respond to any any things that need additional clarification. I'm not sure it might not have been the best key search but.
Speaker 3 00:31:03
Okay. And this is another one number 23 that has a couple of things.
Speaker 7 00:31:13
That also, as.
Speaker 3 00:31:16
You're addressing finding number 14 with the write- ups there, It would behoove you to guys to take care of these at the same time.
Speaker 1 00:31:25
We still have a lot because I have a meeting at 12.
Speaker 3 00:31:29
No, it's up to you guys. This is for your benefit. So if you have any questions we can do it async. If you have a meeting at 12 then you should probably go, you're already two minutes late. Anton, thanks, It was nice meeting you again. And if anyone thinks of something send us an email, we'll respond. Okay, cool. Thank you. Thank you, guys. We're happy to hang out. I think Nate has two more minutes, But if you again since since you haven't seen the report because I kind of assumed that Mike and Anzor would share it with with the teamum he will now. But uh, yes, since you haven't had time to absorb it, I mean, it's a it's a seventy page doc. There's a lot of uh, there's a lot of good stuff in there.
Speaker 5 00:32:04
Um I'm just happy that I had less issues on smart dispatch than Anzor had on C boss. I will never let him live that down.
Speaker 3 00:32:13
Oh, you should absolutely tell him that you're way better than Claude. Just throw that out there.
Speaker 5 00:32:18
Well, no, because I so here's what I do. I do it very similar to Anzor. I did vibe code smart dispatch with Claude. I did go black within Codex. I do have 51 agents in my Claude, actually, I call them minions. So, hey, I'm going to send you my blog All right, Put in chat. Yeah, I put in chat. You will read all about my minions in there. But yeah, This makes me super happy because I go back and I do my own pen, tests almost weekly on Smart Dispatch, and my other things that I've built. And. So the fact that I did not trigger as much as Onsor did, and the ones that I did trigger are easy fixes once I get VPN.
Speaker 5 00:33:08
Back because I was on the Fortinet, so I got to get the new VPN. Because I'm at client sites all the time.
Speaker 3 00:33:14
What is the new VPN that you guys are using since you're moving away from Fortinet?
Speaker 5 00:33:19
Cisco maybe? I don't know. I got to ask Anton.
Speaker 4 00:33:24
And almost seems Cisco AnyConnect.
Speaker 5 00:33:27
Okay, if that's what it is, yes. I just don't have it on this computer, so I need to get itum, But yeah, I'm super happy. Everything else makes sense to me because I've seen your reports in the past. Um, I just hadn't got Anton shared it with me just now, so I have it. Okay. So like I said,
Speaker 3 00:33:46
If you have any questions, please reach out. All right. Nate, thanks a lot. Appreciate you jumping on Christine Thank you Have a good rest of your afternoon.
Speaker 5 00:33:54
You too Bye guys Have a great weekend.
Investigate origin and review logs of rogue access point to determine how it was installed and whether it was exploitedVerify rogue access point with PS team and eliminate itAddress C-Bus file upload vulnerability+10
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08-18 Meeting: LastPass Organizational Setup, Licensing Quote (25 Users), Budget for Security Keys and Benefits
AbilityFirst ELT session, 8/18/2026, 10:00 AM PDT. Attendees: Sergio Rizzo-Fontanesi (President & CEO), Michuan Fleming (COO/CPO), Carl Gayden (CFO), Lana Mseryan (Acting CDO), Christi Brown (Crimson).
PASSWORD MANAGER (LastPass)
- Christi walked leadership through the shared-vault model and demonstrated live how credentials and cards are stored and shared.
- Sergio pushed back on Crimson simply configuring it for them: leadership wants a hands-on guided setup session (~30 min each, within two weeks) so they can speak to the tool from personal experience when it is introduced to staff. Direct quote in substance: 'we won't know how to tell our staff... we need to be an extension of that.'
- Deployment model: Christi recommended a single organization-wide instance under Crimson for easier cross-board administration. Leadership agreeable; the guided setup happens either way.
LICENSING & SCOPE
- $7/user/month confirmed. Includes LastPass Families: personal account + 5 family licenses at no extra cost.
- Leadership asked whether it could be offered as a staff benefit alongside Legal Shield / identity protection. Confirmed workable; same model Crimson uses internally.
- Decision: proceed for ELT + directors and above, NOT all staff at this stage. Rationale: rising frequency of targeted attacks at that tier.
- Headcount at that tier ~14. Quote requested for 25 users to allow headroom.
- Personal-plan promo (30% off, <$3/mo families) noted but is a consumer discount, not applicable to the org purchase.
BUDGET
- YubiKey / hardware security keys to be added to next fiscal year's budget request.
ACTION ITEMS (Crimson)
1. Produce the 25-user LastPass licensing quote.
2. Schedule guided setup sessions for each ELT member within two weeks.
3. Send the tabletop exercise email.
4. Send the updated strategic plan document.
Note: setup delegated to Monti to complete while Christi is out, targeted ready by her return.
Aug 18, 2026
Speaker 1 00:00:00
With each of us, I think that that was my recommendation. You gave the option, like uh yeah. I think it'd be important to like say like, hey, I just need 30 minutes of your time because um if we go through it, if if y'all do it for us. Um, we won't know how to tell our staff that we went through it, and we had our own experience with it and here's what it does, and we need to be an extension of that. Yes. So my recommendation is just like, hey, where do where do you got in the next two weeks? I need 30 minutes, however long you think. And we need to set up your password manager. Including me. Um, yeah,
Speaker 2 00:00:39
I'd rather make it a full organization and put it under Crimson just because it'll make it easier across the board.
Speaker 1 00:00:48
We can, But I think we need to go through a setup experience of it and how it works. And we can deploy it individually. Yeah, okay. So we just, but I think we just need time to like how our, you know, what we should be doing with it a little bit more. Yes. Touch base. Um And, just because I got a few minutes uh just to show you. And thenum sorry, the DP and key We just add that into the budget forum HR I'm not HRum ELT UB Key UB Key Okay I wrote it down No worries.
Speaker 2 00:01:23
Just the budget for next year Yeah. I have that in Avenon to write down for your budget next year. Okay, so this LastPass. This Crimson's organization LastPass. We, this one of the things I can share with you. We share, this how we share passwords. So I have Anzor's business card because I have to use that. Um, I have one of our other business cards and then our background checker service because we don't want to pay for it.
Speaker 2 00:01:55
Yeah, we don't want to pay for two people, so we have all that. And then like this is where I keep your card. Thank you. And I don't have it anywhere else.
Speaker 1 00:02:04
So I think this is aum so we can like definitely setting it up for us. Yes. Yes, like maybe walking us through putting a one card on or one password and how it works a little bit. And how to share the channel It's easy for us to tell others. Ah it's easy. I've spent. 30 minutes with Chris or and Prudenc can walk you through it. Like it's easy when we have the experiential, it's easy for us to push.
Speaker 2 00:02:31
Yes. I was like, where's my phone? And you can see all my passwords are in here. Like even planfuls in here, all of my stuffs in here.
Speaker 1 00:02:40
Yeah, when you said that earlier for sure. And thenum if do they, well, if you guys do LastPass uh for us. I was thinking how could LastPass be a benefit for our staff? So I don't know if you have a contact. Is there a contact? Or is it just something you go online and just you all get? And the response was like, we offer our staff like uh Legal Shield, identity protection, those sorts of things. So if they want password protection, we could roll it into our benefits in cash flow. Which would actually help us. Yeah,
Speaker 2 00:03:14
We the way we do it for Crimson, we do have a contact because we we manage multiple clients through it. But we do it is you use your corporate for your personal as well. And that's one of our benefits. Okay.
Speaker 1 00:03:26
Because I don't know if we're going to do everybody. Yeah, I don't know if we're ready. Yeah, because how much is it? Six dollars a month per person?
Speaker 2 00:03:32
That's that's I don't know. Let me look up and see what LastPass because we got several clients on it, I just don't know the data on it. Um and then you can offer it as a discount, I think I need to look and see what that looks like.
Speaker 2 00:04:01
It's uh seven dollars per user per month.
Speaker 1 00:04:07
Yeah, that may get a little pricey for all three and a half people, but not that everybody needs it anyway.
Speaker 2 00:04:12
But. And then it has the LastPass families for employees is included in that seven dollars. So, they can create personal accountsum and five licenses to share with families with their family members. So.
Speaker 1 00:04:27
Okay, let me think about that. Yeah. But let's let's do definitely do it for ELT. I mean, I'm almost wanting to say directors and above. Yeah. Let's see what we can see what the cost would be. Directors, yes. And above, because you do hear more and more about companies being yeah being targeted. Yes,
Speaker 2 00:04:53
Yeah. Uh, by the way. The premium version for individuals and the family one for personal, and this is all under personal plans, is currently thirty percent off. It's a little less than three dollars a month for families. So,
Speaker 1 00:05:15
If you guys want to arrange it for all of us now, and you just do the setup with us while they have the discount, I think that makes sense. Oh no, that's personal discount. Oh that's the personal.
Speaker 2 00:05:24
Oh okay sorry yeah yeah no, But no, we'll get it set up. Monti is really good at setting it up, so I'm going to ask her to do it while I'm on vacation. And then that way it's ready when I come back on Tuesday. Well, I'm back on Friday.
Speaker 1 00:05:41
Send us an email about the tabletop and. Yep, I was writing that up. Send you the most updated plan, strategic plan. Okay, thank you.
Speaker 2 00:08:08
Hey uh Mashawn. Yes. How many people?
Speaker 1 00:08:12
Umum I think there's 14 of them. I think.
Speaker 2 00:08:17
Including you guys? Nope.
Speaker 2 00:08:20
So Can I have seg work on a quote for 20? Okay Say that again A quote for 20.
Speaker 3 00:08:39
So good. A quote for 20 users? 25? 25, okay. So did you need me?
Speaker 3 00:09:54
I'll have to go to Canada. Probably true. I think it means on Tuesdays and Thursdays.
Speaker 3 00:10:26
I'm not sure.
Schedule and conduct guided LastPass setup sessions (~30 min each) for each ELT member within two weeksSend updated strategic plan document to AbilityFirstProduce 25-user LastPass licensing quote for AbilityFirst+2
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Ability First
896227 (0.78h, ticket 967773, board 80 vCIO, CIO(14)/workType 55 Admin, agreement 449 vCIO Support, DoNotBill) - logged 2026-08-18 EOD sweep. Placed 10:00-10:47 PDT. NOTE ON DURATION: the Plaud recording is only 10m26s, but the Outlook calendar shows a 45-minute block 'ELT & Chris: Cyber Security Training' organized by Sergio Rizzo-Fontanesi with Michuan Fleming, Carl Gayden and Lana Mseryan. Logged against the calendar block per the skill's fallback rule (47 min, odd-minute compliant). The transcript appears to capture only the closing LastPass segment. If Christi was in the room for less than the full block, trim entry 896227.
tkt 967773 created on board 80, status Completed, owner 247 - 'AF vCIO - Password Manager Rollout for Leadership & 25-User Quote (8/18)'. Non-confidential; full summary written to the CW internal note. CLIENT VERIFIED FROM CONTENT + CALENDAR: 'Mashawn' in the transcript = Michuan Fleming (AF COO/CPO); attendee list on the 10:00 calendar event is the full AbilityFirst ELT. The transcript title alone would not have identified the client.
3 - Clients and Projects\Ability First\Meeting Transcripts\Meeting Transcript - 08-18 Meeting LastPass Organizational Setup, Licensing Quote (25 Users), Budget for Security Keys and Benefits.txt
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07-24 Operational Realignment: Handling Client Insider Risk While Correcting Sales Communication for Lion CFO
## Core Synopsis
A communication breakdown has created a minor political risk and an operational delay. Speaker 2 initially intended to brief both Christian and Mike on a potential new sale to Lion's CFO but misunderstood the communication flow, leading to Mike being brought in alone. This disconnect highlights a slight inefficiency in the internal communication protocol for managing new sales opportunities. Concurrently, an "insider risk" incident with the client Monti requires immediate attention, forcing a reprioritization of tasks and delaying support for the Lion sales effort. The team is managing two distinct, concurrent threads: a security/client management issue and a new business opportunity, with the former taking precedence.
## Tactical Realignment
### 1. Client Security Incident (Priority 1)
An "insider risk" event has occurred at the client, Monti. The immediate goal is to bring Vince, who is confirmed as the account manager for Monti, into the loop to ensure he is aware of the situation. This client management and security issue is the top priority and must be handled before any sales support tasks are addressed.
### 2. New Business Opportunity (Priority 2)
Lion has a new CFO who is interested in the Plaud offering. This represents a new sales and training opportunity. However, a communication fumble resulted in Mike being added to the email thread instead of the intended group (Mike and Speaker 2). This needs to be corrected to ensure the right stakeholders are involved in pitching the training and setup services. To support this effort, Mike has requested examples of Plaud integrations with other applications.
## Next Move
**@Speaker 2**
- [ ] Bring both self and Mike into the Lion/Plaud email thread to correct the communication - [TBD]
- [ ] Brief Vince ("Monti") on the insider risk situation - [TBD]
- [ ] Provide Mike with examples of Plaud integrations after handling the insider threat - [TBD]
[EOD sweep 2026-07-27] Call with April: confirmed Monti holds the Belay account (Vince coverage question); Monti brought into insider-risk loop. Separately: Lion hired a new CFO interested in Plaud - correcting Christian's email thread to include Christi + April; Plaud integration examples to follow after the insider-threat work. NOTE: 'Lion' is the Plaud spelling - verify actual client name.
Jul 24, 2026
Speaker 1 00:00:02
Hey, what's up, Chrissy?
Speaker 2 00:00:03
Hi. Um, let me ask a question. Are you Monti? Is that you or Vince or did it just stay with Monti?
Speaker 1 00:00:12
I think Monti is Vince. Okay. Let me let me confirm. Oh It should be updated in Hudu, but let me know I also keep a separate list.
Speaker 2 00:00:22
I'm I have a slow internet connection right now. So I figure it was just faster to call you.
Speaker 1 00:00:27
Yeah, yeah. Let me just double check real quick. I am pretty sure he handles Monti, but let me double check.
Speaker 2 00:00:33
We have some insider risk going on. I just wanted to bring Monti,
Speaker 1 00:00:40
Yeah, Monti is his.
Speaker 2 00:00:43
Okay, I am going to go bring him into the fold on what's going on just so he's aware.
Speaker 1 00:00:49
Okay, um, so do you have a couple seconds or or um? Yeah okayum, Lion hired a new CFO who's interested in Plaud.
Speaker 2 00:00:57
Yes, I know. I told Christian to bring me into the email thread. However, then I think he misunderstood and he's bringing you into the email thread. Let me bring us both. Yeah, if you need me, Bring me in, and we'll we'll work on training and things like that, and we can sell them training and stuff and get them set up.
Speaker 1 00:01:19
Right well, I was I wanted. If you can, if you can send me a couple examples of any Plaud. Integrations into other applications and examples that would be helpful also.
Speaker 2 00:01:28
Let me work on that after the insider threat.
Speaker 1 00:01:31
Okay, cool, got it. Thanks. Bye.
Brief Vince on the Monti insider risk situationProvide Mike with examples of Plaud integrations with other applicationsCorrect Lion Plaud email thread to include both Christi and Mike as intended stakeholders
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Crimson IT
covered by 883399 (0.12h, ticket 956831)
ticket 956831
2 - Internal Operations/Meeting Recordings & Transcripts/Crimson/Meeting Transcript - 07-24 Operational Realignment Handling Client Insider Risk While Correcting Sales Communication for Lion CFO.txt
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05-19 Team Sync on Workload, Management, and Tooling
# Team Sync on Workload, Management, and Tooling
The team's conversation begins with casual personal updates before transitioning into an in-depth discussion about significant work-related stress, overwhelming project loads, and difficult management dynamics with a senior leader, Anzor. The dialogue then covers personal hardships, leading to offers of mutual support, and concludes with a detailed technical overview of the Nylia software platform, followed by the formal start of their scheduled meeting.
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## Initial Check-in and Personal Anecdotes
The conversation starts with informal greetings and updates. Olivia shares that she had a good day off, having traveled to NorCal to run a 12k race she had been planning for five months. Christi then tells a lighthearted story about a multi-function pen she favors, which features a stylus, a flashlight, and a retractable pen tip. She has a habit of leaving them at her doctor's office, and after leaving another one behind, the office called to ask for more because the doctor had taken it and the staff wanted replacements.
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## Discussion of Work-Related Stress and Management Dynamics
The tone shifts to a serious discussion about work-related stress and management challenges. Olivia recounts receiving three unexpected escalations from "Jams" after a period of calm, leading to a stressful call with Anzor. She describes him as threatening her job if the issue wasn't fixed "ASAP," only to end the call by praising her. Christi validates this experience, noting Anzor has a pattern of withdrawing trust every six months after a perceived failure, which she finds exhausting.
Team members express that Anzor's style—promising the world, setting "crazy deadlines," and then reacting with frustration or claiming miscommunication—creates a high-stress environment that "rolls downhill." Olivia admits she would likely have quit if she had to report directly to him. Christi credits her manager, Pete, for acting as a buffer, which has significantly lowered her stress levels compared to her previous job with the Dodgers.
The conversation reveals recent stress survey results, which had an overall score of 3.6 from 16 entries but included more high-stress "five" ratings than usual, as well as a "one" and several "twos." Christi shared anonymous feedback with management, including one comment stating, "Weeks like these are when I want to leave," and another quoting Bilbo Baggins: "I feel thin, sort of stretched like butter scraped over too much bread." Pete acknowledged the pressure, noting the team is concurrently handling four major projects—Wayfinder, two "Maverick" projects, Property Diverger, and Foothill Family Assessment—which are larger than most the company has previously undertaken. This revelation frustrates Olivia, who was not informed her team members would be assigned to the Maverick project, especially with a deadline of the 30th and several people out. She also highlights a specific pain point: 57 "elimination of vulnerability" tickets that consist of 28-page PDFs with no explanation or training.
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## Personal Hardships and Offers of Mutual Support
The discussion takes a personal turn as Christi discloses she recently went through a "massive" and difficult breakup with her partner, Bear. She explains that his behavior had become mean, triggering her PTSD nightmares to the point her psychologist prescribed Trazodone for sleep. As a result, she has cut off all contact, taken over their shared online "guild," and kicked him out.
Christi notes that this change, along with her daughter's busy schedule preparing for graduation, has freed up her evenings. Seeing the immense pressure Olivia is under, Christi offers to use this new availability to help her with behind-the-scenes tasks. Specifically, she offers to assist with documentation, such as creating SOPs and building out the knowledge base in Hudu, to help alleviate Olivia's workload. Olivia expresses that any help with Hudu would be a "major" relief, as she has a large volume of documentation to migrate with only a couple of days left.
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## Technical Overview of the Nylia Software Platform
In response to a query from April about whether non-technical staff still need "Nihilator" (Nylia), Christi provides a detailed technical overview of the platform to correct a common misunderstanding. She explains that Nylia is a multi-module application far more powerful than just the "My Tickets" interface most are familiar with.
Christi highlights several key modules and their benefits:
- **Connect Active:** This module syncs contacts from Office 365 and Google directly with ConnectWise, automating user creation and removal and eliminating a significant manual data-entry task.
- **Schedule Sync:** A "godsend" for dispatchers, this feature keeps time entries synchronized with calendar schedules, allowing for more efficient ticket assignment.
- **Client Mapper:** This tool automatically calculates and blocks out travel time for on-site technicians by checking Google Maps, freeing dispatchers from having to do it manually.
- **Time Machine:** A managerial oversight tool that provides a visual timeline of a technician's day, showing the delta between time logged and actual time spent in a ticket. It helps track productivity and location without active "big brothering" unless an issue is flagged.
Christi concludes that while "My Tickets" is primarily for technical teams, the back-end syncing and scheduling modules are critical to operations. She emphasizes that Nylia is one of the company's most cost-effective vendors, delivering immense functionality, and that the help desk would be lost without it.
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## Formal Meeting Commencement and Administrative Approvals
Pete joins the call, apologizing for his tardiness, and officially begins the meeting. He immediately addresses administrative items that have piled up while he was out. He gives verbal approval for April's vacation request from June 22 to June 26 and states he will approve Christi's pending request right after the meeting. He also mentions he has 22 expense reports to review. For the formal "good news" portion of the meeting, Christi shares that her daughter is graduating in a couple of weeks and starting an internship, which may cause a slight adjustment to her morning schedule but is a source of great excitement.
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## Action Items
**@Christi**
- [ ] Investigate the ticket number provided by Olivia regarding the 28-page PDF vulnerabilities - [TBD]
- [ ] Assist Olivia with moving companies and Crimson-related items into Hudu - [TBD]
- [ ] Start adding SOPs to Hudu for overall team use - [TBD]
- [ ] Build up the Sharp knowledge base in Hudu - [TBD]
- [ ] Show Olivia how to use the documentation "minion" automation built for Hudu - [TBD]
**@Pete**
- [ ] Approve April's vacation request for June 22-26 - [COMPLETED]
- [ ] Approve Christi's pending vacation request - [TBD]
- [ ] Approve 22 outstanding expense reports - [TBD]
**@Olivia**
- [ ] Talk to Pete about her team being assigned to the Maverick project without her prior knowledge and the lack of resources - [TBD]
- [ ] Talk to Pete about the 57 "elimination of vulnerability" tickets that require more training/explanation - [TBD]
May 19, 2026
Speaker 1 00:00:00
Good morning. Hello, Mama. Good morning. How was your day off yesterday? I was what? Say. I said, how was your day? Hang on. All right, here this might be better. How was your day off yesterday?
Speaker 2 00:00:16
It was good. I I went to NorCal, and we i ran a 12 k that I've been planning for the last five months. So it was a lot of fun, and i had a really good uh, really good. Couple of days. Yeah. How was, how was it here?
Speaker 3 00:00:39
Well, It was busy and fun and uh yeah. So very busy.
Speaker 1 00:00:51
Very busy. I can imagine. Yeah, to say the least. So.
Speaker 1 00:00:59
Uh, I keep stealing sharp pins and then I lose them at doctor's offices and leave them behind and just not thinking about it. And my doctor's office called yesterday. She was like, hey, you know that sharp pin you left behind? And I was like, yeah. She goes, do you got any more? It's like oh gosh. That.
Speaker 2 00:01:18
Was a nice pin or what?
Speaker 1 00:01:20
Oh here let me let me turn on my camera so you can see. Okay so this is the pin, It's got the little stylus. It's got the flashlight, but you flip it and now it's the pen.
Speaker 2 00:01:37
Wow. Ooh, that is fancy. I like the flashlight.
Speaker 1 00:01:41
Yes, that's the one I left behind and yeah, She was like she told me that the doctor took off with it, and she said, I want another one to replace it. So I was like oh.
Speaker 2 00:01:55
The next time you come in, please bring a pen.
Speaker 3 00:01:58
Yes. Hold on. Yes. That's funny. Okay,
Speaker 2 00:02:05
So I need one of these pens is what I'm hearing?
Speaker 3 00:02:08
Yeah. Oh man. Yeah. I am not ready for this week, I'm not gonna lie.
Speaker 3 00:02:26
I feel you.
Speaker 1 00:02:38
I Had a conversation with him about you yesterday, but I will tell you about that in a moment.
Speaker 2 00:02:46
Last week, Onzor. Well, okay, so. For context, with jams, we've not gotten like a single escalation from jams. Like other they've been doing really well. And then on Thursday and Friday, we got like three escalations all at once. And so Pete's obviously out, So Anzor calls me and he's like essentially is like, you know, if you don't like fix this ship with jams ASAP, you're not gonna have a job. Is it basically what he told me? And then he like.
Speaker 2 00:03:21
Sa ys at the end. Oh, you're the best. Thanks, thanks. You're the best. Oh, yeah. I'm like that's just like I know that's on war,
Speaker 1 00:03:31
But like it doesn't help when he does that he he and I had a conversation recently about some things similar to that. And then he's pretty much ghosted me ever sinceum because he asked me to do something and I failed it like I failed what he asked for because I didn't understand what he was asking. And Pete had the same understanding I did. Well, now Anzor's doing his thing where oh, you failed me once, I am not going to trust you again thing that he didn't, and that happens every six months. And yeah, it's very frustrating.
Speaker 2 00:04:06
It's exhausting Chris. Yeah like I can't even imagine, like I know that you have much more, you know interactions in your work. But like if I. Had to report to Anzor, I think I would be gone. You have to really.
Speaker 1 00:04:28
You have to stay on your toes.
Speaker 2 00:04:31
Yeah, yeah, like I don't know. It's just i.
Speaker 1 00:04:37
Think you need yeah I think you need to express that to Pete. Um i I have failed in not fully expressing that to Pete but, I did tell him yesterday that hey, I had a really good doctor's appointment. Um, that when I moved to Crimson, my stress levels actually dropped from where they were with the Dodgers, which you know that says a lot. And but then my doctor said in the last six months they've really dropped. Which less stress? Way less stress. But it's only because Pete has come between me and Ontour like.
Speaker 1 00:05:13
Answer is less stress. Yes, answer is less stress than working for the Dodgers. Let me just tell it to you that way. However, Pete coming in between the two of us, I have normalized. Yeah, um, and I get that. And, that's the only reason why I was able to stick around and deal with him is because it wasn't as bad as working for the Dodgers.
Speaker 1 00:05:42
Yeah, that's crazy. So, but he is he is back and forth. And he let it slip one day. I can't remember if it was him or Zalwar let it slip the reason why they stopped trusting me to manage overall team for everybody was because of Cheryl. And I am like okay, not a big deal, But somebody should have told me that in advance, and instead of letting me fully fail with no safety net. And. And neither of them say anything at that point. I'm like, you know, I can take responsibility for my issues and what I did. But did either of you think about what you did that affected me and how crazy it got? Because you essentially left me to my own devices and said, take it. And then left me for six weeks both of you to go on vacation.
Speaker 2 00:06:42
Yeah, Chris. I mean, I would see all the time like you would be stressed out, and it's because like because Anzor was stressed out. And he's in it's like rolling downhill. Like I would see all the things that Anzor would give you, and then it would stress you out. You know, and then it would stress the rest of us out. And like but it starts at the top. You know what I mean? It's like it's because he is giving these crazy deadlines and he is promising the world. And then he's so mad when we don't give him the world. Yeah, Like it's or t here is miscommunications and I I think you know everybody's on the same. I've done this exact same thing with Onsor. Me and Pete are on the same exact page. We think this is what Onsor means, and then Onsor says, no, that's clearly not what I meant. Like you guys are stupid for thinking that's what I meant. You know, it's like it's just it's so.
Speaker 1 00:07:44
Frustrating. Yeah, no, you you are one hundred percent correct. The only reason I am still here, one, I love you guys. Like I know I felt in the last two years, but I still every day work with this amazing team. Number two is less stress than the Dodgers literally less stress than the Dodgers. I am proud of the work I did there, I am proud that I have a World Series ring. But leaving was the single best thing I could ever done for myself. And number three is, I see the work Munzer's trying to do. He's not perfect, but neither am I. But at the end of the day, he is trying to do good things. He has given his family jobs when they needed it. He has.
Speaker 1 00:08:40
Help me out in ways that I can't even explain to people. And it's not because I'm loyal because he did this for me. It's because I see what he's trying to do in the rest of the world.
Speaker 3 00:08:51
Yeah. And that's where when you make your list of pros and cons, the pros outweigh the cons. The cons can be a little bit more stressful, but would I have gotten where I am today without Crimson? No.
Speaker 1 00:09:10
Because I was too timid to step out and say to my boss," You're a narcissistic pig who is killing your department." That was my old boss before Ansar. Yeah, yeah. And the thing Ansar isn't, he's not narcissistic. Yeah,
Speaker 3 00:09:32
That's true.
Speaker 1 00:09:36
Zawar on the other hand has those tendencies, but Ansar he genuinely has a golden heart. Imperfect as it is, but he wants to help people.
Speaker 1 00:09:51
But At the end of the day like you said, he still causes me to yo- yo on my emotions. And that's something that I don't know how to solve just yet.
Speaker 2 00:10:06
Yeah, and like to be honest, sorry I get emotional,
Speaker 3 00:10:10
But like no you are good. Um. I don't know. I feel like of course I.
Speaker 2 00:10:19
Am grateful to crimson no doubt about it. Like I am extremely grateful to you. I feel like I am loyal to you because to be honest, like who's supporting me growing up? You know and am very grateful the people. I'm definitely I would not be where I am without crimson and giving me a chance and whatnot. But it's just like, I don't know. I feel like there's no to.
Speaker 3 00:10:49
Me right now. I don't ever.
Speaker 2 00:10:52
Feel satisfied with my work. Like, I don't ever go home or walk out for the day and feel like, oh,
Speaker 3 00:10:59
What a good day. Like you know what a you know good satisfying day like, It's always feeling. Yeah.
Speaker 1 00:11:12
When, have you last time took a couple days for yourself just to breathe through and work on your life goals?
Speaker 2 00:11:22
Yeah, I really think I need a break because I'm so stressed and like, I feel like even when I have a day off, like yesterday, I was supposed to be, um, I was off.
Speaker 2 00:11:36
Still, like t here is so many people sending me messages and asking questions. All things that I sorted out on Friday. I had calls on Friday, you know, giving people guidelines and making sure everything would be sorted. And still, like get repeat questions. Still people respond to me like and Mike, for example, says, like oh Olivia's MIA today, MIA this race has been planned for five months. I have had this on my calendar for so long. Like, it just. I feel like I can't take a break. I feel like I can't just be crimson. Like, it just feels like a lot right now. And I just. like, uh. yeah. And please don't repeat any of this; someone will help me keep this later, so like, it's not. yeah no you're good but it's like.
Speaker 2 00:12:32
I don't know. I am just, I am tired right now. Yeah,
Speaker 3 00:12:43
Yeah, Mike Mike has been a little stressed too. And he's been making some statements where I am like, okay, gotcha. You are stressed. I get it. Yeah and he won't admit it, but yeah,
Speaker 2 00:12:55
He's stressed. Yeah. Um i mean, i agree. So.
Speaker 1 00:13:02
Just a heads up for you, and don't repeat what I am about to say. I got up in the morning yesterday morning, and very first thing I did because it was like six AM. And I started working on stress surveys because the team has actually been filling them out. And so I sent over, I said, "Gentlemen, I am not sure who left the survey response; they left their name blank." But I want to make you aware of it. Weeks like these are when I want to leave. And then a second one, I said, "I think it was pretty stressful for the teams. Here's another one for you. Bilbo Baggins: 'I feel thin, sort of stretched like butter scraped over too much bread. ' And I said there's one other comment about being sent tickets and needing more training. I sent that over to Olivia and Anton because I'm not sure who it was either, but there was more fives than usual. Overall it's a 3.6 but we had 16 entries."
Speaker 1 00:13:53
Chinkey had a one and there was a few twos that dropped it off. I said, based off the fives where they left names, I'm assuming it's a help desk. The only two people who put their name was on the help desk side. And I did say, I did throw in a smile. I said Jason's number two made me smile. I'm learning at Crimson that the only thing is predictable is the unpredictable things, escalate and change fast with projects. It's a rollercoaster. He goes, I am here for this, but I notice my stress level goes up a bit. It's completely normal, but as I start to engage directly with customers, I am more self aware and start to second guess myself. I am only on week seven, so I am probably where I should be. Which one hundred percent. So Pete responded. Now this is in a chat where i have both Anzor and pete and pete responded. And he goes, we have about four pressing major projects, all happen, concurrently wayfinder maverick, maverick.
Speaker 1 00:14:50
And property diverger, so there is two mavericks. Yeah, and foothill family assessment. These are all sizable and larger than most projects crimson has done, and we're doing them concurrently.
Speaker 2 00:15:07
And FYI, That is something I want to talk to Pete about because I was not told that my team members would would be a part of the maverick project, and I don't have. I have a bunch of team members out the next two weeks, and Onsor says we have a we have a deadline of the thirtieth. And like it's just it's like that's another thing. And but yeah, I've been telling my help my team on the EOS meeting at the end to fill out the stress surveys. So I genuinely that those stress surveys probably a lot of them are my team. Yeah, and I have a bunch of tickets open like like what the uh.
Speaker 2 00:15:49
That stress survey, um, about like needing more training. I think that's about the elimination of vulnerability tickets or whatever. Yeah.
Speaker 2 00:15:60
It is. Which is something I'm going to talk to Pete about because we have 57 tickets of just those elimination of vulnerabilities, and they're 28 page PDFs with no explanation. Yeah, Chris, I.
Speaker 1 00:16:18
Like yeah, Send me one of those ticket numbers and if I can get time today, here is what I offered Pete separately. Uh well, I offered Pete a couple things. Um with Carney moving to the end of June, I may have a few hours extra. Oh by the way, Bear and I massively broke up. Okay really? Massively.
Speaker 2 00:16:39
Wait why? Wait also, I thought you guys had already broken up. I thought you decided you were just being friends, and then you guys you got back together? Yeah.
Speaker 3 00:16:48
Um, he started getting mean.
Speaker 1 00:16:52
Oh, And my Pete. Yeah, and don't share this part with Pete. Pete knows that we broke up and had a bad breakup, but that's all he knows. Um, He started getting really mean to the point, my PTSD nightmares started back again, and they were bad. And so bad that my psychologist put me on trazodone, just for me to get some sleep at night.
Speaker 3 00:17:17
Oh, yeah. Yeah, yeah. That's that's terrible. Yeah.
Speaker 1 00:17:23
Oh man, it's worse than that. No, no. Um and I know some of it's secondary PTSD from you know, secondary trauma from working with kids and I don't want. And I was very open with him and very honest and said, you will not come between me and the work I do with kids. Mhm And I have left. I I have taken over the guild from him. I took the guild. I took the disc, took over Discord, and I said, " H ey guys i I needed to take a break because we have another kid coming in. I will be back soon." And just a heads up, and he's been kicked out of the guild. And you know that's how bad it got. Now he has been texting me, "Hey can i take you out to lunch? Can i take you out to dinner? Can we talk?" And i am like nope.
Speaker 1 00:18:16
Not doing this. Like I have, I just cut it off. So with me taking a break from the guild and from the Discord and everything, I have basically freed up my nights and evenings, because Dom is not home because she's getting ready for graduation and she's got her new internship and you know things like that. So Dom, Dom and I, And then the days she is home from school, she sleeps like she got home went to sleep. I got home at Six o'clock, I woke her up to see if she was okay. She was like, "Yeah, I am just tired." I said, "Okay." She woke up again at eight. Got up did it did her chores. Did a few things. Said mom Can I have a melatonin? And I am afraid I won't be able to sleep well. And I was like, "Yeah, sure. " So, we're here. So she took melatonin and she was out, and i i saw her maybe twenty minutes the entire evening last night. Yeah, wow.
Speaker 1 00:19:12
Just because she's got exams this week, she's got a lot of other stuff going on, so she's been a little stressed. So I have a little bit of free time. We're about to go to our other meeting. I have a little bit of free time even with the projects, But I have some nighttime stuff happening. And um I was going to see if there are things that I can do to help you behind the scenes like I was adding some, I was going to start adding some SOPs to Hudu for overall, U m and I actually started working on some I built up the sharp knowledge base. Things like that.
Speaker 3 00:19:49
Oh amazing. Yeah. So anything to do with Hudo.
Speaker 2 00:19:55
Would be so major. Yeah, like yeah, I have a bunch of companies that I still need to move over and I need to move over crimson stuff, which that's going to be really big. And I only have a couple days left to do it. So well,
Speaker 1 00:20:08
Let me see what I can do to help you. Um, let's jump over in the other meeting. I had something else to tell you, but I'm gonna wait.
Speaker 2 00:20:15
Okay, sounds good. Bye- bye.
Speaker 3 00:20:16
Thanks, Chris. Good morning. Good morning.
Speaker 1 00:20:32
Good morning guys, I want to go to the bathroom real.
Speaker 3 00:20:35
Quick so I'll be back okay?
Speaker 3 00:20:41
Hello. Hi. Hello, good morning.
Speaker 1 00:21:31
April, Do you remember when I cut off my finger?
Speaker 3 00:21:35
Oh yeah.
Speaker 1 00:21:38
Yeah. Well. You did it again? Well. You can't see all the bandages. So I was sitting here thinking about how you had to jump into a lot of my meetings with me when I did that and take notes. And now I have that new dictation software, which is almost good. It gets about 80% right. Although I was dictating something about, and I said the word slots because we needed to fill slots.
Speaker 1 00:22:10
And instead it chose to change that word to sluts. So that was an interesting text message. Um, yeah, but for the most part it's been good. I had to teach it Onzor's name and I had to teach it hoodoo. I've got a whole dictionary of things I've taught, but um, It's getting much much better. Although there are some days where I'm like, um yeah, let's let's uh.
Speaker 1 00:22:40
I said something about Huntress and Sophos, and it screwed up the name Sophos. So.
Speaker 4 00:22:48
I'm glad they're still doing a great job here. How many minions you have right now? Fifty- two. Oh my god. More to come.
Speaker 1 00:23:03
Hey, Fana, so Olivia, you know my N 8 N account? I had to increase the number of executions from 10, 000 to 50, 00. So now I have about forty thousand to play around with, because I actually only needed a couple hundred left for this month. Like not not anything big. I could have gotten away with five hundred and had room to spare but.
Speaker 1 00:23:36
They didn't have an in between, and I didn't have any purchases I could buy to that point. So, I ended up having to buy the next level, which gives me that extra forty thousand to play with. And I was wondering if your account is still in the system. If it is, you are welcome to borrow it. However, Hudu is not in it; Hudu is in Zapier. Zapier—I have about a thousand.
Speaker 1 00:24:07
Plan t us in there because I had moved a lot of things over to innate end. So but I actually have a minion built up for documentation. Uh. It was originally created for ID glue. But I couldn't. But I moved it over to the hoodoo side.
Speaker 2 00:24:26
So you have to show me,
Speaker 3 00:24:31
Yeah, how did you use it? What are you doing with it? Okay. Maybe you can help me.
Speaker 1 00:24:37
Absolutely. Because half of my day is not spent with AI, contrary to what Anton believes, Half my day is is handled by automations that do not include AI in it. So.
Speaker 3 00:25:00
Oh Mike is not joining right they have this.
Speaker 4 00:25:05
Conference thing. Fancy conference. Yeah, okay.
Speaker 3 00:25:16
Already paying.
Speaker 1 00:25:22
Um, that ticket number you gave me, I'm gonna I'm digging into it right now by the way.
Speaker 3 00:25:28
Okay, thanks Krista.
Speaker 1 00:25:30
No worries.
Speaker 3 00:25:33
Let me know your opinion. Yeah. Quick.
Speaker 4 00:25:43
Question, does non- tech still need the Nihilator? Who? Um, non- tech like admin, finance. Do we still need it? Because myself I don't use it.
Speaker 1 00:25:58
So so, While we're waiting on Pete, let me show you because Nylia is not just what you think it is. Nylia is actually a bigger application that Crimson uses pretty religiously, but most people don't realize that. So, um, Let me give you guys because uh Jason's not had the Nylia full conversation and I don't think Anton. We've ever shown you some of this Nylia stuff. Uh that would help. So hang on one second let me get logged in.
Speaker 1 00:26:32
Uh, so I'm going to share my screen. Okay. So I'm waiting for it to load. Uh, Also, that reminds me I need to do a speed test because we just upgraded the internet here. And this is going slow. This makes me very concerned. So basically, while I am waiting on Nilir to come up, Nilir has about nine to twelve modules, Which it is one of our cheapest applications and cheapest vendors that we have that we utilize. And some of the things to note about Nilir is that.
Speaker 1 00:27:28
It is responsible because ConnectWise doesn't have a sync option between Office three hundred and sixty five and Google to sync contacts within ConnectWise. So that every time we disable somebody in a client on their three hundred and sixty five or Google, it disables it in ConnectWise. Every time we add a new user to uh a client, it automatically updates ConnectWise with that person so that, Because neither of you worked for or none of you actually worked for us back when we had when we had a new users onboarding for a client, we also had to create their contact in Connectwise. So this eliminated that. So Connect Active is that option.
Speaker 2 00:28:12
I would I would like to say that I created many, many, many contacts in Connectwise. Yeah.
Speaker 1 00:28:22
So I need to go in here and fix ability first because um it is it is actually these are the errors, but and they're only they're the only ones we have. Now we do have some clients that aren't syncing. Uh jams is not syncing because no one went in and set it up. Rrp is not syncing because we've not we've not done that sharp I disabled for uh right now. I set the initial sync, but I haven't done the full sync yet uh and WineGuard. We had some issues with that sync, so we stopped it. And didn't let it go farther. And then SSB, we never synced at all. But we have all these clients that are syncing. So when we have to set up, we don't have to set up companies manually doing that. Now, that being said, I'm going to go back to the home seed. That's one thing and that's something we use. We actually purchased NetLayer because it was the only system that gave us the options.
Speaker 1 00:29:20
For Office three hundred and sixty five and Active Directory on prem. Um, with, And then they were the only they were the first company that gave us Google Sync as well. And they're still the cheapest company out there. Now a couple features, My Tickets is what April you are thinking about when you think about Nightlyer. So um Schedule Sync that one Olivia When she was a dispatcher, It was a godsend for her when we spun this up because it kept time entries synced with the scheduled records. And so, for example, Olivia one day when Arnie still lived, worked with us, lived with us. Basically um she he kept taking. And clear all his tickets because he had a bunch of tickets that could be automatically cleared. When he did that um.
Speaker 1 00:30:18
Olivia would keep giving him more and more tickets because he he just had freed up time. And, he was one of the few techs that would constantly like clear his tickets, and she would constantly give him more. And at first, he was like, Wait, what what the hell is going on here? And then we realized it was because of schedule sync. And it was a game changer. Um The other thing that was a game changer, Was Is it highly your life? No. Client mapper. Time machine. Well, time machine did help. I'll explain that one to Jason in a minute, But client mapper because client mapper allowed us to set tickets and Olivia set tickets and the system would automatically add travel time for our onsite techs, Meaning that if Olivia said and I'm using Olivia because we we put this in when Olivia was still dispatcher.
Speaker 1 00:31:15
Olivia would set a ticket as onsite and schedule someone, let's say Caleb. The system client mapper, What it would do is it would check Google Maps for travel time at that time. And, what it would do is look at the average time it would take to travel from our headquarters to the client site on Google Maps, and then it would block out their schedule accordingly. So Olivia didn't have to worry about anymore, trying to give them travel time in the tickets. The system automatically did that, uh travel to and travel from. Um so that was another one that it did. And then Time Machine was a huge one. There's more, I'm not giving you guys all of the stuff. Um but Time Machine was a huge one. We had issues in the past where we had staff members we couldn't find, Like we could not figure out where they were and basically what this person he no longer works for us. Um.
Speaker 1 00:32:13
I kept hearing from managers that, hey, this person is sleeping on the job. When we try to call him, it looks like he's been sleeping. But he's getting a lot of work done. We just don't know when it's happening. And so he had basically figured out how to automate himself. But the thing he was failing to automate himself on was doing time and doing time correctly. So what we would do is we would click on him In here, I'm going to use April for an example. And, we would go into time entry, and we would see from time entry. You can see what they're working on. You would see like a whole timeline of how they were doing their day. So what it would do is it would show the delta, like the time that we put against it versus the time they actually worked, which April is a bad one for this. Let me do Bogdan's a good one.
Speaker 1 00:33:13
Hey Pete, so you can see, you can just see the whole timeline of their work. But this person was doing something very similar to to how I do my tickets. Even though I I you guys know I am working, I just don't do my tickets um then and there. So if I go here where am I? Oh yeah, I am not in here anymore. Caleb is a good one because he he does his time like this. You can see the delta So he put in three hours yesterday to Crimson IT, but his actual in progress time is zero. And he does this because he is actually, he travels. And so we know that he does it like this, whereas someone like um Bogdan, it's a straight shot. You can see everything he did with some deltas in there. But the deltas that he has in here is not too bad. Does that make sense Jason?
Speaker 1 00:34:09
And that's one where it allows us to big brother, but we don't big brother unless we see that there's an issue out there. But then also Olivia would use this and other dispatchers would use this to say, okay, well Kobe's working on so and so. And that's where he's at or he's at a client site. You know Caleb is at Lancer working on Lancer. And this is where we could see if they go to lunch, we can see that they went for lunch and so on. I'm going to go back to live. We can see if they're not in yet because they don't start until a certain time. I am always MIA, even though that's not the case. But for the most part, this is pretty accurate. And we can see, hey, he's been in this ticket and has it in progress for over five hours. And that would allow a manager to come in and which we used to do. We don't do it as much anymore because we're way too busy to do this, but allows us to reach out and say, hey, is there something going on here?
Speaker 1 00:35:06
Is there a reason why you're in this? But, we can also see total hours and how long they've currently been in that ticket. So like Emile's had this one maverick over two hours currently in, and he also missed two schedules. So for managers it's good thing we don't do that portion, but if we do have questions about somebody, we can go in there and take a look Jason. So um and it allows us to be on top of it. Uh help desk is was always up on the TVs for a long time. And we could always just stop by and see. Okay, well April's or Nemanja's working on Fairfield, and I am at Sharp. So, and I don't, and Brian's on site somewhere; he's at Avalon. So it's a good thing, but it's one of our cheapest options that we have. However, it gives us the most functionality. And, the biggest thing that we use it for is the sinking of Active Directory Google.
Speaker 1 00:36:03
And Office three hundred and sixty five and the schedule sync. If we did away with those two right there, I think the help desk might cry. I know Olivia would, so because it's a huge help with the client mapper, also a big one. Now I utilize this one because I want to see Connectwise tickets in my Teams, but I am about the only one who does this. And I used to do the reporting feature when I was in Olivia's shoes, but, That was only for time entries, and when we were keeping a closer eye on budget hours. Does that help? So, when everybody talks about Nylia, they're talking about my tickets, which is something completely different. It is just a prettier facade to Connectwise and for techs, it's very beneficial to them, but no one. But the help desk and technical teams like.
Speaker 1 00:37:02
Security and professional services really needs to use it.
Speaker 3 00:37:08
So. Sorry. Hi Pete. Sorry,
Speaker 5 00:37:20
Hello, hello one minute. Sorry I'm late I didn't get the reminder, so I thought it was at 10 today. I looked at my calendar early this morning. It was up there. I was.
Speaker 4 00:37:37
Checking your emails at five.
Speaker 5 00:37:40
No, I was emailing. I don't know. I emailed Julia this morning really early too, a whole long thing, and I said anyway. So anyway, um, I don't know how far you guys got. So if you want to hit the button, it's totally fine. If you want to. Yeah, yeah.
Speaker 5 00:38:02
You didn't start. No, no. Well, Then we better get going because I'm sure Anton has great news and personal business in the flight headlines.
Speaker 4 00:38:12
Yeah, I'm just waiting on approval for my vacation from June 22 to June 26 th.
Speaker 5 00:38:19
Okay, approved. Thank you, Pete. That's all I need Because because I know Chris is waiting on one too, and I'm going in to approve them. Right after this meeting, I got so much stuff to approve since I was out. I got twenty two expense reports to approve too. Okay, anything else? Anton? No. Okay, Chris?
Speaker 1 00:38:43
Um, so personal good news the kids graduating in a couple weeks. Um, but she starts her internship. So my schedule might be adjusted a little bit for her internship, but only just to get her dropped off in the morning. So. Um, but we're super excited about that. And then professional good news. It is actually I was a little worried about this next couple of weeks, but it's been a lot better than I thought. And I got a few things updated in who do uh for the team and a few other things done. So that makes me a little bit happier and a lot less stressed.
Show Olivia how to use the documentation minion automation built for HuduInvestigate ticket number from Olivia regarding 28-page PDF vulnerability ticketsBuild up the SCHARP knowledge base in Hudu+6
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08-10 Meeting: AI Training Sessions, Tool Access, and Rollout Strategy
> Date: 2026-08-10
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 3] [Speaker 4] [Speaker 5]
## Meeting Notes
### Upcoming AI Training Sessions
- Live AI training sessions are scheduled for Tuesday, August 11, 2026, and Thursday, August 13, 2026.
- The Tuesday session does not require the enterprise AI version to be installed.
- For Thursday, having the AI tool is recommended but not required.
- Both sessions will be recorded and shared for those who cannot attend live or wish to review later.
- These are live classes, not pre-recorded.
- Attendees will include staff from various nonprofits.
### Access to AI Tools and Practice Materials
- Speaker 2 is finalizing and distributing videos, links, and demo files with dummy data for practice.
- The AI committee requested Copilot access for its members.
- Speaker 2 confirmed the request was sent to the Crimson Team last week; access should be granted within 24 hours at most.
- Microsoft will email AI committee members once their access is activated.
- General staff can attend training but will not yet have AI accounts.
### AI Subscription and Rollout Strategy
- The initial subscription for the AI committee will be monthly.
- This provides flexibility to cancel subscriptions for non‑users.
- Switching to an annual plan later is straightforward if needed.
- The AI committee is internally determining the rollout plan for all staff, including whether to offer monthly access to everyone.
- A final decision on a company‑wide rollout will be made after consulting with Julie.
### Planning and Communication
- Speaker 1 raised concerns about short notice for the training, noting it may appear poorly planned.
- They requested more lead time for future rollouts to allow internal discussion and preparation.
- Speaker 2 acknowledged the last‑minute nature and noted a new team member is joining to provide support.
- A sign‑up form for additional Copilot training sessions toward the end of August will be sent.
- Speaker 2 plans to create a centralized training site for all clients to host training materials, pending approval from Anzor.
## Next Arrangements
- [ ] Send an all‑staff email about the August 11 and 13 training sessions.
- [ ] Clearly state in the email that AI accounts are not yet available for general staff.
- [ ] Consult Julie before finalizing the company‑wide AI rollout decision.
- [ ] Speaker 2 to distribute the sign‑up form for additional late‑August training sessions.
- [ ] Speaker 2 to request Anzor’s approval to create a client training site.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. Staff communication about upcoming training must carefully manage expectations, as general staff do not yet have AI access. Final messaging is pending coordination within the AI committee.
> 2. The decision on providing AI access to all staff is on hold pending discussion with Julie, which may affect future training schedules and budget planning.
> 3. The centralized training site depends on approval from Anzor, who is described as very busy. This could delay the availability of consolidated training resources.
---
**SWEEP FLAG - 2026-08-24 EOD sweep (unattended).** NOT logged; needs Christi's call.
Transcript runs ~12 min of conversation (stray final timestamp 24:02). Content shows an AI-committee
call about Copilot license access, tomorrow's class session, and an end-of-month training signup form.
CLIENT NOT VERIFIABLE FROM CONTENT: no client name, no email domains, no org-specific entities on tape.
Only proper nouns are "Casey", "Steve", "Anzor" and "Crimson". Best guess is Cotsen Foundation
(their AI engagement has an AI committee, and CW entry 895336 on 8/10 references "Steve Luna" and
"Copilot rollout sequencing for the foundation staff") - and that same entry 895336 (0.52h, ticket
965283, 14:38-15:09 PDT) may ALREADY cover this conversation.
Per the BAFMA/DTLA client-verification rule a billable entry was not posted on a guess.
CAP NOTE: 8/10 PDT is already at 11.78h, so any new entry over ~13 min breaches the 12h band.
PROPOSED IF CHRISTI CONFIRMS: Cotsen Foundation, ticket 965283, 0.22h (13 min), Senior Engineer (5).
Or confirm it is already covered by 895336 and close this row with no new entry.
Aug 10, 2026
Speaker 1 00:00:02
Yeah, maybe merge the calls. Hold on a moment, I got Casey's number here. Okay, not conference call. Casey Steve? Hello? Yes. Hi, Christi are you there? Yes I'm here. Okay good, good So um very quickly because Christi may get a call and she may have to go then About the these class sessions tomorrow Yes And. We are not even sure to do.
Speaker 1 00:00:33
Don't, we need the enterprise AI version installed for everybody. Before we take these classes?
Speaker 2 00:00:43
On the first one tomorrow, you don't need that.
Speaker 1 00:00:47
But how about for Thursday?
Speaker 2 00:00:48
Uh, Thursday it would be advisable, but you really it's kind of you don't really have to have it. Um, Because I'm going to continue recording the sessions and then giving them out to people so that they can watch them at any time.
Speaker 1 00:01:04
So, like, yeah, I at least my very quick understanding since the turnaround time is very quick. Um, Would people then be able to practice because I thought in one of the classes you mentioned that people can practice while the class is going on. So would they have access to do that?
Speaker 2 00:01:25
Yes. They would have access. Well, if they don't have access to them, the videos that I'm also going to be sending out which, And bear with me because it's been a crazy couple of days for me. But there is some videos. I am finalizing right now. That's going to be sent out to you guys with links, plus the demo files that I am going to be using. That's, I mean they're not blank but they have dummy data in them. So I am going to be sending those out as well. And you guys can do that in addition to or with the training classes.
Speaker 2 00:01:58
However, What I sent you guys for tomorrow is not the full amount because I've got more coming out. Um, I'm trying to get all of that put together and I'm going to send you a form so that you can sign up for the other sessions as well.
Speaker 1 00:02:15
Casey Steve, did you have other questions? Christi,
Speaker 3 00:02:21
Did our AI committee do we have access to Copilot now? What?
Speaker 3 00:02:27
Saying that we might have access to it, but I don't see anything in my system that shows that.
Speaker 2 00:02:32
Let me pull it up real quick.
Speaker 3 00:02:34
I just want to confirm.
Speaker 2 00:02:35
Yeah, let me pull it up because if not, it takes me two seconds to get it added. Um and I had asked the team to get those in for you guys. So bear with me. Let me log in Hang on one moment. It's asking me for my two factor code, so bear with me. Let me get that put in.
Speaker 4 00:03:01
And I.
Speaker 2 00:03:11
Don't know who comes up with these passwords, but they are hard. Which they should be. Uh, bear with me one more moment. I can get those turned on for you guys today.
Speaker 3 00:03:31
Just for the AI committee, correct?
Speaker 2 00:03:33
Yes, just for the AI committee. So, the team I know the team was asked to start the purchase for them. So. Is.
Speaker 3 00:03:46
It Crimson Team?
Speaker 2 00:03:47
Yes. They have to parse that information out through another system. So I know that I had asked them last week on it, and let me see I know that it doesn't take very long. And. Max of twenty four hours, So I should be able to get those to you guys as soon as possible. And, then you guys will get an email from Microsoft once it's been added to your account.
Speaker 5 00:04:16
So Christi, are youum using this? I mean choosing the subscription like monthly or how like I forgot what we had like.
Speaker 2 00:04:29
So we can do, we can do a mixture. Um, I want to start you guys out with monthly and at least have five monthly in your system. And the rest can go annual. Just because you may find people thatum don't use it at all. And so then we can shut those down where you don't have to pay the rest of the year for them.
Speaker 3 00:04:53
Yeah, I would say stick with ours. I don't know if Kashif, you can.
Speaker 3 00:04:58
Back me up or change the process on this, but at least for the AI committee, just keep it monthly. And, we are internally deciding whether as the AI committee, whether we're going to include all staff in this or whether they're going to do it monthly because we want all staff, whether they're receptive to AI or not, to at least have access to the tools eventually. But we need to kind of.
Speaker 3 00:05:31
Before we even go that route, I would say give give the AI committee at least access initially. Yes, And then we can decide from there.
Speaker 2 00:05:42
Absolutely. Yeah, I already asked them to do you a monthly just to start you out because I had a feeling you were going to ask me for that. And, it's super easy to switch you guys over to annual if you guys had changed your mind.
Speaker 1 00:05:56
Okay, and so I think it should be.
Speaker 1 00:06:01
These recordings are or these sessions tomorrow and Thursday, are they pre recorded?
Speaker 2 00:06:07
No, they're not. I am actually making some pre recorded. I was trying to get those done this weekend, but we had some internet outages in my neighborhood.
Speaker 1 00:06:16
So, but would the listeners or attendees be just from Houston or from different foundations?
Speaker 2 00:06:24
They're from different nonprofits and different nonprofits. Yeah.
Speaker 1 00:06:30
Uh, So I think in um um you know, we want to be very clear um to everybody on the staff here as to what is happening. So at the moment, then the staff uh I mean, they can go through these trainings, but they will not have access to any AI accounts yet. Correct. Is that the case? Yes. Okay, so um because I mean here's the.
Speaker 1 00:06:59
We'll distribute the email to everybody, uh, informing them of the Tuesday and Thursday session. We'll tell them that uh, um, The AI co-pilot enterprise accounts have not been um opened up yet for all the staff. Um, but we just want the staff to at least get exposure whether later on.
Speaker 1 00:07:33
Right sort of like uh, um, sort of tone to set for our staff.
Speaker 5 00:07:42
I would consult Julie with uh for that Kashif because I think she had a a different take as to. I guess she was suggesting that everyone have access, even though they're not gonna be using it. So I. I think we should before we make that final decision.
Speaker 3 00:08:06
We're giving everyone an opportunity to join these sessions, even without it because it is the opportunity to learn the basics of Copilot. As Christi will walk us through.
Speaker 1 00:08:21
And Christi, just one thing, Maybe for the long run, because I know you yourself are under a lot of pressure with so many different things going on. And you've got internet outages too. So that doesn't help either. No, it doesn't. So, but I think for me, And I think I can probably speak for the AI committee as well. Is that, for obviously, it would be so much easier and a little bit better in these early stages for us to have as much time as is possible to sort out all these issues. Because, you know, personally, if I were the recipient of an email.
Speaker 1 00:09:05
Okay, tomorrow the class. Do you want to sign up or not? And I know the recordings are there, but just the idea of it doesn't come across as well planned. So I just thought that given all the considerations and all the pressures that we realize you are under from so many different angles, to give as much time as possible for rolling out anything. Yes.
Speaker 1 00:09:35
Would have a chance to think through it because these are all it's almost like we're learning how to, you know, like a little child, how to even take our first step. So there's a lot of going back and forth amongst ourselves. And so if we get extra time pressure, oh, tomorrow, is the class tonight, what to do turn it out then then and you know, we've got so many other things ourselves to do uh work.
Speaker 2 00:10:04
I completely understand. Thankfully, the team has gotten me some help, so I have a gentleman that's come. He's with Crimson already, but he's making the transition over to the AI team. So I am going to get a little bit of help. Um, additionally, What I haven't sent over is a sign up sheet that's going to include another set of Copilot training towards the end of the month. And then um that way you guys can have a little bit more time to jump in um and and wait. But the sign up form, I just finished creating it on Microsoft Forms about twenty minutes ago, And I am going to send that out to everybody that all my contacts with all my clients and offer that. But I am also asking Anzor for a favor, And that is for me to create a training site for all of our clients within our system, where I can put those training materials.
Speaker 2 00:11:01
So, I am going to sweet talk him into it, But I am going to work on that right now because I've been trying to get a hold of him. He's a busier man than I am. So,
Speaker 1 00:11:14
Yeah, we are all busy. But thank you very much, Christi. And i don't we don't wish to take up your time. Casey and Steve, any other comments questions? Okay. You know how to put those? So, I think what we'll do is just thank you for your time. We'll. We'll coordinate with other, uh, Ai committee uh member and make sure that the message that goes out to our staff has any extra language in it uh toum make sure we're.
Speaker 2 00:11:50
Engaging. Okay, awesome. Thank you guys so much and my apologies for being so last minute.
Speaker 1 00:11:59
You too.
Speaker 4 00:24:02
Okay.
Provide more lead time for future training rollouts to allow internal discussion and preparationConfirm Copilot access has been granted to AI committee members within 24 hours of requestDistribute sign-up form for additional Copilot training sessions scheduled toward end of August+3
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FLAGGED 2026-08-25 EOD sweep - NOT logged, needs Christi's call. Two blockers. (1) HARD CAP: 8/10 is already at 12.56h across 13 entries, over the 12h daily cap, so the skill forbids adding time regardless of merit. (2) CLIENT NOT VERIFIED FROM CONTENT: transcript is a ~12 minute call about an 'AI committee', Copilot license access, and the class sessions 'tomorrow' and 'Thursday'; speakers include a Casey and a Steve. Best guess is Cotsen Foundation (Steve Luna is the Cotsen AI contact) and the work may already be inside entry 895336 (0.52h, ticket 965283, Cotsen, 14:38-15:09 PDT 8/10, 'September 3 and 4 session planning with Steve Luna and Copilot rollout sequencing'), but the transcript discusses the August open sessions rather than Sept 3-4, so coverage is not confirmed. Left Pending deliberately so it resurfaces until Christi rules. Transcript still unrouted in the drop folder root.
2 - Internal Operations\Meeting Recordings & Transcripts\Meeting Transcript - 08-10 Meeting AI Training Sessions, Tool Access, and Rollout Strategy.txt
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04-24 Weekly Meeting: Sharpen/Ability First Project, Budget, IT Operations
> Date: 2026-04-24
> Location: [Insert Location]
> Participants: [Speaker 1] [Pete] [Speaker 3]
## Meeting Notes
### Update on Sharpen/Ability First Project
- **Description**
- Speaker 1 feels busy but not overwhelmed and is tackling tasks one at a time. Robert and Gaston have been very helpful and are receiving positive feedback.
- Speaker 1 is learning to support Saturday outreach events by helping with equipment setup.
- Anzor approved the use of specific personal tools for select tasks to maintain security and align with business needs.
- **Conclusion**
- The project is progressing well, and the team is making steady headway.
### Invoice and Budget Management
- **Description**
- Speaker 1 is using Airtable to track invoices and contracts due to the absence of a dedicated tool.
- A process exists to scan paper invoices, extract data, and track them digitally. Speaker 1 is working to obtain digital copies of missing past invoices from James Hunter.
- The goal is to track monthly costs, link them to contracts, and manage vendor statuses (e.g., transitioning, canceled).
- Kashif, the fractional CFO, provided the 2027 budget with personnel costs only. Speaker 1 is building out the remaining budget details.
- **Conclusion**
- Speaker 1 will complete the budget details using Airtable data and present them to Sharpen for transparency.
### Transition to Paperless Systems
- **Description**
- Pete asked about efforts to move away from paper-based processes for invoices and documentation.
- Kashif is leading a cost-share initiative to implement new systems and reduce paper usage in finance.
- HR is also moving away from paper under a new HR manager. Speaker 1 is converting paper forms to Google Forms, with a plan to migrate to Microsoft Forms.
- **Conclusion**
- Multiple departments are actively digitizing paper-based workflows.
### IT Operations and Infrastructure Status
- **Description**
- **RMM Rollout:** Approximately 7/8 complete. The team is tracking down remaining straggler systems, many of which failed during LogMeIn installation.
- **E-Waste:** Jeff left the e-waste task unfinished. Items are cataloged but need to be physically removed from the conference room.
- **Conference Room Issues:** Ongoing tampering and damage to conference room equipment by a known individual. Kobe and Caleb will be on-site Tuesday to document and address the issue.
- **SonicWall Firewalls:** A power outage at the Vermont site caused SonicWall firewalls to reset. Plan to have Jason's team (Kevin, Gabby, or Anton's team) review configurations.
- **Conclusion**
- The team is advancing operational tasks, including completing the RMM rollout and addressing hardware and infrastructure issues.
### Dispatch Process and Parking Pass
- **Description**
- Olivia suggested turning off the dispatch process due to challenges. Speaker 1 noted Olivia has access to a Master Switch in Smart Dispatch to disable features as needed.
- Speaker 1 will disable the auto-assign feature for missed appointments.
- Speaker 1 no longer needs a dedicated parking pass; a temporary pass can be obtained from Marina on days when assistance is needed.
### Follow-up Email to Sharpen Leadership
- **Description**
- Pete plans a check-in email to Sharpen leadership, as it’s been about six weeks since their last in-person meeting.
- Key recipients: Dr. Barber (CEO), Aaron (COO), and Crystal (Programs). Apollo is a contractor and does not need to be included.
- The email will be a general check-in to assess progress and identify any unmet needs.
## Next Arrangements
- [ ] Speaker 1 to present the completed budget to Sharpen for transparency.
- [ ] Pete to contact Kashif and offer support for the paperless initiative.
- [ ] Assign a clear owner and schedule for e-waste removal; if needed, ping Monty or Ivana to source a resource.
- [ ] If Olivia approves, have Kobe or Caleb assist with e-waste removal.
- [ ] Speaker 1 to have Kobe and Caleb document and address the conference room equipment issue on Tuesday.
- [ ] Speaker 1 to contact Jason’s team (Kevin, Gabby, or Anton’s team) to review SonicWall configurations and create backups.
- [ ] Speaker 1 to send Pete a summary of key follow-ups from the March 11 meeting with Sharpen.
- [ ] Pete to send a check-in email to Dr. Barber, Aaron, and Crystal.
- [ ] Speaker 1 to turn off the auto-assign feature for missed appointments in Smart Dispatch.
- [ ] Define a strategy and deadline to complete the final phase of the RMM rollout; track and remediate LogMeIn installation failures.
- [ ] Determine and implement a plan to prevent further tampering of conference room equipment (e.g., access controls, policy communication, monitoring).
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. E-waste removal is stalled after Jeff’s departure. While suggestions were made to ping various people (Monty, Ivana, Olivia), a clear owner, schedule, and next step were not assigned.
> 2. A known individual is repeatedly sabotaging conference room equipment. Although documentation will occur Tuesday, there is no clear plan for addressing the personnel issue to prevent recurrence.
> 3. The RMM rollout is stalled on final stragglers. A specific strategy and deadline to complete this phase were not discussed.
Apr 24, 2026
Speaker 1 00:00:02
I am not a good swimmer. Why is Randy's Donuts so expensive, or so good? Can you hear me? Yeah, I can hear you. Can you hear me?
Speaker 2 00:00:16
Yeah, sorry I'm. I'm getting my coffee finished up here. Just one second.
Speaker 1 00:00:21
You're good, I'm trying to order coffee.
Speaker 2 00:00:24
Sorry, I was a couple minutes late. I was uh. I was listening slash watching an interview. That was still going and I lost track of time. So, it's okay. It's one of those. It's one of those one hour interviews, you know, and it's they're um Jane and Elisa were interviewing. Uh. Finance candidate, and it's a one hour interview, and I am like twenty five minutes into it. You watch one of those and it just keeps going, and it's a little dry, but you know, it's like I gotta hear, I gotta hear everything he's got to say on the responses. So anyway, how are you?
Speaker 1 00:00:60
I am good. I am trying to figure out why Randy's down is so expensive, And should I get a sea salt, caramel frappe or an iced sea salt caramel latte?
Speaker 2 00:01:10
The answer is yes to both, I think. And then you don't have then you don't have to decide. You put you put the other one in the fridge for later or something.
Speaker 1 00:01:20
And drink it before my child gets home.
Speaker 2 00:01:22
Yeah. Yeah, exactly.
Speaker 3 00:01:26
That's the answer.
Speaker 1 00:01:29
She when she first moved in with me, she loved energy drinks. But, she was she'd gone off of them because they had put her on Vyvanse.
Speaker 2 00:01:39
I never use this, so I hope I don't make a mess. I don't really know how to use this. Oh,
Speaker 1 00:01:44
I love those. Those are, I have a good one. Okay, I just ordered a bunch of reindeer so much for because I've, My the foster kid that's been spending time with us is coming back this afternoon.
Speaker 2 00:01:57
Oh, sweet.
Speaker 1 00:01:58
Yeah, so I ordered enough for tomorrow for breakfast for both of them. Nice.
Speaker 1 00:02:04
Yeah. She's such a great kid.
Speaker 2 00:02:08
That's good. And all of this,
Speaker 1 00:02:10
She's uh the same age as Dom, they're about a month apart. Oh, cool. Yeah,
Speaker 2 00:02:14
But she's is she gonna go to college or no?
Speaker 1 00:02:17
Uh, no. She's she doesn't even go to school half the time.
Speaker 2 00:02:22
So she's not gonna graduate.
Speaker 1 00:02:24
I don't know. I we're working on it. On it with her, but she's a junior. So okay, So she's got, we got to figure out how we can help her through that. She's just struggling with the social anxiety part. I see.
Speaker 2 00:02:41
I see. So how are things going overall? How are things going at Sharpen? Ability first, primarily like, or a. I mean, we're getting close to the halfway point in the year. I mean, it's not. I mean, we still have. A couple months to go, but you know we're we're past. Past Q one, so how are you feeling? Quarter of the way into the year.
Speaker 1 00:03:11
With short, I'm uh not overwhelmed but there is a lot still to do. So I am just taking it one task at a time. Until something else comes up that's urgent, I'm just trying to get it through. But Robert and Gaston have been immensely helpful, so I mean. Everybody's commenting about how happy they are, And uh, someone said the other day that one of them I don't know which one it was, gave them a hug, and it was so unexpected and so unlike the IT. So people are noticing and commenting on it, but that makes me feel really good about it. Okay.
Speaker 1 00:03:50
And I mean, overall the guys are fantastic. I asked to learn how to support the outreach events. Because they need it at the outreach events, and those are usually on Saturday. So I asked Aaron today via email to teach me what is needed because. Ah, they need someone out there to help set up equipment and stuff like that. And so they're like fun little community events, such as like Earth Day tomorrow and things like that. So, I am interested to see how that works, but overall that was going well. I mean we're still we're finding ghosts every week. Ah. Hanzo gave me the ability to use my own tools. Uh, Within reason for certain things with sharp, as long as you know, because he knows that I'm keeping things secure. I'm only using tools that align with the business, so I've been working. That you look on the other screen.
Speaker 1 00:04:49
So I can show you. The cat brought in a mouthful of food and tried to eat it on my desk. That's nice.
Speaker 2 00:05:00
Yeah, she's so lovely. So I am working in Airtable because we don't have a tool that does this really well. Yeah. Um, what I'm trying to do, so I'm going to show you until I can, until we can build a school. The only thing I don't like about.
Speaker 1 00:05:19
Gail had. Is it doesn't have a way of putting everyday budget in there, So every single one of those invoices that they bring to me that huge sack. Uh huh. I am putting, I have a scanner on my desk because everybody has a scanner on their desk, which I understand why now. I scan them in and I throw them in a folder, and I have a tool that goes in and pulls all the data. And I check it off here. So This is everything I've signed that I have a scanned copy of. I didn't start doing that until last week. So I'm missing a bunch of invoices, which I asked him to send. I asked him, me and James Hunter. To send me because he said he has a digital copy of them all to send those over. So I am trying to get those in here, so I can keep better track. But I have the contracts set up, and I am still going through each one. I will say you see, I've got software services.
Speaker 1 00:06:16
Wait, let me go into ventures real quick because that will make more sense. I have the status: if they're transitioning off of us, if we've canceled them. Um, who are who is our account owners? And then I am getting in when I see their invoice come in. I am getting in their monthly costs and then I am connecting them to a contract. So.
Speaker 2 00:06:37
Is one of the things we're. That's that's on the roadmap, and I don't know where this really belongs. If this is an I T thing or a finance thing, but are we looking at. Trying to help them find a solution to, get away from paper.
Speaker 1 00:06:53
Yes, so is that is that us?
Speaker 2 00:06:56
Is that finance? Is that a joint effort? Like where what discussions have been had on that.
Speaker 1 00:07:03
So, that's a cost share thing. And Kashif is working on that. He's putting in some new systems, And so he's going to start working with them on getting them away from paper. But there is also they're working on a change of employees. Uh, They're going to be terminating some people that I just put a termination hold on. Uh. James, the one who's been helping me in finance, he's not going anywhere. He's actually really good at his job. And he'll make the change pretty quickly, but his manager, she's the one dragging her feet. Doesn't want to make the change.
Speaker 1 00:07:35
So they're working on that. There is also a H R piece as well, and H R is working on getting away from paper. They got a new H R manager in. She started last week or the week before. And then Apollo's making that push. So I'm helping them with putting a lot of their forms and stuff into Google Forms, and then eventually we'll migrate that to Microsoft Forms. And it'll have approval process and flows with it as well. So there's there's a lot going on there. I hear from my project. Yeah, I mean,
Speaker 2 00:08:12
I. I hear it from you regularly, so I'm sure it's it's it's an obvious thing to Koshoff as well. So. Yeah, So is he act Is? He a is he an employee or a contractor for. Um. You know, like I don't really know what his role is within Sharp.
Speaker 1 00:08:36
He's A fractional CFO. Um and he's only coming if he comes in, he's coming in two or three hours at a time. But mostly he's working off site. He's working full time for Dome Inc. which is down the road from Ability First. Okay. Because I've had to pass all things to him on days. I've gone to Pasadena, and it's just right down the road, so we meet up at SoCo.
Speaker 3 00:09:04
Okay. Yeah, um,
Speaker 2 00:09:05
I may just just so you are aware, And I am not gonna and I don't and you don't think I am doing this. Out of left field, I may send him a note and just say," I am hearing a lot from Chris about lots and lots of paper that comes in here." And is there anything that you're looking for us to do to help? Support moving to an electronic, or maybe I'll say.
Speaker 2 00:09:33
Maybe I'll say something to the effect of, um, I'm sure you're driving towards something to replace paper. But if there's anything you're looking for from Chris or Crimson or or I or anybody to help drive that initiative, or an initiative. Let me know or something like I'm. I mean, I don't know. Maybe I'll. Yeah, I don't know. I can send something to him, just to just to let him know that I'm. You know I'm in his. I'm in his court to to help push that if needed or something.
Speaker 1 00:10:06
Yeah, that would be awesome. Um. He did send me the budget for twenty twenty seven. Nothing was on it other than personnel. Stuff. Okay, so I got to fill all that in, which is why I am building this out. And I know he's he's got a lot he's working on, so at least you got it sent over to me. Um. And he said," We need twenty twenty six budgets. I know where we're at, but we're going to have to start replacing computers soon." We finally got the inventory is almost done. Um. So, we're finally getting a really good head on that because there's a lot of systems that are in and out. Um,
Speaker 2 00:10:43
And they how are we doing on the RMM rollout? Are we almost there?
Speaker 1 00:10:48
So we're not where. We're about seven eighths there, so we're going to have to go find and hunt down the stragglers.
Speaker 2 00:10:58
Okay, cause I think that's where we were about a week ago or two, right? Yeah.
Speaker 1 00:11:02
So we're they're hunting down the stragglers. Um. It's one of those things where we know that there are systems out there broken, and we're trying to get to them as quickly as possible. So.
Speaker 2 00:11:13
How do we how do we track those down? What are we maybe doing with those?
Speaker 1 00:11:17
Thankfully, most of them were in Airtable or not Airtable. I'm sorry, uh, log me in and they failed on the install.
Speaker 1 00:11:27
So that's how we're tracking them now. So it's also a mixture of freeing up Robert and Gaston's time. By the way, Jeff left a few unfinished things that he was supposed to be working on for us. He.
Speaker 3 00:11:48
Was working on the e- waste portion. Okay. So.
Speaker 1 00:11:56
U m, so we're working on. We got to get that taken care of. So, We're at a standstill on some things that were waited waiting for the e waste. So, I don't know who we can get to help with that. We've got a couple of different things that we're trying to juggle at the same time.
Speaker 3 00:12:18
Okay. See.
Speaker 2 00:12:22
If uh.
Speaker 2 00:12:27
Maybe ping Monty or Ivana or somebody and see if they know. I don't know if you have contacts or not, but see if they have any information they can provide on. Who to go to, or I don't know if what what you need, but maybe gas.
Speaker 1 00:12:45
Oh, sorry.
Speaker 2 00:12:46
Maybe Gaston can reach out to one of them. And then if if they can give you the contacts or something, maybe. Maybe they can. Fa cilitate whatever it is that you need to, to do.
Speaker 1 00:12:59
So basically, it's all being cataloged and taken out of our systems. We just what they were supposed to, what Jeff was supposed to do was to load them up in the van. And uh, he and Vlad were gonna take off site because we have to pay for people to come pick it up. I see. So, they're on a stage, uh in the conference room and we gotta get them out of there. U h, and then once we get them out of there, we can get we can finish up some things. Sorry, hang on one second. You.
Speaker 2 00:13:33
Can also ping Olivia and see if she's got anybody that can. Go do that for a day. Um. She may be able to send. Kobe or Caleb over there, or both. Maybe for a day. Yeah.
Speaker 1 00:13:50
I am still in Kobe and Caleb for ability first on Tuesday. Um, we had a slight issue in the conference room again. Um, and so we got to work on trying to fix that, identify it, take pictures of it, get it into who do. Um, So the team knows how to correct it because somebody we know who it is. Somebody keeps going into the conference room and. And uh. In the words of Mashaun. Almost sabotaging it. What? Yeah, it's I I know what's going on. It's a, a very interesting. Issue. It's a person that we've been struggling with. He's been going in and playing around with it, and then breaking it, and then when they need it for a meeting. It's not working.
Speaker 1 00:14:45
Let me guess.
Speaker 2 00:14:46
It's somebody who thinks they're super technical and tries to do something that they don't really know what they're doing, and then they break it for everybody else.
Speaker 1 00:14:54
And doesn't like it because uh we keep showing up. Yeah,
Speaker 3 00:14:60
I see. Mhm. Yeah.
Speaker 1 00:15:04
Uh, to be fair, he even Kasha had an issue with this guy when Kasha was here. So we always just thought it was Kasha being cautious, but I, He told Michonne that he never got an email from me to uncover the uh conduits that were cemented in concrete. Said I never sent the email. And uh I keep track.
Speaker 3 00:15:30
Yeah. So yeah.
Speaker 1 00:15:36
Well, I better drink that coffee before my child gets home. Apparently, she has a late day today. He has a what? She has uh what they call a minimum day.
Speaker 2 00:15:45
Oh, minimum day, so she gets out early.
Speaker 1 00:15:48
Yeah, she gets out at like one thirty. Um,
Speaker 2 00:15:51
You know they never had those when I was when I was in school. It was freaking we were in at eight. Whatever it was, eight oh five or whatever, Every day we had to be there, and we didn't get out till like we always have weird hours. They they created weird hours because they said it made everybody. Pay attention, or some bullshit like that. It was like we had to be in it. I don't remember it was. Eight fifteen or eight thirty two or something, and we didn't get out till like three twelve every day. And it was like five days a week. We never got an early day out. We never got like, and when my kids were in school. It was like, Every whatever every Tuesday was an early day out for middle school and on like.
Speaker 2 00:16:37
In high school, They got they got to go in late one day or early out one day, and I was like, it was so hard. To figure out when I had to pick them up because I had to leave early one day from work to pick up one kid and leave an early day, one, a different day to pick up the other. It's like. I don't know, it makes parents'lives difficult.
Speaker 1 00:16:59
Oh yeah. Um, let me read you what my child just said. This is why I was chuckling when you were talking. How annoying. I had things I wanted to get done today at school. I'm like, uh. It was funny. I was I am definitely cracking up at her. She is not the kid that did it, but. Um, by the way, I as soon as I get this done, I'm going to present this to Sharp. I actively started building this out yesterday.
Speaker 1 00:17:32
Um. Just because caution had sent over the budget, and uh. It was, it was appreciated, but uh it it had nothing on it. And so when I asked him about he's like, well we can copy jump on a call like. Just tell me what you need. I don't want to check on any calls, but that's just me. So Uh, so we are, uh. I was about to say.
Speaker 1 00:18:02
So I'm going to build this out, get this over to them so that they have it. I'm trying to be as transparent as possible. Um, just so that they know that hey, this is what we're we're trying to get done. Okay.
Speaker 1 00:18:19
And I think overall it's going pretty well. They're they're they've been super receptive. Um and they've let me get things done, sign off on things, and you know, stuff like that. So. That's been super helpful. Um, sorry I'm trying to. Respond back to a text message from a client. Um, She just wanted to know if I can help her reset her password later tonight. So, once we get this done, we've removed Trelex. Sean was helping us move it over. We do need to have I know that.
Speaker 1 00:18:60
We had an issue last week with Vermont sites going down because there was a power outage across the entire block. And then when they came back up, the sonic balls had reset themselves. So, uh, What I'm gonna do is I'm gonna get with Jason and see can we get either Kevin or. Kevin or Gabby, Or maybe we get Anton's team involved to check how the sonic walls are set up and make sure that they're correct. So we could go.
Speaker 2 00:19:28
Let's do let's do that, but also let's have them do an export of the config. And save it somewhere so that we have a backup of it. So even if they can't restore it. Have it so that they can either reference it, print it out, whatever they can. They can at least see what the rule set is. So if they have to set it up manually, they have a copy. But better yet, they can recover it if needed quickly. So somewhere. Yeah, send it. Send them definitely send them a note so that they have that. So they're using Sonic Walls in their data center.
Speaker 1 00:20:09
Uh, Sonics and Rockies.
Speaker 2 00:20:12
Okay. Okay.
Speaker 2 00:20:19
So so will you will you do me a favor next week? Will you will you um. Will you send me a what you took as sort of the key. Follow up items from our last sort of in person meeting that we had with them. Back on uh. It was. March eleventh, so it's been about six weeks or so. Yeah, Cause I know Doctor Barber had a few call outs that were key to him. And maybe just send me like the the key things that he asked about. I don't remember exactly what they were. I know he asked about a few items specifically. Most of them were after Anzor had left. But maybe send me what what you took notes on, and where we are with those things specifically. Yeah.
Speaker 2 00:21:15
Just so, in case he asks about him, I sort of know where we sit because some of those were related to like log me in. I remember and then. Um, You know what? What are we going to be able to do with with RMM and login? And then some of the other I think Huntress. You know, when when are we going to be able to do Huntress or not? And I think a few other things. So um. You don't have to do it right now, But if you can put it on your on your to do list for next week, that would be nice.
Speaker 2 00:21:45
U m. Anything else we need to catch up on today?
Speaker 1 00:21:54
Honestly, no. I was just talking to Phil timing to show you where we're at. On all the updates, but I think everything else we have talked about. Okay,
Speaker 2 00:22:04
When I was talking to Olivia yesterday or day before. She sort of suggested that.
Speaker 2 00:22:13
The dispatch process was getting challenging, and maybe we should turn it off. Um.
Speaker 1 00:22:23
So she asked me to start working on turning off. The Missed appointments. However, um, if she wants to turn the entire thing off. We have.
Speaker 1 00:22:42
Uh. Let me see if I can find it. She has a button that I gave her so she can do that. I'm just gonna see if I can try to find it. Uh, she has to just log into Smart Dispatch, which I know they have not been doing. Uh. And she can hit the button to turn it off. So there's a system controller she has access to, and it's called Master Switch. Okay. So she can and I broke it out, so she can turn off whatever she wants. So I gave her the power to do it. Um, I think she just keeps forgetting she has that power. Okay. So. Okay. But I can definitely one of the things I was going to work on today was trying to turn off. Uh, the auto assign.
Speaker 3 00:23:38
Okay. Okey- dokey. I think.
Speaker 2 00:23:53
I think that's about. It's. You don't use your parking pass at the office anymore. I mean, you don't need your parking pass at the office anymore, do you?
Speaker 1 00:24:06
No, I promise. The other day, okay,
Speaker 2 00:24:10
Cause she she kept asking me, and I said I don't think Chris goes in enough to warrant needing a parking pass any longer. And I think she said she's gonna make she's gonna give Jason a pass to the other building because it's cheaper. Yeah, and so I think that's where we landed. Soum, yeah. I think that's what she was asking me, and I said, I think that's the right way to go. So yeah.
Speaker 1 00:24:34
So I did ask her to ask you because she was coming to me.
Speaker 1 00:24:39
On the days where my RA is flared up, like that's one of the main reasons that. So, were was giving me his half because he wasn't coming anymore. Um, I do struggle with walking too much. Um, and so.
Speaker 2 00:24:54
And if you're if you go to the office, Chris, like you know occasionally and you need to park there then. Park there and get a pass from the, from. Mar ina from Marina, uh, yeah, from Marina. Yeah, so like that's. That's whatever, right So that's how to do it. That's what I do when I go. I never park at the bank building. I always park at the library because. Yeah, I don't know. For me, it just doesn't matter. But obviously, if you have trouble walking and whatever, for sure so.
Speaker 1 00:25:25
That, that was my only question.: is would I be allowed to park in the bank on those days Most of the time, I should be fine. Um, there was a good like. Three month period where I was super flared up, We were adjusting medication, and so I was just limping, but I refused to use my cane. I might have lost it when we moved. I don't intend to buy another. I hate that thing. Uh, too many opportunities to smack people over the head when you're disengaged with it. So. Um, So that was my only question. : is if that would be okay for some days just to break down the aggregates. Some gases from Marina.
Speaker 2 00:26:03
And can you remind me So when we were in that meeting, uh, with Sharp. Obviously, I know Doctor Barbara was sitting next to me. Um. Aaron Hill. Who was that?
Speaker 1 00:26:19
Was that she's the C O O.
Speaker 2 00:26:22
So was she the person that was sitting next to Anzor?
Speaker 1 00:26:28
Was she.
Speaker 2 00:26:30
Directly across from you?
Speaker 1 00:26:32
Was she taller, uh, African American mix, or was she shorter, straight hair like yeah. Oh, let me grab my door real quick. But I can I'm gonna take my headphones with me. Um, if she was a shorter one. Black here.
Speaker 2 00:26:48
Well, there was only there was only let me think. I am trying to think of who all was there. So, there was Apollo, was sitting next to you, yes. I think there was only one African American lady there, and she was sitting next. She was sitting next to Onsor, and then Doctor Barbara was next to me, and then Olivia was next to you. And Onsor was over. Onsor and Vlad were over next to her. And I don't think there was anyone else there. If I remember that I can remember. Okay, so that was Erin. And who was Crystal? Because I don't remember Crystal being there, but I'm trying to figure out if I'm forgetting someone.
Speaker 1 00:27:28
She may not have been there because she does work from home sometimes. Okay. She is the shorter Latina, uh, with straight dark hair. And they're both great.
Speaker 2 00:27:40
And what is what is and and what is her what is her role?
Speaker 1 00:27:44
She handles the programs, um, and different things within. Uh, sharp. I keep wanting to say Pelletier's, but that's uh someone else. But she handles like the Do you know what a wrap team is?
Speaker 2 00:27:59
What a what team is.
Speaker 1 00:28:00
So a wrap team is a group, a team of like, three to four people that work with foster kids. One is going to be a therapist, one is going to be a behavioral therapist, one is going to be the kid's advocate. One is going to be the parent's advocate, and then they usually have a coordinator. And so that's they do those in kind of like a program thing. Um, so that's kind of what Crystal is in charge of. Plus a few other types of programs.
Speaker 2 00:28:29
Cause here's here's what I'm trying to figure out. I want to just send a sort of a check in email, right? And I want to send it to Doctor Barber for sure, But I don't know if I need to copy all four of them or just. Doctor Barber, maybe and. Is it just Doctor Barber, maybe and Aaron. Or do I need to keep or do I need to include Crystal and Apollo? I I don't know. I'm like, I don't want to copy everybody necessarily, But I don't know if it's just Doctor Barbara and Aaron or just Doctor Barbara. I don't know. I just want to say hi. It's been you know about six weeks since we talked. Just want to check in and see how things are going. If there is anything you need, you know. How are things? How are things, or is there anything that you need from us that's not being addressed? Kind of, you know, a check in on things.
Speaker 1 00:29:19
I would send it. I would send it. To Doctor Barbara Crystal and Aaron, because they're like, they're set. From what I can tell.
Speaker 2 00:29:30
Okay. And Apollo won't feel bad about being left out, right?
Speaker 1 00:29:37
No, Apollo is like me. He's a contract person.
Speaker 2 00:29:41
Okay, okay, that's what I'm gonna do then. Perfect. All right, I'm late for another call. Anything else you got?
Speaker 1 00:29:49
Have fun today. Go t my donut. Got my coffee.
Speaker 2 00:29:52
Have a great weekend. You too, Craig. Thanks, Chris. Bye. Hmm.
Date & Time: 2026-04-16 08:59:45
Location: [Insert Location]
Customer: Anderson
## Overview
Anderson aims to deploy the AI tool Claude across its workforce, driven by the urgent need for secure AI workflows. Leadership, including the COO, is hesitant to upload sensitive data into free, unsecured accounts. Phase one will provision accounts for five key users to test functionality, configure security settings and policies, and establish governance ahead of a company-wide rollout. They are focused on managing user access, controlling costs, and ensuring effective training. The long-term objective is to roll out Claude to approximately 30 direct employees within the next month, supported by training and clear usage guidelines.
## Background
Rebecca, representing Anderson, is leading formal adoption of Claude. Adoption has been delayed due to a recent high-priority transition between managed service providers. Currently, some employees (including Rebecca) use free, unsecured AI tools (e.g., Claude via personal Gmail or ChatGPT) for work tasks, creating an urgent need for a secure, company-managed environment to protect sensitive data. The plan starts with a five-user pilot (including Rebecca and COO Andrew Evans) to configure settings and policies, followed by a broader rollout to about 30 direct employees within the next month. They recognize the need for comprehensive training given the wide range of AI proficiency.
## Pain Points
The most urgent pain point is the lack of a secure, company-managed AI environment, exposing the company to data security risks. Employees, including senior leadership like the COO, need AI-driven workflows but are currently using unsecured, free personal accounts (e.g., personal Gmail with Claude), risking sensitive data being uploaded to unmanaged platforms. This security concern is urgent and drives the move to a formal, paid Claude plan. Ad-hoc usage means no central oversight, no security policies, and potential data leakage—especially critical for those handling sensitive information, like COO Andrew Evans.
A secondary pain point is the absence of a structured plan and policy for AI adoption and usage. They want to roll out Claude company-wide correctly, managing access—especially since the company domain is used by core employees and third parties. Concerns include varying technical skills, from “AI whizzes” to beginners who struggle with prompting. They want to avoid a rushed rollout lacking proper messaging, training, and governance. They prefer admin approval for access rather than open domain-based signup.
## Expectations
They expect to establish a secure pilot environment for five users before broader deployment. Immediate tasks include setting up accounts for Rebecca, Andrew Evans (COO), and three others, plus an admin account for the consultant (Crimson). This phase will test settings (e.g., SSO/SAML) and define policies, such as whether to block other AI tools, with setup targeted for this week. Success is a secure, functional environment enabling the core team to finalize a formal rollout strategy.
They also expect a formal company-wide rollout of Claude to approximately 30 direct employees within the next month. This must be well-planned and include comprehensive training covering Claude basics, prompting techniques, security best practices, and available connectors and skills. Success is onboarding all 30 employees with clear usage guidelines and the ability to use the tool effectively and creatively, encouraging experimentation within a controlled, secure framework.
## Other Information Summary
- Cost Structure: Standard user license is $25/month. Heavy users may require a premium plan at $100/month. A $200/month plan is available for very high usage.
- Minimum Users: The team plan requires a minimum of five paid users.
- Domain Control: Setting up a formal company account with SSO will claim all email addresses under the Anderson domain, preventing access to any existing free/personal Claude accounts created with company emails.
- Access Control: The client prefers an admin approval model for adding new users, not automatic domain-based signup, to prevent third-party individuals with Anderson domain emails from gaining access.
- Employee Skill Level: Staff AI proficiency ranges from advanced users to complete beginners.
- Connectors & Skills: They are interested in available connectors (e.g., Microsoft, Asana, Box) and want to encourage experimentation without initially restricting access to built-in connectors.
## To-Do List
- [ ] Walk Rebecca through the remaining initial account setup.
- [ ] Collect four additional user emails from Rebecca and send invites to the new Claude team account.
- [ ] Schedule a follow-up call with Rebecca and Andrew to formalize SSO and security settings.
- [ ] Prepare a brief proposal covering full security setup (SSO, SAML, connectors, admin management login).
- [ ] Send Rebecca the Claude help/FAQ link about usage and token costs.
- [ ] Plan and prepare training materials for the company-wide rollout (prompting, security, features).
> **AI Suggestions**
> The AI identifies the biggest pain point as the lack of a secure, company-managed AI environment, pushing employees to risky, unsecured personal accounts. Consider:
> 1. Phased Rollout with a Security-First Approach: Proceed with the 5-user pilot, prioritizing Single Sign-On (SSO) and domain claim to immediately mitigate risk by disabling unsanctioned accounts and directing all users into the managed environment. Position this as a security enhancement to gain buy-in.
> 2. Tiered Access & Training Program: Create a concise Acceptable Use Policy during the pilot. Offer mandatory “AI 101” training for all users (security, basic prompting, policy) and an optional “Advanced Claude” session for power users (connectors, custom skills, complex workflows) to address varied skill levels and foster safe innovation.
> 3. Proactive Monitoring and Cost Controls: During the pilot, use the admin dashboard to monitor usage and costs. Define a clear process to request upgrades from the $25 standard plan to the $100 premium plan based on demonstrated need, enabling data-driven cost management before full rollout.
> 4. AI Champions Program: Identify “AI whizzes” within the initial group and empower them as internal champions to share successes, provide peer support, and test new features. This drives organic adoption and creates a feedback loop for IT/management on effective use.
Apr 16, 2026
Speaker 1 00:00:12
Good Morning. Good morning. So.
Speaker 2 00:00:17
I have a I set myself a re- What's that?
Speaker 1 00:00:20
I said, you guys are killing me here.
Speaker 2 00:00:24
Back at you. There's so much going on. I know. Um, I also set a reminder regarding Anderson because uh remember that forms, Survey that I looped you in on. Form survey. The thing with like they're using Microsoft Forms for like a tenant survey, and they wanted to create like a Power BI dashboard that, like shows all of the collections and stuff. Okay. Yeah, so I think um I'm going to try to get some of their times, I'm going to mention it to uh Rebecca today. And then um see if we can get some.
Speaker 2 00:01:03
Me eting time with them to kind of discuss in in detail. So that way we can scope out the project for that.
Speaker 1 00:01:12
Okay, just a reminder, yeah I'm off tomorrow.
Speaker 2 00:01:21
It's like it's not going to be it'll be like next week, probably,
Speaker 1 00:01:24
Okay, perfect, because I will be on the road on my way to Yosemite, where you headed Yosemite said.
Speaker 2 00:01:35
You see Merced, very cool. Yeah. Is it just checking out the campus or what? Yeah,
Speaker 1 00:01:44
It's something called Bobcat Day, where it's like the college visit day for all incoming freshmen.
Speaker 1 00:01:53
Exciting. Yeah, my daughter has been talking nonstop about this trip.
Speaker 2 00:01:59
Do you guys have like a full itinerary, like all the local spots to hit and stuff?
Speaker 1 00:02:04
Mm- hmm.
Speaker 1 00:02:06
She's bringing her best friend and I'm going to camp at the hotel room tomorrow night while they go to this big barbecue, that is at the lake.
Speaker 2 00:02:17
Oh, that's awesome. Yeah. Okay. So be fun. So who's who's watching the cats while you're away,
Speaker 1 00:02:26
We're gonna be gone about 24 hours. So they're gonna have to babysit themselves.
Speaker 2 00:02:32
Oh, that's fine. Hey, good morning, Rebecca.
Speaker 1 00:02:36
Good morning. Good morning. Morning.
Speaker 2 00:02:40
Uh, we have a special guest today. I don't know if I've uh you've met Christie yet. Christie's, our CIO uh I managed to rope her into this call to help us out with the cloud setup. Uh. So Thank you,
Speaker 3 00:02:52
Vincent Yeah And. Uh, she's the best resource to kind of talk through I. Mean she's spearheading a lot of AI efforts for majority of our customers.
Speaker 2 00:03:04
So, if any ideas, any kind of like you know, hey, what are we thinking about doing? What we want to test out. She's a she's the great person to check check in with that so.
Speaker 4 00:03:15
Okay perfect. Um yeah Christy. We're looking at rolling out Claude for our whole uh workforce. Okay. Um and you know we were well one. We've been a little bit slow to the move because we were. Undergoing our transition from managed service providers. So that took precedent and we wanted to just get through that cleanly. And then, you know, we want to set up policy as we do it. But, it has kind of become more and more of like an urgent need for us. And so I already have like some workflows and things that I need to do and that I want to use Cloudd for.
Speaker 4 00:04:02
Andrew Evans, our COO as well. And I obviously, just don't want to be uploading all of our data into kind of a non- paid- for free or unsecured account. Yes. Yeah,
Speaker 1 00:04:19
Understandable. Well, we can help with that. So oh sorry.
Speaker 4 00:04:25
Today is this uh.
Speaker 4 00:04:29
We're only able to walk through my setup. Is that correct?
Speaker 2 00:04:33
So I, So what we can do is I know you kind of wanted to get started and set up like an account for you and Andrew, right? From our last call. So for today's call, we can actually make this kind of interactive. We can kind of help set walk through and set up the initial setup. And then once we get that set up, I have to follow back and then we want to set up a nice, A small little proposal just to kind of make sure that we get all the security settings, right. The big ones are going to be like SSO, SAML, making sure all the security settings, all the connectors are all uh configured correctly. And then making sure that Crimson also has a management um login to it, too, so we can help kind of adjust usage, set limits on things. We can kind of go into depth there. But I wanted to get a head start, so you and Andrew can get an account going. And then we can take it from there and then handle all the backend setup. Um.
Speaker 2 00:05:27
You know, moving forward.
Speaker 4 00:05:29
Okay, great.
Speaker 1 00:05:33
So, Just A heads up for you, Rebecca. When we set up Claude, Claude has some minimum requirements and I'm going to go over that with you. They're pretty easy, I'll be honest. One, You do have to have five users at the get- go. So it's a little bit different than Chat GPT, but that's not an issue because.
Speaker 4 00:05:52
I already had two users in mind so perfect. Would an admin account count as a user?
Speaker 1 00:05:58
So we count as a user for us, uh, Unfortunately, because they don't allow somebody just to have an admin right without havingum a paid license. But I'll go through all of that in a moment when we go through everything. Um and then with your with your accounts, your heavier users. Um so for Claude, your standard users are going to be twenty five dollars. If you start having users that are a little bit more heavy usage, you might need to put them up on a premium plan, and those cost roughly about one hundred dollars a month. And, so we'll go through what that looks like, because I actually have a couple different accounts that I will show you for Clod and how it works as far as teams and things like that. And then we're going to go through and talk about security during today's meeting. And.
Speaker 1 00:06:51
In addition to that, we'll talk about connectors and skills and different things like that. That's low. We're we're not going to get into as much detail. Um, usually when we do something like this, we include training for all your staff that's going to use Claude, And we'll go in depth on connectors and skills and things like that, that they can do to make their days much easier using Claude.
Speaker 3 00:07:14
Perfect. Um okay.
Speaker 2 00:07:18
So Rebecca you mentioned that you're, Your, the the one you were testing was like just from your personal Gmail account, and we don't have one set up yet for Anderson's domain, right?
Speaker 4 00:07:29
That's correct. Yeah. Okay. Perfect. So that's an important point. I don't know if anyone else is currently using a free account on Anderson's domain. You know, It's possible Um yeah But I am not.
Speaker 1 00:07:40
Okay So why Oh sorry Vincent.
Speaker 4 00:07:44
Go ahead.
Speaker 1 00:07:45
One key thing to note you might want to, or we can send an email, or you can send an email either way. Uh, Just to let everybody know that if they did set up a free cloud account or even a paid cloud account with their Anderson email address, when we set up, we it may get cut off when we set it up. Soum because when we said I think.
Speaker 4 00:08:06
That'll be a part of the larger rollout right for the whole company. So that like I want to come upum. That's good to know. Okay. I think that's going to be like a bigger conversation in terms of notifications, right? Prior to that.
Speaker 2 00:08:23
Yes. You see, are you referring to once we set up SSO, It's going to claim all of those email addresses because that's part of the Anderson domain, right? And then next time they log in Yeah So.
Speaker 4 00:08:34
It's almost like so even though they're not getting a personal account It's still going to affect them Yes Got it Correct Yeah Okay Sorry I didn't understand that.
Speaker 1 00:08:45
So, In addition to that, There's an option we check when we do the setup that doesn't allow people to create their own free account with their Anderson. And if they did have one, they won't be able to log into it anymore. So it's a little bit more detailed. And, it's the same with any of the co- pilots or any of the AIs right now. It's, it's a security thing that we turn on that. We have to turn on. I mean, it's honestly one of, one of the things that we do just to secure your account.
Speaker 4 00:09:21
Um, I guess my only question. So, this is going to happen regardless of what computer they're using. They're just not going to be able to access to see anything they had in there prior.
Speaker 1 00:09:33
Correct until they get added to the Anderson account. Okay.
Speaker 4 00:09:41
I don't think we have a ton of Claude users to be honest. And if we do, I I'm kind of okay with just doing it and then seeing people reach out, you know? Um okay. Okay. Because, we did theum the right yesterday with Sean and a lot of it was chat G P T that we saw. Okay people were on.
Speaker 1 00:10:08
Good to know on that.
Speaker 1 00:10:12
Um, I'm pulling up my system. I'm trying to get logged out of one cloud account into another. So bear with me one second and we'll go through everything. I was, I was in the middle of something, and I forgot to uh get the system to write me a handoff document. So bear with me um, I was doing that fast and furious as we jumped onto this call. Now we're also going to install the app on everybody's computer. Is that correct?
Speaker 4 00:10:54
So down the line, team or yeah, I think I want to do the whole company rollout very soon, But I just thought like it'll be easier to do us five first mess with the settings. Decide on, you know, Are we going to lock down all other AI options or offers and come up with messaging regarding this? And then plan a training. But like I'd kind of like to create to open it up and add those licenses within the next month.
Speaker 4 00:11:37
For the whole company, um, but I also don't want to like rush it and then. Uh not. Not have the right messaging understanding, or you know, yes, uh. And then obviously, like we'll have to provide some kind of training so that people actually use it. Effectively and know where to start. Some people are AI whizzes already, and some people might not even know how to prompt in a.
Speaker 4 00:12:07
You know, effective manner.
Speaker 1 00:12:09
Yes, one hundred percent, and that's something we'll train on. So, One of the things that I train on with Claude because I have multiple trainings depending on which AI that you use. Well, I am going to share both of mine. We're going to go through training on how Claude works, how to be secure, how to do prompting, How to get your information over if you are already using it in one system versus another? And. And things like that. So we'll make it pretty easy for you. Um, so in my window, you see two cloud windows. Uh, One on the left is uh my corporate cloud uh for Crimson. And the one on the right is a corporate cloud for another client. Um, The reason why I'm showing you the two is because one I have administrative rights, and one I have user rights intentionally just so I can teach you guys. Uh the difference between the two. And then this client doesn't mind me showing their stuff.
Speaker 1 00:13:06
Because everybody with us signs an NDA. And, so they actually have said that it is okay for me to use their information for training purposes. So just be aware of that. So the on the right, I have admin rights to, the on the left, I do not because I don't need to administer the on the left. I do need administer the on the right. So I'm going to show you what it looks like from both fields. So for this one, for ability, I have it set up I'm the primary owner on this account, and I can go into organizational settings. You can see everybody that's in here. We just set this up last week for them. One person has been out, and the other one is traveling in South Africa, and he's having problems connecting. So but we can set it up; we can add users in here. You have your name ;, that is your the domain that's allowed to sign up. So they can.
Speaker 1 00:14:00
Anyone that has this domain can actually sign up for an account. They can choose, we can choose to allow them to sign up and get an account, and you just start paying for it. Or, we can choose to manage the list and add members ourselves and send out the invites. So there's two options there. Everybody here is on the standard plan. If we bought premium seats, then we would upgrade anybody that needs a premium seat for higher usage. And I can show you the usage on the Crimson side because, one second. I can see my usage on here, which is really good. Everyone can see their own usage. And so for this month, my usage limit is a hundred dollars per month. Um, I don't need anything more than that because I don't use this this one as much. But uh each person gets the budget. If they go over the budget, they will have to purchase.
Speaker 1 00:14:59
Um, you will have to purchase a higher limit for them. So that's something that we do suggest everybody keep an eye on. And then from here,
Speaker 4 00:15:07
And do you find, do you know like the usage? Are thereum even just within maybe the clouds like help or FAQ? Can I find information on what types of tasks require more usage, whether it's image generation or large presentation deck building or.
Speaker 2 00:15:27
Yes. I'll send you that link in the chat. Though I will, I will add that it's kind of a black art because it really depends on like the context, number of tokens. There's like it's not like a straight cut answer, right? So typically, if you're going to do more intensive coding things, or you're loading a lot of tokens into a prompt or something like that, then it's going to require a lot more. But it gives you a general overview of, Sort of what to expect in terms of usage.
Speaker 1 00:15:59
And there's there's some caveats to know as well. Claude just wrote or Anthropic just rolled out recently a kind of like a time of day usage, similar to what some people have on their electric bills. So anything from I think it's seven AM Pacific time to eleven AM Pacific time is considered peak hours, so tokens do cost a little bit more. Um, and then also just like it is with chat GPT, uh, which version you're or which model you're using is going to cost more. Most people don't need. Uh most people who are just using it as a chat is not going to blow through the hundred dollars. Now, if you're going to go a lot more intensive like I do um you're going to blow through that. In fact I pay for the two hundred dollar plan for my main account. So okay, but wait is it two hundred dollars?
Speaker 1 00:16:53
Yes, yes. Uh, I do a lot of questions. You want to make sure I heard you correctly?
Speaker 4 00:16:59
Um, uh, I'm going to friend you on or whatever it's called on LinkedIn. You'll see my blog. You'll see everything I do in Cloud Code. You'll understand why I pay$ 200 a month. Okay. Yeah. Um, it it is a lot of fun. There are some capabilities you can do and I'm going to log into my normal account in a moment. And show you the capabilities from another level.
Speaker 1 00:17:23
But you can go in there. Oops, sorry, not capabilities. I am thinking of connectors. My apologies. You can go in and configure your connectors. So I have an Asana connector that I use because one of my clients has Asana. Um, I don't do as much on this one, so I don't have a lot of connectors here, but we can do Microsoft from the get-go; can be connected. Um, I have a client that uses Box, so I have it connected to their Box. And so there are a lot of different things in here you can use. There are even more connectors. So, you're going to see a lot of connectors in here that you can add, things like Control Chrome. That's one of my favorite features. If you're on a Mac, you can do things with Apple Notes, control the Mac itself. So there's a lot. This one doesn't have as many as because I don't see all of them, but there's quite a few of them in here.
Speaker 1 00:18:18
If I go into this one where I have a lot more, I can actually go in and enable this for my staff, for the staff here on this client. Um, and choose which ones that they're going to get. And then I can add more. So um, I can go in and say all available. And then I can go in here. You've got so much more, and they are constantly adding things. Um uh there used to be about 20 up until about three Three months ago, and then it was just like bam they added over two hundred. So there's a lot that they can do as far as plugins. There are a lot of plugins that they can use, And we'll go through this during the training where they can go in and do productivity, where the plugins will help manage the day, do tasks things like that. You've got some product management in here finance operations sales.
Speaker 1 00:19:10
I've played around a little bit within operations and it seems pretty good. I have made my own plugin and I call them my minions. I have 47 of them. And so for those who are a little bit higher skill level, they will enjoy making their own plugins and then skills. This one doesn't have any skills yet, but I do skills so I can build out a skill that says, I want you to create this blog post or something along those lines. Or, this is a common skill where you teach it, how to look at an Excel workbook, things like that. And so.
Speaker 4 00:19:49
For all these items within the directory, we don't need to regulate that within our team. Like there's no permissions or anything we need to set, right?
Speaker 1 00:20:01
The only permissions are if you want to dissuade people from using them. And to do that, you can say, okay, I don't want my staff to use Intercom or I don't want my staff to use Canva. And then all we would do is restrict the staff from seeing it.
Speaker 1 00:20:20
Okay. From the get go they see all of them.
Speaker 4 00:20:24
They're already in there or they have to go in and add them?
Speaker 1 00:20:28
They go in here and add them. They browse. Um yeah.
Speaker 4 00:20:33
So, But they have the ability to just connect to them because it's kind of already implemented in the okay. I do like that. Like, I don't want people to have to ask. I do want to encourage like yes a level of uh. I'm hoping people will start to experiment and then can even report back, you know, on what they've learned if it's helpful to others. Yeah.
Speaker 1 00:20:58
We, we have a client that over fifty percent of their Claude is the premium one hundred dollars seats because they are pushing their staff to use it and to be creative on how to make their work better. Okay. So um the only thing like on Crimson, the only thing that's blocked for us is adding custom connectors, which is not an issue for us. But that's something we can look at a little bit later. I'll show you how custom extensions work. I'm the only one within the company allowed to have custom extensions, and that's why I use a different account for mine. But this is our generic account, so I wanted you to see that. And then from in here, Identity and Access, we want to make sure that it is discoverable, that we can verify everything. What we allow for is the admin approval for this client.
Speaker 1 00:21:51
Um, But we can set it to approve automatically where people just sign up to get their own account. And then you pay for it. And, then we set up a single sign on and everything like that for you.
Speaker 4 00:22:05
Um, let's not do that for now. Um, because I think we want to just have more of a formal rollout. Okay. Um, But I can also touch base with Andrewum on that before we make a decision.
Speaker 1 00:22:21
Gotcha. I only have one client doing it that way. Most of them want want a little tighter control, So I show everybody that the option is out there, if they want to do it. Other than that, we keep a more formal control where people can ask for something.
Speaker 4 00:22:38
Yeah, actually as I think about it, we have a lot of third party people. We have other, E mails outside of like our core thirty employee base that have the Anderson Real Estate domain. So I wouldn't, I wouldn't want to open that up. Gotcha. Sorry, what were you going to say, Vincent?
Speaker 2 00:22:56
Oh, I was going to say yeah that I think that times perfectly with how we're going to approach this. So, we'll do the initial setup, and then we'll we'll circle back. And then we'll do the kind of formal with the SSO. And then we can kind of talk in detail about the other domains and how we want to do that when you do the more global rollout. So I think that timing works.
Speaker 4 00:23:15
Okay, perfect. Yeah, we we won't be rolling it out, You know to I'm, sorryum to everyone within, and you know, not our entire Microsoft uh, license list Vincent. Just to give you some awareness. Uh it'll be to like our, you know, direct employeesum so that'll be more like the probably like thirty licenses in total,
Speaker 3 00:23:42
For sure.
Speaker 1 00:23:50
Okay. So on this to actually do the setup is pretty straightforward. Do you want to walk her through Vince or do you want me to? Go for it. Okay. So, what you're going to do is you're going to sign up for a free account with your Anderson account. And then. Once you get that signed up, you get to upgrade to a team.
Speaker 4 00:24:18
So, you want me to walk through this right now? If you want to, yeah. Okay.
Speaker 1 00:24:23
If you don't, We can walk through it or we can do it and set it up ourselves, But we'll need to work with you to get a credit card from you to get it turned on. Okay.
Speaker 4 00:24:34
Do you want me to share my screen?
Speaker 1 00:24:35
Absolutely. That would be great.
Speaker 4 00:24:49
Okay, I'll share it in just one second. I'm waiting to get a verification code to my email. This could take five seconds. This could take five minutes.
Speaker 1 00:25:15
And bear with me while I while you do that because I'm going to log out of what I logged into and log back into my normal one.
Speaker 4 00:25:50
I don't know if this email is going to get like filtered.
Speaker 3 00:25:58
In any way. Um,
Speaker 1 00:26:16
Guys, I have a hard drop in four minutes.
Speaker 1 00:26:21
Just a heads up. I.
Speaker 2 00:26:24
Can walk you through the rest of it, Rebecca, once you get there. And then once that's set up, Um I'll follow up with uh getting the rest of it and I'll loop Christy back in. Soum any other quick questions for Christy before.
Speaker 4 00:26:37
Um I put the four emails, uh mine included in the chat that I wanted to set up uh for the five licenses. And then, of course, the crimson. Um admin license. Is it possible to get some of them signed up this week as well? Um Oh yeah,
Speaker 2 00:27:00
As soon as as soon as we get this set up, they'll they'llum get the invites. Uh We can plug those four emails in there for you.
Speaker 1 00:27:07
Okay perfect. Yeah, it's it's fairly straightforward.
Speaker 4 00:27:10
So okay, and my didn't give me a verification code like it said that would, but I did get an email from Claude. And it said sign in because I can share my screen now. Sign in with secure link below, but it took me back into my free plan, which is not what I need.
Speaker 1 00:27:32
Um when you when you're in your free plan, Um click on the click on your name below and see if it, if it has it there. Sometimes it will put it against him. Okay, It did not or It did. Okay, so go to settings. Yeah. Or actually go to upgrade plan. I'm sorry. No, I did they changed the UI yesterday? So okay, And then go to team and enterprise And, then you're going to do team And there.
Speaker 4 00:28:08
You go Is there, no spaces allowed in that? Oh,
Speaker 2 00:28:12
You can You can definitely Oh, there is There is Yeah It's just pulling off of the email address, So okay, Christy, Um I can take it from here, and then uh we'll schedule a little follow up call after this.
Speaker 1 00:28:26
Awesome. All right, Rebecca, I'm gonna I'm gonna send you a connect request on LinkedIn. You'll see all my blog articles about using Clod. Um I've got some lower level ones coming out and when I say lower level, I mostly write about coding and IT stuff, but I've got some how to's coming out soon on just using Clod in general. So but you're amazing that, All right, thanks guys. I will talk to you all later.
Speaker 4 00:28:51
Thank you, Christy.
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08-10 Weekly Meeting: Communication Strategy and Starlink Follow-up
> Date: August 10, 2026
> Location: [Insert Location]
> Participants: [Michuan] [Speaker 2] [Speaker 3]
## Meeting Notes
### Communication and Follow-Up Strategy
- A request was made to respond to an email from Sergio regarding Starlink, which was originally sent on August 5th.
- The response was delayed while waiting for Greg's availability.
- It was emphasized that for certain individuals, over-communication is necessary. This includes sending immediate follow-up emails to acknowledge receipt and state the next steps.
- A few individuals, including Dan, Kelly, April, and Kathy, are being particularly picky due to internal pressures and require frequent updates.
- This communication style is a reaction to recent issues where some team members, including Dan and Kathy, faced repercussions.
### Internal Administrative Matters
- Speaker 2 mentioned they were working on finishing their Concur report and hunting down some receipts.
- Michuan noted they are feeling pressure related to HR matters.
- Speaker 2 is scheduled to start attending the SCHARP director's meetings, which are six-hour sessions held either monthly or quarterly.
### Future Meeting Planning
- Speaker 2 proposed a similar director's meeting format for their own teams, involving departments like HR and IT.
- Michuan suggested starting with one-on-one meetings first, as the team is not currently effective in group meetings and tends to engage in "group think."
- Speaker 2 confirmed they have sent out all meeting invitations, with one meeting from Thursday, August 6th, needing to be rescheduled.
## Next Arrangements
- [ ] Respond to Sergio's email about Starlink, acknowledging receipt, summarizing current status, and confirming that the next step is waiting for a response from Greg.
- [ ] Speaker 2 to call Greg to obtain a firm date to close out the Starlink issue, then share that date with stakeholders (e.g., Sergio, Dan, Kelly, April, Kathy) to support over-communication.
- [ ] Reschedule the meeting from Thursday, August 6th and send updated invitations.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. The specific content of Sergio's email regarding "Starlink" and the exact action required from Greg were not detailed, which could cause ambiguity in the follow-up.
> 2. There is an underlying issue with team communication, where certain individuals require "over-communication" due to external pressures. The root cause of this pressure was mentioned but not fully addressed.
Aug 10, 2026
Speaker 1 00:00:03
Hi. Hi, can you respond to Sergio's email regarding Starlink and not go through for camp?
Speaker 2 00:00:14
Do I have it? Oh yeah, I can.
Speaker 1 00:00:17
He just sent it. And so I guess she sent it on the fifth? And so her thing has been to tell both of them that, you know, oh, she's not getting responses and all of this and that.
Speaker 2 00:00:28
So yeah, I can. I was waiting on Greg to let me know when his availability is. So,
Speaker 1 00:00:35
Who's Greg Oh, at Congress? Yes. Um, So just I guess at the what they want is like if they send an email out like that, Just to follow up and say, okay. Now my next step is to follow up with Greg and get back to you. Um, that's the kind of stuff they're looking for there. It's a couple of them that are just being. Very picky right now, uh, because their feet has the fire in a different number of different ways. And we are the easiest way to deflect. And unfortunately, we keep we do they they want us to like over communicate. So um if you can respond to him and say, I am just waiting to hear back from Greg at um that and moving I am ready to hear back from Greg and moving forward if you have a next step. You know like, hey, thank you for getting back to me as soon as I get back to this person because there is just.
Speaker 1 00:01:29
And so, right now, what we're seeing is a couple of people like Dan, Kelly, April, and Kathy. So like you are probably getting some" I need my receipts" right now too.
Speaker 2 00:01:43
Yeah, I am trying to finish up my the Concur because I am trying to hunt down some receipts. So.
Speaker 1 00:01:51
That's what we're kind of getting from from the four of them. So yeah yeah And I think her meeting was with him this morning. So, that makes sense because Carl pushed back on her last week. So, this week it's just it's you know her that's her thing. And dan Dan got his hand slapped last week, and so it's just and so did Kathy. So, this is how they're coming back. Gotcha. So, just so you know when you have something like that, just shoot an email back even though that was Wednesday of last week and.
Speaker 1 00:02:29
Yeah. Technically, two days out so. So, we can get a date from Greg would be great to close it out.
Speaker 2 00:02:40
Yeah, I will do that. Um, I was going to call him today, but I was looking at the first.
Speaker 1 00:02:48
So yeah, We're just feeling it all around with the HR stuff. So okay,
Speaker 2 00:02:53
Thank you got a second person for more personnel that might cheer you up?
Speaker 2 00:03:02
Um, I read a book this week. It was on my bestsellers list that I was reading. It's called First Ladies. Which are you are you interested in it? Is about Eleanor is about Eleanor Roosevelt and all that she worked with, and it's actually pretty good. Okay,
Speaker 1 00:03:22
So I'm sorry I'm not there today. Um, but I will i'll be in tomorrow. But you're not in tomorrow, right?
Speaker 2 00:03:29
You were switching, I was switching just this week. So, SCHARP does has a director's meeting. I think it's once a it's either once a month or once a quarter, and I am going to start attending those tomorrow. But they get all of their directors in to the same room, and it's six hours with lunch included. And every every department had um but I was thinking, how could we do this with you and I? And i and directors? Like me and H R I T thing once a month or once a quarter.
Speaker 1 00:04:02
I think we need to start with those meetings, so we can like one on ones. They're not, I don't see them as being very good at the group meetings.
Speaker 2 00:04:11
Gotcha. Okay,
Speaker 1 00:04:12
They're like not right now. They're like once we get some uh movement on success on some other areas, but yeah, they're not they're kind of group think at this moment. They'll be they could be.
Speaker 2 00:04:29
Yeah, Um, I did send out all the meetings, so just a heads up.
Speaker 1 00:04:32
Yeah, I did. The only one is like we we had to reschedule last Friday's right?
Speaker 2 00:04:37
Last Thursdays and yes, I am getting that done right now because he replied.
Speaker 1 00:04:41
Okay perfect thank you You are welcome.
Speaker 3 00:05:33
Oh.
Call Greg to obtain a firm date to close out the Starlink issue, then share that date with Sergio, Dan, Kelly, April, and KathyRespond to Sergio's August 5 email about Starlink acknowledging receipt, summarizing status, and noting next step is waiting on GregReschedule the meeting originally set for Thursday August 6 and send updated invitations to attendees+1
✓
Ability First
892291 (0.15h, ticket 966025, board 80, CIO(14)/workType 55, agreement 449 vCIO Support) - logged 2026-08-12 EOD sweep. AF onsite day (swapped from Tue 8/11).
tkt 966025 - internal note added; confidential staff matter redacted from CW per screen, full detail here
3 - Clients and Projects\Ability First\Meeting Transcripts\Meeting Transcript - 08-10 Weekly Meeting Communication Strategy and Starlink Follow-up.txt
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06-15 Weekly Meeting: IT Status, Budget, and Project Updates
> Date: 2026-06-15
> Location: [Insert Location]
> Participants: [Christi] [Apolo] [Sergio] [Crystal]
### Meeting Notes
#### IT Status and Budget Updates
- **MFA and Compliance:**
- The Multi-Factor Authentication (MFA) rollout is complete and went exceptionally smoothly.
- All users are on MFA, except four individuals with approved bypasses.
- This establishes HIPAA compliance.
- **Badge System:**
- The Brevo badge system is fully compliant and consolidated.
- A single badge now works for all buildings, except one Vermont site managed by a landlord.
- **Budget Overview:**
- The organization is projected to be approximately $100,000 under budget for fiscal year 2026; confirmation from Kashif is pending.
- For fiscal year 2027, the budget is projected to be about $300,000 below the prior year; some figures require further review.
#### Key IT Projects and Migrations
- **Box to Google Drive Migration:**
- The team approved initiating the migration from Box to Google Drive.
- Expected savings are approximately $1,400 per month.
- **File Sharing Practices:**
- A review of Google Sites access showed many shared files reside on personal Google Drives rather than shared drives.
- Christi will run a campaign and training to transition files to departmental shared drives, addressing issues when deleting former employees’ accounts.
- **On-Premises Server Decommissioning:**
- Plan: migrate file shares from data center on-prem servers to Google Drive.
- Microsoft tenancy is set up for Pratt to test migrating CareLogic databases from on-prem SQL to the cloud.
- After files and databases move, the colocation center and servers can be shut down to reduce overhead.
#### Vendor and Contract Management
- **TPX and Peerless Phone System Audit:**
- Christi will audit the phone system where calls route through both TPX and Peerless, leading to double carrier charges.
- Peerless has been difficult regarding an internet circuit upgrade. The contract ends mid-2027 and will be replaced by Crimson.
- **Vendor Contract Remediation:**
- Remediation with LT Technologies is fully complete, freeing $6,000 per month.
- The MSP360 contract is nearly closed out; management of Google and Microsoft accounts is now handled internally.
#### Security Access and Procedures
- **ADT Master Codes:**
- The Crenshaw master code has been changed.
- A new system will assign unique codes per site to each individual to improve security.
- Juan will be added for access to all sites as facilities manager.
- **ADT Notifications and Permits:**
- Crystal needs to be added to the text alert list for security alarms.
- The ADT permit is paid and current.
- **SOP for Access Requests:**
- An SOP will be created for handling building security access requests.
- Crystal will serve as final approver for these requests.
#### Administrative and Other Updates
- **Company Letterhead:**
- Christi updated the company letterhead, removing inaccurate program details.
- The address will be removed to create a general corporate letterhead; the main admin phone number (310-631-8004) will be added.
- **Radio Vendor:**
- Christi found the radio vendor information in Lorenzo’s old emails and sent it to Robert and Gaston to restore radio service.
- **Employee Onboarding SOP:**
- The IT team is finalizing their internal employee onboarding SOP for new hire setup and will share it with Apolo upon completion.
### Next Arrangements
- Budget and Finance
- [ ] Christi to get confirmation from Kashif on the fiscal year 2026 budget.
- [ ] Review and validate fiscal year 2027 budget figures with Kashif.
- Data and Systems Migration
- [ ] Begin migrating all data from Box to Google Drive.
- [ ] Migrate on-prem file shares to Google Drive.
- [ ] Pratt to test migration of CareLogic databases from on-prem SQL to the cloud.
- [ ] Plan shutdown of the colocation center and on-prem servers after migrations.
- File Governance and Training
- [ ] Christi to schedule training on proper file sharing using departmental Google Drives and launch the awareness campaign.
- Telephony and Vendors
- [ ] Christi to complete the TPX/Peerless phone audit to eliminate double carrier charges.
- [ ] Define a contingency plan for Peerless circuit upgrade issues ahead of the mid-2027 transition to Crimson.
- Security and Access
- [ ] Add Juan to the ADT access list for all sites.
- [ ] Add Crystal to the ADT text alert notification list.
- [ ] Christi to finalize the SOP for ADT/building access requests with Crystal as final approver.
- Admin and Communications
- [ ] Christi to update and distribute the revised company letterhead.
- [ ] Robert and Gaston to bring the security radios back online using the vendor info.
- [ ] Apolo to review the IT employee onboarding SOP with Christi once finalized.
### AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. The fiscal year 2026 and 2027 budget projections are still tentative and require final confirmation and review with Kashif.
> 2. The issue with Peerless being unresponsive to requests for a circuit upgrade is a risk to planned infrastructure improvements. A contingency plan may be needed if they continue to be uncooperative.
> 3. The process of migrating files from personal drives to shared departmental drives depends on user cooperation. The success of the training and campaign needs to be monitored.
Jun 15, 2026
Speaker 1 00:00:12
Hi. Hi. How's it going? How was your vacation? I need a vacation from my vacation, but other than that it was good. I didn't touch a single computer while I was out.
Speaker 2 00:00:23
That's wonderful. Yeah, that's great, great.
Speaker 1 00:00:27
I just had a lot of house guests. Mhm.
Speaker 1 00:00:33
It was all good.
Speaker 2 00:00:35
It was all, yeah, it's good. Was nice to see you back.
Speaker 1 00:00:38
Thanks, I am glad to be back. Let me tell you. Um, I am going to turn on transcriber real quick. Mhm. I'm not going to record the meeting; I'm just going to transcribe the meeting. Mhm.
Speaker 3 00:02:37
Hello. Hi.
Speaker 1 00:02:44
How was your time off? It was good. It's good, very busy. But the child has graduated, which is the most important thing.
Speaker 4 00:02:56
Well, that's always good.
Speaker 1 00:02:58
Yes, I had a house full of kids from Wednesday, which was her graduation day until Saturday morning.
Speaker 4 00:03:08
So That sounds like no fun.
Speaker 1 00:03:10
I abandoned them at one point and went out on the patio in my swing, in my hammock swing, and just ignored them with a good book. And a physical book not even not even my Kindle. So sometimes you need that.
Speaker 4 00:03:28
Erin said she's coming. I think Christi may or may not be on.
Speaker 1 00:03:38
Well, I have some decisions for you guys to make today. Doesn't have to be right now, but just things to keep in your mind. And I do definitely want Erin on because we've had some stuff happening even while I was on vacation, but even before I went on vacation that we've had to quickly reconfigure. And so I want to make you guys aware of that, which is why the policies still haven't gone out because with In the middle of everything else, I had going on policies couldn't get done because of it. Also, I am trying to find uh the radio vendor for the radios to get that fixed.
Speaker 1 00:04:44
But I have my coffee.
Speaker 2 00:04:48
I have not.
Speaker 1 00:04:49
I have not either. I ended up Doordashing it here because, I didn't have time to stop. I had to take the child to her orientation for her internship, this morning, and she should be on the metro heading home by now.
Speaker 2 00:05:05
Oh, I see.
Speaker 1 00:05:12
She's interning. Children's Health Center. She's going into psychology, so her internship follows that.
Speaker 2 00:05:20
Oh, nice, nice. Hi Erin. You're muted.
Speaker 4 00:05:26
Christi's not gonna make it right? I'm muted, I shouldn't be muted now you're good. Hear you now, yeah. I don't think Christi's gonna make it okay.
Speaker 1 00:05:36
No worries. Um, I do have some decisions for you guys today. Um, just a heads up on some things. There were some things that came up uh even before I left. And then while I was gone, uh, that's kind of redirected my attention on quite a few things. But, the biggest note to date is and I'm going to run another scan back through this. But the biggest good news for right now is everyone is on MFA with the exception of the people.
Speaker 1 00:06:07
The four of you, including Crystal, have asked to bypass it. So which makes us HIPAA compliant. So big big thing there. It was by far one of the smoothest MFA rollouts I've ever done. So everybody even though that people had that missed that last step, everybody missed that last step. Um so, For the next Google MFA I roll out to someone else, not you guys. I am going to make sure that I put that last step in there more than what I gave you guys. But overall it was an exceptional rollout. BAFMA is fully on, SCHARP is fully on, and the only way people can bypass MFA is with Y'all's approval. So heads up for that. The other thing that happened, which is really good news is all the Brevo, which is your badge system.
Speaker 1 00:07:02
Different from the ADT security, is all fully compliant and on the same system. So we can now do one batch for all buildings, with the exception of one of the Vermont sites. One of the Vermont sites is handled by that landlord, so we can't do those security badges. But all other sites are handled across the board. So a heads up for you guys there. We did run into some issues with that and mostly from users that just Did not, um, Respond to us to say, hey, what's your badge number on specific badge numbers we needed. So in that case, the moment that they determine, they can't enter the building with their badge, they'll call us. So um so those are those are really good things. Now. We can go back in and start thinking about the other things that we can do to save um working on the budget before I left on vacation.
Speaker 1 00:08:00
It looks like, and I'm gonna have to get with Kashif on this next part. It looks like we're about a hundred thousand under budget for fiscal year twenty six, but I have to get with Kashif to make sure. Since I've been gone, I haven't gotten an update from him while I was out. Um. So it looks like we're still significantly under budget where we thought we would be um and then for the fiscal year, twenty seven budget that I worked on, uh which I need to get. Costs you have to take a look at. I've got you about 300, 000 under budget from the previous year. However, I am having to massage some of the data just to make sure that we have everything we need. But, it looks like we'll be under budget for compared to last year for next year. So heads up for you guys on that part. Any questions on any of that real quick?
Speaker 1 00:08:57
And I do apologize. I am multitasking because I'm trying to get Robert the radio vendor name. I finally found it in Lorenzo's inbox, so I was searching Lorenzo's inbox while I was talking to you. So, I do apologize. No worries. Sounds good to me. It's always good to be under budget Always Um, So there are some things I want to, because i can't drop the budget anymore without getting y'all sign off. Um. The next thing we can do is uh the Box to the Box to Google Drive migration. Um, That's going to save approximately $ 1400 a month. Uh, once we get that taken out. So that's going to be some additional savings going forward there. So, are you guys good for us to start working on migrating all the Box data? Yes. All right, perfect. So we'll do that.
Speaker 1 00:09:52
Hello. Sorry.
Speaker 4 00:09:55
I said sure.
Speaker 1 00:09:56
Okay, Apollo, I haven't forgotten your name change is still on my radar to get done. So okay, part of it's done, part of it's not done, but we'll get there. It's not as easy to do name changes on the first name as it is on the last name. So that was on my list. I just wanted to give you a heads up. I'm going through my active to- do list for you guys, Um, We are still going through the Google Sites access review of all the the intranet and all the shared access. A lot of the shared stuff is files that are located on people's Google Drive rather than the share Google Drive. So, um, We need to start campaigning to have people move that over into a share location. I built out the departments already.
Speaker 1 00:10:47
Um, and so in the next couple weeks, Not this week because I I got to get my head back, wrapped around everything after being off. But in a week or so, I'm going to start doing training and doing, uh sending out the training meeting invites like I did previously. And walks people through what is the difference between a departmental share and you're just your own personal OneDrive share. And why that's important. Does that make sense? Sort of. Okay. Let me give you an example. There is 20 something accounts. We cannot fully delete from the system of past employees because people are using files that are still on their personal Google Drive that we need to move into departments. So, how to best share files is what we're looking at. Does that help? Make sense? Mhm. Okay, yeah.
Speaker 1 00:11:47
Alright, perfect. Um, we are finalizing the employee onboarding SOP on our end. Um, so once I get that finalized, um it's going to be templated out into our system. We have some additional stuff we got to put in there, but Apollo I'll send that SOP over to you, and we'll go through that step by step. It's only the employee onboarding on our end And not anything touching your systems. So how we set them up in the system, grant them badge access, grant them access to files and folders, all of that. Okay. Wonderful. The next item I'm sorry I feel like I'm throwing a bunch at you. The next item is to start migrating the file shares off of the on prem servers that are at the data center into Google Drive. And that way we can spin down those servers.
Speaker 1 00:12:45
And get everybody off of those servers and eventually get rid of the data center. So it's a little less cost, so that'll be something that we'll pull out a budget as well.
Speaker 4 00:12:56
What's in those server files?
Speaker 1 00:13:00
They're old share files that people still have access to, so there's some departmental shares out there, different things like that. Okay. A lot of it could be archived. So okay.
Speaker 1 00:13:17
And that's part of the cloud migration that we had talked about previously. I did spin up, and Jennifer, this is more for you. I did spin up the Microsoft tenancy subscription that wasn't already in place on Microsoft, so that Pratt can go in and actually start working on what she needs to do to get CareLogic databases off of the on- prem system onto the cloud, so she can play in that for now.
Speaker 1 00:13:47
She is set up with the free version, so she can go in and test it out. And then once she feels like she's got a good handle on it, We can start looking at what does that look like to migrate everything over from the old SQL databases to the new SQL database. And then once the file shares are moved and the databases are moved, we can shut down the colo and all the servers. And that's less overhead than what we have currently. So.
Speaker 4 00:14:16
Okay. Sounds like a plan.
Speaker 1 00:14:20
Yeah. Um, after that, I am going to start working on a TPX peerless audit. There are some phones that are on people's desks, where a person will call in on a certain number, it comes in on the TPX line, Then it forwards on the peerless line, and then it forwards to their physical desk phones. It is a mess and.
Speaker 1 00:14:44
We've we're paying two carriers for the same call. So I'm going to start working on that. That's not going to hit budget until fiscal year twenty twenty eight, Which was planned because uh peerless that they're not their contract doesn't end until late twenty twenty seven.
Speaker 4 00:15:05
Christy, I have a question. Yes, ma'am. That's why because sometimes I get some of the streams, the voicemails and faxes, But when I send it to the teams, they're like, oh, we already handled this. So is it because it's going I'm getting multiple but it's duplicates?
Speaker 1 00:15:17
Yeah. Okay. They've got routing set up whereum three people may receive the same fax.
Speaker 4 00:15:25
Got it okay.
Speaker 1 00:15:27
But the biggest thing is when a call comes through, It hits that TPX line you're paying for that TPX line and then it forwards to. Peerless and you're paying for the you're paying for two lines with one call. Understood. So okay, so that audit is in progress. Tpx has been a dream to work with Peerless because we need them to upgrade uh, the internet circuit for both here and the colo, they've been a pain in the neck to work with. It's just really hard time getting them to send me the quote to upgrade the circuits, Um so I was going to dig back into that later today and get that fixed.
Speaker 1 00:16:05
With them, um, they are such a large company. It's almost like, they we we don't spend enough money for them to care about us. So I'm I'm gonna just see what I can do. We already planned on um canceling that contract for Peerlist and Crimson taking over because it'll be a lot cheaper for Crimson to take over. Um but I we've we've got to get to that point. Um the contract does end Well, I said end of twenty seven, mid twenty seven. Um, So we'll be looking at the we've got to get equipment switched out anyways because there is a lot of end of life equipment. So um switches and different things like that that we've got to switch out. So we're doing a full cost analysis on that as well. So. Um, we have fully.
Speaker 1 00:17:01
Ended remediation under LT Technologies. There should be nothing that is going through LT Technologies anymore. That has been fully closed out. Um, We have almost completely remediated and closed out the contract with MSP, three hundred and sixty, which handled uh Google and different things like that. Um so those. That saved a bunch of money, uh, 6000 per month just on the IT technology side is now freed up. And then the MSP360 was almost all is migrated to Crimson. There's one more piece left and that I'm going to check on that. That was actually supposed to be finalized on Friday. Um, there's no changes to cost on that. It's just we're taking over management from MSP 360 and they handled your Google and your Microsoft accounts. And so that's just been turned over to us.
Speaker 1 00:17:60
The next item on my list, and please tell me if I'm going too fast. The next item, okay good. ADT codes and physical access control. Yes. So we I have no way of seeing the master codes. So for this morning we went ahead and changed the Crenshaw master code. Um, The way master code or any codes into the system for ADT can be set up, we can set it up Her individual, so Aaron, you have a master code into Crenshaw. Crystal has a master code into Crenshaw. Lewis has a as a standard code where he can arm and disarm, and then we reset the master code. So right now, the only people that know the master code is myself and Robert, and then we're going to notate who we've given that master code out to. So I'll I'm going to walk over to you and give you that code. But your individual mastercode is the last.
Speaker 1 00:18:60
Is uh well Jessica should have given you what that code is. She did. Also,
Speaker 4 00:19:04
Is that the individual master code? Can I use that to set all the sites? No, just just Crenshaw right now.
Speaker 1 00:19:12
Just Crenshaw right now. Okay, So what we're going to do is Robert and Gaston are trying to find out the master code for each site. We're going to put it in our database. And thenum anyone that should have a code will get an individual code. So next time we don't have that. I ssue where someone shouts it out across the floor. Correct. Yeah.
Speaker 4 00:19:35
Okay. Can we add Juan to that list since he is the facilities manager? I need him to have a code which I've told Robert toum to all the sites that way I'm not panicking that on the weekend or after hours. Yeah, the alarm is going to go off and the police are going to show up.
Speaker 1 00:19:49
Yes, uh, we can do that, that'll be super easy. Um ADT did send me the voice access. Voice codes for this site and Suite C of this building. So I've got those two voice codes. I don't have the Crenshaw one in yet. Once I have that, I'll get that over to you guys, but it is the master verbal security passcode. As soon as I can log into my ADT, there's like three ADT websites I got to log into, we can change that master voice security passcode.
Speaker 4 00:20:26
The other thing is, Crystal is not gettingum like I get an alert on my like via text. If one of the sites, mostly it's Vermont, is isum goes off. She's not getting those when I get them.
Speaker 1 00:20:39
I will get I will get her added to that. I am getting them and you're getting it. Okay. So yeah. Yeah. That's that's the only thing I checked on vacation, your text message and Crystal's text message in those alerts.
Speaker 4 00:20:52
Um so but.
Speaker 1 00:20:54
But I did know that you were getting up, so I wasn't too worried.
Speaker 4 00:20:57
Yeah, but just in case I'm out.
Speaker 1 00:20:59
To me, it more like.
Speaker 4 00:21:00
Administrated George. Yes, It's an issue. Yeah, the alarm go back inside and reset it is what's been happening. Yes. Okay.
Speaker 1 00:21:10
All right, No worries Um I just found the uh security radio vendor. Uh I sent that over to Robert and Gaston, so they can work on getting the radios back online. Um, I had to dig through Lorenzo's email to find it. So it's a good thing I hadn't taken down his email yet. Okay. So, um, and then we have, um, hang on one second. I'm scrolling through my notes.
Speaker 1 00:21:58
ADT permit. Is Juan handling that still?
Speaker 4 00:22:01
It's been handled. I forwarded via email that it's been paid for and is current. Okay, I can pull it up now. Perfect. Let me see, we have a receipt and everything that it's good to go.
Speaker 1 00:22:19
Perfect, um.
Speaker 1 00:22:26
And then I gave you that folder of random stuff that I found, like building permits and stuff like that, right before left. Yes, okay. Anything valuable?
Speaker 3 00:22:38
Did you get this to me?
Speaker 4 00:22:40
I thought I did. It's not on my desk anymore. Actually, if it's right before you left, I am not so sure.
Speaker 1 00:22:44
Okay, we'll figure that out. Okay, um all right as soon as we get the ADT codes, Finalized. I'm going to write up an SOP so that my staff has it, so that if anybody calls in and says," Hey, I need building security access to this," they know how to handle it. Who needs to be the overall approver for that? For getting access to the building codes? Me. Okay.
Speaker 4 00:23:11
Because I oversee Juan and he's over facilities, but Chris and I will always collaborate. Perfect.
Speaker 1 00:23:18
You guys make my life so much easier.
Speaker 4 00:23:21
We might keep it simple when in doubt. Yes.
Speaker 1 00:23:25
Um, Also, I fixed theum letterhead and I have not sent it over to you guys yet. Thank you. Uh, let me show it to you because this is my my IT status report. I'm I got to make some edits to it. Um but this is what I made the letterhead look like. Does that look better?
Speaker 4 00:23:49
I'm, okay, with the letterhead, as long as it didn't have all the inaccurate programs on the bottom. So, cause it had the old ones. Can you make it a little bit bigger? Cause I can't see. Yeah, I'll see that. The bottom I can't see.
Speaker 1 00:24:01
And I just noticed some mistake on it. University. I just noticed my system made a mistake, so sixteen.
Speaker 4 00:24:09
So you can take out the sweet now, the sweet number? Yeah,
Speaker 1 00:24:12
I noticed that was in there right when you said that was like, okay,
Speaker 4 00:24:14
So, this is a question of. Sometimes we use sharp letterhead, but because we have different addresses, you know they're not all twenty six ten.
Speaker 1 00:24:22
We can do ones with different addresses.
Speaker 4 00:24:24
Sharp and Bathma letterhead.
Speaker 1 00:24:27
Uh, You know what I can just is that the same is that we can just take out the address.
Speaker 4 00:24:34
I mean most letters that are for grants proposals and all those Dr Barbara typically signs comes from our twenty six ten. But if. Maybe HSP or Crenshaw needed letterhead, unless we do separate, which we can. Yeah, butum just being mindful of the address, it's corporate, so it could still stand and be just fine. I don't know.
Speaker 1 00:24:56
Okay, I'll take out the address for now and the phone number leave it where we're at. And then we can make changes as we need to,
Speaker 4 00:25:04
Yeah, the phone number could stay the same. The 310, 32, was it six whatever is the 8004 number.
Speaker 1 00:25:10
Oh that's not this one, I'll find that.
Speaker 4 00:25:13
That's the admin number because they can always reroute it, the 310-631-8004.
Speaker 1 00:25:19
Perfect. All right. Um, I'll add the main line. And thenum this is what I'll use to send out policies this week to all staff. Perfect. Yeah So anything that you guys have for me that you need me working on that should be higher on my priority list than what I've mentioned to you so far?
Speaker 4 00:25:45
No, I can't think of anything. That I can think of, but it's been a busy day, so yeah, maybe after I eat some lunch we'll figure that. But I think I am okay. Apollo, do you need anything? HR Yeah, I can't think of anything. Christi. And normally we do we can just go find you and call you, which is awesome.
Speaker 1 00:26:04
You guys have twenty four hour access to me, at least the people in this call do and Robert.
Speaker 4 00:26:09
And Gaston not to be that i felt so bad texting robert early on saturday, but.
Speaker 1 00:26:14
Don't even worry about it. You were the most exciting thing to happen to me that day. I had a mess of kids working on nails. That's not exciting if I was the.
Speaker 4 00:26:22
Most exciting thing to happen,
Speaker 1 00:26:23
Right? My living room got turned into a nail parlor,
Speaker 4 00:26:29
So oh no, yeah,
Speaker 1 00:26:31
Teen girls'nails can you imagine? Um,
Speaker 4 00:26:35
I think I am good.
Speaker 1 00:26:36
Okay, Apollo attorneys do they all have uh all of the stuff that they need?
Speaker 2 00:26:43
The attorneys? Mhm. Yeah. Okay,
Speaker 1 00:26:45
Perfect. One of them called me last week and woke me up. And I I did not know what was going on because I, they literally woke me up. So it was early in the morning really? Yeah so I got Robert and Gaston onto it.
Speaker 2 00:26:60
Really who was that? Susan,
Speaker 1 00:27:02
No, it was a gentleman.
Speaker 2 00:27:04
Oh, yeah, you know what i'm talk. I know what you're talking about. Yeah, yeah, they're looking throughum Tammy's emails. Got it. For a case. Fernando. Got it. Fernando, yeah.
Speaker 1 00:27:17
Yeah, and that was on Tuesday, so I was a little confused because one, I couldn't barely hear him and two, I was like I literally was sound asleep. I was taking advantage of sleeping in that day. So yeah,
Speaker 3 00:27:32
Uh and it was uh it was nine o'clock. So yeah, normally i'd be awake, but no mhm.
Speaker 1 00:27:40
Um, all right, perfect. Then I am going to give you guys back thirty minutes to your day. And I am going to try to get my head wrapped around the million emails. I still have not touched yet. I appreciate that. Jack can go eat before five o'clock. Thanks, guys! Tutors!
Speaker 4 00:27:53
All right, bye everyone!
06-02 Weekly Meeting: Project Status, Training Schedules, Billing Compliance, and Network/Hardware Deployments
## Meeting Information
> Date: 2026-06-02 10:29:44
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Pete] [Speaker 4] [Christi] [Seg] [Speaker 7] [Speaker 8] [Speaker 9] [Vlad]
## Meeting Notes
- Topic Title: Connectivity and File Access Issues at Meeting Start
- Description:
- Screen sharing and file access issues occurred; Paul asked Julia to share her screen.
- Suggestion to address technical setup after the meeting to proceed.
- Conclusion:
- Julia shared screen; meeting proceeded with agenda.
- Topic Title: CT Homes Firewall Shipment Status
- Description:
- Firewall shipment dates repeatedly changed (May 30, May 31, June 4).
- Maggie checked today; status shows “on the way” but not “out for delivery,” indicating pending.
- Conclusion:
- Shipment remains pending; team to verify with Ingram via Maggie.
- Topic Title: IT Glue Decommission and Data Export
- Description:
- Olivia disabled IT Glue for most users.
- Plan to export IT Glue data on June 8 or June 9; subscription ends by June 10.
- Conclusion:
- Validation and export targeted before June 10.
- Topic Title: Signal Partners Onboarding Status
- Description:
- Status unclear; discussion deferred until Olivia returns.
- Model status unknown; to be checked with Dr. (unclear reference).
- Conclusion:
- Await Olivia’s update.
- Topic Title: Kearney Properties AI Tools Training and Setup
- Description:
- On hold lifted; training scheduled for June 17 when Christi returns.
- Need a teammate to begin setting up Claude, Copilot, and a third tool (selection pending).
- Conclusion:
- Training confirmed for June 17; pre-training tool setup support requested.
- Topic Title: Sharp Hardware Refresh Progress
- Description:
- 70 laptops to be deployed; schedule targets completion by September.
- Hardware procured under last year’s grant; weekend work progressed deployment.
- Conclusion:
- On schedule for September completion.
- Topic Title: AbilityFirst Network Upgrades and Coverage
- Description:
- Need six media converters; Christi to coordinate with Maggie.
- New APs extend coverage; outdoor pool AP no longer needed; director’s house coverage resolved.
- Comm-Direct assisted with AP rearrangement; possible reuse of surplus APs at other sites (e.g., Inglewood pool).
- One unmanaged switch requires PoE+ injector (outside original scope).
- Completion at 89% in ConnectWise; site visit planned June 4 or June 5 for final checks and documentation.
- Ensure pictures, diagrams, and floor plans (Meraki) are saved to Google/Hudu.
- Conclusion:
- Project close-out expected by week of June 8; labor costs on par; potential additional AP install considered.
- Topic Title: QuotesIn Training and AI Policy
- Description:
- Recent in-person training completed; client may request additional sessions.
- Close-out targeted by end of June; AI policy being finalized and distributed to coaches/staff.
- Current completion ~80%; ensure billing logs and accuracy across projects.
- Conclusion:
- Proceed to close by June 30 with billing diligence.
- Topic Title: DTLA Cloud Team Setup and Training
- Description:
- Kickoff completed; all-staff training scheduled for June 22.
- AI tools familiarity survey sent June 1; awaiting responses.
- Project completion target July 15; current progress ~10%.
- Billing: down payment likely billed; full invoice pending; training precedes licensing due to lack of free trial.
- Conclusion:
- Maintain training-first approach; consider collecting partial upfront to motivate progress.
- Topic Title: Coats/Kotzen Project Costs and Tool Selection
- Description:
- Completion targeted June 15; contract price exists, but total cost not set in sheet.
- Await client decision between Copilot vs. Claude to finalize costs.
- Conclusion:
- Finalize tool choice to populate total cost and proceed.
- Topic Title: Anderson Projects (Meeting Scheduling and Firewall)
- Description:
- Two projects being consolidated; waiting on dates from Andrew due to survey changes.
- Separate HQ firewall: hardware delivered; internal meeting at 4:30 p.m. June 2; aiming to complete by June 18 depending on Gabby/Kevin availability.
- Conclusion:
- Schedule client meeting; proceed on firewall with team availability.
- Topic Title: Alear DLP and Copilot Security Project
- Description:
- Progress ~25%; status update meeting on June 4 with reports.
- Completion deadline August 31.
- Conclusion:
- On schedule; coordinate tickets with Gabby.
- Topic Title: Avalon Test Project and Billing Policy
- Description:
- Avalon paid for a small project despite broader outstanding balances; kickoff to be scheduled after Christi returns.
- Pete emphasized no additional work beyond scope until Avalon settles past dues.
- Small project may be used to train Gabby; no completion date until kickoff occurs.
- Conclusion:
- Proceed with current small project; enforce strict billing compliance for any new work.
- Topic Title: Ishida Monash IT Agreement and Gmail Migration
- Description:
- Gmail migration added to onboarding; five users migrated; three to four remain.
- $5,000 discount applied; after migration, configure Avanade (likely “Avanan” or similar, not clarified).
- Client pays via auto credit card; good standing.
- Conclusion:
- Target finishing Gmail migration by June 15, then complete configuration.
- Topic Title: Maverick Gaming Assessments and AD Migration
- Description:
- IT assessment on hold.
- Order-to-main migration: 205 of 1,711 users switched (11.98%); DNS details for WSG Gaming pending; Seg to reach out to Ross.
- Conclusion:
- Continue daily migrations; resolve DNS with Ross.
- Topic Title: Puthill Infrastructure and Security Assessment
- Description:
- Documents and questionnaire received; internal review scheduled for 2:30 p.m. June 2.
- Conclusion:
- Proceed with internal review and next steps.
- Topic Title: Lab Proc Workstations Deployment
- Description:
- Most hardware delivered; monitors pending.
- All delivery to HQ per Vincent; configure in office before HQ installation.
- Sync with Charles on June 3 for onboarding details.
- Conclusion:
- Await monitors; configure and schedule installation.
- Topic Title: Admire West BCIO Engagement Phase 1
- Description:
- New fixed-price project (~$25,000); quote review pending June 2.
- Anzor traveling next week to lead engagement; prior relationship noted.
- Conclusion:
- Christi to brief Anzor this week; Seg to coordinate.
- Topic Title: Hana Internal Audit (Anton), Huntress Migration, Cottonwood Sophos
- Description:
- Awaiting Victoria’s response; Seg to reach out to Anton.
- Cottonwood: waiting on AutoElevate to push Huntress; still on Sophos.
- Conclusion:
- Follow up on audit status; proceed with Huntress once AutoElevate available.
- Topic Title: Belgrade POE Security Cameras (Miguel)
- Description:
- All devices arrived; confirming local installer vs. third-party MSP and switch install.
- Configuration to occur post-switch install.
- Conclusion:
- Await Lori’s confirmation; provide quote if third-party needed.
- Topic Title: Wireless Access Point Replacement (Miguel)
- Description:
- Ordering issues with CPW; order placed via Ingram June 1; ETA expected 7–9 days.
- Conclusion:
- Await ETA confirmation from Ingram.
- Topic Title: Arc Capital Servers, Firewall, Switch, APs (Miguel)
- Description:
- DP invoice paid; hardware ordered via Ingram; ETA pending.
- Conclusion:
- Await ETA; proceed upon arrival.
- Topic Title: Barker Pacific Group Unified Devices (Gabby)
- Description:
- Quote from Methodology IT provided to Kara; awaiting property manager feedback.
- Conclusion:
- Pending client response.
- Topic Title: PATH Server Pickup and Other Julia Projects
- Description:
- Central Food Migration: George to pick up server at PATH HQ on June 24; earlier pickup appreciated if possible.
- Intramem compliance and Windows 365:
- One developer’s Cloud PC pending Intune enrollment (Linux device); Gabby following up with David (Portugal).
- Compliance: awaiting Sean’s update on missing users in CA policy group; enroll in small batches.
- Weingart file structure cleanup: Jason leading; Julia coordinating.
- Wayfinder SharePoint cleanup:
- Client to approve design by June 3 (hard date); training scheduled June 15 with Christi; will cancel if no sign-off by June 3.
- Hana XTRF upgrade: completed and signed off by Mike on June 1; preparing to close.
- Paula’s onboarding: almost complete; pending contractor handbook from April.
- Conclusion:
- Multiple projects advancing; key dependencies on client approvals and Intune enrollment.
- Topic Title: Paula’s New Projects and Billing Status
- Description:
- 601 South Figueroa Forum – Common Developers: tasks in progress by Gabby and Kevin; client status update requested for Thursday, June 4.
- Kotzen: reached out to customer re EBA order; awaiting resource assignment from Olivia.
- Billing status to be aligned with Julia separately and then updated in project list.
- Conclusion:
- Proceed with client update; clarify billing and resourcing.
- Topic Title: New Opportunities and Project Intake Process
- Description:
- JLL Habitat decision pending on recent quote (Vlad).
- Weingart Sycamore quote includes multiple unrelated subprojects; need approach to split/manage if paid.
- Proposal: weekly cadence among Julia, Seg, Paula for intake, setup, assignment, and consistent process; reinforce billing follow-through.
- Conclusion:
- Establish weekly coordination; ensure consistent project and billing processes.
- Topic Title: ConnectWise Percentage Completion Automation
- Description:
- Unexpected auto-update to 100% observed; Seg consulted Michelle and Tony about automation.
- Julia used override to correct percentages; Christi suggests ensuring tickets are fully entered and assigned to stabilize metrics.
- Conclusion:
- Monitor automation behavior; use overrides and proper ticketing to maintain accuracy.
## Next Arrangements
- [ ] Verify CT Homes firewall shipment status with Maggie and Ingram; confirm “out for delivery” timing
- [ ] Export IT Glue data by June 9; finalize decommission by June 10
- [ ] Assign resource to set up AI tools (Claude, Copilot, third tool) for Kearney before June 17 training
- [ ] Purchase and ship six media converters; install PoE+ injector for AbilityFirst unmanaged switch
- [ ] Document AbilityFirst changes (photos, diagrams, Meraki floor plan) and update Google/Hudu
- [ ] Ensure QuotesIn billing logs and project billing accuracy; prepare for June close-out
- [ ] Send DTLA billing per agreed terms; confirm June 22 training and survey responses
- [ ] Finalize Copilot vs. Claude selection and total cost for Kotzen; update project sheet column E
- [ ] Schedule Anderson client meeting dates; proceed with HQ firewall implementation by June 18
- [ ] Prepare Alear status reports for June 4 meeting; coordinate tickets with Gabby
- [ ] Enforce Avalon billing policy; schedule kickoff and define scope; train Gabby as planned
- [ ] Complete Ishida Gmail migration by June 15; then configure Avanade
- [ ] Continue Maverick migrations; obtain DNS details from Ross
- [ ] Review Puthill documents at internal meeting on June 2, 2:30 p.m.; define next steps
- [ ] Coordinate Lab Proc monitors delivery; configure at office; sync with Charles on June 3
- [ ] Christi to brief Anzor on Admire West this week; Seg to align coordination
- [ ] Follow up with Anton/Victoria on Hana internal audit status; initiate Huntress after AutoElevate
- [ ] Confirm Belgrade switch installation plan with Lori; provide MSP quote if needed
- [ ] Track Ingram ETAs for WAP replacements and Arc Capital hardware
- [ ] Barker Pacific Group: await Kara’s feedback; be ready to proceed with migration support
- [ ] Confirm PATH HQ server pickup logistics; explore earlier pickup than June 24
- [ ] Wayfinder: obtain design sign-off by June 3 or cancel June 15 training
- [ ] Close Hana XTRF upgrade project after June 1 sign-off
- [ ] Obtain contractor handbook from April to finalize Paula’s onboarding
- [ ] 601 S. Figueroa: prepare client status update for June 4
- [ ] Align Paula’s billing status with Julia; update project list
- [ ] Set weekly intake/process cadence among Julia, Seg, Paula; standardize project setup and billing
- [ ] Review and correct ConnectWise percentage automation; apply overrides where necessary; ensure full ticket entry/assignment
## AI Suggestions
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. CT Homes firewall shipping remains ambiguous; frequent ETA changes without “out for delivery” status increase risk of missed deadlines.
> 2. Kotzen project costs are undefined pending tool selection; delay in decision blocks billing and scheduling.
> 3. Avalon has outstanding debts; ensure no scope expansion or new work is accepted until past balances are settled.
> 4. ConnectWise percentage completion auto-updates may misreport progress; define clear ownership for configuration and safeguards.
> 5. Multiple projects depend on external approvals (Wayfinder design by June 3, JLL Habitat quote, Barker Pacific feedback); consider escalation plans to avoid schedule slips.
Jun 2, 2026
Speaker 1 00:00:38
Okay, I'll prepare. Hello, hello. Hello everyone, morning. Let me just check. Good morning.
Speaker 2 00:00:59
Okay, Olivia is Oh. Oh oh,
Speaker 3 00:01:03
Yeah. Olivia is at Evolve, so she's not going to be joining today.
Speaker 1 00:01:11
Let me just share my screen.
Speaker 2 00:01:19
This other screen here. Twenty three. And yeah, I've been using this site. I thought it's my, I have to reopen this file.
Speaker 1 00:01:36
Hello. Okay, so.
Speaker 3 00:01:41
Look s like it's trying to connect to another file that it's not able to connect to.
Speaker 2 00:01:48
Yeah, earlier this was all good when I was checking on this, but then last minute. Maybe you closed the working book?
Speaker 4 00:01:58
If you close the working book, you got to leave it open.
Speaker 2 00:02:04
The one from the browser?
Speaker 1 00:02:08
Uh, Opening it up.
Speaker 4 00:02:13
Do you want me to share my screen while you're fixing it? Paul?
Speaker 1 00:02:16
Yes, please. Okay. All right. There we go. So.
Speaker 4 00:02:33
Paul is firstly facilitating this meeting so.
Speaker 2 00:02:40
Okay, So I'm trying to. Yeah, I've opened the the one from uh what's this?
Speaker 4 00:02:49
It's let let's go let's let's talk about it after the meeting. Let's start.
Speaker 3 00:02:53
We can just we can just use Julia screen that's fine.
Speaker 1 00:02:58
Okay and First.
Speaker 2 00:03:03
Things first, so yeah, it's now week twenty three. Let's start with so Oli is not here. So next we have Christi.
Speaker 3 00:03:12
We can we can still talk about the CT homes thing. I don't I don't know if the uh I don't know if we've gotten any confirmation as to whether this thing has shipped or not. This is that This is that firewall that was supposed to ship at the beginning of May, then it was the end of May, then it was another then it was June firstum, I s there anybody that can check.
Speaker 4 00:03:35
With them I'm checking right now?
Speaker 3 00:03:39
Yeah, somebody is there anybody that can check with Maggie and find out if she was able to to confirm with Ingram. If that actually ETA.
Speaker 4 00:03:48
Is 64.
Speaker 3 00:03:49
Okay, they change it every other day.
Speaker 4 00:03:52
Let me check when was the last time?
Speaker 3 00:03:55
Sorry. Yeah, they said it was going to be May 30 th, and it was May 31 st.
Speaker 4 00:04:00
Now Maggie checked it today 16.
Speaker 4 00:04:04
So ETA is six four. I don't think that's what we're going to show. Okay. It says on the way, so this sometimes when it's on the way and it's like this, it looks like it's pending still.
Speaker 3 00:04:16
Yeah, But they've told us they seriously told us a different day every day this week and last week and everything else.
Speaker 4 00:04:23
So when it's out for deliveries, that's this is the update that's actually the one that's going to happen. So.
Speaker 3 00:04:32
But it doesn't say it's out for delivery.
Speaker 4 00:04:34
Exactly. See, it says" on the way," but it's not filled, so this is technically pending status" on the way." So yeah.
Speaker 3 00:04:41
Okay. All right. Okay.
Speaker 2 00:04:45
And then next we have a two six, one four four IT Digital Hadoop migration That.
Speaker 3 00:04:55
That I know Olivia Yeah, I know Olivia has shut off IT Blue for most peopleum, We're going to be doing some validation. We're going to be exporting IT Glue information next Monday or Tuesday, and then it actually comes off subscription by the 10 th of June. So we've got a couple days left.
Speaker 1 00:05:19
Okay. And for completion.
Speaker 3 00:05:24
I don't know what the status is of Signal partners. I think Olivia and I were supposed to talk about that, but I still. Don't really know what that one's about. So I guess we're going to talk about that when she comes back. I don't know what the status of the model is either. So, Dr. has his status on that, but we can find out.
Speaker 1 00:05:49
And then next we.
Speaker 2 00:05:51
Have two six six three four signal partners onboarding. That's.
Speaker 3 00:05:59
What I'm saying. So, yeah, I'm on. Oh, I'm sorry.
Speaker 5 00:06:19
Um, so Kearney Properties is on hold until the end of July or June. We actually start training June 17 th when I'm back from vacation. So I did have a conversation with Jason Yu. I may need somebody to step up while I'm on vacation and go ahead and start working on getting. Uh Claude and Copilot. And whatever the third one is that they've chosen. I don't know which one they've chosen yet, to get it up so they can practice. But other than that, um the training starts on June 17th.
Speaker 3 00:07:01
I Think it's like upwards to a million times of pushing, but oh crap. Sorry guys, I just realized my camera was on my wrong me. Also, my other camera is not working. Okay. Uh you guys, I'm going to turn off my camera because you're stuck with my keyboard because I can't put my laptop screen up higher. Sorry. Um okay.
Speaker 5 00:07:24
So with the Kearney properties, Um I, we have been kept in close contact uh this last couple weeks. And so Jason Yu has is working on it. And they have confirmed that, that date is when it's going to start.
Speaker 2 00:07:38
Okay. Um which line is that uh Kearney properties? I don't see it here. It's the yellow one. Ah okay, I thought it's on hold then all right okay. Yeah, it's okay.
Speaker 5 00:07:54
It's off a hold now. Uh for for Sharp, Sharp upgrades is continuing. Uh, we're I miscounted the last time uh, they show me a whole another box of laptops. So we're at 70 laptops that are going out. And so we're on schedule. Uh, he did come in over the weekend. And work on some of that. Um so we are on schedule to get those out by September.
Speaker 3 00:08:23
So those are some, those are real. When we say computer upgrades, what does that mean? Are these hardware upgrades? These are actual like refresh.
Speaker 5 00:08:35
Actual re- refresh uh hardware upgrades that were purchased by Lorenzo last year. Um, they fell under a grant for program. And so they get all new machines uh for the program teams. And so there's about 70 now,
Speaker 1 00:08:51
This left is going out.
Speaker 1 00:08:58
And then for.
Speaker 2 00:08:60
Two, five, nine, five ability first,
Speaker 5 00:09:03
Okay, so really good news, and some not so great news. Uh, one I got to get media converters, which I need to work with Maggie on this morning. Sent out uh we need about six media converters for some of the devices that are going out. Um but within with that inum. We actually found that the coverage is not as much as what we thought it was going to need to be with the new APs. The range actually extended out and got good range everywhere, including the generators. Sorry, my brain just went flat for a moment. So, we're not needing to install the outdoor AP in the pool area because of the pool area that there's already one AP out there, and it doubled almost the length of coverage.
Speaker 5 00:09:51
So that one got moved, And Comm-Direct was able to help me rearrange some of those to get better coverage everywhere. We also didn't need a second one for the director's house because the new APs fixed that coverage as well. And, so we're going to either myself and Greg or Greg is going to go up Thursday, finish out everything that needs to be finished out. And then if I can't go up Thursday, I'm going to go up Friday. And just make sure I get pictures of all the new stuff, make sure that I've tested everything and make sure it all looks good. And then that should be closed out by the following week.
Speaker 4 00:10:31
Quick question, 89% in ConnectWise, is that the percentage completed correct?
Speaker 5 00:10:37
Yeah, I would say, 89 because we still got to get the six media converters out there, and we got to install a PoE plus injector on one switch. That was not in the scope of work because we did not know about it. It was a unmanned switch that we found.
Speaker 3 00:10:55
So, Christi, you're saying that there's a couple of APs we're not going to install?
Speaker 5 00:10:59
No. So, Michonne and I are going to meet next after I go up to camp either when I'm back from vacation or Friday, and we're going to discuss what they want to do about those APs. We may need we may get be able to reuse those at other locations.
Speaker 3 00:11:15
Okay. I was going to say, So is there a cost to them? Or we're just going to like in the labor cost or any of that?
Speaker 5 00:11:23
So for Comm- Connect, no, Because they were able to add some things that were out of scope originally and put them into scope to cover the labor costs there, which is fantastic news for us. And then for Crimson, no. All labor charges is going to stay on par. Okay. And, then they may throw in an additional AP installation. If we decide we want to take and move that additional outdoor AP toum Inglewood for the pool area.
Speaker 1 00:11:56
Okay. So there's some good thoughts there.
Speaker 5 00:12:00
It's all in all. They are extremely happy,
Speaker 3 00:12:04
Okay. And the pictures and any diagrams data anything you're you're collecting will go into Google, correct?
Speaker 5 00:12:11
Yep, and uh Gabby, I am going to use that uh floor plan feature in Meraki for camp as well. I'm gonna test that out.
Speaker 1 00:12:24
All right for Quotes in. Oh sorry.
Speaker 3 00:12:27
And and Gabby, I don't know if you've got anything new from Ability First that you've been working on, but can we just make sure that all those changes are in Hudu? Whatever needs to be there.
Speaker 5 00:12:50
Okay, For Quotes in, we have finished up training overall. The in person training, I am waiting to see if they want to come back and do some additional training, which they have already made statements that they do. So, we're going to actually get that one closed out by the end of June, which is great for us.
Speaker 5 00:13:09
And then we should be good. Now they did push out training and everything, which is why we didn't meet that by May thirtieth, because we just had the training last week. And so we are going to follow up. AI policy is being finalized and sent to all coaches and staff. And we're waiting on them to finish that up.
Speaker 4 00:13:31
Christy, can we have a percentage completion? Eighty percent. And, Did we built this? I know you were doing this yesterday.
Speaker 5 00:13:42
Yeah, I'm gonna have it built. So.
Speaker 3 00:13:47
Yeah, We got to make sure that everything related to all these projects has got the billing connect logs, the project information connect logs like all of these builting pieces of the project. And make sure the builting is accurate and timely and all that stuff, right? If it's if it's.
Speaker 3 00:14:31
billing this upfront, if it's billing, this progressive, if it's billing, that's at the end and make sure that the bills go out right because we have occasions where we don't bill properly and that we need the we need the money, right? We got to get. We got to collect our money because we have some customers that still aren't paying us the way they should be. So we got to get the money from them.
Speaker 5 00:14:53
So understoodum for DTLAum. Cloud team setup. We did have the kickoff meeting last week. Uh, we are doing the all staff training on June twenty second, And we did send out an AI tools and familiarity I can't speak today usage form for them to fill out that was sent out on Thursday, and I am waiting on all the results to come back, and we should be good. On that one so we are we're at ten percent. We are right on target with that um.
Speaker 5 00:15:31
The percentage is, uh yeah, ten percent. Uh. The project completion date is going to be July fifteenth at this point.
Speaker 1 00:15:43
And billing. Uh,
Speaker 5 00:15:46
We haven't built because we just started. We just got the kickoff project I think that they built for a down payment already. But we just did the kickoff meeting and everything last week.
Speaker 1 00:15:56
Should we send.
Speaker 4 00:15:56
The full invoice?
Speaker 4 00:16:02
We Can. I don't believe it was said.
Speaker 5 00:16:05
Yeah, we can see now.
Speaker 6 00:16:06
Isn't that licensed? Cloud.
Speaker 5 00:16:10
We have not done the We haven't done the Cloud licensing and everything because they want to do. Um they want to do the training first because they don't get a free trial.
Speaker 3 00:16:26
What Has been our what has been our, Process for training in the past. Have we waited till we did the training before we bill?
Speaker 5 00:16:34
With certain, well with I'm going to say 90% of our clients, yes. Because a good portion of the project is regarding training. So. And we aren't doing this for a lot of our clients were not doing this setup until after the training, because there's no free trial for them, and it is their other large bill. So the clients don't want to be stuck with that before training starts.
Speaker 4 00:16:59
Also, the the labor is free, so it's labor discounted.
Speaker 1 00:17:04
Okay. Yes. I.
Speaker 3 00:17:15
Just wonder if we should collect something up front for some of these, just to get them motivated to move on some of this stuff. Um, we should think about that. So I'm sorry going back to the the, Cots and one.
Speaker 1 00:17:31
Coats and.
Speaker 3 00:17:32
Coats, I'm sorry, the the if that project completion is targeted for six fifteen, but we haven't we don't have a cost built in there yet. When did you say we'll we're going to have all that info? Because right now there's no total cost in column E. Shouldn't shouldn't we have that info at this point or is that already.
Speaker 5 00:17:55
So they have.
Speaker 3 00:17:56
I see I see a contract price, but I don't see total cost. Shouldn't there be something there? Or is that because.
Speaker 5 00:18:04
So we don't have for them yet what they're going to actually choose for codeson. So we don't have the amounts yet if they're going to go copilot or if they're going to go Claude, and that's what we're waiting on.
Speaker 1 00:18:18
Okay, I see, okay. Yeah, Understood all right. Thanks. No worries. Um, on Anderson. You guys ready for that one? Okay,
Speaker 5 00:18:33
Yeah, because I keep seeing the screens go back and forth; it throws me off. Um, so for Anderson, I am waiting on dates to schedule that meeting. They had we've had some back and forth regarding uh surveys and different things like thatum because there were supposed to be two projects rolled up into one. So I'm waiting on the response back from Andrew. Um, once that's back, uh, we'll get we'll get going. I do know end of last month, uh for some of our clients was very hairy. So a lot of clients have put us off until this month just because the end of May was there's something going on. I don't know if it's their financial stuff or what. So a lot of them had pushed me. Um Alire, we are about twenty five percent. Uh Gabby I've been staying on top of your tickets. And.
Speaker 5 00:19:20
Everything that's going on. So you and I do need to get together on some things with that. I do also have a meeting with, with Alear on Thursday to do a status update, And I'm going to provide them with all the reports and things that are coming out. So we are on target and on schedule for that. The date for that one, the end is August 31st for project completion deadline.
Speaker 3 00:19:51
Earl ier August 31 st. August 30 th,
Speaker 5 00:19:54
Yes, because this one's a bigger project than any of the others. This one has to do with getting DLP security ramped up and things like that for.
Speaker 1 00:20:05
Copilot. Okay. And then.
Speaker 5 00:20:11
For Avalon tests, they have fully paid. We have a kickoff meeting scheduled when I'm back from vacation I believe Julia.
Speaker 5 00:20:20
Okay. Um, I have actually already just under the radar gone through and done some scans and things to see where we're at. Um, And then I do know they want Claude team. Soum this will be an easy cut- and- dry project. There's not going to be as much for me to worry about on that one.
Speaker 3 00:20:40
Okay, So just just for the for the record for this team Chris, unfortunately, what I. Didn't get followed as closely into the letter as what I had asked, but is what is at this point. I told everybody do not build this or take money for this, until Avalon was fully caught up. Avalon did not pay us everything that they owed us yet. They did not do the commitment that they said they were supposed to do, But they, for some reason, we did send them this invoice and they paid this invoice.
Speaker 3 00:21:16
So now we're on the hook to do this project for them. And I didn't want to do anything for them until they trued up what they owed us. But now we have to do this for them, so let's do this for them. But if they ask us for anything else, We are not going to do it until they true up what they owe us. Period. And I am not trying to be mean ; I am trying to get them to pay us what they owe us that they voted us for two years. So, um just for the record, if they ask you to do anything more or ask. The scope of work to be increased, tell them that I have said you need to talk. They need to talk to me first.
Speaker 5 00:21:54
Gotcha. So just just heads up for you, there is a second project waiting as well, And that one.
Speaker 3 00:22:01
T here is a big SharePoint project that's been waiting for a year. Butum. And I know that that one's waiting in the wings. And, this one was supposed to be the small project that I told them. We still weren't going to do till they trued up what they owed us. And then they said they would do it twice. And anyway,
Speaker 5 00:22:18
So and this is.
Speaker 3 00:22:20
Small enough where I am not going to sweat it, but at the same time it's the principle of the thing, you know? It's like they said they were going to do this. And then I still didn't, so it's whatever.
Speaker 5 00:22:28
Yeah, and I'll take ownership on that because I kept asking, i kept putting it off and saying what, I'm not doing anything until they paid, but I didn't clarify. I just kept saying until they paid and I didn't clarify what they had to pay. So that's on me. No,
Speaker 3 00:22:43
No, it's okay. It's it's I'm not again, I'm not going to sweat this one because it's such a small amount. I just it's the you know it's fine. I'm not again, we we we can use the business. And if we get them on the hook for this, maybe it'll it'll incent them to pay because if they want more and we don't do unless they pay, maybe they'll.
Speaker 5 00:23:03
I don't even mind dragging my feet, if you want me to on this one.
Speaker 3 00:23:06
No, no, no. Let's I mean let's get this over with. You've got enough on your plate to get this out of the way so.
Speaker 5 00:23:11
Gotcha, no worries. I was gonna I think I was going to use this one to train Gabby?
Speaker 1 00:23:19
Yes So.
Speaker 2 00:23:23
When is the project completion on this again Christie?
Speaker 5 00:23:26
I'm not even going to give a project completion because we haven't had the kickoff meeting yet.
Speaker 1 00:23:31
Okay Yeah.
Speaker 1 00:23:34
Alright, and.
Speaker 2 00:23:36
That's pretty much it for Christy. So moving on for projects under SAG six two six three nine Ishida.
Speaker 6 00:23:46
Yeah, this is for their Monash IT agreement. So, we're still working on the Gmail migration and hoping to finish it by fifteenth. And then no before it's done once the Gmail migration is completed we can, I'm configure Avanade and we're all good with the project. It's just thatum,
Speaker 3 00:24:07
We're what still remains on this sub.
Speaker 6 00:24:10
Um, the Gmail migration it it was added in theirum onboarding project.
Speaker 3 00:24:18
So we're doing that for free too?
Speaker 6 00:24:21
Yeah, unfortunately five thousand discount. Okay. Yeah, but the good thing is some of the.
Speaker 6 00:24:33
Want theirum Gum Gmail accounts to be migrated. I think there are like three of them. So yeah, then five has been migrated already. So, we're just waiting for the three or four users. And then after that, configure Avenant. And then we're all good. Okay,
Speaker 6 00:24:54
But they've been paying theirum invoices and then their invoices are in on auto. Credit already on the on credit card so that's nice. That's good. Okay, And then next is um for the IT assessment for Maverick that's currently on hold. Next is Put Hill for their IT infrastructure and security assessment. So um I have received some documents, some documents and a questionnaire from this so.
Speaker 6 00:25:30
We will review that in our internal meeting this afternoon. I have just sent an invite to you guys at 2:30 p.m. Next is Anderson for the HQ firewall replacement. So the firewall has been delivered already. I'll be having an internal meeting with the team at 4:30 p.m. today, So yeah, so hoping to finish this um yeah before June eighteen. Depends on Gabby or or Kevin's schedule. And then next is lab proc workstations. So most of the hardwares have been delivered already, um we're just waiting for the monitors.
Speaker 6 00:26:22
So everything will be delivered in H Q as per Vincent, so we need to configure it in the office before, um, um before installing it in their H Qs. So this one I'll be having. And meeting with Charles tomorrow, just for a sync up for everything that needs to be included in the onboarding of the computers.
Speaker 6 00:26:53
And, then next is um Maverick Gaming order to main migration. So we're currently switching um most of um users every day. So we have already switched two hundred five out of one thousand seven hundred eleven, which is um eleven point ninety eight percent. So right now, we're just figuring out the DNS uh DNS details of WSG gaming.
Speaker 6 00:27:23
I think I need to reach out to Ross about that one. And then next is I have a um there is a new project for Admire West B C I O engagement phase one. So I haven't yet checked this one. So I'll review this um quote this afternoon, but this project is um worth twenty five thousand. So yeah.
Speaker 5 00:27:52
Who is going to actually handle that? Is that Jason or myself that's going to handle that engagement?
Speaker 3 00:27:58
Actually, Anzor's going up there next week himself. Oh,
Speaker 5 00:28:02
Fantastic. Because Anzor was their acting CIO for a while, so that's perfect.
Speaker 3 00:28:07
He asked me if I wanted to do it, or if I wanted him to do it. And I said he already knows them, it's probably better for him to go. And he said," That's fine because he knows some people up there." He wants to go see them himself.
Speaker 5 00:28:18
Yeah, Graham has been reaching out about things to me with Onsor C- Seat. Um, So I I, that was one of the other reasons why I was asking because I do Graham and I are working on something together.
Speaker 3 00:28:33
Yeah, he's going up next week. So if there's anything you know specifically that you should brief him on, you probably want to do it this week before he goes. I will. Okay.
Speaker 6 00:28:43
Um no, Alright, so that project is a fixed one. So I'll just reach out to Anzor. And then Anton's project, Hana is internal audit. Fortunately we haven't heard anything from Victoria. So I'm hoping we're all good with this one. I'll just reach out to Anton. And then migration to Huntress and Cottonwood is still in Sophos. We're still waiting for the auto elevate.
Speaker 6 00:29:15
For cottonwood, so that we can push bothum hatches on it. So okay, Okay, Just waiting for the elevate.
Speaker 2 00:29:26
Yeah yeah thank you. Right and then next we have Miguel's projects.
Speaker 7 00:29:36
Good morning everyone so uh for project two six eight three one zero. POE security cameras for Belgrade. So, uh, we confirmed all the devices have arrived in Belgrade. So, we're still confirming with Lori if they will have someone to install the switch, or if you will provide another quote for us to coordinate through a third party MSP in Belgrade. Once it's installed, we will have them configure the switch. So and.
Speaker 7 00:30:10
For project to sixty three, and we have project to six nine six. This is our wireless access point replacement project. So for this one, we had some troubles placing order from CPW last week. So, we placed the order via Ingram yesterday, and we're still waiting for the ETA. But according to the before we place the order Uh, it's within seven to nine days of uh delivery. And then uh lastly, I have project two seven zero one. I have Arc Capital servers, firewall switch and access points. So we confirmed that the DP invoice has been paid. So this is for the hardware. We placed the order at Ingram as well, but we don't have the ETA as of now. So yeah, that's it.
Speaker 2 00:31:09
Yes. Thank you. All right. Thanks, Miguel. Next we have Gabby for Barker Pacific Group.
Speaker 8 00:31:19
Thank you, Paula. I don't have an update for this. The last thing was that we did get a quote from Methodology IT to help us with migrating the unified devices, but and it has been introduced to Kara, but we haven't heard back so, There's so much we can do there.
Speaker 2 00:31:42
Oh, okay. So still pendingum feedback from the property manager. Yes. Oh, I appreciate it. Thank you.
Speaker 8 00:31:49
That's all the updates I have.
Speaker 2 00:31:52
Hold on, I'll be right here. Thanks Gabby Next we have Julia's project.
Speaker 4 00:32:02
Hi everyone Um Project 2533 Project Central Food Migration. George is scheduled to pick up server from PATH HQ on June 24th. If somebody's going to be there before onsite, that would be great if they pick it up. But for now, June 24th is completion date for this project. Project 2317 Intramem compliance setup and Windows 365. So part four Windows 365.
Speaker 4 00:32:35
We have one more developer pending cloud PC or provision to be completed, because his Linux device must be enrolling in Intune. So Gabby is doing a great job following up with David and Portugal. And part two compliance, we have sync up with Sean. Actually, we're waiting for him to update the ticket. Who which users are not enrolled in the California conditional access policy group yet. So once we know that uh, we're going to plan enrollment in a small groups to make sure everybody has um access and um don't get locked out project 258 8 for Weingart file structure cleanup.
Speaker 4 00:33:29
We are working with Jason how to better manage this project, but this is basically Jason is a lead on this project. Project 2598 Wayfinder SharePoint cleanup. We had a meeting with them on Friday. They, we have a hard day for them to approve the design by end of day June 30 th. Third, which is tomorrow, and we scheduled June fifteen first training with Christi uh for IT department. And in my email I specified that it will be canceled if they don't sign off by June. Third, because Charles needs to build that for Christi to be able to do the training. Um project two six two nine.
Speaker 4 00:34:26
Hana XTRF upgrade project was completed successfully. Signed off by Mike, he received yesterday. I am getting ready to close the project and last project, two, six, eight, nine for Paula's onboarding. It is almost complete. I have one more task that pending handbook.
Speaker 4 00:34:56
U m waiting for April to get the handbook for direct contractors and send to that's it. And otherwise onboarding project is completed. All right.
Speaker 2 00:35:11
Thanks, Julia. Any questions. So well, for my end, uh, I've got two projects newly assigned to me. First, we have the 601 South Figueroa forum. Common developers. So, currently this has been ongoing since yesterday for the tasks by Gabby and Kevin. And uh yeah, We're going to have these status update with the client this week Thursday as per their request. And that's just it for them.
Speaker 2 00:35:52
Next we have Kotzen. And this one, uh, I've already reached out to the customer regarding their order with regards to the EBA. And I've already reached out to Oli, but she's still pending resources on who's going to work on this project.
Speaker 4 00:36:16
So quick questions on two projects, Paula. A percentage completed completion. What's what's a billing uh status?
Speaker 2 00:36:28
Uh I'll update the billing. I'm quite not sure how to uh to be honest, can I discuss it with you Julia on a separate? Yeah yeah okay.
Speaker 3 00:36:42
Yeah, then we can put a status into the so that everyone knows where it is as well. Like each week's progress so that we know kind of what the what the. Latest is. Is there, anything else that we need to add to the list for this week? I know Jason had something that I thought was coming in the door.
Speaker 9 00:37:06
Uh, are you referring to the conversation we had about theum, uh, procure- to- pay andum, and uh purchase requests or purchase?
Speaker 9 00:37:21
Um, I think there.
Speaker 3 00:37:23
Were potentially some other projects that were getting either approved or potentially getting approved. And maybe they're not approved yet. I thought, I know that like Kevin and Gabby had somebody down the road that was interested in our services. And I thought there was another one that either got signed last week or maybe that was already on here. I don't know specifically which ones are already approved or not, but things are discovering. Is that on here? Which is this small one? That's that one. But was there any other? Was there any others? This covers everything. Maybe maybe they're all in here. I just didn't know if there was anything else that was new. Maybe maybe that's everything.
Speaker 10 00:38:07
I'm trying to get JLL the Habitat to make a decision on the quote that we gave them a couple of weeks ago. They have not approved it yet. Um, and then I had a question. Miguel and I briefly touched upon that yesterday, but um there is a Weingart Sycamore project. I mean, that's uh quote that we gave them, that has a lot of different unrelated uh subprojects in it. So the question would be how to handle that. I'm going to find out if it has been already paid. Um And if it has already been paid, then we need to start um get going on that.
Speaker 10 00:38:50
But, it's uh, it's kind of a collaborative of a lot of different little subprojects that are not really related to each other one hundred percent. So how can we do that?
Speaker 3 00:39:01
Okay. And maybe Julia, SAG and Paula, you can maybe get get a call together, you know, once a week and talk talk about you know how, How projects come in the door and how we should set them up and and that kind of stuff. And then. Make sure that we have a consistent process on getting them on the list and getting them assigned and all that kind of stuff. That way, you know, we're we're all on the same page. I don't want there to be a disconnect, and everybody thinks it should go in a different way. So I'd like the three of you to have some sort of a cadence of discussion so that everybody does everything the same way. I don't want I don't want there to be three different ways to do to do things here. So um.
Speaker 3 00:39:50
And then from a obviously from a billing perspective, That's always an important component following through on the billing process and making sure that the bill goes out. And if there's anything else that needs to get closed out, let's try to get those closed by the next call. Um,
Speaker 1 00:40:16
I don't know if there's anything else that I have.
Speaker 4 00:40:18
I have a quick question for Christi. Okay. Were the percentage completions pushed in Connectwise? Because I like, I went back and forth, was like, why is it going to 100%? I didn't do 100% yet.
Speaker 5 00:40:34
No, I haven't pushed project completion updates lately. I noticed that as well and I just yeah. Yeah. I just i'm wondering ifum.
Speaker 1 00:40:47
Yeah, I don't know why that's happening. So, unwind and basically how to click check mark. Sorry,
Speaker 6 00:40:56
That's I think that's me. Oh sorry. No, I had a call with Michelle and Tony yesterday, and then I was like checking with them why the percentage completion is like we're manually putting it. So they check how to automatically update it. Yeah.
Speaker 4 00:41:17
Yeah, so basically, And some of them I had to like click override and then put the percentage. That's what I did. It looked like it was going to be 100%.
Speaker 5 00:41:31
Yeah, And so I noticed that as well on a few things with one of my projects. But what I ended up doing on that project? Anyways, that fixed it for me was I made sure all my tickets were put in. And I didn't have any more tickets being added, but I also made sure that everything got assigned out. So Gabby's got a bunch of project tickets assigned out to her. I've got a bunch of project tickets assigned out to me, and in that way they're already on everybody's schedule. And that seemed to fix mine.
Speaker 1 00:42:03
And mine was a little bit more reliable after that. But I went in on Friday and did a bunch of legwork for that.
Speaker 1 00:42:15
Thank you everyone. Thanks everyone, appreciate it. Thank you guys. Thank you. Thanks everybody. Bye-bye.
06-29 Meeting: Azure Certifications, Incentive Program, and Microsoft Partnership Tracking
> Date: 2026-06-29 14:18:01
> Location: [Insert Location]
> Participants: [Speaker 1] [Pete] [Sergio] [Olivia] [Anton]
## Meeting Notes
### Microsoft Certifications for Team Members
- The team discussed getting Nemanja started on Microsoft training.
- The recommended starting point is a foundational Microsoft certification for Azure.
- The specific certification identified is Azure Administrator Associate (Exam AZ-104).
- This certification is required for most Azure plans.
- It was suggested that Juno should also begin with the AZ-104 certification.
- For security-focused roles, two certifications were recommended for Anton:
- Microsoft Certified: Security, Compliance, and Identity Fundamentals (Step 1).
- Microsoft Certified: Security Operations Analyst Associate (Step 2).
- It was noted that Sean achieved the AZ-104 certification this year.
### Certification Incentive Program
- The group discussed creating a monetary incentive program for employees who earn certifications.
- Pete emphasized that applying knowledge is different from merely obtaining a certificate.
- A tiered bonus structure was proposed:
- $500 for a basic, 100-level Microsoft certification.
- $1000 for an intermediate (200-level) or higher certification.
- Anton believes $1000 is sufficient, as the certification also benefits the employee's career.
- It was clarified that the company pays for the test, and the bonus is awarded for passing.
- Pete will document this proposal and add it to the agenda for the July 2, 2026 meeting.
### Expanding the Certification Program
- Pete asked for suggestions on other certifications to include in the incentive program.
- CompTIA and Cisco certifications were suggested as valuable additions.
- The team discussed whether to require an A+ certification for help desk roles but decided against it for now.
- Pete plans to document the incentive plan, send it out for review, and present it at the next all-hands meeting.
### Tracking Microsoft Partnership Requirements
- Pete requested a consolidated document to track the company's progress toward Microsoft partnership goals.
- The current partner portal information is detailed and difficult to follow.
- To advance to the next partnership level, the company needs more new customer additions, not just certifications.
- For the "Infrastructure" designation, one more net new customer is required.
- The goal is to have a simple, one- or two-page summary outlining the current status and what is needed to advance.
## Next Arrangements
- [ ] Pete to confirm with Gabby which certification she completed.
- [ ] Pete to document the proposed certification incentive plan and circulate it for review.
- [ ] Pete to add the incentive plan to the agenda for the July 2, 2026 meeting.
- [ ] Anton to forward the AZ-104 certification link to Pete.
- [ ] Speaker 1 to research and provide a concise, one- to two-page summary of Microsoft partnership requirements, including current status and gaps.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. The team discussed a tiered bonus for certifications ($500 for 100-level, $1000 for 200-level and up). It was unclear if levels 300 and 400 would receive a higher bonus than $1000, as both $1500 and $2000 were mentioned but not agreed upon.
> 2. While CompTIA and Cisco were mentioned as other certifications to consider for the incentive program, there were no specific courses or levels decided upon for reimbursement.
> 3. The task of creating a simplified document to track Microsoft partnership requirements was discussed, but a clear owner for creating this summary document was not assigned. Pete mentioned he would "work on that," but it was not a firm action item.
Jun 29, 2026
Speaker 1 00:00:00
It's just messed me up. No worries. Alright, I'm logged in right now. We have one benefit, and that is water work. So, That one, we have redeemed through. It is active until we don't have to. We don't have to renew that until April of next year. So it was just done two months ago as on our app.
Speaker 1 00:00:30
Credits, so it's not fully giving me everything just yet. I am gonna dig in.
Speaker 2 00:00:40
So, let's let's catch up at the end of the week and just kind of see what what we need. Because between the senior level, people on the team and I have a feeling we could probably get Matthew to help, you know, take some courses. I think some of our senior level folks. We could encourage to help us progress here. In the meantime, What could we have Nemanja start looking at from a Microsoft perspective and maybe start doing the training using our training system?
Speaker 1 00:01:17
I think if he could get a base uh Microsoft certifications for Azure, that's going to be one of the bigger helps right now.
Speaker 2 00:01:28
Do You have a number that I could provide to him?
Speaker 1 00:01:31
Yeah, let me. I'm trying to pull it up. I just. okay. Trying to remember where it's at. That's okay.
Speaker 3 00:01:57
They move things around. Imagine. So,
Speaker 1 00:02:18
We have modern work. All of them require.
Speaker 3 00:02:28
Uh, skills.
Speaker 1 00:02:35
Intermediate. All of them uh require intermediate certification. I'm sorry. And it's Azure administrator associate certificate. That's the requirement for most of the plans and Azure,
Speaker 2 00:02:53
Azure intermediate what?
Speaker 1 00:02:56
Azure administrator associate.
Speaker 2 00:02:58
Azure administrator associate.
Speaker 4 00:03:06
So should I tell Juno the same thing as well? You said that it's just a. Start with that.
Speaker 1 00:03:14
I think it's AZ one oh four is the exam.
Speaker 2 00:03:18
I'm sorry, what what is it?
Speaker 1 00:03:20
AZ one oh four? So there's the link in there, speak exam.
Speaker 1 00:04:17
It's Got to be a good one for most people to get, just because it fits any of our skill. I'm looking to see if security is.
Speaker 1 00:04:32
Security, using what I know about sometimes take different skills. Microsoft's certified security engineer for security. And that's for you, Anton. And then this one is also a requirement.
Speaker 3 00:05:20
And Then from there, for security only.
Speaker 1 00:05:32
Step one and step two are the two links I sent just now. Step one is Microsoft Certified Security Engineer, step two is Microsoft Certified Security Operations Analyst Associate, and then they can pick one from this list at least. But.
Speaker 4 00:05:54
I was going to say too one thing to to note in the past, we've said thatum. You're only going to get a lifeline if you get cert alongside of it. Um, so I think a lot of people are going to be wondering that. If they get cert, will they get a raise?
Speaker 2 00:06:19
I don't, I don't associate cert with a raise because applying the the knowledge is different than getting cert. That's that's my opinion. I've seen a lot of people get lots of certifications, but they can't apply the knowledge because they just don't associate the two. So, Um.
Speaker 3 00:07:21
Okay. So,
Speaker 2 00:07:26
What is so? What does everybody think about? What should be a good incentive for people when it comes to actual dollars? I want it to be a. I want it to be. I mean, I I've always been a person who thinks people should be incentivized to help themselves career wise, right? There should be a certain amount of initiative that people take to grow, right? I mean. If, you want to get better and you want to make more money and you want to do better in advancing your career, you got to spend a little bit of your own time to do that. But I get that people also want to make more money and be incentivized at work to do some of that as well. So what amount of money makes sense to incent people? To do the training and actually get certified and And get the certificate.
Speaker 2 00:08:23
Based on the different levels, do we think it makes sense to all of you? What would be what would be the right amount?
Speaker 1 00:08:34
I would say for a low level cert, five hundred dollars would be good. Um and that's your your basic Microsoft type things. Um I would say intermediate and higher would probably be a thousand dollars.
Speaker 2 00:08:55
Okay. So what did uh, what did Gabby complete? I.
Speaker 1 00:09:03
Know she did the A, the what was equivalent to AZ one oh four at the time. Might have been AZ one oh, one and one oh two, because they, in the last year, they combined two tests in one.
Speaker 2 00:09:16
Okay, So what I will do is I'll talk to Gabby and ask her what she completed. And, then we'll find out if any of it was greater than so is it find out if any of it was greater than the the one hundred level. So are we basically saying if it's a hundred level, it's five hundred and if it's a two hundred or above, it's a thousand?
Speaker 1 00:09:39
I would say yes. That's just on the Microsoft side because that's the only side I know.
Speaker 2 00:09:45
Sure, sure. Does that, Make sense. You guys think it should be more for higher levels. I mean, are three or four hundred levels like should that be even more?
Speaker 4 00:09:59
Like fifteen hundred or something? For like the high level ones. I mean, how long? I mean, maybe Does it like say how long we think each will take or that.
Speaker 1 00:10:15
So all my tests, all my group. Cannot speak. All Microsoft tests are roughly four hours long. Okay,
Speaker 3 00:10:28
So regardless. And then.
Speaker 2 00:10:39
Thoughts, you think three hundred and four hundred should be higher than a thousand? Should they be two thousand?
Speaker 5 00:10:47
No, it's too much. In my opinion, it's too much.
Speaker 2 00:10:51
So a thousand bucks? Yeah. Okay.
Speaker 5 00:10:54
It's more than enough.
Speaker 2 00:10:56
For like It's.
Speaker 5 00:10:60
Gonna be beneficial for the person as well. It's not just about like Yeah,
Speaker 2 00:11:06
Because if they're gonna resign,
Speaker 5 00:11:07
They're gonna take those certificates with them.
Speaker 2 00:11:10
Right We're also we're also paying for the yeah We're also paying for the test and we're paying for the cert. And we're paying, we're we're providing the.
Speaker 4 00:11:21
Only if they pass the test, correct? We're paying for the test.
Speaker 2 00:11:25
Yeah, you're right. I need to I need to be specific about that. Yes. Most of the time they get to take it a second time, though, right, if they don't pass?
Speaker 1 00:11:32
And depends on if they got that, that version of a cert test where they can uh get that free.
Speaker 2 00:11:41
A free retake whatever it is okay.
Speaker 2 00:11:47
Okay. Um,
Speaker 5 00:11:49
It's win win story. You know, it's beneficial for Crimson IT and for the person as well.
Speaker 2 00:11:55
Totally agree. So I'm going to put this on the agenda for Wednesday, and that's going to be our our standard now. Are there I know we're all out of time, But are there other certificates that we should offer to reimburse or pay for Like? Is there anything And I can talk with? Ladd and Gabi and Kevin or somebody else about this, but are there other things like um certain networking, you know, Like Cisco courses? Or is there anything on the security side that is not Microsoft related Anton that we should consider paying for or anything like on the help desk or ConnectWise? I'm going to talk about CompTIA.
Speaker 5 00:12:47
Yeah, yeah. We should include CompTIA. It's like a standard.
Speaker 1 00:12:52
And Cisco, but I don't know enough about the Cisco to speak into that.
Speaker 2 00:13:00
Okay. Okay, so I will say CompTIA and Cisco. I mean, Do we require like A plus or anything to even hire help desk or no?
Speaker 4 00:13:14
We don't require it, no.
Speaker 2 00:13:18
Is that something we should? I don't really want to answer for that one because a lot of people are familiar with it.
Speaker 1 00:13:28
I agree because I come from the boot camp era when it came to Cisco. So.
Speaker 2 00:13:35
Okay, if you think of anything else though, any of you or anybody else, I should talk to about reimbursement, let me know because I want to. I want to incent people across the board. If there's other things we should incent for, but I'd like to bring this up. I'm going to try to document this and I'll bring it up on the next all hands. And if you want me to add anything or change anything, let me know. I'll probably document this and send it out to all of you and let you read it. Okay, okay,
Speaker 5 00:14:03
Yeah, just one thing. I just checked with Sean; he did achieve AZ-104 this year. Okay, This is something we did discuss before, and he did got this certificate already.
Speaker 2 00:14:20
He discussed, uh, he took what which one?
Speaker 5 00:14:23
AZ-104. This is one of the requirements we did uh start working on for a partnership with the Microsoft.
Speaker 2 00:14:33
Can, you send me the or for send me the link to the same thing that Chris was sending? And then Chris when you have when you have time. Um, let me know what else we need to get the next level of. I mean, because Anzor is gonna Anzor is gonna ask for it probably. But I want us to be getting as much from Microsoft as possible. And I know we got to get more certs than so than what we have.
Speaker 1 00:15:04
So our best one for us to go for next um. Hang on one second. We actually we need that new customertomer ads. There's not really anything we can get with just certifications, um, We need probably about four more net new customer net customertomer ads to get any of them. Uh infrastructure would be nice. Uh we need one net new customertomer ad for that one. And then um.
Speaker 2 00:15:42
Can, we can we get a document that has all the stuff on it so that we can just kind of track. I I'm trying to get something concise on a page that we can.
Speaker 5 00:15:51
Yeah, I think it was like Excel spreadsheet that we did discuss.
Speaker 2 00:15:56
I can I can print out the pages. It's cause I'm logged into this partner center that tells me where and what's being paid. Is there anything is there anything that Claude or ChatGPT or something can do to summarize it into one page or two pages so that we don't have. Fifty Microsoft documents that describe everything in, minute detail that is impossible to keep track of. It'd be nice if we could. Say here's what we have. What else do we need to get You know, to keep up, And then we can focus on it because I want to I want to see like on a linear thing that you know, here's where Gabby sits and here's what else she needs to finish, and then what else do we need and what should we have.
Speaker 2 00:16:41
You know, if Juno does this and Nemanja does this, you know, here's here's what else we'll get. But I'm not an expert in this particular side so.
Speaker 1 00:16:52
Yeah. I guess I need research.
Speaker 2 00:16:56
I'll work on that because okay, it's not Microsoft doesn't make it the easiest to understand. No, I know and I know you're just back. So this isn't the highest priority either. But I just wanted to catch up on it. Okay,
Speaker 4 00:17:09
No worries,
Speaker 2 00:17:09
All right. Thank you all. Appreciate it.
Speaker 4 00:17:11
Okay, cool. Thanks guys. Okay, thank you all. Bye- bye. Bye guys. Bye.
Crimson IT - Weekly Helpdesk EOS Meeting + Time Machine/MTX Training (7/9)
Internal Crimson weekly helpdesk EOS meeting, ~10:18-11:05 AM PDT. Christi delivered the recurring training block on time-entry hygiene (first time in over a year).
**Round-robin highlights:** Team shared weird tickets of the week. Amelia hunted for two missing VMware servers at a prospective client (poor decommission/migration hygiene; recommended to Pete that Crimson take them on). Coby reported an unusual volume of local-storage-full tickets. Nemanja got a property-manager request to restore artwork in a unit (routed to another team). Riddick flagged a SCHARP t-shirt giveaway ticket. Robert has check scanners intermittently failing, fixed by renaming the launch application (Juno assisting). Jesse had VPN complaints from users who were not connected to the internet. Zach's own weird one: NWA (new customer) has two servers hosting two separate AD domains, no computers joined to either, everything in individual workgroups, and the file host is a Windows 7 machine on yet another workgroup with data scattered across all of it.
**Metrics called out:** ~3,347 open tickets, 38 green CSATs, 1 yellow/red CSAT, first-day resolution at 46% (want it higher).
**Christi's training - Time Machine:**
- Availability board: shows who is working what, in-progress ticket counts, location, remote/onsite. Called out engineers sitting in 4 tickets at once and missing schedules (Coby specifically). Demonstrated fixing a stuck status by toggling Working Issue Now -> Scheduled Remote.
- Hamburger menu: lunch/return, away from keyboard, PTO, sick with return date, traveling, gone for the day, sub-statuses.
- Time chips: outer ring = time with tickets in progress; inner ring = working + unavailable. Wants the two rings as close as possible, with ~1-1.5h (up to 2h) available time at EOD for lunch.
- Delta = time a ticket sits in progress vs. time actually recorded in ConnectWise. Wants under ~3 min, tolerates up to 10, not 40.
- Used Bogdan and Matthew as examples; praised Gaston's prior-day numbers as better than Bogdan's. Picked on Juno for a 2h+ printer setup (6h total in progress) - Juno explained MTX status not syncing back to ConnectWise, which Christi fixed live.
- Explicitly framed this as how management "big brothers" the team: she and Olivia do not want to do it, but if they are doing it, someone's job is on the line. Cited a past termination where a coworker flagged a colleague's time entries and the pattern (work at start and end of day, nothing between) proved he was sleeping on the job over two months. Also noted terminations for sleeping on the job generally. Team is encouraged to hold each other accountable.
- Her list system: popularity/good list, happy-with-you list, mediocre list, pre-shit list, shit list (mostly clients). Meant lightly but the accountability point was serious.
**Christi's training - MTX:**
- MTX mobile (Chrome shortcut, Microsoft sign-in): the big blue button logs start travel, drive time, and mileage automatically. Recommended photographing the odometer before and after; MTX stores it on the ticket. She gets ~$130 mileage per camp trip.
- Ticket creation via lookup contact shorthand (e.g. "R H C" for Ryan Hill at Crimson), board, priority, source. Faster than ConnectWise UI.
- Working a ticket: status, subtype, notes, include email, billable, work type. Noted a time entry cannot be under 60 seconds or it flags.
- "Move past schedules to today" button bulk-fixed 22 tickets. Caleb reinforced: move every ticket to a future date before logging off, every day.
- Told the team not to ask Sue to open tickets for them; Christi only does so when away from her desk.
- Mentioned she uses Claude/CLI to write ticket notes but it sometimes leaves tickets in Working Issue Now, which she then has to clean up. Pays $200/mo for it.
**Action items:** finish the MTX quick-reference guide; upload Time Machine and MTX walkthrough videos to Empath (one done, MTX in progress, ~6 months behind); Olivia to identify anyone needing one-on-one timesheet coaching.
**Personal note:** Christi told the team she is a foster parent and a new kiddo was arriving that night on short notice.
**CW:** logged 47 min to ticket #958103 (Crimson IT 250, Board 80 vCIO, CIO, Admin/DoNotBill). CW note is scrubbed - no individual names, no termination or performance detail.
04-24 Pulong Lingguhan: Billing at Double Billing, Invoice Routing/Formatting sa ConnectWise, at Licensing (Nevada Gaming)
## Impormasyon ng Pulong
> Petsa: 2026-04-24 22:51:17
> Lokasyon: [Ilagay ang Lokasyon]
> Mga Kalahok: [Speaker 1] [April] [Speaker 3] [Anzor] [Sergio]
## Tala ng Pulong
- Pamamahala ng billing at double billing ngayong buwan
- Mag-bill “as is” base sa kasalukuyang invoice; i-double bill sa susunod na buwan.
- I-skip muna ang Azure items; i-set sa 0-0 o alisin kung maaari, upang may ebidensya kung bakit doble ang bill next month.
- Hindi pa maresolba agad; kailangan pang pag-usapan ng client ang breakdown sa kanilang panig.
- Target: bawasan ang backlog (binanggit ang “goal 96”; kahit kalahati ngayong linggo).
- Oras ng pagpapadala ng invoice
- Plano ni April mag-bill ng Sunday night; si Speaker 1 either Sunday o Monday morning.
- Layunin na maibsan ang dami ng pending sa regular work hours.
- Pagsang-ayon sa pag-transfer ng “Iron Gate”
- Hiling ni April na i-transfer sa Christian ang “Iron Gate” item; pumayag ang grupo.
- Pag-format at routing ng invoice recipients (Jasmine, Ruben, at iba pa)
- Usapan kung dapat bang i-CC o tanggalin si Ruben sa email recipients; may lumang ticket na nag-uutos na tanggalin si Ruben at ipadala kay Jasmine/finance.
- Pinag-usapan ang paglalagay ng notes mula sa quote sa invoice (top vs. bottom/middle) at kung paano ito lalabas sa invoice.
- May nabanggit na paulit-ulit na issue sa hindi pag-send sa tamang finance email; kailangan sundin ang supporting ticket mula noong September.
- Kailangan i-confirm kay Vince kung sino ang dapat ma-loop o kung “AM” na lang ang magko-communicate.
- Pagre-reformat ng invoice sa ConnectWise
- Si Mike nag-request na i-revisit ang formatting dahil magulo; hindi urgent.
- Dapat makipag-ugnayan sa ConnectWise kung may limitations at kung pwedeng gawing mas madaling basahin/scannable.
- Maghanap ng sample invoices mula sa ibang kumpanya para benchmark; posible via grupo ng mga CEO/IT.
- Call kay Anzor tungkol sa licensing documents
- April nagpadala ng zip file na may dalawang folders (para kay Anzor at Katarina).
- Pending kay Anzor: Personal History Record (Form 1R) at notarization ng lahat ng dokumento.
- Para kay Katarina: Kailangan ding punan ang personal history form at ang natitirang forms; parehong magse-submit ng buong set maliban sa fingerprinting waiver.
- Fingerprinting: Dahil out-of-state, gagamit ng FD258 cards; April nagko-confirm sa Nevada Gaming kung kailangan pa ang waiver.
- April nag-email para sa next steps (kung i-mail ang forms) at timeline; naghihintay ng tugon.
## Susunod na Ayos
- [ ] Mag-bill “as is” ngayong buwan; ihanda ang double billing para sa susunod na buwan.
- [ ] I-set sa 0-0 o alisin ang Azure items sa kasalukuyang invoice.
- [ ] Ipadala ang invoices sa tamang finance email ayon sa supporting ticket (September).
- [ ] I-confirm kay Vince kung tatanggalin si Ruben sa invoice recipients at kung sino ang dapat i-loop (Jasmine/finance o AM).
- [ ] I-transfer ang “Iron Gate” item kay Christian.
- [ ] Kausapin ang ConnectWise tungkol sa formatting options at limitations; alamin kung paano gawing mas scannable.
- [ ] Manghingi ng sample invoices mula sa ibang kumpanya para benchmark (via CEO/IT groups).
- [ ] Anzor: Kumpletuhin ang Personal History Record (Form 1R) at ipa-notarize ang mga dokumento.
- [ ] Katarina: Kumpletuhin ang personal history form at iba pang kinakailangang forms; ipa-notarize; ihanda ang buong set maliban sa fingerprinting waiver.
- [ ] April: I-confirm sa Nevada Gaming ang pangangailangan ng fingerprinting waiver para sa out-of-state (FD258) at ang mailing/timeline instructions.
- [ ] [Maglagay pa]
> Mga Mungkahi ng AI
> Nakita ng AI ang mga sumusunod na usaping hindi napagdesisyunan o kulang sa malinaw na aksyon; paki-tutukan:
> 1. Walang final confirmation kung sino ang permanenteng recipients ng invoice (tanggalin ba si Ruben at i-route lahat kay Jasmine/finance).
> 2. Hindi pa tiyak ang tamang placement ng notes mula sa quote sa invoice (top vs. middle/bottom) at standard formatting.
> 3. Hindi malinaw ang eksaktong “goal 96” at metric; kailangan tukuyin ang target at timeline ng backlog reduction.
> 4. Wala pang sagot mula Nevada Gaming kung required ang fingerprinting waiver para sa out-of-state; maaaring maantala ang submission.
> 5. Hindi pa natitiyak kung may limitations ang ConnectWise at kung anong reformat ang feasible; kailangan ng feedback at sample benchmarks.
Apr 24, 2026
Speaker 1 00:00:17
Ayun na nga. So proceed as is tayo, Notte.
Speaker 2 00:00:21
So ngayon, i-bill lang natin sila as is kung ano yung lumabas sa invoice and then next month, yun nga, i-double bill na lang sila.
Speaker 1 00:00:30
So skip, skip like yung Azure, right? Skip natin.
Speaker 2 00:00:34
Oo. I-0-0 na muna for now.
Speaker 1 00:00:38
Or actually, you can, pwede naman matanggal yun. Sure mo na na 0-0.
Speaker 2 00:00:45
Para may proof na For this month, kaya kaya na double bill For next month. Kasi kung makikita nyo sa, Previous, anong piling nyo? Naka-0 siya. So, ganoon na lang. Okay. So, yun. May clarification na tayo. Hindi siya mariresolve As soon as we want to. Pero, Yun nga, kailangan pa nilang pag-usapan Ng their end kung paano nilang, Mag-break up yung Hindi. So, yun na lang muna gawin natin ngayon.
Speaker 2 00:01:18
Probably, baka mag-bill ako ng Sunday night, Christian. If ano.
Speaker 1 00:01:22
Same. Either Sunday ako or Monday.
Speaker 2 00:01:25
Or Monday morning ka. Sige, sige. Para kasi at least mabawasan na tayong madami-dami to eh.
Speaker 1 00:01:31
Yeah, the goal, yung goal 96, I guess, kahit half, right?
Speaker 2 00:01:35
Oh, kahit half. At least, Makalahati natin. And then, the rest Is pagtrabawuhan natin ng, Work hours Natin. So, at least, Hindi na mabigat.
Speaker 1 00:01:48
Gets, gets, gets.
Speaker 2 00:01:51
So, pwede na ba ako mag-out ng 4? Like, I feel like I'm so tired.
Speaker 1 00:01:55
Sige na, guys.
Speaker 2 00:01:56
Mag-hapo na ako nagko-calls.
Speaker 1 00:01:58
Wala naman na mag-send, no?
Speaker 2 00:02:01
Wala na bang P1s?
Speaker 1 00:02:02
Kung mayroon man mag-send sa akin, Mag-PM, sabihin ko lang, Tigay ko lang number mo, no, Maggie? Sabihin ko, reach out to her.
Speaker 1 00:02:11
Gagi. Sige.
Speaker 1 00:02:13
Bahala ka.
Speaker 1 00:02:16
Gaya sa'yo, wala naman na. Sige.
Speaker 3 00:02:20
Kinakaba na kong mag-send ng invoice.
Speaker 3 00:02:24
Nagkatrauma ka ba, T? Trauma na. Oo.
Speaker 3 00:02:28
Pero tama naman.
Speaker 2 00:02:30
Ganyan din ako pag gano'y double, as in Triple check, quadruple check pa minsan. Ganun.
Speaker 3 00:02:35
Naghahanap ako actually nung sa Dallas. Dallas naman is US-based, di ba? Oo, US yan. Pwede pa rin siya. Okay. Yes. Ayoko lang itong iron gate.
Speaker 2 00:02:46
Yung pwede ba i-transfer ko to kay Christian? Yung iron gate lang, no? Ilipat mo sa kanya. Oo.
Speaker 2 00:02:54
Pagsending ng personal.
Speaker 1 00:02:56
Ano sa totoo lang, Nilaalakasan ko lang loob ko pagsagot-sagot, Kay Ruben. Parang, Confident ko lang, ay, tama Ako ha. Parang, iya, kuha kita Dito. Parang gano'n. Pero, Sabi ko kay Vincent, hanggat maaari, Ko yung AM, siya yung makipag-communicate.
Speaker 1 00:03:15
Tapos hindi ko na ako iloopin.
Speaker 2 00:03:17
Diba? Eh, paano kasi? Yung invoice nga kasi ni Maggie, nakadirekta, Kay ano? Di ba sinisisi mo siya? Si Ruben? Required ba siyang Isisi?
Speaker 3 00:03:27
Yun nga eh, hindi ko sure.
Speaker 1 00:03:29
Alam ko, bakit pala, Mags, hindi ko siya sinisisi sa ano, si Jasmine lang, saka si Rodrigo sa Mexico. Yun lang naman yung manual eh.
Speaker 3 00:03:41
Hindi, manual din kasi yung may quote. Hindi, tanong mo, gusto ba niya?
Speaker 1 00:03:47
Oo nga, may quote kasi, pril.
Speaker 3 00:03:48
Unless, pwede palang, di ba, pwede akong, Kwan, maglagay dun sa notes na lang para hindi ko siya i-edit? Pwede kaya yun? What do you mean notes? Yung notes ng invoice?
Speaker 3 00:04:01
Sa baba.
Speaker 1 00:04:02
Sa baba?
Speaker 3 00:04:03
Ano mga ilalagay mong notes? Ano ang direksyon na kay Jasmine? Kung ano yung nandun sa quote. Ito, wait nga. Tingin.
Speaker 3 00:04:12
Asan na? Asan na kayo? Charot.
Speaker 3 00:04:16
Nagulo-gulo na ako. For example, dito sa review na... Hindi ko pa kasi talaga sinesend Kasi nga, ay nilagay ko lang Reviewed muna.
Speaker 3 00:04:30
Dito o, Diba, pwede siya dito, Tapos mag-a-appear siya sa Invoice natin.
Speaker 2 00:04:39
Sa nilalagay, sa top or bottom?
Speaker 3 00:04:41
Dito sa top. Ah.
Speaker 3 00:04:45
Kailangan ko ilagay yung...
Speaker 2 00:04:47
Mag-test ka.
Speaker 2 00:04:51
Kung ano-ano. Para makita natin yung itsura.
Speaker 3 00:04:56
Sige, wait. Ito, sko. Two, three.
Speaker 3 00:05:01
Dito mo natatagalan eh.
Speaker 3 00:05:04
Ito o, yung kailangan kasi nila dito.
Speaker 3 00:05:09
Na ganyan. Para diretso na lang kaya kay Jasmine, no?
Speaker 2 00:05:14
Diyan, nilalagay mo dyan kasi.
Speaker 3 00:05:17
Kasi yun yung nasa quote.
Speaker 2 00:05:19
Yung subsidy. Wait, pag ba ina-update mo Ganyan? Hindi yan dumidiretso Kaya Jasmine? Pag may ganyan?
Speaker 1 00:05:40
Pero nakasisi siya. Hindi.
Speaker 3 00:05:45
Normal. Normal siya na...
Speaker 2 00:05:47
Ah, ate. Kasi diba din na-download mo yan? Kasi i-email mo. Bakit hindi mo I-email kay Jasmine? Ba't kailangan kasama sila, Ruben?
Speaker 1 00:05:58
Yun yung sample ni Kwan.
Speaker 3 00:06:01
Hindi, hindi.
Speaker 2 00:06:02
Yun yung sample ni Marvin.
Speaker 3 00:06:04
Marvin, dito.
Speaker 3 00:06:08
Uy, Marvin.
Speaker 1 00:06:09
Alam ko, pinatanggal na yun, Mag, Si Ruben.
Speaker 2 00:06:13
Confirm mo, kasi parang ayaw niya nakakalistong. Si Jasmine.
Speaker 1 00:06:17
Oo. Alam ko. Ako yung gumawa nun dun sa Company finance dito sa ConnectWise eh. May ticket lang. May ticket.
Speaker 3 00:06:25
Kasi sa pagdinadiretso. Hindi. Pagdinadiretso. Parang ganyan oh. So hindi ko na siya isi dito.
Speaker 3 00:06:36
Yun kaya?
Speaker 1 00:06:37
Um.
Speaker 1 00:06:40
Invoice yan diba? Kasi yun yung words niya eh. Invoice eh. Ito yung ticket. Gusto mo ticket? Supporting ticket. Meron supporting ticket yan. Invoice din yun, Iron Gate. Tapos, ang word pa nun ng Jasmine, Paulit-ulit daw. Tayo.
Speaker 3 00:07:00
Paano paulit-ulit?
Speaker 1 00:07:03
Na hindi sinesend sa, Parang finance nila. Ah, hindi ba?
Speaker 1 00:07:11
Basta pinatanggal niya na si Ruben.
Speaker 1 00:07:16
Tapos sa kanya isi-send.
Speaker 3 00:07:18
Kailan niya ito na send? Although September. Ay, September pa pa ito. Pero dahil ito nga.
Speaker 3 00:07:34
Sige nga ka, Shen. Tapos i-test ko dito.
Speaker 1 00:07:40
Ayaw mo nang sendan si Ruben. Sabihin mo, sinunod mo lang to.
Speaker 3 00:07:44
Kahit sa Costa Palma, hindi ko na kaya siya Isi-scan, no?
Speaker 2 00:07:48
Confirm mo din kay Vinsen? Oo, kung leaded pa.
Speaker 1 00:07:55
We need to discuss things. Please tell the team That the invoice should be dated. Hi, Ruben. Di siya dito. Before pa.
Speaker 1 00:08:10
Asan na yun?
Speaker 1 00:08:13
Dami man kasi yung mga request na itong mga ito.
Speaker 1 00:08:18
Sinwasin ko yung shit. This is meant to be built to Jenna Blake. Sige na yun.
Speaker 1 00:08:29
RT.
Speaker 1 00:08:35
Send emails. Ito yata.
Speaker 1 00:08:39
Hello and good morning.
Speaker 1 00:08:46
Going forward for Rubens, Please have a... Oh.
Speaker 1 00:08:55
Sabi. Oh, ito oh.
Speaker 1 00:09:01
Dati pa ito.
Speaker 1 00:09:04
At least meron kang supporting ticket. Moving forward. September pa yan.
Speaker 2 00:09:14
Yan ang gamitin mo Kay ano, Pag chinag mo kay Vince, Sabihin mo, Vince has borrowed his ticket, Blah, blah, blah, Ganyan, ganyan. Should I proceed In removing, Ano,
Speaker 2 00:09:24
Ruben from, The invoices, Ano, Email, Sabihin mo.
Speaker 3 00:09:31
Sige. If I've still been sent To Jaina's old email, Ask Ruben, Going forward, Please have all Accounting billing, Invoices sent, To the following. Oo, dalawa na lang sila, diba? Remove ito, okay.
Speaker 3 00:09:52
Ito siya, Umi. Pag nag-, Tingnan yung tsura.
Speaker 3 00:09:56
Nung nilagay ko sa baba,
Speaker 3 00:10:02
Hindi na sa gitna.
Speaker 2 00:10:04
Teka, baka mukhang shoes pala sila Pag nandyan sa part na yan. Oo nga, no? Oo, yung tsura niya kasi.
Speaker 3 00:10:12
Yan nga eh. Ano ba yan? Kasi sa middle, ano?
Speaker 1 00:10:15
Ano ba yan siya? Ano yung ano yun yan? Parang bill 2?
Speaker 3 00:10:20
Hindi ko alam. O, hindi eh. Parang, Kung ano dapat daw ka, Meron kasing instruction Since last year, Si Ruben na Kung ano yung nandun sa,
Speaker 3 00:10:31
Ang tawag na, Sa quote, Yun dapat yung nandun sa invoice.
Speaker 3 00:10:42
Eh, yun din kasi. May na-manual din Na nilalagay ng sales Kung itong mga.
Speaker 1 00:10:50
Details niya. So, description Yan? Description?
Speaker 1 00:10:57
Sabi ni Marvin, hindi niya, Kasi nakita hindi. Description Yan siya? Hindi, parang.
Speaker 3 00:11:05
Answer code. Parang other, Details niya.
Speaker 2 00:11:10
Ah, so, Sila ba yung specific na nag-request na dun ilagay sa gitna?
Speaker 3 00:11:16
Wala naman. Tinanong ko lang kay Marvin kung paano. So, sinend nga sa akin. Dito nga sa gitna nilalagay. Okay.
Speaker 1 00:11:22
Ay, as is mo na lang yung tinaya.
Speaker 2 00:11:25
Kinausap pala ako ni Mike na kung pwedeng i-revisit nga doon yung formatting ng invoice natin at medyo magulo daw.
Speaker 2 00:11:39
Pero sabi niya kasi, Try to ask daw ConnectWise, Kasi baka naman yan ay May limitation kasi kay ConnectWise Kaya ganda ng itsura, ganyan. So, kailangan kong kausapin, Si ConnectWise kung possible Ba na ma-reformat As to kung ano yung Mas simpleng tingnan. Kung ano yung mas, Easier Iscan.
Speaker 2 00:12:08
Just putting this on your radar. Pero it's not urgent, sabi niya. Okay, sabi ko. I'll take a look and, I'll talk to the team, sabi ko.
Speaker 1 00:12:19
Sir.
Speaker 1 00:12:22
Ganda nung ano ni Moritz.
Speaker 3 00:12:24
Do you have, Kwan?
Speaker 1 00:12:26
Wednesday. Format.
Speaker 2 00:12:29
Sabi nga niya sa akin, Try daw natin. Kumaka-kahingi ako kasi diba, Member naman si I. Ang answer ng mga group of CEOs Sa mga ITs, baka daw makahingi ng sample Invoice ng ibang company. Kunang itsura, ganyan. Talagang magka-idea tayo. Pero, ayun, Nasabi niya. Check ko din daw with ConnectWise. Baka naman kasi may limitations nga ni ConnectWise Or naka-default na siya, As gano'n. So, kailangan natin.
Speaker 1 00:12:53
Ano yung naguluhan siya?
Speaker 1 00:12:56
Sana sinasabi niya rin.
Speaker 2 00:12:58
Sa akin yun? Ito, diniscuss niya kasi sa akin. Asan ba yan? In-screenshot ko yun eh.
Speaker 1 00:13:05
Sabi ni Moritz, ano yung quote niya? If it's working, ano yun? We're not emotionally ready. Ano yun? Don't change. Yung kay Moritz, Yung Wednesday, yung quotes niya, Bago nag-start. If it's working ba yun?
Speaker 2 00:13:21
If it's working, don't change.
Speaker 1 00:13:25
We're not emotionally ready. Ganyan, ganyan.
Speaker 2 00:13:28
May sinabi siyang ano? Invoice explanation, Please. Ah, eto ate.
Speaker 2 00:13:39
Ay, hindi to. Wait, nasan ba yan?
Speaker 2 00:13:43
Sinusunod lang. Magtawag sa Emma? Sagot lang. Ay, sige, sige.
Speaker 2 00:13:49
Hi, Anzor.
Speaker 4 00:13:51
Hey. Hey, quick question. So, I wanted you to tell me what... What do I need to do? You sent another email, right? So I just wanted to get an update and make sure that I actually understand everything that I need to do because this is kind of a critical.
Speaker 2 00:14:17
Yeah. Is this about the license? Give me license? Yes. Okay. Yeah. From the list of the...
Speaker 4 00:14:25
So you send me the zip file. So I'm going to save the zip file To my desktop.
Speaker 2 00:14:31
Yeah, you will notice there are two folders Inside. One for you and one for.
Speaker 4 00:14:36
Katerina. Okay, so I can Delete everything I've had before.
Speaker 2 00:14:40
Yeah, just delete that.
Speaker 4 00:14:43
Okay, so Let's see. Put it here. Extract.
Speaker 5 00:14:59
Ok.
Speaker 2 00:15:05
Ay. You open that, you will see Two folders there. So, on your Folder... I think the only pending on that one is just your personal history record, which is the form for R.
Speaker 4 00:15:29
So this is the only thing I need to finish. Everything else is done.
Speaker 2 00:15:33
Yes. So everything else needs to be notarized as well.
Speaker 4 00:15:38
Everything needs to be notarized, but everything is done. And for Katarina?
Speaker 2 00:15:41
For Katarina, I asked her to fill out the personal history form as well because the last time it's... It's only your form that we filled out. So I have to, you know, add, Her information and that and the rest She needs to fill out.
Speaker 4 00:15:55
But do we fill, Out the same, like, Are we all going to submit This entire set? Which one of us?
Speaker 2 00:16:04
Yeah.
Speaker 4 00:16:06
So both of us are going to send, All of these documents.
Speaker 2 00:16:12
Except for the fingerprinting Form, you can see right there.
Speaker 4 00:16:16
Each one will submit.
Speaker 2 00:16:19
Because you're out of state. So you're going to use the, FD258 Cards. For the waiver for the Fingerprint, I'm, Trying to confirm that from Nevada Gaming if that's still needed, Since you did your Fingerprinting out of state. I'm waiting for the confirmation on that. So, basically, all individuals listed on Form 1R needs to file all the forms listed in here.
Speaker 4 00:16:53
All the forms listed in there. Yes. Got it. Okay.
Speaker 2 00:16:59
I've also sent them an email asking for the next steps, if we should mail these forms. Right. Okay. And also the timeline.
Speaker 4 00:17:09
Got it. Got it. Okay. I'm clear now. Thank you.
Speaker 2 00:17:13
Okay. Thanks, Spencer. Bye-bye.
Speaker 4 00:17:15
Bye.
05-19 Internal Review of Client Issues, Team Performance, and Strategic Projects
# Internal Review of Client Issues, Team Performance, and Strategic Projects
## Navigating the Ability First Budget Shortfall
A previously approved capital expenditure for Ability First surfaced a $36,000 deficit attributed to an unauthorized modification by former acting CFO Kathy Cobb. In December, the capex plan—totaling $110,000—was approved by all stakeholders, including CEO Sergio. Of this sum, $83,000 was designated for Crimson, with the remainder allocated to camp. After approval, finance proposed splitting $40,000 to fiscal year 2025 and the remainder to 2026 due to a surplus in the camp budget; Crimson fulfilled its part by purchasing equipment, invoicing, and receiving payment for the Crimson components, explicitly excluding ComDirect’s portion.
Without notification, Kathy altered the approved figures in the finance system, reducing Crimson’s budget by $36,000. This was not communicated to Crimson, which also lacks financial system visibility. The issue was escalated in the ELT meeting, where Sergio affirmed his recollection of approving the full cost as originally presented. New CFO Carl acknowledged the problem, clarified that the mistake was from his department (not personally him), and committed to resolving the shortfall by reallocating funds from another budget. He has already worked a solution within his budget to cover the $36,000.
Speaker 1 underscored that all capex submissions were accurate, detailed, and supported by proof of timely submission and approval. A near-term operational step is pending: Speaker 1 plans to call ComDirect to confirm that their deposit is being sent today.
## Strategy for Managing Finance Department Relations
The finance department relationship has been strained, particularly with Kathy and Susanna, who have been selectively obstructive with Mashawn—delaying communications on invoice corrections and later spotlighting alleged failures during ELT meetings despite documented proof of remediation (e.g., AT&T bill reductions with timestamped email evidence). This pattern has contributed to friction and public escalations.
To stabilize operations and improve collaboration, Carl granted Speaker 1 full administrative access to Concur, with an external contractor scheduled to review NetSuite and Concur configurations. The contractor will deliver a report of corrective recommendations to Speaker 1, who will then lead implementation. The strategic posture advised by Pete is to maintain neutrality, avoid blame attribution, and position Speaker 1 as a supportive partner focused on process improvement. This includes tactically framing changes as collaborative enhancements, soliciting finance’s input, and making their workload easier—mitigating risk that finance perceives Crimson as adversarial or exposing their mistakes.
Speaker 1 intends to execute improvements that do not impact finance’s budget, further reinforcing a non-threatening, value-adding role. She recognizes being collateral damage in existing tensions with Mashawn but will center on enabling success and inclusivity.
## Client Relationship and Perception Management
Ability First’s perception of Crimson remains strong. Trainings are described as “game changers,” and both Sergio and the board are pleased with outcomes. Mashawn’s standing is robust: she is loved by Sergio and the board; her change agenda is being implemented; and she is collaborating closely with Carl to drive cross-functional progress. The primary friction against Mashawn resides within finance, tied to legacy personnel dynamics (Suzanne and Kathy, linked to Kasha). Jeremy, a C-level leader, diverges from the board’s strategic approach, contributing to isolated resistance.
A sensitivity emerged that Ability First fears becoming a lower priority compared to Sharp. Pete advised avoiding mentions of Sharp when reassuring Ability First about service, avoiding any suggestion that Crimson’s growth could diminish service quality. Speaker 1 responded by sharing her personal connection to Ability First’s mission—through a foster-to-adopt child who was an Ability First client—affirming that Ability First is personally important and will not be an afterthought. Ability First requested a joint meeting involving Dr. Barber from Sharp, which they are excited about; Pete cautioned positioning to ensure Ability First feels fully valued and prioritized.
## Addressing Internal Team Performance and Stress
Olivia, the help desk manager, exhibited significant stress—crying in a morning meeting—amid an overwhelmed help desk and staffing gaps (Philippine crew away for three to four days and multiple vacations pending). Pete’s core concern is the absence of managerial proactivity: Olivia consistently leaves at four o’clock and appears offline despite reporting overload. He does not want to mandate longer hours but expects occasional focused overtime to catch up and reduce stress. Pete also sees a leadership structure problem: Becker is not stepping up; Charles is intermittently available due to project commitments; George’s leadership scope is limited. He has repeatedly urged Olivia to promote Matthew to a team lead to stabilize operations.
Pete provided a recent tactical model of visible de-escalation: sending Ryan onsite to a client (John’s desk at Hannah) to be present and handle work, which can immediate relieve pressure and manage perception. Speaker 1 offered to mentor Olivia—sharing practical approaches from past crisis management—an offer Pete welcomed. The emphasis is on flexible resourcing and leadership adjustments, including direct communication with Olivia about the gap between her reported overwhelm and her current time management practices.
## Operational Updates and Senior Leadership Workload
Speaker 1 proposed exploring Thread’s premium AI features for $20 more per month to alleviate help desk pain points. Earlier complaints about Thread notifications were traced to misconfigurations in ConnectWise; the team never revisited what Thread could now offer. Pete queried potential conflicts with Anzor’s initiatives; Speaker 1 noted that Anzor planned AI changes that might eventually replace Thread, but she perceives he has paused or not looped her in. Anzor was upset over a report recently and has been uncharacteristically quiet for three weeks, which is unprecedented in their 4.5 years working together.
Pete explained that Anzor is fully consumed by a critical domain migration for Maverick. Originally scoped as an IT infrastructure security assessment for Maverick and Foothill, the Maverick engagement pivoted last week to a full domain migration off their current domain—with over 1,000 users—by May 31st. A migration of this complexity typically requires three to six months; attempting it in roughly two weeks is highly unusual. Anzor has been spearheading coordination, pulling in Emiel and Jason for planning, with Anton also heavily engaged. Pete is working to secure an extension to July 6th while still delivering a measurable subset by May 31st. The team must provide a concrete plan for what can be delivered by end of business today.
Separately, Speaker 1 proposed an idea for C-Boss to Anzor last week; he agreed, and she plans to build it next week. Pete will review the Thread message Speaker 1 sent between 7:45 and 8:15 this morning and discuss it with her tomorrow.
## Action Items
- Owner groups reflect explicit assignments and directives captured verbatim from the dialogue. Each task includes a binary outcome and a deadline marker. Where no specific date was stated, [TBD] is applied per protocol.
**@Speaker 1**
- [ ] Call ComDirect to give a heads up that the deposit is being sent today - [TBD]
- [ ] Meet the outside contractor on Tuesday to review Concur and NetSuite - [TBD]
- [ ] Implement fixes in Concur and NetSuite based on the contractor’s report - [TBD]
- [ ] Help finance work through and improve Concur and NetSuite configurations - [TBD]
- [ ] Sit down with Olivia to mentor her on handling similar issues and necessary changes - [TBD]
- [ ] Explore Thread’s premium AI features to alleviate help desk pressure - [TBD]
- [ ] Do not worry about Anzor’s lack of communication given his current workload - [TBD]
- [ ] Work on the C-Boss idea next week - [TBD]
**@Pete**
- [ ] Do whatever possible to “play nice” with finance, regardless of past issues - [TBD]
- [ ] Maintain a neutral posture with finance - [TBD]
- [ ] Make finance feel included in process improvements - [TBD]
- [ ] Frame improvements as in the best interest of finance and everyone involved - [TBD]
- [ ] Warm finance up to the changes and make them feel good about them - [TBD]
- [ ] “Pump them up” to reinforce positive perception even if performance is currently lacking - [TBD]
- [ ] Ping Anton to confirm if he is going to the client event - [TBD]
- [ ] Let Ability First know they are as important as ever - [TBD]
- [ ] Tell Olivia: do not report being overwhelmed while consistently leaving at four; demonstrate extra effort when needed - [TBD]
- [ ] Have Ryan sit at John’s desk at Hannah for a couple of days to be visible and get work done onsite - [TBD]
- [ ] Look for Speaker 1’s Thread message sent this morning and review it - [TBD]
- [ ] Chat tomorrow with Speaker 1 about Thread and the premium AI option - [TBD]
May 19, 2026
Speaker 1 00:00:00
But I want to caution you that both Carl, who's the CFO, And Mashawn made it a point to come, see me and say none of this is your fault. So basically, Back in December, we got approved to add into capex the complete overhaul for for camp, and we gave them, What the total amount was going to be, and we stuck it in. So, we worked it out. ; it was supposed to be one hundred, ten thousand dollars. And we knew that eighty three was going to be for Crimson, and the rest was going to be for Camp. And so we submitted it within our budget. I had it in there; it was very detailed, it was very organized.
Speaker 1 00:00:53
They came back, finance came back and said, "Well, since we have a surplus in camp budget, Can we do forty thousand for twenty five and the rest of it in twenty six And? We were like, "Yes. " So Crimson worked it out with them. Did everything got bought the equipment invoiced all of that. They paid. And, we were very clear :. This is just the Crimson parts, not the ComDirect part.
Speaker 1 00:01:24
So Kathy Cobb, who is uh who was the acting CFO at the time. Yep. She changed our numbers in the system. And we lost. She did what?
Speaker 2 00:01:38
She did what specifically in the system?
Speaker 1 00:01:40
She changed the numbers for the budget for capex in the system. Okay. And she reduced us by thirty six thousand dollars Did not tell us, We have no visibility into any of the systems for finance. They've been keeping it close to best. Carl is this new CFO. Um, they brought it up in today's ELT meeting, which they had asked me to come in, but I had meetings so I couldn't attend theirs. Um, even Sergio, the CEO was like, "You guys told them what it was going to be—the total cost." He's like, "I was in those meetings. I was on those emails."
Speaker 1 00:02:21
I approved it for this cost. Why is it reduced? And so, They basically the gist of what's going to happen is Carl has to find the extra thirty six thousand somewhere else, and he's going to have to reduce someone else's budget to cover it. Whether he reduces finances or operations or whatever, uh, He's been told under no uncertain terms that he's got to find the money and cover it since. It was his people that messed it up, not him. And everybody understands it's not him. Um, so just a heads up for you. I have to call Com Direct in a bit and give them a heads up that, hey, the deposit's being sent out to you today. So uh, so that.
Speaker 2 00:03:10
So where did they where did they end up getting the deposit?
Speaker 1 00:03:13
I don't know, but Carl worked it out out of his budget.
Speaker 1 00:03:20
So, we did everything right. We submitted the budget correctly. We did the capital expenditures correctly. Everything I put in, we submitted it. We showed proof that we had submitted it. I was able to you know pull some things Sergio even said, I remember us discussing it. I remember approving this so, We've been having some issues with finance already. Carl has even pointed out that Kathy and Susanna. Have been very, I don't know the right term, But very selective in how they treat Mashawn and not giving her the what she needs to do her stuff because they're upset for some reason. I don't know it's politics that is happening on their end. So we've had several issues today. Carl stopped by, and we had a long conversation because one of the other issues we ran into is I would get things.
Speaker 1 00:04:20
On invoices fixed and canceled, but Susanna and Kathy would not tell me that there was still an issue. And so they would wait two or three months, And I would send them an email showing proof that hey at and t did this, so you should see a reduction in the bills on this date. And then they didn't see that reduction, but they didn't tell me. They didn't tell Sean. They sprung it on me in an ELT meeting. Two months later to say, you never did this in front of everybody. And I had to go back and say, no, I sent you the email. Here is when I did it and provide proof.
Speaker 2 00:04:59
Yeah, I think that's the one. I think that's the one Sean referred to. I think that's the one that actually i think That's the one you mentioned; you or Sean or both of you mentioned that same week that it happened. I think you told me about it, and then i think she mentioned it as well or something, Yeah, she was.
Speaker 1 00:05:19
She was upset very much upset that day. I was not happy, but she was she was on fire that day. So Carl came in today. I am getting full administrative access to Concur, And I am going to help them work through and better the system they are bringing in an outside contractor next week, and I am going to meet them on Tuesday. The contractor is going to go through all of NetSuite, and all of how Concur is set up, And then turn over to me, the report of everything that should be fixed and set up. And I am going to work on fixing it for them. Okay, so right now, according to the meeting I had with Mashawn, this is based off what she told me. She might have said something different to you. Crimson's in a really good place right now.
Speaker 1 00:06:10
Because, we're going to take on some of the stuff that finance is unable to do, and that's going to.
Speaker 2 00:06:16
Be and that's great, right? Like I love I love hearing what you are saying. That's all really good stuff. And I am just gonna. I am just gonna reiterate what I said yesterday, when we talked,: is just do whatever possible to play nice with finance regardless of what they did and how it got the way it is. And all that. Try to stay neutral. Try to stay neutral, yes. Try to stay as neutral as possible, regardless of whether they tell us it's their fault or not ours. Because they might hold a grudge even if we don't, right? And I don't want them to think that we're you know, pointing the finger going neener, right? And and or if they see Miss Shawne and.
Speaker 2 00:07:07
Their head of finance taking our side. I don't want them begrudging us now and seeing us as the enemy because now they screwed up. And they think that you know, we outed them or something, right? So again, it's not that it's not that we've done anything wrong. I just don't want to stir the pot, you know, you know because because at some point. Somebody could leave, and they could have some decision making power, and then we you know we get pushed out by somebody or something. And I just I want to hopefully at the end of the day, We do, you know you are able to to improve their lives with some of the stuff that you are going to be doing. So hopefully that's what that's what comes out of this. And, if you are able to work with them and say, hey, this is going to make your life a lot easier.
Speaker 2 00:08:02
Here is what we can do, and here is how we can do it. And how about this? And you know, ask their opinions and get their input, and all that kind of stuff. I think that will go a long way with you know either either bridging, Repairing or improving in general the relationship, if there is any damage there at all already. So yes, that's that's what I would give as far as my two cents so.
Speaker 1 00:08:27
No, And I one hundred percent agree with you because right now, what it looks like is I am just collateral damage in their issues with Michonne. And so my job is going my position. I already told this to Michonne, and Carl is just to make their lives easier, But doing do it in such a way where they don't feel like I am taking over, but I am improving. Sure.
Speaker 2 00:08:52
Yeah, and if you meet with them during this whole process just. You know, just just be like like you said, be neutral and talk to them and say, you know, just so you're aware. What we're trying to do is is help make everything easier for everybody. So, what I, you know, I'm going to talk with you about all the stuff we're doing and I want I want to understand what your processes are now and how we can help make all of this better. You know procedurally and operationally for everybody. You know whatever, just make them feel very included. Make them feel like this.
Speaker 2 00:09:27
You know, in their best interest and everybody's. You know, we're working for everyone here. Yes. To the extent possible, just just warm them up and make them feel good about here. You might have to even pump them up right to I hate to say this, Lie to them and make them feel like they're the best thing in the world, even if they suck. Yes. Right? Like yes But but uh whatever you know.
Speaker 2 00:09:56
Okay, cool.
Speaker 1 00:09:57
So things went. I mean Michelle, Michonne and I not Michelle), Michonne and I had a very good conversation. It was like almost two hours. Um, so that's why I am three hours late leaving Ability First, But we've got some other things we're trying to fix as well. That has been popping up on the program side. So with the trainings that are happening. Uh, ability first is really liking the trainings that we're doing. So, we are recording those and making sure that everyone is comfortable with uh how to use the basics. So that we can go on to doing more advanced stuff with them. So she did she didn't mention it because we've been doing the training for the last I think this is our third week. Um, she did mention that it is a lot of people are mentioning to her.
Speaker 1 00:10:52
That it has been a game changer for them.
Speaker 2 00:10:58
That's good. That's good. Yes. Let me ask you sort of a completely different type of question: What. Is your sense of the Sean's position in ability first kind of from the top down? Because, you know, obviously she is our liaison, our advocate, our everything. To do with everything there right now, um, but where is her where like what is her reputation? I guess within ability, first's leadership above her or whatever you want to call it. Do you know? Do you have any objective uh like.
Speaker 2 00:11:52
Visibility into that at all?
Speaker 1 00:11:53
I do. Um, I can give you the entirety on this one. She is she is very highly regarded with Sergio, who's a CEO, and with the board. So the changes that she was trying to make when she first started, she's been actually making and the board loves her. Sergio loves her. She's not going anywhere. Uh okay, There are some so Carl the C F O, she and him have joined forces to make changes. So she is very well, uh hand in hand with him on getting things done. The only C level that has an issue with her is Jeremy because, uh but Jeremy doesn't like Sergio as much and doesn't like uh, Mashawn doesn't like me, but it's only because he wants to operate at a different level.
Speaker 1 00:12:47
And we're saying, no, you are going to operate within the strategy that ability first board has outlined. And so we do have to pump the brakes on him, including me. I have to do it from an IT and a budget level. And everybody else has to do it from all the other angles. He's the only C - level issue as far as departments ;, all departments love her except finance. But it's in finance; his only issue is because of Kasha.
Speaker 1 00:13:18
So there was some some issues there, and that's a holdover because it's only with Suzanne and Kathy, who were people that Caution had brought in. So, uh she's she is very well regarded there. Everybody loves working with her. So, I don't think she's gonna be going anywhere for the time being.
Speaker 2 00:13:40
Okay. Okay, that's great. I mean it's nice to hear because you know the last the other last.
Speaker 2 00:13:49
Have our advocate be, you know, on thin ice because that would just be worse. So.
Speaker 1 00:13:54
Yes. Um, just a heads up for you with Sergio. Sergio loves us. Um, he likes the things I've been doing. Um, We are we are I keep saying loves us because that's my term. But uh, he he is he very, he speaks highly of the work we're doing.
Speaker 1 00:14:17
So, the board is happy with the work we're doing. He's very much happy with the work we're doing. Um, he's they're worried. He and Mashawn are both worried, and that this is Mashawn's words that they are not as sexy as Sharp, and they're worried about me being happy there. But I am actually happy there. I like working at Ability First because I love what their mission is.
Speaker 2 00:14:40
Well, They're, not they are not going to get any less service from us than yes. Than they have ever done. I mean, if that's a concern for them at all, just don't even talk about sharp. Yeah, like don't bring sharp up at all.
Speaker 1 00:14:57
Well, So the only reason why sharp is brought up is because they want to do what kind of do a little bit of what sharp is doing. So they asked me to get a meeting with them with Doctor Barber, which they're super excited about. So and.
Speaker 2 00:15:11
That's and that, You know, if they're asking about it, that's that's a different story. But I mean, Try to try not to even reference that when you are not at ability first. That you are sharp. I mean, try to kind of get that out of their mindset. That you know when Chris isn't here, she's at sharp because it's an important account to them right? I want to we do that a lot. And I really don't like that. We do that because it. It implies that, that our important customers might become less important and gives them a reason to look for, you know, less a lower level of service than they might have been getting before. Right. It's not that I want to hide that we're growing, but at the same time, I don't want to advertise that we're growing quickly because then they're going to start looking for reasons to say our their service is getting worse. Right.
Speaker 2 00:16:08
People like Hannah, for instance. As soon as we say we're growing and we're doing really well, they're going to start looking for reasons to say, "Well, our service isn't as good as it used to be," and blah. You know you know that's what I don't want to do. So it's okay for us to say we're doing okay, but so I don't know. And I know you are doing this, but encourage them make sure they know that they're important to us. You know hopefully us being at their event is going to be. It's too bad Anzor is not going to be able to go. I don't know why he can't, butum, I need to ping Anton and find out if he's gonna go because I got everybody else committed. But anyway, okay. Yes, Well, thanks for the update. And yeah, just just let them know they are as important as ever. And you know, maybe more right. So yes,
Speaker 1 00:16:59
Well what I told Mashawn is I said, from a mission point of view. I love what they do. Now, what you don't know, But Mashawn knows this :. There was a kid that was supposed to come before. Dom, and she was actually an Ability First client. She was twelve and she was with the Claremont. They were going to move her to my house as one of my first foster kids, and I met her through Ability First. I had her picture; I had all the information on her. She was a foster-to-adopt.
Speaker 1 00:17:35
And I randomly met her visiting the Claremont site. And she doesn't know the kid doesn't know, but I did tell Sean and Sergio because they knew, and I said, look, This is why you guys are important to me because of what you are doing in these kids' lives. Because it's near and dear to my heart. So, you guys are never going to be an afterthought to me because I am way too committed in what you are doing. And the same thing with Sharp because they're doing similar stuff with foster care. So. Which I didn't tell them that part about sharp, But I told Sharp that they're just as important as well, because their mission is near and dear. So my only goal is to see them succeed because if they succeed, then they get to help more kids, which is something important to me.
Speaker 2 00:18:18
Yeah. Yeah. That's awesome.
Speaker 1 00:18:22
Yeah yeah So it is going well there and I am super happy, Um, with the direction that Michonne gave me today, because I was like," Look, I need access so I can take the next steps," and so I got the access. And now I can start putting other things in place. It's not even going to hit their budget. Which makes me excited. Um, can I pivot on another conversation? Yeah, am.
Speaker 2 00:18:55
Multitasking because am still working on this project.
Speaker 1 00:18:59
No worries. You can multitask all you need to. I understand. There are a few people who are stressed, and I did promise I would not give up names. They came to Olivia. You're not supposed to know that.
Speaker 2 00:19:18
I already know it, she was crying. She was crying in our meeting this morning, yes, said Are you okay? And she said that Ansorg said something last week. He, adamantly says that's absolutely not true. Uh. I don't know, so it is, it is what is. I said well, Do you want to talk to her because she believes that what you said is what you said and you say that you didn't say it, and he said, well, I'll I'll catch up with her tomorrow. So good. I don't know anyway. That's what is but she she's I know that the help desk.
Speaker 2 00:19:58
Is a little bit overwhelmed, but she's got. I'll tell you, you know what Chris, if she listens to you, maybe you can give her this guidance. Okay. Because there is a there is a frustration point that I do have a little bit. She she tells me when we're completely overwhelmed how overwhelmed everybody is, but she still goes home at four o'clock every day. And when I say goes home, she logs out and I see her offline now, Every other manager, if they have a way ton of work, they put in a little extra time to catch up with stuff. Especially, I don't see her do that. And I've suggested before that she might need to do that once in a while. And if she's that overwhelmed and they have that much extra work, Maybe she should put in a little bit of extra time to try to get caught up and do some stuff that needs some extra focus.
Speaker 2 00:20:52
And I am getting tired of just sort of suggesting it, And I don't want to mandate it and tell her you need to do this, but as a manager, She needs to give it some consideration and just do it when it needs to be done. Right? And that's something that I don't know. Sometimes you stay an extra hour or two and you leave, and you feel like hey, you know what? I got some stuff done today that yeah. I feel better about, and then it takes some of the stress off. You and I both know this, right? We've been around long enough to know that when your plate is overflowing, Sometimes a day or two working a little extra. And having that focus time when there aren't a hundred phone calls and meetings coming at you from every direction, you get some of the busy work out of the way. And the next day you feel like, "Hey, I got to breathe it a little bit," right? Yes. And I am not seeing that out of her. Yeah.
Speaker 2 00:21:50
That's, that's an example of something that she could do for herself that would take some of the stress away from her. So, anyway, I know I am not saying it's all her ;. We got to do. We got to do some things to fix. You know, some of the challenges that are not going to fix themselves either, right so, I've suggested several times that she take Matthew and make him a lead on the team because she's got leaders that are not being leaders and she needs to fix that. Yes, and I've told her that for several months now, and she's not making the changes. And, she needs to make those changes because Becker is not stepping up and being a leader for her, Charles.
Speaker 2 00:22:44
Can be sometimes, but he's also a project guy. And when he's got projects on his plate, he doesn't have the time to be a leader. And if those are the two people she's counting on, that's pretty slim, you know. And, that's not going to work for her. And Now george George can be for the stuff that he's got, but you know that's what he's got. And she needs to fix that. Because that needs to be fixed, and until she does, she's going to have issues. So, and I am not trying to say that it's all Olivia's fault, But she also has to take action the stuff that I am telling her to take action because we need to fix these things or they're not going to get better. Yes, And if we're growing, if we're growing those leaders need to be leaders and they're not.
Speaker 1 00:23:44
Yeah, um, if you are okay with it and she doesn't have to know. Well, first she not know this. A couple times over the years I've sat down with either her or Cheryl, And this was when I wasn't overwhelmed and feeling like I was uh on a roller coaster with Anzor. Um, We were able to plan things out and and be able to put the right people in the right places and switch them around. Um, If you are good with it, I don't mind sitting down with her again and just showing her how I handled that type of issues. And what I had to change.
Speaker 2 00:24:22
Totally fine with it, Chris. Anything that you want to do to help mentor her and provide guidance and tell her how it needs to be? i've been I've been actually, I think she she likes the stuff am telling her, but I think she's being, A little hesitant, and she was very emotional today. For probably several reasons, one. She's. Um. She's sympathetic to her team, or she's empathetic to her team to a fault, right? And the the problem is. She's she's taking their.
Speaker 2 00:25:10
Word for the fact that they're overworked, But at the same time, she's not trying to support and figure out a way to handle it. She's breaking down, and that's not going to help. No, right? We got to figure out. We got to figure out a way to get through this, because this weekend is going to be worse. Right, I mean, We got the Philippine crew that's going to be gone for like three or four days, and we got a bunch of people on vacation. And it's going to be worse before it gets better. And that was what it was going to be like during all those onboardings. And, we actually shined like a bright star once she stood up and decided we could do it, and we did a great job. But you know, she can't break down because she almost broke down before we did that too. And I propped her up and she was.
Speaker 2 00:26:06
She did a great job then, but she's got to not keep breaking down before she stands up, right? So I am kind of i went to bat. I told her this today, and it really made her feel better. I think I told her I went to bat for us yesterday for jams and in a very diplomatic way, everything that they were kind of pointing at crimson yesterday or on Monday. I we had our meeting with them yesterday, and I placed it all right in their lap. And, they realized it was well all, but one thing was all of the all theirs and or all the all of the callers. And everything that they were were trying to point at Crimson was you know, all but one thing was not us. And I and I was very diplomatic in the meetings and basically saying.
Speaker 2 00:26:59
So, here is what happened. I was reading the notes from the ticket, and I was saying this and I was saying that. And I said, "You know, here is what happened." And I said so in this particular situation, what do you think we should have done differently? That's how I said it. And everybody was kind of smiling, because the stuff I was reading to them was exactly what we should have done. In fact, we went above and beyond and they knew it. And they had no comments on what we could have done differently. In fact They were kind of shocked that we did as much as we did, right? That's that's how this thing went. And I was so happy I could do that because it was like, you know, it makes you feel so good to be able to just. It does. You sort of you are sort of making them eat their words in a way. And and it's kind of like they're coming into this thinking.
Speaker 2 00:27:50
They're gonna complain about three escalations, and there was only one that really had any weight. And, it was the super minor one that had really nothing to do with much. But, but long story short, I told her what I did. I talked to our guides for thirty minutes before the call. I got all the data, I got all the facts. I went into this meeting well prepared, and i basically, you know, kind of just handled it. And and supported crimson, and we and we came out shining right. And it was, and I was going into this initially thinking we're going to get hammered here. And it was the opposite. So, she was really happy that that happened. And I think that made her feel a lot better when we met today. But I think that was weighing on her too, But that she was thinking we were getting slammed yesterday while she was out also. So that was, I am sure a contributor to the stress that she was having today as well. But.
Speaker 2 00:28:46
I mean, I don't know, but back to what you were saying. Yes, if you can do things to mentor her, but I do want to see her also do a little bit extra. Right? Don't tell me how overwhelmed and busy everybody is, and then leave at four o'clock every day, because that doesn't show me that you are doing anything extra to help. Yes, Especially when I am here at six thirty five working on a project when you know, you know, I don't know, yeah. So.
Speaker 1 00:29:15
Um, so that brings me to the next question statement. One of those where I am probably going to if you say no, I am probably going to still do it behind your back type thing. Um, I sent you over a message from Thread. I don't recall if you answered it or not, but for twenty more dollars a month we go to the premium AI version. Um, I would like to see what we can do with Thread. To help alleviate some of the pain points, And we had dialed back on a lot of the thread items originally because people were complaining about the notifications. But, then we found that a lot of the notifications that were hitting was due to some misconfigurations on ConnectWise, And we never went back to see what Thread could offer us that would make the lives of the teams a lot easier. I want to spend a little bit of time working.
Speaker 1 00:30:13
In thread to see if there is a way we could do that and try to alleviate some of the pressure from the help desk.
Speaker 2 00:30:23
Um, is that going to conflict with anything that we're doing? That Anzor's working on or anything because. If it is, he's going to push back, and I don't want to hear so.
Speaker 1 00:30:37
So eventually he'll get to it, but. This is one of those things that when he does, That's when we want to turn off thread because eventually he's going to want to get rid of thread. But I haven't heard him working on anything with Steve Austin in the last three weeks. We still have smart dispatch going because he's not there yet on making that change. So I think he's backed off a little bit on AI.
Speaker 1 00:31:10
Unless I unless he's just not looping me in on it.
Speaker 2 00:31:16
Okay. Um,
Speaker 1 00:31:18
Cause he he did he did get upset with me over that report.
Speaker 2 00:31:21
He asked, When did you send me this? So I can take a look at it.
Speaker 1 00:31:25
This morning probably between seven forty five and eight fifteen.
Speaker 2 00:31:36
Okay, let me let me look for that and maybe we can chat tomorrow.
Speaker 1 00:31:40
Okay, cool. Um, I did want to bring up: is did you and Anzar have a conversation? And Anzar start backing off from me.
Speaker 2 00:31:52
Uh. Let's see. Did we have a conversation about that in particular? I don't think so. I don't think it was. I don't think there was anything in particular about that. Okay, uh.
Speaker 2 00:32:10
I know he's like, you know, he's super into Claude and coding and stuff now. So he's I think what he wants to do is, you know, Totally focus on the whole, you know, auto dispatch and all that kind of stuff. So I think as long as he's got full reign of that, then the other stuff probably doesn't matter too much. So well,
Speaker 1 00:32:36
He hasn't brought me into any of it. Recently, and he still has smart dispatch on our side going. So he hasn't taken it down, But ever since he asked for that report and I thought I had gotten him the right stuff and I misunderstood, he's been not asking me to do anything lately. Which is weird. So I was worried I might have upset him.
Speaker 2 00:33:01
Okay, um. No, I don't. I don't think so. I mean, i don't I think he's just been. I think he's been busy. I mean, I think he was, you know, doing some operational stuff while I was out. So maybe that was it.
Speaker 1 00:33:22
Maybe. I mean, he just gave me the mashon feedback today. Okay so So I don't know i just was like made. I was I was kind of worried. And maybe this is just me overthinking it that. He had gotten upset with me when he had asked for that report for, I guess, Foothill. And then I butchered it. I thought I was, I was going off what he said, and I misunderstood and got him the wrong thing.
Speaker 2 00:33:50
I have i i haven't heard a thing about that. I don't think that's, okay. doubt that That's even on his mind, to be honest.
Speaker 1 00:33:59
Yeah cause after.
Speaker 2 00:34:01
I haven't heard him say, I haven't heard him say a thing about that. So I seriously doubt that okay, That's.
Speaker 1 00:34:11
Um. Cause he he has not reached out to me at all in three weeks, which is. In the four and a half years I've worked for him, has never happened. So it's just kind of thrown me for a loop because I am like, did I piss him off? Well,
Speaker 2 00:34:24
Well, I think well, I'll be candid with Chris. He's he's got a lot going on with. I mean he's doing and and i i. I think it's been a while since he's had to do this but he's, He's personally doing a lot of the communication and coordination for some of the stuff that's going on with Maverick. So, I don't know if you know, But with Maverick originally, were supposed to and Foothill. So with maverick, were originally supposed to do a full IT infrastructure security assessment. You know that right? So, that was that was the original scope of work. So somehow last week that.
Speaker 2 00:35:05
Changed to a full domain migration off of their their the domain that they have and on to a separate domain by the end of this month, and they have over a thousand users. Oh, damn! And all this is supposed to happen within two weeks. And that is a that's a three to six month project, right? To pull that off in two weeks is almost unheard of. and, But apparently, There was some contractual agreement that said they were supposed to be off of this domain by May thirty first So, Monsor got roped into that and was trying to spearhead, trying to get us figure to figure out how to do that. And that started last week when I was on vacation. So we've been scrambling to try to get everybody together, put together a plan on how to make that happen. What's it going take?
Speaker 2 00:36:02
You know, so we had to pull in a meal and Jason and and um, second project planning. And Anton is up to his eyeballs in stuff. You know it's it's a it's a ton of stuff. But Onzor himself as an engineer is also trying to you know, coordinate figuring out what is it going to take to do this because he's you know, he probably more than anybody besides the meal and maybe Anton. Knows what needs to happen to pull this thing off. So, between that and then he's also doing the personal interview stuff with Foothill, and just the normal day- to- day stuff. I think he's just got a shit ton of stuff going on, and just probably has little to no time to think about football. Okay,
Speaker 1 00:36:54
Good because usually he calls me to do a lot of his footwork stuff, and I am like," He doesn't." Called me in three weeks. Did I piss him off? So, I am usually his go to after hours.
Speaker 2 00:37:08
Yeah, I think it's just that he needs everybody to pull down the fort. While we try to get these project things done. And what I am working on today with said, and the web team is we're trying to get an extension to July sixth for the domain migration instead of May thirtieth. First, But they want to know what can you deliver by May thirty first So. We're tweaking our project plan to try to say we can give you this, but we still need all this other stuff to be done. And, we got to have a project plan that shows that by the end of business today, which is an hour ago. Oh no! So we're trying. yeah so we're trying. I think I mean, we basically have it done. We sent it to Hanser, but now he's asking questions. So I think we're pretty much done. But.
Speaker 2 00:37:60
So anyway. So that's that's that's what I want. But but that's what, you know, until this thing settles, I don't think he's gonna have a whole ton of time to do much more than just this. Yeah,
Speaker 1 00:38:18
No, I just I was worried, but I didn't know all of that, so that makes perfect sense because I am like he usually calls me at least once a week on. An iron gate thing, and hasn't called me. So, I was worried. So. Okay, good. Then I won't worry about it. Uh, I did tell him last week I had an idea for C boss, But I'd like it, if he would let me build it and then show it to him. And he said okay. So that's his way of agreeing. Okay. So but that's a that's a next week issue. Okay so But yeah.
Speaker 1 00:38:58
Alright, cool. I'm gonna leave you alone because the entire time we've talking been talking, I've gone from South Pasadena almost into Lynwood. Okay. Which is amazing. Um So I'm about 15 minutes from my house. Okay So I'm gonna, I've got a lot of work that I got to get done tonight. Um, I have a few things. I want to do for ComYap, and then i'm going to be logging off. I just was forced to leave ability first because I don't have stuff. Oh, I am here.
Speaker 2 00:39:32
Okay, okay. Here is another suggestion that I just sent to Olivia. This is what I wanted to uh, I want her to think on feet a little bit right? So, I got an escalation from Marcelo. Do you know who Marcelo is with Hannah?
Speaker 1 00:39:46
Yes, I think you do. Yes,
Speaker 2 00:39:47
So he sent me this email this morning.:" J ohn is on vacation this week and now nothing's getting done." Right? This just a bullshit email. And you know, he sent a thing last night at four forty seven saying, "I need access to this email box." Well, we didn't have it done by ten a m. this morning, so that's his email. And so I said, "Well let me look into it," and it was already being worked on. But yeah, it probably could have been assigned a little earlier this morning. But it's not like it got lost in the line right? So anyway, long story short, we had it done before noon, but probably could have been assigned earlier, probably could have been done earlier anyway.
Speaker 2 00:40:26
So, I just sent Olivia a note and I said, " W hy, don't you have Ryan go sit at John's desk at Hannah a couple of days this week and be present there and do some work there?" Ryan ain't that busy; he sits in San Diego. Have him be visible and present. He can do some of the balance work. Yes, You know, that's the kind of stuff we should. We should be thinking right like they want to have a body there. Go send Ryan over there, even if Ryan's not as good; we all know that. But you know, he's visible, he's present, And they can say that there is somebody else there and get him off our back. That's the kind of stuff to just think in those terms. So that's the kind of stuff if you talk to Olivia, she needs to get out of the mindset of "this person does this," you know? Be flexible, do things differently to get things done right. Whatever okay I am done. No, you are good i.
Speaker 2 00:41:26
I am. Drive carefully, drive carefully and be safe out there.
Speaker 1 00:41:30
I will. I'm like now I'm ten minutes from home, so I will. Alright, thanks babe. Okay, bye- bye.
08-06 Weekly Meeting: Onboarding, Project Status, and Policy Updates
> Date: 2026-08-06
> Location: [Insert Location]
> Participants: [Olivia] [Speaker 2] [Speaker 3]
## Meeting Notes
### Onboarding Process for Robert and Gaston
- Robert and Gaston were onboarded as standard employees without vacation time carryover.
- Initially, they were not given new laptops. Gaston received his own, while Robert is using a laptop provided by Dr. Barbara.
- They were set up with Microsoft 365 and ConnectWise accounts, but not SCHARP.
### "Copilot Team" Clarification
- Mike was told to send questions to a “Copilot team.”
- This was a misunderstanding. The instruction was to include “Copilot” in the email subject line so messages are routed to the entire team for assistance.
- The goal is to route questions from individuals like John or Juan more effectively.
### Westwood Project Status
- Olivia noted that Westwood—specifically COO Lauren—is becoming anxious about the cloud deployment project.
- Speaker 2 stated they have been in constant communication with Brett and have responded to all his questions within hours.
- The project involves deploying a “Claude” application, targeted to be online by August 7, 2026, though there are issues with Microsoft code.
- Lauren did not have Claude installed despite being licensed. The application was pushed to users’ computers.
- A communication gap exists, with Brett asking questions to both George and Speaker 2.
### Westwood AI Projects and Task Delegation
- There are three simultaneous AI projects for Westwood: Claude, an inbox app, and a Base Forty-Four app.
- Brett requested the inbox app be prioritized. It is a large coding project on which Speaker 2 has spent over 300 hours.
- Due to the inbox app’s priority, the Claude project was deprioritized.
- George can assist with the Claude project, specifically configuring SSO and integrations.
- Olivia will instruct George to work with John on these tasks and provide updates.
- Speaker 2 plans to involve John more in AI projects to provide assistance.
### New Password Reset Policy
- Olivia proposed a new password reset policy for Ability First and SCHARP.
- The policy requires users to confirm identity via MFA by phone number (for US/Canada) or a six-digit code (for international).
- Speaker 2 confirmed they have all phone numbers for Ability First staff, who are all based in LA County.
- Speaker 2 will notify Ability First staff about the new policy.
- Olivia will send the SOP and instructions to Speaker 2 via Teams.
### Ability First Inventory Tracker V2
- Speaker 2 is planning Version 2 of the Ability First inventory tracker, including automated onboarding.
- This project will also be rolled out to SCHARP.
- A meeting will be planned with Robert, Gaston, Vana, Olivia, Charl Becker, and possibly John.
- Speaker 2 noted that a manual inventory process was previously decided during an L10 meeting they missed.
## Next Arrangements
- [ ] Olivia to instruct George to work with John on the Claude project’s SSO and integrations, and provide status updates.
- [ ] Olivia to send the password reset policy SOP and instructions to Speaker 2 via Teams.
- [ ] Speaker 2 to download phone numbers from Verizon and verify Ability First staff contact completeness.
- [ ] Speaker 2 to notify Ability First staff about the new password policy and implementation timeline.
- [ ] Speaker 2 to schedule a meeting to discuss the Inventory Tracker V2 with Robert, Gaston, Vana, Olivia, Charl Becker, and possibly John.
## AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. There is a communication disconnect regarding the Westwood projects. Brett is communicating with both George and Speaker 2, causing confusion and conflicting priorities between the Claude deployment and the inbox app.
> 2. The Claude project for Westwood has stalled. Although it was identified that George can help with SSO and integrations, the overall responsibility and timeline for resolving the remaining issues are not fully clarified.
> 3. The decision-making process for inventory management appears fragmented. Speaker 2 is developing an automated inventory tracker, while a separate decision was made in an L10 meeting to use a manual paper-based system. This indicates a lack of alignment on strategic initiatives.
Aug 6, 2026
Speaker 1 00:00:01
Hi. Ooh. Hi. Good afternoon. Good afternoon. How are you doing on this fine day? Technically, it's eleven fifty seven I was like, Ooh Yeah I'm almost ready for my second cup. I'm not gonna lie I'm like. I haven't been able to drink it. Like, anyways. So how's everything going? A lung infection is it serious?
Speaker 2 00:00:38
No, it's it's a tiny one. It was caught early, but because she's pregnant, she can't take any any like antibiotics or something.
Speaker 3 00:00:47
Yeah so.
Speaker 1 00:00:51
Yeah But he but the baby boy is big He's heavy Yeah.
Speaker 2 00:00:59
She's due in October.
Speaker 1 00:01:02
Oh my gosh, okay, so that's really close. Actually, I didn't realize. Yeah,
Speaker 2 00:01:09
That's why we were being very very cautious.
Speaker 1 00:01:13
Yeah, Aw yeah That's so exciting though Yes yes, I love that Um, how are you doing by the way.
Speaker 3 00:01:26
Tired but good. Oh, good. Yeah.
Speaker 1 00:01:30
Okay, cool. Good, good. Um, okay, so I called you. I've got like a list of things I need to talk to you about. I've been collecting it all. I'll start with the easy ones first. Okay? All right. Okay, how did we onboard Robert and Gaston on their first day? Just 365 accounts.
Speaker 2 00:01:56
Um, so we did not give them a computer. We put them in the group at first until we could figure out what we were going to do with laptops. We gave Gaston his own laptop. Robert is using used his laptop for now. He's actually um Doctor Barbara had given Robert the laptop he was using as a going away present pretty much, so okay, so he he logs into Crimson using his, Laptop, And then I think he uses RMM to log into the laptop and works from it that way on his desktop. Oh, or something interesting. Yes, I don't know. Uh, but okay. Um, And then for them, we onboarded them like we would a standard employee ,, their vacation and stuff did not carry over. Um, So they start all new with uh the vacation policy, like a standard employee would. And then uh.
Speaker 2 00:02:54
They. Uh, we did all of their accounts like we did a normal. Hi, hello.
Speaker 1 00:03:02
So we did like their connect wise as well. Yes. Even though we didn't put them on there quite yet, we didn't put SCHARP on.
Speaker 2 00:03:09
Correct. Oh.
Speaker 1 00:03:10
Oh oh oh oh Hello Every time I talk to you Chris, I am like I need a cat. Like.
Speaker 2 00:03:18
He is he is getting very large, but he's very skinny cause he don't like to eat. And he he's got very big balls, um, cause he just stuck him in my face. He's very, he's very needy today. So okay, I am going to show you something, But do not judge the state of my bedroom because it's been a busy summer since everything happened. Um. So here is Bree has her throne. And then there is the Eefa.
Speaker 2 00:03:55
Oh my gosh. Bree, say hi to Olivia. Can you say hi to Olivia? Or you just don't care?
Speaker 1 00:04:04
She just doesn't care. She's like, hey, that's my son.
Speaker 2 00:04:08
Yeah, Moose will lay in that window and sun himself and Oh Eefa's happy because I just pulled it back, and there is a little ball on the throw.
Speaker 1 00:04:19
Bree looks so over it her like she is She's over it.
Speaker 1 00:04:26
Oh yeah, and I see moose in the. In the window. In the window, yeah.
Speaker 2 00:04:31
Yeah, that's his favorite place to sit while I'm working. So and then ignore my bed because there's a stool here or there's along the kitchen. Uh the dining room table has had a stool that comes with it. And then four chairs like a bench. Yes, a bench. And I put the bench at the end of my bed so that we could, yeah, oh, yeah,
Speaker 1 00:04:51
Nice, yeah. And all those cats of yours Chris Yeah.
Speaker 2 00:04:56
Do you remember my reading chair in the office?
Speaker 1 00:04:58
Oh yeah, you got it at home here.
Speaker 2 00:05:00
Yeah, but the cats have scratched it up, so I have a cover that's going over it. Um for now and then I saw this a really cool little cover with butterflies on it that matches my room.
Speaker 1 00:05:12
Oh nice. Yeah One of these days I want to actually meet your cats. I want to I want to come and see them.
Speaker 2 00:05:20
Next time you're in LA. Uh You should come over.
Speaker 1 00:05:24
I would love to. I just like, I need some cat love in my life.
Speaker 2 00:05:29
Yes, you can meet my girls too.
Speaker 1 00:05:32
Oh yes, yes exactly. I would love to.
Speaker 2 00:05:35
Dude, my printer is on her chair. All twelve pounds of you does not need to be on that printer. What little mighty? You're gonna break it!
Speaker 2 00:05:52
You're gonna break that. You can't sit there. Dominic, come get your son. It's almost like just catching strays. Oh, and there's a bed in front of my monitor, and Eefa just took it over. It's very fuzzy. Um I had to put that there, because if not, they sit on my keyboard. Oh why do cats like to do that? I feel like that's a I don't know, but I have the bed here. So she. She won't walk on my keys. Yeah, Cause one day I sent, uh uh Robert and Gaston, a page full of just L's. In the bathroom,
Speaker 1 00:06:34
Feel like that was not me. I swear. Yeah,
Speaker 2 00:06:37
They knew.
Speaker 1 00:06:39
Okay, cool so That answered my first question. Second question: Mike called me the other day and said that he got off a call with. Juan Carlo from Alere, does that sound familiar? John Carlo. Juan Carlo, John Carlo, yeah, yeah, yeah. And said that to send questions to the copilot team or something. Who's our copilot team? He said you told him to send questions to our copilot team. So I am just wondering who.
Speaker 2 00:07:17
Yeah so, Show you the PowerPoint presentation because I am going to have the same conversation again today. Okay, sorry to make you repeat yourself. It's not a Copilot team. Um, all right, let me share my screen. Actually, I am just going to share PowerPoint. Um, I asked them to put in the subject line "Copilot" so that.
Speaker 2 00:07:47
Oh, to send it to the team with Copilot. Ah, okay. Have Mike and bring because he's not attended any of these meetings. Well,
Speaker 1 00:08:01
Let me just take a screenshot. I have to call him later, So I'll just tell him as I got other things for you that isn't necessarily Mike related. What are you doing? So much sense, Chris because I was like who's our pilot team? Mike's like Mike asked me and I was like, I don't know. Yeah,
Speaker 2 00:08:18
It's the entire team. But yeah, yeah, it'll help. It'll help Sue like you know John or Juan or some of the guys that have been. It helps you guys route it.
Speaker 1 00:08:30
Yeah, yeah for sure. So okay, that makes total sense. Thank you thank you. Okay next question The Westwood project. So. I think Westwood's getting a little bit antsy on that project. Which one do you want the cloud deployment one? If.
Speaker 2 00:08:56
Brett's getting antsy, he hasn't told me. Yeah, I think he's Brett's been in constant communication with me. Oh really? Yeah, Yeah, because there is only one project and it's a deployment of an application that I am doing. That he's antsy about. And it's the Claude one, right? No, or not that one. It is. I haven't Claude. We should have.
Speaker 3 00:09:29
It online tomorrow. Microsoft is being a little iffy with some of my code.
Speaker 2 00:09:54
Okay, I am gonna BCC on you on this email. Okay, Cause this is the only cause I've responded to all his questions within hours of him, sending it.
Speaker 1 00:10:05
See that I don't understand. Like, the only thing that cause George mentioned that that there was like Lauren, who was the COO that she didn't have.
Speaker 1 00:10:17
Um, Claude install or something, but she was a licensed she was a licensed member. Something along those lines, and I am most of these things. Chris, I am playing messenger. So they're probably like half correct. You know,
Speaker 2 00:10:34
Are you in chat with that?
Speaker 1 00:10:37
No, I am not. But, That's why I don't know any of the details, but I'm wondering, Do you need help Do you want George to like Do you want me to have George, just like Can he help in any way Yeah,
Speaker 2 00:10:52
He knows. Okay. I'm adding you to the chat because this came on Tuesday. Uh, Because I pushed it from the desk, uh pushed it from RMM and George asked me about it, and he goes, okay, I'll check how that works. Thanks. And I said if you need me to show you let me know.
Speaker 2 00:11:11
Never responded. Okay, yeah. So, I haven't received any messages about Claude uh, the Claude engagement because we had rolled it out to everyone that needed it and I pushed it to the users' computers. So did.
Speaker 1 00:11:26
You let them know that that they that we pushed it? Yes. Okay, cause okay, okay noted noted okay then I'll tell George.
Speaker 3 00:11:38
Yeah to.
Speaker 1 00:11:41
Assist in any way that he can with you, cause I know that you're busy. So, yeah. Yeah, I don't know if there's something that George can do. Is he complaining? No brett Brett is.
Speaker 2 00:11:57
Who's he complaining to?
Speaker 1 00:11:59
He's I mean he's he told like George this, but it's not even necessarily Brett either. It's like.
Speaker 1 00:12:09
It's like Lauren to the COO, you know. Okay, she's kind of. You know.
Speaker 2 00:12:19
Because I asked him and he didn't give me any feedback yet. George or Brett? George. Oh okay, so that's why I decided to go to the chat.
Speaker 1 00:12:33
Okay yeah, Because I think too, is like Brett is going to George with some questions, and then he's coming to you with some questions too, so like there is just like. I don't know, I think yeah. You know a little bit of confusion there.
Speaker 2 00:12:50
Yeah. And that's that's the issue. The main questions that they're asking right now is for the Westwood AI app that Brett is asking for, and I've spent over three hundred hours on this app not for them. Because it was my app that they wanted yesterday, and it's something I built for Adopto IT. And because they did not, they were fighting back on the amount of hours. I was like, you know what? I am just going to carbon copy the app and push it up. But it is not something you can do in less than a week, and that's what.
Speaker 1 00:13:21
Oh yes, I see, okay, yeah okay okay okay,
Speaker 2 00:13:28
Cause it's so whole big coding project. Yeah.
Speaker 1 00:13:32
Which is going to take a long time.
Speaker 2 00:13:34
Yeah, he asks me every day where we are at with this. I am like, it is going to be this week. Okay, Because that's what I should.
Speaker 1 00:13:43
I so I guess, how do you want me to do this? Because, do you want me to just tell George like every time that he gets a message like from Brett, just to kind of check in with you first if it's like regarding Claude? Yeah, okay.
Speaker 2 00:14:00
Yeah, Cause this is the last information I got from George about Claude.
Speaker 1 00:14:05
Okay, okay. And then George mentioned too, Like he is totally willing to help, and he will help with whatever you need him to do. He just you tell him that you need help. You know what I mean? Yeah, and I know that you don't often tell people that you need help. So I just wanna say it because yeah, You know, I mean, you know George.
Speaker 2 00:14:27
Yeah, but the Claude issue. I don't know that there is an issue if people aren't telling me.
Speaker 1 00:14:32
Yeah, yeah, exactly, exactly. Okay, So I'llum I'll just have him like.
Speaker 2 00:14:38
There is that There is go ahead AI projects going on at the same time. Three There is three AI projects going on at the same time for Westwood. There is Claude Oh t. Here is this inbox app? And then there is a base forty four app to be programmed. Oh Oh my god okay and Oh so, George can't help me with two of out of those three. Yeah, but he can help you with the.
Speaker 1 00:15:02
Claude one at least right.
Speaker 2 00:15:04
But there's no there's I I haven't had any feedback on Claude. So I haven't worried about it.
Speaker 1 00:15:09
Uh okay, Yeah, because I think like George mentioned that like something that they said was like SSO is not configured yet. Um and.
Speaker 1 00:15:26
Like he doesn't think the integrations are configured yet. Can he can I have him work on that?
Speaker 2 00:15:30
Work with John. Have him work with John.
Speaker 1 00:15:33
Okay, so okay okay.
Speaker 2 00:15:37
Because I had to put that one on the side, I got the people added that need to be added, But I had to put it on the side because Brett was very much fussing for this inbox app to go first.
Speaker 1 00:15:48
Okay okay, I see.
Speaker 2 00:15:50
Yeah, so take take that part on. Um, it's just I hadn't had any feedback. Unless George was telling him things that I did not know. He was telling him what we were going to do.
Speaker 1 00:16:03
I don't think so, but I don't, I don't know because George, What he's been telling me is he's been saying like, hey, this is you know Christi's leading this project. I don't know as much, but I'll help you any way that I can kind of thing, you know. Hmm. So he's been saying that you are the lead, right? And he's just assisting as needed. Yeah. Um, okay. So let me tell him to work work on those. Yeah then Okay cool, and then I'll just have him I am gonna have him update you. Yeah with what's done and what gets completed,
Speaker 2 00:16:43
And the other thing is, we told the team last week or the week before AI projects are going in order that I received them. And George even knew that I was not ready to take on this project and pushed it ahead. But a leader goes first.
Speaker 1 00:17:02
Yeah, well, And I don't think that he realizes that Brett requested the inbox one to be the priority. I don't think he knows that portion of the thing either. And I told George, George isn't attacking you at all. Like I told George too that yeah, You're super busy too, and that you know, that's why we were saying he was like, if she needs help, like I'm totally willing to help. It just. You know. He needs he doesn't want to step on your toes.
Speaker 2 00:17:32
He's the least worried. He's always been worried about stepping on my toes ever since the day that I turned down his eight week vacation request. This was way before you joined Eight weeks? That's such a George thing though, I like him an earful that week, and he's always been afraid of stepping on my toes since then. Oh my gosh, okay, it was funny. I like it. I don't think he's stepping on my toes. Okay, good. But if he is,
Speaker 1 00:18:01
Let me know so I can tell George to kind of back off, you know?
Speaker 2 00:18:05
Yeah, And I don't mind smacking him first before, you know, running to you because yeah I have a good relationship with George. Yeah Who else is going to tease him about being old?
Speaker 1 00:18:17
You'd be surprised how many people on the help desk tell them that. Yeah, uh, okay, cool.
Speaker 2 00:18:25
Yeah. Also, I've been getting questions about uh Empower Impact Impact. Yeah, since uh Pete reminded everybody yesterday, so uh, nothing bad, it was just questions about it. So I've been, oh, okay. Yeah,
Speaker 1 00:18:41
I've been trying to. I still need to follow up again with Anzor. He never responded to me about trying to get that integration connected, you know, the Microsoft Learn. Cause yeah, that's a it's a whole nother problem too.
Speaker 2 00:18:55
Dude, stop yelling at me. Um okay, I canceled my weird meeting.
Speaker 1 00:19:06
Oh yeah go for it go for it Sorry um.
Speaker 2 00:19:10
I want to pull John more and more into AI stuff, so that I have help, But I am trying to also be cognizant ofum of his time, because I know, we all i know you guys are like massively understaffed.
Speaker 1 00:19:28
Well, we're actually okay right now. We're under we have made it through summer, so we are under three hundred tickets, which is fantastic. That's including SCHARP Two, which is crazy. Um, but then did I tell you that? So we are moving. John's just going to be taking like L3 tickets for Hannah. Like L2 and L1 tickets should be going to other people on the board because we made John an L4. Okay, and we made Matt an L4 and Charles and Emil an L4. All of four of those, so we have no L3s at the moment, which doesn't mean much, but that's essentially like where we're at.
Speaker 1 00:20:09
Um, anyway, so so yeah, pull John in. Um. Because we pay him a lot of money at the moment. So.
Speaker 2 00:20:19
Gotcha. So definitely I will be pulling him in because I need help. Yeah um. Yeah,
Speaker 1 00:20:27
Okay, yeah, that sounds good and he's a very helpful person.
Speaker 2 00:20:33
Yeah, and he can handle me. So yeah,
Speaker 1 00:20:37
Yeah. Um.
Speaker 1 00:20:40
Okay, cool. And my last thing I have for you is so like early this year / like late last year, I started talking about like password reset policies where we're gonna if somebody calls in and requests a password reset, They essentially just need to confirm their identity by our own MFA. Type of you know, you you rolled this out with Roost. Yeah. But we're doing the same exact thing except, We're just gonna send like we're collecting phone numbers, and thenum putting it in into ConnectWise. Or if they're out of the US / Canada, we'll connect collect like a six digit code. Yeah. I wanted to get your opinion on doing this for Ability First and Sharp. Yes. Under one condition.
Speaker 2 00:21:36
I'm listening You guys use that?
Speaker 3 00:21:41
Um okay. So for the,
Speaker 1 00:21:51
Just a little self promotion here.
Speaker 2 00:21:54
Yes, um,
Speaker 1 00:21:56
Yeah. Okay, um.
Speaker 1 00:22:01
So should I reach out to Christi, because like I am trying to collect phone numbers. I have phone numbers. Phone numbers. You have everyone's phone numbers? Yeah,
Speaker 2 00:22:10
I just need to log into Verizon and get them all downloaded for you.
Speaker 1 00:22:13
Oh yeah, and they can receive text messages? Yeah, yeah, yeah, yeah, yeah, Yeah And, then like we can I would love to actually meet with Christi next time, because I've never actually met her, or never even had like a call with her or anything you know? Yeah, Christi, and then maybe we like send a notification. Maybe I don't know. However, Rashawn wants to do it or you want to do it like to send a notification out on this new password policy.
Speaker 2 00:22:46
Um, I will do it because you know they anything coming from IT. Uh ability first staff expect to see Christi attached to it.
Speaker 1 00:22:56
Okay perfect.
Speaker 1 00:22:59
And all of ability first is um, they're all US based right. They don't have any like oversea employees.
Speaker 2 00:23:06
They're all LA based, LA county based.
Speaker 1 00:23:10
Okay, okay, cool. Yes. Okay, lovely. Okay. What do you need from me to make this happen?
Speaker 2 00:23:18
Nothing, just do.
Speaker 1 00:23:20
You want me to send you the SOP?
Speaker 2 00:23:23
Yeah, send me the instructions and SOP and things like that.
Speaker 3 00:23:31
Yeah. Okay. Perfect. Okay,
Speaker 2 00:23:44
Great. I'm working on a couple of projects for Ability First, and by extension, I'm going to roll it into SCHARP as well. Um, we can we plan a meeting? Pete does can or cannot be in it. It's up to him, but can we plan a meeting with Robert Gaston, Vana, you, Charl Becker and whomever else you think should be in it. I might roll up John in it. Does John have any interest in uh. In programming or coding?
Speaker 1 00:24:19
Yeah, I mean he he writes a lot of scripts and he likes so it's possible, Okay.
Speaker 1 00:24:28
Um, okay, for what? What are you trying to do?
Speaker 2 00:24:31
Well, So I am going to do V2 of the uh ability first inventory tracker. Oh yeah,
Speaker 1 00:24:43
You remember you wereum I yeah want to get it. Yeah, I want to get it much better, and we're going to put in automating the onboarding at the same time. Okay, did you, You weren't in this L10, which made me so mad. Not mad, but they were talking about inventory on Crimson side of things. You know? Yeah. And I was like, oh, Christi's already in the middle of working something. Like we should talk to Christi because Christi's like done put a lot of effort into like inventory on Ability First side. So anyways, they were like they vetoed my idea. They vetoed that they're like we're just going to put it on a like paper or whatever just have it all manual.
Speaker 1 00:25:24
I know where it's like okay.
Speaker 2 00:25:27
I really hate it when they do that, um.
Speaker 1 00:25:34
It doesn't help either that I like. It was so I don't know, I wish you were there because you could have actually explained it better than I explained it you know.
Speaker 2 00:25:44
Yeah, actually yeah, I was gonna try to look up the website, but I forgot the website name. Department of Ambitious Ground here we go.
Speaker 2 00:25:53
I was like, wait, where did they go? Okay. If you break my bottle of butter and dump it all out, I am going to go shove you in the bathroom with Angelique Fosch's period. Is.
Speaker 1 00:26:10
That a cat or is that Dom that you are talking to? It's a cat. Okay, good.
Speaker 2 00:26:17
So here is a finance view. Um it's it's a little slow because I haven't been in it today. So the SQL server is coming up. Um, But I am trying to get things in here. So uh, assets to reassign T14-. And then it'll pull up the search. The cat stepped on the lamp. Um, The SQL server is going to spin up because we're using the free version, and they can reassign. Oh, gotcha. No one ever uses it so.
Speaker 2 00:26:51
Um, But we have to do docking stations and monitors. Now because someone decided that she wanted to give out a monitor that she should not have been given out. Who Jessica Delgado?
Speaker 1 00:27:06
Oh, okay, okay, okay. I thought you were saying like a help desk person. No, I gotcha. I gotcha.
Speaker 2 00:27:14
Also, um we have uh, we're switching over to Android phones for a bunch of staff. Oh really. You did that,
Speaker 3 00:27:24
Not me. Hang on one second. Alexa, announce Dominic come here. Yes, Dominic's gonna come get you. Alexa announce. That's so funny.'Cause I don't know if she's in the kitchen,
Speaker 2 00:27:55
Her bedroom, or the bathroom.
Speaker 2 00:28:02
Take This thing and lock her in your room. Please tell Dominic I say hello. Oh, Olivia says hello'cause she can. Dominic says hi. She's waving at you, Dominicinic. Hello! Hi! She's trying to capture the kid. Oh. Yeah. Um. She gets out. She's a baby. Uh oh, She just ran under the bed with Moose Can. You go get her out from underneath the bed? She knocked off.
Speaker 2 00:28:45
She's the one who took out my light over there.
Speaker 1 00:28:49
Oh my god. Do you have any plants, Chris?
Speaker 2 00:28:53
Do I have any plants? Plants. Plants? No. They don't have any. No, Look uh, hang on where's my mouse They're all fake That's, my only link Oh. Wait, you can't see him Look at the top of my wardrobe Oh. Yeah yeah yeah. Yeah. They're they're.
Speaker 1 00:29:12
Fake See. That's my only thing that like is stopping me from getting a cat is I have so many plants. And they're like my little babies. I love them, so like, I am nervous about that.
Speaker 2 00:29:25
Yeah, there are some plants that are toxic to cats. Um, I cannot keep a succulent alive, so we don't have plants. The only thing orchid.
Speaker 1 00:29:36
But do they attack Do they attack your plants even like your fake ones?
Speaker 2 00:29:43
They haven't in a while. Uh, now we do keep fresh flowers.
Speaker 1 00:29:49
Oh, and that's okay.
Speaker 2 00:29:52
Yeah, like the the worst that they do is nibble on baby's breath.
Speaker 1 00:29:56
Oh okay. Okay gotcha. You need some love? Oh breathe She wants, so precious She wants,
Speaker 2 00:30:07
Chin scratches.
Speaker 3 00:30:08
A little tension Fair enough Okay I behaved a little long.
Speaker 1 00:30:16
I Love that. Um, okay, cool. I'm gonna send you over thoseum instructions and stuff. Do you want email or Teams? What do you want? Teams. Okay.
Speaker 2 00:30:34
And tell George to stop eating during meetings when you talk to him about helping out. You know that He.
Speaker 1 00:30:42
There's only so much I can do about George eating. Today in the EOS, it was really chaotic. I don't even know what was going on, but like a bunch of people were talking all at once, and then all Moritz is doing is just eating popcorn. I was like, where did you get this popcorn Like he's like literally just it's so funny. Anyways, I'll tell George.
Speaker 2 00:31:03
I'll tell George Okay Yeah okay Oh okay Thank you Chris, Per Scholas is a company that I that, or had me work with in the past. Um and then they liked working with me so much. They asked me. They've asked me a couple times to do. Uh, to talk at their graduation ceremonies. Um I set them up with Ability First because Ability First was looking for interns um, to do some data processing with like Salesforce and things like that.
Speaker 2 00:31:36
However, They had an intern that interviewed with Sean that Sean really liked and wanted that intern to help me out. So, they're getting the intern for two months free of charge.; her school is pays for everything. And the resume looked really good, So I pushed it over to Pete gave him a heads up: if he does really well, you might get another on site tech.
Speaker 1 00:32:01
Ooh! I love that. That's great news. Okay, oh my gosh, hopefully does well. Um, you know I don't really know quite yet. I think he's still like he hasn't he's just on the fence, you know? Yeah, At least, he's not using his phone during meetings that I can see at this moment.
Speaker 2 00:32:28
I think I think I scared him. Think.
Speaker 1 00:32:31
God, Chris. I was so stoked when you called him out, because I was like in the middle oftyping, and then you said you called him out, and I was like, Yes. Anyways, so yeah. Yeah okay okay cool.
Speaker 2 00:32:47
I'm gonna jump because I got i'm trying to push some stuff over and on me to get this pushed out this week.
Speaker 1 00:32:55
Okay sounds good. It sounds good. Let us know if you need anything. Thanks. Chris. Okay. Bye.
Send password reset policy SOP and instructions to Speaker 2 via TeamsAlign on inventory management strategy between automated Inventory Tracker V2 and manual process decided at L10 meetingInstruct George to work with John on Westwood Claude project SSO and integrations and provide status updates+5
✓
Crimson IT
covered by 890740 (0.87h, ticket 958058) - meeting opened 11:57 PDT, inside the logged 11:45-12:37 window. No new entry. 8/6 already at 11.34h.
04-21 Meeting: Automating RMM Billing via UBI, iOS Support Workflow, and Permissions/Support Tickets
## Meeting Information
> Date: 2026-04-21 20:28:30
> Location: [Insert Location]
> Participants: [Sergio] [Speaker 2] [Olivia] [April] [Speaker 5] [Speaker 6] [Speaker 7]
## Meeting Notes
- Topic Title: Automating RMM device counts with ConnectWise agreements via Unified Billing Intake (UBI)
- April outlined the goal: automate syncing RMM device counts to ConnectWise agreement quantities to keep billing accurate and eliminate manual updates.
- Speaker 2 introduced Unified Billing Intake (UBI) as the recommended approach and invited Kristen (Speaker 5) to provide an overview.
- Kristen explained UBI:
- Unifies billing intake from marketplace vendors and manual spreadsheet uploads.
- For uploads, only company, SKU, and quantities are required; review in Client Usage Details, then perform PSA sync.
- Marketplace products (e.g., RMM) can auto-sync daily; others via monthly uploads.
- Product mapping links marketplace products to the PSA product catalog; then PSA company and agreement mapping completes setup.
- UBI keeps pricing and proration control in PSA agreement additions; Microsoft 365 support is expected in July.
- Attempted configuration:
- Olivia could access UBI; April likely lacked permissions (needs AZO billing admin role).
- Product Catalog appeared, but PSA integration status showed “No active PSA production incidents found...” and mapping wasn’t available.
- Kristen noted this is unusual; UBI data lives in Snowflake, and migration shouldn’t be required, but a red error element suggested an issue.
- Speaker 2 captured screenshots and committed to creating a support ticket to investigate the PSA mapping issue.
- Conclusion: Proceed with a support ticket; grant April permissions; once resolved, Kristen can assist with full UBI setup.
- Topic Title: RMM agent reappearing after deletion
- Olivia reported an RMM agent repeatedly reappearing over a year despite deletion, raising concerns about other agents reinstalling or reappearing unnoticed.
- Speaker 2 asked whether uninstall was done from the endpoint; Olivia confirmed they no longer have endpoint access and remove directly in RMM.
- Speaker 2 will work with support to investigate without requiring Olivia to retrieve old emails.
- Conclusion: Speaker 2 will initiate a support investigation.
- Topic Title: iOS remote support needs for elderly users
- Speaker 6 described difficulty supporting elderly clients on iPhones and asked for a way to initiate a one-time session or agent to view the device.
- Speaker 7 clarified:
- On iOS, screen viewing/sharing is supported; full remote control is not possible due to Apple restrictions.
- On Android, full device takeover is possible.
- Speaker 2 mentioned an MDM for Macs is in progress and will check roadmap items for iOS and ScreenConnect capabilities; will update the team.
- Olivia will discuss internally (with Pete) and return to Speaker 7 after approval.
- Conclusion: Pursue a screen viewing solution for iOS; Speaker 2 to check the roadmap and provide updates; Olivia to follow up post-approval.
- Topic Title: Next steps and resources for UBI setup
- Kristen offered documentation on AZO roles and step-by-step mapping, and to schedule a follow-up session once access issues are resolved.
- Speaker 2 will email links shared in chat and can schedule another call with Kristen.
- Speaker 7 noted availability to assist with ScreenConnect licenses related to iOS screen sharing needs.
## Next Arrangements
- [ ] Speaker 2 to create and manage a support ticket regarding the UBI PSA mapping issue and the unusual error state.
- [ ] Olivia/Cheryl to grant April the appropriate AZO billing admin permissions.
- [ ] Speaker 2 to email the relevant UBI setup links to the team.
- [ ] Kristen to provide AZO roles documentation and assist with UBI setup after the integration issue is resolved.
- [ ] Speaker 2 to check the roadmap/status for iOS screen viewing and Mac MDM and update the team.
- [ ] Olivia to discuss iOS screen viewing approval with Pete and follow up with Speaker 7 on ScreenConnect licensing.
- [ ] Speaker 2 to coordinate and schedule another session with Kristen for UBI configuration, if needed.
- [ ] [Insert more]
## AI Suggestions
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. UBI PSA integration/mapping error: The red error and inability to map PSA companies need root-cause diagnosis and resolution steps with timelines.
> 2. RMM agent reappearance: Define a process for decommissioned endpoints, agent removal verification, and monitoring to detect unexpected agent reinstalls.
> 3. iOS support workflow: Document a standard operating procedure for initiating screen sharing on iOS, including user instructions and tools to minimize support time.
> 4. Permissions management: Confirm and document required roles/permissions for all team members who will manage UBI and billing reconciliations.
Apr 21, 2026
Speaker 1 00:00:06
Hmm.
Speaker 1 00:01:26
Okay.
Speaker 1 00:03:11
Hey guys.
Speaker 2 00:03:15
Hi, Gracie. I'm going to have Kristen jump on. She's the PSA. You guys have a lot of usually a lot of PSA questions, So I just asked her if she could join, just in case we ever see a few questions for her today. And I think we have a call scheduled, but I figured it can't hurt.
Speaker 3 00:03:36
Yeah, definitely. I know that April, Cheryl and I wanted to ask about a specific process too. We wanted to talk about. So Julia, I'm not sure if you have anything on your end. I might just let you go first that way you could drop if you want. I actually don't have anything at all. Oh okay great! Um, did you want to wait for Kristen then? I'll wait. Yep. Okay. Uh, Gracie, I don't know should we get started? Yeah,
Speaker 2 00:04:13
Let's go ahead. Let's jump in.
Speaker 3 00:04:15
Okay. Um April do you want to explain? Um, yes,
Speaker 4 00:04:23
Yep. Um okay, so hi Gracie. So uh I sent you an email. I think that was last week. Um, This is about because we're looking to automate the sync between our RMM device count and ConnectWise agreement uh quantities. So billing will always reflect our actual managed endpoints. So, our goal is to eliminate manual updates or reduce discrepancies, and you know keep everything accurate and up to date as devices are added or removed. So, everything will uh are all accurate before we send a billing to our clients.
Speaker 2 00:05:01
Um, in that process, Have you have we talked about the unified billing yet in in the uh platform?
Speaker 4 00:05:09
No. Um, as far as I'm aware, I haven't heard unified billing yet. I don't know Olivia. Have you heard about it? I don't think I have either.
Speaker 3 00:05:19
Okay. Um, cause that is in the platform and what that does is, I mean you have to map all the vendors and everything.
Speaker 2 00:05:26
Because that does bring all the different counts. Like if you cha if a count changes in your agreement, that brings everything into your platform. Um, Kristen can definitely explain it. She loves unified billing. Mhm. Um, I I mean, I think it's cool but I am not you know, I don't you know, I just think it's cool. I don't talk about it, like she gets excited when she talks about unified billing. Um, but when she gets on, I can let her kind of go through the unified billing. Um, And kind of show you how it works and what we what we need to do to set it up.
Speaker 4 00:06:03
Okay, perfect.
Speaker 1 00:06:10
Um, while we wait Gracie I also sent you an email a while back ago. I'm not sure if you saw but about the agent that keeps coming back onlineum.
Speaker 3 00:06:22
Or it keeps coming back onto RMM. I know on several different occasions I've deleted it, um, throughout like a year- long process and it keeps coming back and it. It also just worries me that there's potential that other agents are reinstalling themselves or showing back up on RMM and I'm, not catching it. I'm not sure if you saw my original email.
Speaker 2 00:06:49
I'm looking at it right now. Okay. Um, did did you work with withum support on this at all?
Speaker 3 00:06:58
I think I sent an email a while back ago. Uh, maybe like in June of last year. I'd have to go and check.
Speaker 2 00:07:06
No, you don't you don't have to go and check. You're fine. Really, you're good. You don't have to check it's possible that i've no Don't worry about it. I'll work with the team but is this are you uninstalling the agent from, From the computer? Or is it like they leave or they decommission it? And you are never able to actually uninstall it from the endpoint?
Speaker 3 00:07:29
Yeah, so we're not able to access the computer anymore, so we just need to remove it directly from RMM.
Speaker 2 00:07:45
Heyum Kristen, they would like to talk about your favorite subject.
Speaker 2 00:07:51
Yeah, I told you guys. Have.
Speaker 5 00:07:58
You guys tried it already or are you?
Speaker 2 00:08:01
No, haven't used it at all.
Speaker 5 00:08:05
So you just basically want like an overview or specific questions?
Speaker 2 00:08:09
Can you do an overview first?
Speaker 5 00:08:12
Yeah. Right, you guys should be seeing my screen. Yep. Um, so, uh, gosh. You know I've been setting up billing integrations for years with you know, outside vendors that write to our APIs and, I've gone through you know pretty much everything out there. They're um unified billing intake is is meant to unify all of your billing intakes literally. That's we actually named it for what it what it does. This screen is okay I really haven't dug into that yet but the.
Speaker 5 00:08:49
The crux of what's happening here is that you got two ways of inputting data. So, you've got the vendor name here and there's a bunch of columns that you really don't need. Um, but so this is going to be any vendor that you purchased through us. And the most important thing here is this current versus previous month unified billing intake quantifies your agreement additions. Bottom line, so there's the, Vendors that you purchase through us, And then there's the upload where you actually create um spreadsheet files from your spreadsheets that your vendors give to you. So I know a lot of partners are going through when you get those vendor files and they're manually going up and you know, updating the quantities one at a time, and it's kind of a nightmare. This allows you to create a spreadsheet from your vendor. You really only need three.
Speaker 5 00:09:46
Three fields: the company, the skew, and the quantities. And, you would just create a spreadsheet that pulls that data down from your vendors, and then every month you would just go upload this. And then you would review it on this usage details screen. And then you would do it to PSA sync. The vendor files that are coming from spreadsheets do have to be manually uploaded, but anything that comes from the marketplace, Does not, and you can actually go through and set. And this is a training database, so it's saying it's not applicable because these aren't the products. But you would see like RMM, you would see command, and then you can uh you know turn it on. I should probably not turn that on in the training database. But um yeah I mean the this usage details I don't know if you guys ever tried or even.
Speaker 5 00:10:41
Dove into our product called billing reconciliation. The idea behind it was in theory good, but it didn't really work out as a product. But, the idea behind it was being able to reconcile and see any changes prior to them being made on your agreement additions. And that's what this screen does. You can choose whether or not to have those auto updated or not. Products like RMM sync every day, other products do not, Go on. Did you have a question?
Speaker 4 00:11:12
Oh, yeah. Sorry, I'm about to say that's perfect because our plan is to automate syncing. Our RMM device count with ConnectWise agreements to keep our billing accurate and reduce the manual updates.
Speaker 5 00:11:24
Yeah, I've set it up a bunch. It's pretty cool because the data's already in there. So when you're going in and you're going to company mapping and you know, You choose RMM, and then you go to the You, don't even have to do that because if you're in RMM already. It will it'll look like it's not mapped, but it is. And then you just go into your PSA and agreement mapping, and you're going to see all your companies and your sites, and you're going to be able to choose their agreements. I always recommend starting with a product mapping. And when you do filter by your vendor here, which I wish this one would just there we go.
Speaker 5 00:12:04
You would see all the products that you've purchased through us, and then this just opens up your product catalog from PSA. So when it says select a product, you would just open that up and you'd select the products that you're updating. Mhm. And then once those are in there, then you do your company PSA and agreement mapping, and basically you're done at that point. If you choose to have the automated setup, Then it's going to just be updating every single day. In, um, the others that you're choosing not necessarily, Then you would you would do it like the last day or the first day of the month. Um and that would be more for like the vendor, you know spreadsheet products. Do you guys plan on doing any of that?
Speaker 4 00:12:52
Um, yeah, we we uh send our clients their monthly computer account uh using spreadsheet as well.
Speaker 5 00:13:01
Yeah, that's um, I mean, I started setting that up in twenty twenty four when I was still in consulting, and it was. At the time it could only do arrear's billing, but now it can do current month. You have the ability to choose to do either. Mhm. It it, I love it. Because the other thing that I love about it is that a lot of the integrations that write to us, they'll control the products, they'll control the proration, they'll control the pricing. And that. Takes away all of your control in your agreement editions, Which sucks, because I know I don't know that I have a partner that I mean even three, sixty five, which is kind of the biggest one. Yeah, um like packs a and um even us our product, which was formerly known as Unite and then became cloud billing.
Speaker 5 00:13:55
Um, all the pricing lives in the integration and not in your agreement editions. And so it's it's very disconnected how you have to do it. And UBI solves for all of that. Microsoft is not in UBI yet, but it's being vetted now and it's going to be available in July. That's the last date that I heard.
Speaker 4 00:14:18
Okay, that's perfect. Um, do we already have like the unified billing intake in our? Connectwise here or it.
Speaker 5 00:14:28
Comes with PSA, So you should, if you got when you log into theum to RMM to your Azo platform here, you'll see it in the left navigation. If you it should be under the finance menu. If you do not see it, so it would be here. If you don't have PSA integration already going between, PSA and R and RMM, also known as the platform, also known as AZO. So many names. Um, then you can just request it. Um, and it looks like we've got Steve Ferris on the case. It's there. Yes, it is. Okay,
Speaker 4 00:15:08
Soum Can I share my screen? And could you walk me through where to? Yeah, absolutely. Sorryum Here go, Under finance.
Speaker 5 00:15:23
Oh no, so you're going to want to be in RMM. Oh. Or so yeah, if you want to go, yeah, there you go.
Speaker 1 00:15:31
I see okay. Do.
Speaker 3 00:15:37
You have to be an admin?
Speaker 4 00:15:39
Oh yeah, do I have admin rights? I'm not sure actually. Not.
Speaker 3 00:15:44
Most right bro that's why I asked. Luckily we have Charles here because I'm sure he's paying attention.
Speaker 5 00:15:52
We shall find out. I don't, I mean, there's, I know that there's different roles there, but expand your left nav. Go ahead and expand the top. Okay. Oh, I don't see it. Soum there would have to be And.
Speaker 2 00:16:09
I don't think you have to be an admin, but you definitely have to have permissions.
Speaker 3 00:16:14
Mm Ah Yeah cause I see it on my end so, Probably just okay. Maybe you don't have the right permissions,
Speaker 2 00:16:22
Rights. You want to share your screen, Olivia? Yeah, oh sure. Sorry,
Speaker 5 00:16:28
I think you just need to be like theum AZO billing admin. This I am going to paste a document about AZO roles into the chat, which should indicate which roles you need. Um so yeah, you've got it. It's there for youum.
Speaker 3 00:16:50
April and I'll make you a I'll give you those permissions me or Cheryl one of us.
Speaker 4 00:16:56
Okay. Thank you. Um do you guys have like a an document that we can have a copy like step by step on how we can map this?
Speaker 5 00:17:11
Yeah, there's uh, let's see Kristen.
Speaker 2 00:17:15
You walk through it with them and I'll find the document.
Speaker 5 00:17:21
Yeah, I mean, so if you go ahead and click into Unified Billing Intake, you're already there. Scroll up to the top. Client Usage Details. That's the screen where you can see the vendors that are available for mapping. So you should see RMM there once that loads. Yeah, so it's everything that, Yeah, and I've seen it. It's weird. You actually have to type in the full ConnectWise RMM. Oh, interesting. Okay, So go to company mapping and then pull the drop down there and see if we have the vendor of RMM. Nothing. Okay, go to PSA and agreement mapping because sometimes these just come loaded. Okay, you do um.
Speaker 5 00:18:19
So, but the PSA company is not mapping. And you guys were already on RMM before you started PSA or vice versa?
Speaker 3 00:18:32
Vice versa. I think we started PSA first, and then we went to RMM because we were originally on Automate.
Speaker 1 00:18:42
If I recall correctly. Interesting.
Speaker 5 00:18:50
So I haven't seen this scenario before, because the PSA companies are usually already loaded. Let's go to product mapping. I want to see if it pulls up your product catalog. And then there we go. Let's do your dropdown and see if we see RMM there. Okay, so we got that far. Maybe we just need to kick it into gear. No active PSA production incidents found or multiple instances are configured. Okay, So it does want you to do the Azo integration and enable the CW CW something integration, CW PSA integration. But, it's pulling now if you check on select any one of those where it says select product.
Speaker 5 00:19:50
Yeah, so it's.
Speaker 3 00:19:53
It's not letting me click on anything.
Speaker 5 00:19:55
So it's not integrated. It wants you to do your PSA integration. So if you go to integrations in the left nav, actually I'm sorry, it's under settings account.
Speaker 2 00:20:09
Administration yeah.
Speaker 5 00:20:15
PSA integration.
Speaker 3 00:20:20
This is Charles's favorite.
Speaker 2 00:20:22
You know, this is awful.
Speaker 5 00:20:25
Yeah, that's pretty ancient. Now if you turn on the PSA powered by Asio, do you that's it's not done this way. It's actually done, you'll you'll have an option under settings where it'll say PSA migration.
Speaker 3 00:20:44
Oh gotcha. Yeah.
Speaker 5 00:20:49
And then that migrates your PSA data in here. Um, if there's discrepancies between companies or there's missing primary contacts against companies, it'll send you just basically error reports. And, we have a team on our support team that willum jump on those and help you fix them.
Speaker 2 00:21:09
Hey Kristen, There has to be something else going on because I have partners that don't have the PSA by Avio or platform yet. Um, and they're able to get into the UBI and MAP, so there has to be something else going on here.
Speaker 5 00:21:22
Yeah, it's really strange. I have not seen this and I've been setting up UBA UBA UBI daily with partners that are on RMM and PSA even when they don't have the migration done. Yeah, I've still been able to do it without a problem because the data in UBI lives in Snowflake. The companies though don't, And so this is weird. I'd send it to support and see what's going on. Okay. Because we shouldn't have to do this, but maybe it wants us to because you, it's, it could have something to do with the timing.
Speaker 2 00:22:03
Gotcha. Olivia, can you go back to the unified billing? I want to takeum, I want to take a screenshot of what you were seeing.
Speaker 3 00:22:11
Yeah. Do you want me go back to product mapping?
Speaker 2 00:22:19
Client. Where were we? I think where were Kristen, what would be the best place to get a screen? Oh, I didn't. Do you want this one? I got that. Yeah, actually I need that little red part that I've never ever seen.
Speaker 5 00:22:33
That's what I'm talking about is that the red part. I mean, I would not, I would do a big screenshot, and then maybe just put a bigarrow down on it. And then even if you wanted to go as far as like pasting a screenshot of the fact that it's not under there's no PSA migration listed underneath the settings, although that's probably just because there's noum powered by ACO turned on, but you shouldn't even have to do that. I didn't think so cause yeah. Ubi is his own island. You don't have to be on RMM. You don't even have to be on cloud. Yeah.
Speaker 2 00:23:12
All right, I got this. I have a screenshot. I am going to ask that. Let's. I've never seen that. Don't laugh, Charles.
Speaker 6 00:23:20
Don't laugh It's kind of like this Azure thing only came in like a little bit after we migrated from Autotask to Automate to OMM. It was a couple of months. In then the Azure things became available in OMM So, I don't know if.
Speaker 6 00:23:43
We perhaps missed something during that stage that we were supposed to do.
Speaker 5 00:23:49
Could be. Very possible. Could be. A lot of it is timing. I mean, I haven't seen this, but I have seen other things that are weird, like the other partner of yours, Gracie, that I've been working with mapping the RMM and their PSA. They were not set up the same. We had to do all those company merges that I was telling you about.
Speaker 5 00:24:13
I do have the job.
Speaker 2 00:24:15
That's okay. I'm gonna, I'll create a ticket for you guys. That's weird. I've never seen that. So I'm gonna ping some people on the side, But I'm also gonna create aum a ticket for you because you have the PSA integrated and you have a policy, so I'm not really sure why it's not pulling this information for you.
Speaker 3 00:24:32
Yeah, and I'm not sure, Maybe we didn't. Maybe like Cheryl said, maybe something's not set up correctly, which is possible. Butum we'll take any help. And yeah, we're just trying to make it. Try to make April's uh team's job a little bit easier. Yes,
Speaker 5 00:24:49
Please. After you get it, if you need any help with uh setting up UBI, just go through Gracie and book with me. It's it's really fun and easy once you're once you're in there.
Speaker 3 00:25:01
Okay definitely.
Speaker 2 00:25:02
Told ya told ya she likes this new one. I do I said fun. You guys did hear that right? Fun.
Speaker 5 00:25:13
I don't dream about it anymore, though. So there's that anymore.
Speaker 2 00:25:17
That's scary. You said anymore.
Speaker 5 00:25:20
I had to train my brain not to dream in PSA. That's how I learned it, though. I would dream about enhancements. It's really sad and I'd wake up the next day going and looking for it in PSA. Like did that happen? Nope, That was a dream All, right? You guys, if you need anything now, let me know.
Speaker 3 00:25:41
Okay. Thanks, Kristen. Thanks. Bye. Oh, Cheryl. Uh, okay. I'm not sure if we have anything else on our end Of course,
Speaker 6 00:25:53
We do, Olivia. We want to know about delivering support on iOS devices to gramps and grannies Oh.
Speaker 3 00:26:06
Yes, Um.
Speaker 3 00:26:12
Gramps and Grannies.
Speaker 6 00:26:14
That's a long story. I spent four hours getting a user who was probably like 90 years old through re-, adding their Microsoft 365 account on their iPhone, and I nearly died in the process.
Speaker 1 00:26:34
So yeah,
Speaker 6 00:26:35
I just kind of like want something where they can later agent or a one- time session on their phone, so that I can at least just see what on earth is happeningum on this person's phone. Um so I considered you know going to like TeamViewer Quick Support kind of thing. Um. But then someone mentioned now that you guys have this, you know, tool available and I should speak to you, and that's why we reached out. Hey.
Speaker 2 00:27:04
Steve, is that available for Max? I know we're working on an MDM for Max that I think will help with that, Charles. But am I don't know. Am asking about it working.
Speaker 7 00:27:14
It is not today, no. You are going to go outside.
Speaker 2 00:27:24
Let me ask to see, do you know if it's on the roadmap or anything? I mean, I know we're going to try to do more with Max. So I can ask. I can ask Andrew if it's on the roadmap or anything.
Speaker 3 00:27:37
Yeah, that would be great. We're just trying to find any solution to help us uh make our make that life a little easier, especially with Charles. It's a new client. Especially Charles.
Speaker 2 00:27:54
Why does somebody that's 90 years old even have an iPhone? They should have like an Android, something easier for them. Right, I mean honestly.
Speaker 6 00:28:05
Well, look, I feel they should not have a phone but anyway.
Speaker 2 00:28:10
Or maybe what a landline right?
Speaker 6 00:28:11
I feel that they should be spending some time with their grandchildren, not reading mail.
Speaker 2 00:28:17
Agreed, agreed or get them a landline. They don't have to read and they can just use the landline right? Exactly You know when they say you can't you can't teach old dogs, new tricks, that is a real thing like.
Speaker 6 00:28:32
Oh yes. Definitely.
Speaker 2 00:28:35
Yeah, that's a real thing. I mean, honestly, My mom is eighty something and getting her to like to use a cell phone is I mean, that is that's awful. I understand the pain Charles. I understand your pain. Thank you So let me find out, let me see, let me see what we're going to do. Maybe that MDM will help at allum and let me find out what's going to happen with screen connect in in that view license. Um, I'll see if I can get you some information. Unlike where we're going, hopefully we'll go in the direction that we should be going with the Macs. But I'll keep you updated on iPhones.
Speaker 3 00:29:15
Perfect, thank you.
Speaker 2 00:29:18
Yeah, I'll keep your iPhone. I'm sorry about that. i definitelyum I feel your pain. All right, anything else guys?
Speaker 3 00:29:32
I Have nothing on my side. Anyone else?
Speaker 4 00:29:34
All good, thank you.
Speaker 2 00:29:37
I'll send you the links that I have that I put in the chat. I'll send them to you via email. And then also after you look at the after you look at the links, if you want me to schedule another call for Kristen, We can always get her to come back. And like I said, she'sum she thinks this is fun. So let's let's let her have some fun with you guys. Definitely. Okay.
Speaker 4 00:30:02
Steve, You got anything for the team before?
Speaker 7 00:30:04
Nope. As always, guys, appreciate the partnership. I know that Charles, you were looking at some screen connect licenses. Just let me know when that stuff when you need anything on that. Happy to help.
Speaker 6 00:30:17
Um, yeah, so Steve that was kind of like in relation to the the one time support session or screen sharingum on on iOS uh device that that we just mentioned. Yeah. So.
Speaker 7 00:30:30
On the iOS device, right? You are able you are just not able to take over the machine. You are able to see this, see the machine, but you just can't take it over from a Mac device. I am sorry if I misunderstood that previously. That's the difference between like an Android if you use it, You'll be able to completely take over the device, and you can go in there and fix things and do things and whatnot. On the Apple, because of the way that Apple makes their products, they don't give the permissions to be able to do that, but they can actually share their device with them.
Speaker 6 00:31:08
Okay, well look, That is what we're looking for, at least because I know that there are almost basically no products unless you've got another iPhone and which you can control another iPhone with through aum what's called a Facetime uh call. Yeah, but I mean, that's difficult to get going if you don't have each other. You know, say those contexts in gardens and what. But, if we have the capability of at least just seeing the screen, so we can say, listen, do you see the little this icon? Yeah. Yeah. That one I could click.
Speaker 7 00:31:45
Yep. Yeah, sorry for the miscommunication with each other. So you can I want to confirm unequivocally you can do that, The only thing you can't do is take over the machine, And that's similar to there's. There's no products out there that are going to do that. That's an Apple limitation.
Speaker 6 00:32:02
Yes, yes. Now I'm I'm aware of that. Yeah, I know that for Apple we're going to only be looking at screen mirroring, so is what they call it. Yeah. Um so if we can have like I said if we can have that, that'll beum a very very great helpum because you know, You can tell people where to where to select, instead of having someone read back to you thirty lines worth of options and not really giving you the opportunity to interrupt them when it was at line item. Number two. Yeah.
Speaker 3 00:32:45
And I'llum I'll talk to Pete about that one. And then Steve as soon as we get some approval. Um, I'll come back to you.
Speaker 7 00:32:55
Cool, awesome guys. Really appreciate the time and I know we're a minute over. So let everybody go. And if there's anything you need from us, please just let us know.
Speaker 3 00:33:03
All right thanks guys.
Speaker 7 00:33:05
Bye- bye.
06-01 Weekly Meeting: Network Hardware and Infrastructure Planning
## 1. Network Switch Replacement and PoE Power Strategy
The team faces legacy switching hardware, specifically “a really old HP switch,” that cannot provide PA/PoE+ needed by new outdoor AP installations. Coverage from existing APs is acceptable in some areas, leading to unused extra APs that need reallocation. Powering new outdoor APs is critical; replacing the old switch may be out of scope or costly. A practical solution is to use PoE+ injectors to power outdoor APs and leave the old switch in place. Performance review indicates some APs still require PoE+ and final assessment depends on completing swaps and coverage review.
### Action Items
- [ ] Provide and install a PoE+ injector on-site to power the new outdoor AP installations, keeping the existing HP switch in place -- _[Name]_ [Speaker 2] [Date]
- [ ] Confirm whether replacing the old HP switch is in project scope; if not, proceed with PoE+ injector approach as the preferred solution -- _Angel_ [Date]
- [ ] Review AP performance after injector deployment and swapped replacements to validate coverage and finalize power strategy -- _[Name]_ _Angel_
## 2. AP Inventory, Swaps, and Reallocation Planning
There are extra APs because some planned replacements were not needed due to adequate coverage. Specific candidate locations for swaps include the basketball court and outside the amphitheater used in LSU. A complete Meraki equipment inventory and quantities are needed to understand how many extra units will remain and plan reallocation effectively. Final coverage decisions depend on completing AP swaps and assessment.
### Action Items
- [ ] Work with Alex to swap remaining APs (including the basketball court and outside the amphitheater used in LSU) and place speakers as needed during the on-site day -- _[Name]_ _Alex_ [2026-06-04]
- [ ] Send the full inventory list and quantities for all Meraki equipment ordered to establish the count of extra units for reallocation -- _Angel_ [Date]
- [ ] Propose additional locations to deploy extra APs to improve coverage; share ideas with Angel -- _[Name]_
## 3. Media Converters Procurement and Logistics
Media converters are needed and must be delivered to support upcoming work. Timelines and logistics are tight due to travel and availability constraints. The plan is to drop-ship media converters either to the camp or to the office in Irvine “right by Cal State Fullerton,” aiming for arrival by Wednesday morning to be usable on Thursday.
### Action Items
- [ ] Arrange drop-shipment of media converters to arrive by Wednesday morning; target locations: the camp or Speaker 2’s office in Irvine right by Cal State Fullerton -- _Angel_ [2026-06-03]
- [ ] Text the office address to Angel to facilitate drop-shipment of media converters -- _[Name]_ [2026-06-01]
- [ ] Verify if six media converters can be procured (with the option to return unused units or keep some in stock) and execute next-day shipping if pulled from inventory -- _Angel_
## 4. Main Lodge Port Consolidation and Switching Capacity
Between the main lodge and the director’s house, a link is believed to be running at 1 gig, with other links between the main lodge and the call center at 10 gigs. The main lodge currently has forty eight ports across switches; there is a goal to condense active utilization down to twenty four to avoid purchasing an eighty port capacity and streamline configuration. One switch appears light while the top switch is fuller, but many ports may be inactive.
### Action Items
- [ ] Assess active ports at the main lodge and create a consolidation plan to reduce from forty eight to twenty four ports without impacting services -- _[Name]_ [2026-06-04]
- [ ] Validate link speeds between the main lodge, director’s house (1 gig), and call center (10 gigs) and document any required upgrades or configurations -- _[Name]_
## 5. Legacy TTX Equipment Handling and Vendor Coordination
Older TTX equipment on the backboard predates fiber installation and remains on site. Proper disposition is needed to reduce clutter and align with current infrastructure. The plan is to inventory the equipment, coordinate with TTX, and manage return logistics, including obtaining return slips.
### Action Items
- [ ] Bring legacy TTX equipment to the office, perform an inventory, and contact TTX to arrange returns with provided return slips -- _[Name]_ [2026-06-04]
- [ ] Confirm preference to remove legacy TTX equipment from site and proceed with the return process -- _Angel_
## 6. On-Site Scheduling and Coordination
On-site work coordination involves multiple schedules. Speaker 2 will be on site all day Thursday to set up the sound system and assist with switches and AP swaps. Angel plans to travel on Friday, with constraints due to being on vacation next week and a daughter’s graduation on next Wednesday. Address details for shipments are needed. Coverage assessments and reallocation decisions depend on these visits.
### Action Items
- [ ] Confirm Angel’s on-site visit for Friday and share any specific focus areas to prioritize during the visit -- _Angel_ [2026-06-05]
- [ ] Provide the shipping address for media converters and confirm receipt timing -- _Angel_ [2026-06-01]
- [ ] Outline a game plan for on-site activities on Thursday, including switch assistance, speaker placement, and AP swaps -- _[Name]_ [2026-06-04]
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. Project scope decision on replacing the old HP switch remains unclear; a definitive go/no-go is needed to avoid delays and ensure AP power strategy aligns with budget and timeline.
> 2. The Meraki equipment inventory and exact quantities have not been provided; without this, reallocation planning for extra APs cannot proceed effectively.
> 3. Link speed verification and documentation between the main lodge, director’s house, and call center are incomplete; mismatched speeds may cause performance bottlenecks if not addressed.
> 4. Media converter quantity confirmation (“four or six”) and firm delivery location need finalization to meet the Wednesday arrival target.
> 5. Coverage assessment post-AP swaps lacks a defined method and criteria; a structured validation plan is needed to confirm whether additional AP placements are necessary.
Jun 1, 2026
Speaker 1 00:00:02
So I'll check with the team. I know that their working on it, but how many was needed total?
Speaker 2 00:00:09
I believe it's either going to need to be four or six. Okay. So one thing, the reason why I don't know a hundred percent is still between, I think the main log and the director's house. I believe that is only running at one gig. Um, And I believe the other two are running at ten gigs between the main log and call center. And we launched an arts and crafts program. Okay. Um, the next question is the staff comment. It's a really old um HP switch in there. I think you gave the model number describing that email. Yes, what is it for? If that's within scope of uh within your project scope of work to replace that switch? Um, if not, maybe a simple solution is just to get a POE.
Speaker 2 00:00:59
Plus, um, injector to be able to power the new outdoor eighteen installs. And then you can just leave that switch there if you want to.
Speaker 1 00:01:09
Okay. Yeah, that actually would be much easier. Let me talk to my Sean. She's out of pocket today on that one, but we didn't know that that switch was there. So yeah, um, But yes,
Speaker 2 00:01:22
I could even provide the P A injector and install it when I go up there. So That's something I can definitely do. How much would it be?
Speaker 1 00:01:31
Uh, I'll be honest. I could just do it with the quote, because the next kind of conversation we need to have is what we need to offer more. Um, what's kind of going to happen at those locations? Um, That's something I want to have a conference a talk conversation with her. I know with the APs that you guys ended up not replacing because the coverage was good. Um, I still got to figure out what I am going to do with those extra. Aps. So, um, Let me figure that out with her because I need to go down as well. Hang on one second. Need to go down on Friday, um, just because that's the only day I can go. Thank you. Um, understandable because next Wednesday is my daughter's graduation so.
Speaker 1 00:02:24
I'm on vacation all next week.
Speaker 1 00:02:37
Are You still there? Greg, I lost you for a second. Sorry.
Speaker 2 00:02:49
I'm going to work with Alex on, you know, potentially swapping out some of those other EPS if I have time. I'll be there all day on Thursday. Okay. The work that I need to do to set up the sound system is pretty straightforward, So I'm definitely offering to help you with the switches and just put the speakers where their at. If not, I'll just work with Alex to help him swap out those other APs, like one of the basketball court, um, the ones on the outside of the amphitheater which are being used in LSU. I don't know what you need to work on or focus on while I'm there.
Speaker 1 00:03:23
No, But if you have an idea of any other place, we could put those extra APs, that might be helpful. Let me know. Okay,
Speaker 2 00:03:31
That's completely uh I definitely would be able to help you with that. What I also wanted to ask too, I don't know if we ever really got an inventory list of all the Meraki equipment being ordered. Would you be able to send me the quantities? Yeah. And I just kind of want to make sure you know, we have a picture of everything. So you kind of know how many extra units we'll have at the end of the project. Object to say, just so you know how you need to reallocate that. Gotcha.
Speaker 1 00:03:58
Okay, yeah, I can do that. Um, And then how how is everything performing now that you got what you have installed? Not everything of course but which is helpful.
Speaker 2 00:04:10
They do seem to require PA plus and the replacement switches are, So once we get the solution swapped out, and by reviewing the coverage, that's going to help us make a better decision. Okay,
Speaker 1 00:04:34
Perfect. And how was it on the inside?
Speaker 2 00:04:38
Um, once again, see all the ones we haven't swapped out yet. So, you're going to really need to get them all swapped out. And then really kind of take an assessment to say.
Speaker 1 00:04:50
Gotcha. Um, okay, for the media converters, let me see if I can get them delivered by Thursday.
Speaker 2 00:04:56
Yeah, You can drop ship to the up to the camp or even to my office. You know that would be really good too if you could take care of that on Thursday. Um, now the other question, too, is uh the main log. You know, there are currently forty eight ports. Do you believe there's enough not active to get it so we can get to twenty four? Or do we need another eighty port?
Speaker 1 00:05:20
I think we could condense them down to the twenty four. Um, And and go from there just because I am trying to remember if there was a reason why they chose to go twenty four instead of forty eight.
Speaker 2 00:05:34
Yeah, I know one of the switches is pretty light, The other top switch is kind of full, but I believe looking at it, I know that there was not anything active on it. Um so definitely when I go out there and get a little bit better, uh help you get a bit better. For you too, uh, Just to make sure uh, you have kind of a game plan when you walk in front. Okay, perfect. And, the other next item, too, is we did it on install on the uh all the like equipment on the backboard there. There's a lot of um TTX's equipment. It's very kind of older equipment. It was before the fiber was even installed. Um I left it on site. Uh, if you want me to keep it on site or I can bring it back to my.
Speaker 2 00:06:18
Office, do an inventory, And then I don't mind reaching out to TTX's saying that we have this event equipment you guys wanted back. We provide you return slips. What are your thoughts on that?
Speaker 1 00:06:29
I would love that if you could do that.
Speaker 2 00:06:32
Get all the more happy to take care of that for you. Um, I think it's kind of all the questions there is anything else that I have or anything on your side?
Speaker 1 00:06:40
No, I I'm definitely going to try to get up there on Friday unless you say no. Oh, um, Send me the send me the address for the media converters. I'm gonna see if we can drop ship them and get them to you by Wednesday morning, and then I'm gonna try for six, and then let me know. Um yeah,
Speaker 2 00:06:58
Six would be safe. And then I could always return that you got to that. We don't use or.
Speaker 1 00:07:04
Yeah because we like to keep some in stock. So I wanna I wanna even see if we have some in stock and maybe where's your office located?
Speaker 2 00:07:12
We're in Irvine right by Cal State Fullerton.
Speaker 1 00:07:15
Got it. Okay, so they're gonna have to ship it next day from our office, even if we have them in stock. Cause I don't have you may go into Irvine this week.
Speaker 1 00:07:32
Not Not be not that I know of.
Speaker 1 00:07:37
So But let me see what I can do.
Speaker 2 00:07:39
Sounds good. Um, I will text you the office address? If you do need to dropship it to my office. Okay, Perfect.
Speaker 1 00:07:45
Awesome, thank you.
Speaker 2 00:07:47
You're welcome, Angel. No. Sounds good. You have a great day. Thanks, you too. Bye- bye.
Bring legacy TTX equipment to the office, perform an inventory, and contact TTX to arrange returns with provided return slipsVerify whether six media converters can be procured with return or stock option and execute next-day shipping if pulled from inventoryConfirm preference to remove legacy TTX equipment from site and proceed with the return process+12
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07-15 Customer Consultation: BrightGauge Dashboard Automation and ConnectWise Reporting
> **Date & Time:** 2026-07-15 16:29:03
> **Location:** [Insert Location]
> **Customer:** April
## Overview
This consultation centered on building accurate BrightGauge dashboards to replace manual reporting. April, in a reporting/operations role, collaborated with Christi and Sergio to address two primary technical challenges: (1) creating an accurate gauge for total end users under managed services contracts, and (2) building a gauge for total fully managed client counts. A secondary issue emerged: duplicate computer counts appearing in BrightGauge reports. The team also discussed eliminating manual, monthly Excel-based computer count reporting. Partial solutions were achieved using ConnectWise saved views; however, the BrightGauge duplication problem remains unresolved and needs further investigation.
## Background
April is developing a BrightGauge dashboard to replace a quarterly SLI (Service Level Indicator) spreadsheet currently sent manually to a stakeholder named Tony, enabling him to self-serve quarterly metrics. ConnectWise is the primary data source, with Nylia automating contact add/remove actions. Line Guard was initially considered but deemed unreliable because new clients have not been fully entered. The session included hands-on configuration of BrightGauge gauges and ConnectWise saved views, guided by Christi and Sergio.
## Pain Points
**BrightGauge cannot reliably display the total count of end users under managed services contracts.** Line Guard was ruled out as a data source because **new clients have not been entered into Line Guard**, making the data inaccurate. April previously created gauges for new users and offboardings in the last three months but **lacked a gauge for the total active count**. The correct approach required filtering ConnectWise contacts by inactive flag (false), company type (Managed and Co-Managed), and company status (Active) — a non-obvious setup needing expert guidance. The correct total was **4,752 active managed contacts**. Without this gauge, automating end-user counts for the quarterly SLI report was not possible.
- **Stakeholders affected:** April, Christi, Sergio, Tony (quarterly SLI recipient)
**BrightGauge duplicates computer counts in drill-down reports, doubling quantities.** For a monthly computer count gauge using DTLA as a test case, the **preview showed 24 computers**, but the drill-down displayed **48 entries — exactly double**. This long-standing issue (“I've had this issue forever” — Christi) was not resolved during the session. Attempts to investigate via AI tools (Claude, Copilot) were hampered by service availability issues. This bug compromises BrightGauge’s viability as a replacement for manual Excel reporting.
- **Stakeholders affected:** April, Christi, managed services clients (e.g., DTLA)
**The total fully managed client count gauge in BrightGauge returns inaccurate results due to duplicate company entries.** Multiple entries for the same company (e.g., Winegard) inflated the count because some companies have multiple ConnectWise records tied to different agreements. The workaround was to use **count distinct on company name** instead of a raw count. Additionally, capturing all managed client types (including those under “Special Info,” such as Sims) required complex multi-condition logic that was difficult to replicate in BrightGauge, making a ConnectWise saved view the more reliable solution. The final count of fully managed clients was **40**.
- **Stakeholders affected:** April, Christi, Sergio
**Manual monthly computer count reporting via Excel remains in place and is not automated.** The team aims to eliminate the manual process of sending monthly Excel sheets. Christi noted this has been a long-standing goal (“Thing I've been trying to do for years”). No automated solution exists yet, and the BrightGauge duplication bug directly blocks this transition. Christi mentioned she may have previously used a non-BrightGauge automation method and agreed to investigate.
- **Stakeholders affected:** April, Christi, managed services clients
## Expectations
**April expects a reliable BrightGauge dashboard for the quarterly SLI that Tony can access independently, eliminating manual spreadsheets.** Success means the dashboard displays accurate, up-to-date metrics — including total active end users under managed contracts. The active managed contact count of **4,752** has been confirmed, and a ConnectWise saved view (“Manage Contacts”) serves as the verified reference. Dashboard build-out continues.
- **Stakeholders:** April (builder), Tony (end viewer), Christi (technical advisor)
**April expects the BrightGauge duplication issue to be investigated and resolved so the monthly computer count can be automated.** Christi committed to investigating the root cause of duplicate entries in BrightGauge drill-downs and to exploring **alternative automation methods outside of BrightGauge**. The goal is a fully automated monthly computer count report, eliminating manual Excel submissions. **No specific deadline was stated**, but quarterly automation needs imply urgency aligned with the next reporting cycle.
- **Stakeholders:** April, Christi, Sergio
**April expects guidance or a solution for accurately counting fully managed clients, with a verified total.** A ConnectWise saved view (“Total Managed Clients”) was created, returning **40 fully managed clients**, including those categorized under both “Manage” and “Special Info” types with active status. April needs to reliably reference or replicate this in BrightGauge for reporting.
- **Stakeholders:** April, Christi, Sergio
## Other Information Summary
- **Nylia** automates adding/removing contacts in ConnectWise; contact counts must rely on ConnectWise data, not Line Guard.
- Two new **ConnectWise saved views** were created: **“Manage Contacts”** (4,752 active managed/co-managed contacts) and **“Total Managed Clients”** (40 fully managed clients).
- Christi previously had a BrightGauge SLI dashboard, but it appears to have been deleted; April built a new one.
- April has access to **ChatGPT, Claude, and Copilot** (the latter obtained via advocacy from Speaker 4/Anzor for meeting support).
- Some companies in ConnectWise (e.g., former client **Five by Five**) appear in contact results due to missing or incompatible status filters in BrightGauge, indicating **data hygiene issues** in ConnectWise that may affect reporting accuracy.
## To-Do List
- [ ] **Christi** to investigate the root cause of BrightGauge duplicate computer counts in drill-down reports and report findings to April.
- [ ] **Christi** to explore a non-BrightGauge automation method for the monthly computer count report and share with April.
- [ ] **April** to verify access to the “Manage Contacts” and “Total Managed Clients” ConnectWise saved views and confirm counts (4,752 and 40 respectively).
- [ ] **April** to continue building the BrightGauge SLI dashboard using ConnectWise as the data source, incorporating the confirmed gauges.
- [ ] **April** to follow up with Christi once the duplication issue is resolved before discontinuing the manual Excel monthly computer count process.
> **AI Suggestions**
> The AI identified the biggest pain point as **BrightGauge duplicating computer counts in drill-down reports, blocking automation of monthly computer count reporting**. Consider:
> 1. **Investigate ConnectWise data for duplicate device records:** Exact 2x duplication suggests each device may have two records (e.g., tied to different agreement lines or contact associations). Audit DTLA in ConnectWise to confirm duplicate asset links before a BrightGauge fix.
> 2. **Use “Count Distinct” on a unique device identifier in BrightGauge:** As with contact counts, switch from “Count” to “Count Distinct” on a unique field (e.g., System Name or Device ID) to eliminate duplicate rows in the drill-down.
> 3. **Apply a deduplication filter in the BrightGauge gauge configuration:** If available, filter by a “primary” or “default” flag in the RMM data source to exclude duplicates, similar to how the “Default Billing Flag” was explored.
> 4. **Use a direct RMM or ConnectWise report/API as the data source instead of BrightGauge:** Given the known duplication issue, pull the monthly computer count from the RMM’s native reporting or a ConnectWise saved view (as done for client/contact counts), then automate distribution via email or dashboard link.
> 5. **Engage BrightGauge support with a reproducible example:** Use the DTLA case (24 actual computers, 48 in drill-down) to open a support ticket for an official explanation and fix, creating a paper trail if this is a platform bug rather than configuration.
Jul 15, 2026
Speaker 2 00:00:03
Hi. Okay. That uh, okay, um yeah.
Speaker 3 00:00:07
Oh I'm so sorry.
Speaker 2 00:00:09
Oh it's okay. Okay. So yeah, we're trying to figure out me and Olivia earlier. How can we add a gauge in BrightGauge to identify the number of end users supported by managed services contract?
Speaker 2 00:00:30
So, here, let me just show you what we did so far. This is for the quarterly SLI. I know you're aware of this because we need to send this to Tony every quarter. So yeah, We thought of like why not just create a dashboard for SLI, where Tony can just check this one out every quarter, instead of us sending manually a spreadsheet of all the numbers that he needs.
Speaker 3 00:00:60
Someone must have deleted my SLI one, because I used to have it as a dashboard.
Speaker 2 00:01:05
Oh, really? Yeah, I was kind of looking for any dashboard that I can copy, but then I thought, okay, I just create my own. So yeah, But then I found some gauges that are were already available that i was able to add to this um dashboard. So that's helpful. But for this one, Olivia said, we cannot rely with Line Guard as the data source. That's what she said because it's not accurate.
Speaker 3 00:01:36
Yeah, because uh new clients haven't been put into Line Guard.
Speaker 2 00:01:41
Hmm, okay. So what should be would be our data source then if we're going to count the number of end users, we were able to. Created gauge from organically and added end users in the last three months, which is this one. Right. And then this one is to offboardings in the last three months, but I need like the total count, not just the new users in the last three months.
Speaker 3 00:02:12
Okay, so here's the deal. Um, okay. Because we have Nylia in place that's doing the adding and removing of contacts in ConnectWise. You want to use the active contacts and not the inactive contacts. So, you're going to add a gauge. Like okay,
Speaker 2 00:02:35
Let me start from here. Okay, from ConnectWise?
Speaker 3 00:02:42
ConnectWise, okay. And then uh I got to remember, which one, so it's good. Hang on uh contact data?
Speaker 2 00:02:52
Contact data. Okay.
Speaker 3 00:02:55
And then, uh, yep. And then you're going to do a number. So, nope, not there. Go over the right buttons. This one? Yep, click that one. Okay. And, then you're going to measure a uh, so you're going to measure uh count of where is it? First name.
Speaker 3 00:03:24
First Name. Yeah, let's just do your first. No, do ID. I'm sorry. Oh okay.
Speaker 2 00:03:30
On measure? Yep Okay.
Speaker 3 00:03:33
And hit add Okay Right now filters Okay Uh you are going to filter status I think Nope Take that out Oh okay I'm trying to do this from memory.
Speaker 3 00:03:54
Inactive. Uh, do inactive flag.
Speaker 2 00:03:58
Inactive. Oops. Okay.
Speaker 3 00:04:01
Yep, and filter that and is is not true, so is false? False? Okay. And say update, there you go. Um now hit the uh click on ID under measure, uh distinct drop that down count distinct. No, don't count. I'm sorry. Oh, it's okay. That's fine. It didn't work the way it's supposed to. So yeah, so do count.
Speaker 2 00:04:31
Count okay?
Speaker 3 00:04:33
Yep, Okay. And then under uh cancel out of your search want to make sure there's nothing else in here.
Speaker 3 00:04:55
Uh, click on drag company name into filters. Okay. And then uh, I want you to select all. Uh, can't remove uh remove that. Click the remove down at the okay. Uh company type, drag company type over. All right okay, So is, and then you're going to uh any of them, yeah manage. Yes, you want them you want yeah,
Speaker 2 00:05:35
That that's just the managed ones. Okay,
Speaker 3 00:05:38
Yep, and then there you go.
Speaker 2 00:05:41
Oh oh oh, sorry, I'm sorry. Can I add a drill down, like when I click this one, there should be like a yep. Um.
Speaker 3 00:05:50
So put in your columns for the drill down.
Speaker 2 00:05:53
Okay, let's do company name. Yep. Um,
Speaker 3 00:05:59
First name, last name?
Speaker 2 00:06:01
Oh yeah. First name. Oops,
Speaker 3 00:06:08
Last name. And I would do email address if you've got that option. Just'cause it helps me.
Speaker 2 00:06:15
Yeah, email default email Yeah Okay, Okay, let's see. Oh,
Speaker 3 00:06:26
Yeah. Oh, uh, and then uh, yeah. You do want to keep the do not use. Mhm.
Speaker 3 00:06:44
Who Is A H match? Wait some of these are in here that should not be in here.
Speaker 2 00:06:49
Yeah maybe we can add if uh, Like, hang on. Click on. Um, the that company's like status where we can filter inactive and active.
Speaker 3 00:07:02
So, company name, company type, company ID. Uh do company type and and throw that over there? I want to do one more company type. Oh one more? One more yeah Okay, All right, and click on" is not." Mhm. And uh, type in where it says" searching value," type in" bidder." Okay. Yeah, click that and say update.
Speaker 2 00:07:44
Oops. Why is it is lagging on my end? Okay. Um.
Speaker 3 00:07:58
I'm Gonna have to play with this one.
Speaker 2 00:08:00
Okay, sure, no worries. Wait,
Speaker 3 00:08:02
Wait. Uh do you drag billing default billing flag over into filters?
Speaker 2 00:08:13
This one default flag?
Speaker 3 00:08:14
No, default billing flag. Drag that one over. Oh okay, hang on. Into filters?
Speaker 2 00:08:22
Yeah oops.
Speaker 2 00:08:26
My mouse is not working. Okay.
Speaker 3 00:08:30
True or false? That's not the one. Oh, okay. I am. Do me a favor. Measure ID, take that out. Delete, remove ID And then I want you to do default email.
Speaker 2 00:08:53
Under measure? Yep.
Speaker 3 00:08:58
Okay. Uh, and then I want to count distinct. Count distinct. Okay. And then that. That's a better number, okay? Because I think we have some duplicate hits in there. Um, But we need to get out Five by Five and some of the other stuff. Yeah It's not it's not filtering correctly Five by five isn't, Can, we go into the connect wise and look at Five by Five and see what they are.
Speaker 2 00:09:31
Let's see. Like companies. Okay. Five. Let's see,
Speaker 3 00:09:48
Five by five oh, it's a former client status. Okay, yeah status I think we should.
Speaker 2 00:09:56
Add that as a filter.
Speaker 3 00:09:57
We can't. We don't have a status.
Speaker 2 00:10:00
Oh, yeah. Maybe we can change the measure?
Speaker 3 00:10:09
Uh, we can't because they're talking about a lot of. I mean, we got to. changing the measure won't work on this one. Um.
Speaker 3 00:10:25
Hang on. I am going to have to play with this because this one, this one's like. Hang on. I am going to go into. Tricky. Yeah, this one's being a little weird. I am going to share my way out. Okay.
Speaker 1 00:10:55
I am not a good person.
Speaker 1 00:11:24
Contact data. Maybe if I do contact data, and then add in contact data.
Speaker 1 00:11:56
I'm trying to think. Okay. They don't make it easy.
Speaker 3 00:12:44
You Know what we probably need to do. What.
Speaker 1 00:12:50
If there are former. Yeah.
Speaker 1 00:13:06
I got an idea. Okay. Contacts. All right. We might have to just do it this way and make a few. Uh-huh. Status isn't here. Posts per page.
Speaker 1 00:13:36
Save. All right. I'll make this a little wider so I can see it. Company status, okay. Actions,
Speaker 3 00:13:52
Company status is active. Company type is managed and.
Speaker 1 00:14:06
Status is active. Search. There.
Speaker 2 00:14:13
You go. Is that a the total users, right? Oh my god, hang on, let me update my report here.
Speaker 3 00:14:24
Yep. So what I'm going to do is I'm going to save this view first thing. Yeah. I'm going to share this view.
Speaker 2 00:14:42
So There's a total of four seven five two okay.
Speaker 1 00:15:06
Active. Update. And company type equals managed. Wait, wait. Cancel hold on. Ah.
Speaker 1 00:15:36
Wait. Cancel. Yeah.
Speaker 3 00:15:39
Status Wait, we got to do this differently. Okay, status equals active and company status equals active and Sorry, I muted myself by accident. Company type equals.
Speaker 3 00:16:08
Uh,'cause manage is under, it should be co- manage should be under there too. Update and plus and or company type equals.
Speaker 1 00:16:27
Co- manage. Update. Okay. Save.
Speaker 3 00:16:37
Okay, manage contacts. Forty seven fifty two.
Speaker 2 00:16:42
Forty seven fifty two. Okay, perfect.
Speaker 3 00:16:46
And that is saved for you.
Speaker 2 00:16:50
Oh, where can I see that on my end? On the contact search?
Speaker 3 00:16:55
Yes, go to companies and contacts. Okay,
Speaker 2 00:16:59
One sec. Companies contacts Oh okay so I'm seeing the, All the columns that you have on your screen. Perfect. Okay, so thank you so much, Graciela. Okay, So I have one more question if I may while you're here because I don't know if I have the wrong filter on this one as well because I'm trying to get the uh the total number of fully managed clients. Oh You see right here.
Speaker 2 00:17:35
I don't know if I do have the correct filter as well.
Speaker 3 00:17:39
Company ID, company type. Yeah. Yeah, you got it. Uh, but fully managed is not co- managed.
Speaker 2 00:17:48
Oh, this one?
Speaker 3 00:17:49
Yeah, So you can take out yeah. So we just want the ones we're fully managing under that statement. Some of them you can do all some of them you can't. And then company status is active. Okay?
Speaker 2 00:18:01
Okay, so but on this one there are multiple Winegard's showing up. So how should we can I remove? Is that possible or maybe because Winegard is set up in ConnectWise as multiple sizes. Okay,
Speaker 3 00:18:14
So hit the close button on this. Okay. And so go to company ID, click Measure company ID.
Speaker 3 00:18:25
Mhm Remove that.
Speaker 1 00:18:28
Remove company ID Yeah Okay.
Speaker 3 00:18:31
Yep, remove. And then company name. So drag company name up into Measure. Okay. Yep, and then you're going to change to count distinct. Yep, and then hit add. And the reason for this that I do that is because sometimes there might be duplicate companies, but I'll be honest. Mhm, I'll be honest. Uh, sometimes it duplicates itself.
Speaker 2 00:19:04
Yeah, there, yeah, there's because agreements start.
Speaker 3 00:19:07
That's why. Uh, cancel that or close that. That's why it is okay. Query two, click on Query two for me at the top Okay Okay. You have agreement type agreement type agreement status All right? So we got to put a calculation in here. Um.
Speaker 3 00:19:30
How do I want to do this? Do a plus sign next to Query two. Okay. Oops. Yeah, that's going to be the aggregated metric. Oh.
Speaker 3 00:19:45
Uh and just leave that there. We'll we'll figure that one out. Uh so click on Query two, click on uh change measure from agreement type.
Speaker 3 00:19:60
This one. Remove that. Okay. Okay, now go to company name and drag that up into Measure.
Speaker 2 00:20:13
Company name, okay.
Speaker 3 00:20:15
And then this time it's not distinct. Okay. And hit add,
Speaker 1 00:20:21
Okay? So,
Speaker 3 00:20:25
This is what I'm going to explain with too. Uh, let me go into ConnectWise real quick. Do you want to see me do it? Okay. Yeah. Okay, so we're going to do this the same way. Um, so companies here sometimes right pages is not the one. So, we're going to do search, and we're going to click on view and view name total managed clients. Okay, share this view uh company company type Equals.
Speaker 1 00:21:01
Okay. Manage. Okay. Update. Plus, status equals.
Speaker 3 00:21:19
Active. I just remembered, plus, I just remembered something, status Equals.
Speaker 1 00:21:32
Special info. Because we need that because I think Sims was under special info. Manage active special info. Let me save this. No, it's not okay territory search.
Speaker 1 00:22:09
Okay, go to view. Client equals message. Oh,
Speaker 3 00:22:22
I see what my problem is. Data, it needs to be or.
Speaker 3 00:22:31
I was like, I know. I know how to do this. Status.
Speaker 1 00:22:36
Equals special info. Update and save. Forty.
Speaker 2 00:22:49
Oh forty Okay.
Speaker 3 00:22:55
Sometimes you just got to do it from here.
Speaker 2 00:22:59
From ConnectWise rather thanum BrightGauge. Yep. Oh okay okay. All right. Um also, Christi, we're planning to remove the like the manual monthly computer count, like sending the Excel sheets and all. So You mean that.
Speaker 3 00:23:16
Thing I've been trying to do for years?
Speaker 2 00:23:19
Yeah so I've added another gauge I I actually use DTLA as one example. Um, for the monthly computer count, let me share my screen. But the thing is, you see the preview right here. This is correct. We have twenty four counts for them in RMM. But when I click on this one, It doubles the quantity where I've noticed where I've downloaded when I downloaded this. Um these are duplicates like times two of the original.
Speaker 2 00:23:56
Um quantity. So these are all 48 in total, but in reality we have only 24 computers for them. So I'm not sure why there are duplicates as well for them. So these are my filters. Yeah, just, So you can check. So I have the correct number here, but yeah, inside the report, inside is not.
Speaker 3 00:24:31
Click on system name. Measure system name.
Speaker 3 00:24:36
Okay. Yep, you have that correct. I just wanted to double check it. I got okay, Okay, Oh uh click on type.
Speaker 1 00:24:44
U h- huh This one.
Speaker 3 00:24:48
All right? Go down to status in your data.
Speaker 1 00:24:54
Status. Let's see. Okay, do we still have birds on it? You know what I'm gonna do?
Speaker 3 00:25:16
I'm gonna Claude. I'm gonna ask Claude why BrightGauge keeps duplicating things.
Speaker 3 00:26:14
I I'm having some issues. It keeps telling me, which it's probably.
Speaker 3 00:26:33
It Keeps telling me, uh chat not chat uh conversation is not available at this time.
Speaker 1 00:26:39
Oh okay okay.
Speaker 1 00:26:51
See if it works this time. I'm switching it over to Copilot and see if I can do it on the Copilot. Okay.
Speaker 1 00:27:21
Okay, now it's going. Let's see if it continues. Might just be a some glitch.
Speaker 3 00:27:28
Are you Do you have Chat GPT or Claude?
Speaker 2 00:27:32
I do have both.
Speaker 3 00:27:35
Okay, oh that's right, You're a manager.
Speaker 2 00:27:39
And even yeah Copilot as well, because Anzor said I needed for meetings.
Speaker 4 00:27:46
Yes Well actually I argued with him on that one. Oh really You know, he's never gonna admit to the fact that I strong armed him for you. Yeah, I think he knows that. Cause you know me, I'm gonna give you all the tools that I can.
Speaker 2 00:28:04
Yeah, yeah.
Speaker 4 00:28:06
All right,
Speaker 3 00:28:06
Let's see Let me. Let me dig into this a little bit more and see if we if I can find out any answers because I've had this issue forever Oh. Okay. Yeah, But at least, I got you two new views in ConnectWise so that you can go look at those.
Speaker 2 00:28:21
Yes, that's so helpful. Thank you, Christi. And yes, let me know what you find out about the duplicates.
Speaker 3 00:28:27
Yeah. And then also let me see if there's a way of automating it not through BrightGauge for you. Originally I had a way to do that for you. Um.
Speaker 2 00:28:39
Yeah if we can automate that would be helpful like every quarter.
Speaker 3 00:28:48
Yeah, let me see. What I can do.
Speaker 2 00:28:51
Okay. Thank you so much, Christi.
Speaker 3 00:28:54
You're welcome. Alright, I'll talk to you later.
Speaker 2 00:28:56
Okay, thank you. Bye- bye Thanks. Bye.
## Core Synopsis
The Nevada Gaming Control Board's Investigations Division is currently unavailable to field inbound calls. A standardized voicemail system is in place to manage this communication gap, instructing callers to leave their name, phone number, and a reason for contact to secure a callback. The system sets the expectation that a response will be provided "as soon as possible," establishing a non-specific service-level agreement.
## Voicemail Protocol
A caller has reached the Las Vegas office of the Nevada Gaming Control Board's Investigations Division. The call was not answered by a person, and instead was routed to an automated voicemail system. This system provides a clear set of instructions for the caller to ensure their inquiry is captured and can be addressed later. The required information includes the caller's name, phone number, and a brief summary of their reason for calling. The system concludes by committing to a return call at an unspecified future time.
Apr 24, 2026
Speaker 1 00:00:00
Hello. Hello, You have reached the Las Vegas office of the Nevada Gaming Control Board's Investigations Division. We cannot take your call right now. Please leave your name, phone number, and a short reason for contacting us, and we will call you back as soon as possible. Thank you.
> Date: 2026-08-14
> Location: [Insert Location]
> Participants: [Christi] [Speaker 2] [Speaker 3] [Speaker 4]
## Meeting Notes
### **Training Overview and Logistics**
- Christi confirmed attendees received the necessary files and noted the session was being recorded.
- The training covered two modules: "Roles" and "Advanced Features."
- The agenda for the "Roles" section included demonstrations for executives, finance, operations, admin, sales and marketing, and HR, lasting approximately 40 minutes.
- For a feature that was not yet enabled, a similar tool would be used for demonstration.
### **AI Tool Capabilities and Prompting Best Practices**
- Christi highlighted an AI tool that accurately transcribes non-native names using a custom dictionary, a feature Microsoft's tool lacks.
- **Best Practices:**
- The fundamental formula for AI interaction is: assign a role, ask specific questions, follow up, and challenge its responses.
- For privacy, keep employee medical and pay details out of AI prompts, using placeholders for sensitive data like salary.
- Always start a new chat in Copilot to analyze a file and reference it using a forward slash (`/`).
- Human judgment is essential; users must always verify AI-generated data and own the final output. AI gets you about 70% of the way, but the final 30% is the user's responsibility.
### **Copilot for Executives: KPI Analysis**
- **Prompt 1:** `You're my chief of staff. Read this KPI dashboard and give me a five bullet briefing I can read in two minutes before my Monday leadership meeting.`
- **Prompt 2:** `Give me three questions a sharp board member would ask about this data, and a one line answer to each.`
- **Prompt 3:** `What business line is underperforming, and what are the two most likely causes worth investigating?`
- **Prompt 4:** `Turn this into a short Teams message I could send to my leadership team right now.`
### **Copilot for Finance & Accounting: Budget Variance Analysis**
- Using the `Crimson Sample Budget Versus Actual` file, Christi demonstrated how Copilot can act as a financial analyst.
- **Prompt 1:** `Act as my financial analyst. Write a short variance narrative for leadership, explaining the three largest budget variances in this sheet in plain English, no jargon.`
- **Prompt 2:** `For the department that's over budget the most, give me three questions I should ask that department head.` (AI can also be asked to soften the tone of such questions).
- **Prompt 3:** `Explain what the variance percentage formula in column E is doing step by step like I've never seen it before.` This showed AI's utility as a learning tool.
### **Managing a Messy Project Tracker with Copilot**
- Christi used a sample project tracker in Excel to demonstrate generating a formula (`TODAY() - [Due Date]`) for the "Days Overdue" column using a plain English prompt.
- **Analysis Prompt:** "List every task that's overdue or missing an owner and sort by how overdue it is."
- **Communication Prompt:** A "no blame" status update was drafted for the team about overdue items. The draft was refined to be more positive and include the data table, with Speaker 3 confirming they would send the revised version.
### **Analyzing a Sales Pipeline with Copilot**
- Using the "Crimson Sample Sales Pipeline" file, Christi demonstrated identifying sales opportunities and drafting communications.
- **Analysis Prompt:** "Which three deals in this pipeline haven't been touched over two weeks and are worth following up on first based on deal size?" Copilot correctly identified the top three deals, excluding closed ones.
- **Communication Prompts:**
- A warm check-in email was drafted for the largest deal. The output required manual correction (e.g., fixing a placeholder name) and refinement to sound less AI-generated.
- Eight subject line options were generated with varying tones.
### **HR Screening and Communication with Copilot**
- **Use Case:** AI can summarize transcribed candidate interviews to provide a "gut check" on technical skills, but it cannot read emotion and should not be used for final decisions.
- **Demonstration:** Using a "Crimson Sample Candidate Tracker," a prompt was used to rank candidates against three must-haves and explain the reasoning.
- **Communication Prompts:** Copilot was asked to draft a warm rejection email template and a neutral, professional note to a manager about a performance concern.
### **Using Copilot for SOPs and General Tasks**
- **Client Onboarding:** A potential use case is turning client onboarding tasks into a numbered checklist for a new hire, though this requires providing the AI with specific task information.
- **"How-To" Questions:** AI can generate step-by-step instructions for software questions (e.g., how to enable features in Outlook).
- **SOPs:** AI can format content into a Standard Operating Procedure (SOP) if provided with a template and the necessary information.
### **Introduction to Advanced Copilot Features**
- The training transitioned from Copilot as an "assistant" to a "teammate" capable of handling more advanced, time-saving tasks.
- **Model Choice:** Users can choose between different AI models (e.g., GPT, Claude) and modes like "auto," "quick response," or "think deeper."
- **Guidelines for Tool Selection:**
- **In-app Copilot:** For tasks within a single file.
- **Copilot Chat:** For tasks involving multiple files across a workspace.
- **Researcher Agent:** For building reports that require citations.
- **CoWork Agent:** For delegating an entire job to the AI.
### **Advanced Feature: CoWork Agent**
- CoWork is an advanced, pay-as-you-go feature that allows a user to hand off an entire job to the AI, which will then plan and execute the work.
- Christi demonstrated its functionality using a similar tool, "Claude," because her CoWork credits were exhausted.
- The demonstration showed how to point the tool to a folder and file to have it work on an Excel sheet.
- CoWork is now out of preview, and like other AI tools, completes about 70% of a task, with the user responsible for the final 30%.
### **Advanced Feature: Researcher Agent**
- The Researcher agent is used for in-depth briefs (e.g., market risks) by pulling from the web and user files.
- **Crucial Note:** Users must read and validate all citations before relying on them due to potential inaccuracies.
- A demonstration showed the agent researching telehealth software options. It excluded a strong option (CareLogic) based on ease-of-use concerns for non-technical staff, pulling supporting details from past emails.
- Outputs can be converted to Word, PowerPoint, PDF, or infographics.
### **Advanced Feature: Analyst Agent**
- The Analyst agent focuses on quantitative analysis, particularly in Excel (e.g., identifying drivers of underperformance).
- Users should sanity-check outputs against trusted numbers. Processing may take longer for large files.
### **Automation and Scheduling**
- Christi demonstrated an automation workflow showing how tasks can be built and scheduled.
- Examples included a daily briefing scheduled for 8:00 a.m. and a daily news brief ("Radar") configured to track items of interest (e.g., an acquisition).
- The "Tasks Tab" in Copilot collects long-running jobs like co-work tasks and researcher reports.
### **Microsoft Loop for Collaboration**
- Microsoft has moved notebooks/projects into Loop, which serves as a collaborative workspace.
- **Pages:** Shared, living documents for real-time team collaboration with integrated Copilot assistance.
- **Workspaces:** Consolidate project data like task lists and schedules. Information can be easily copied to emails or Teams.
### **User Questions and Clarifications**
- **File Access Issue:** A user had trouble referencing a file. The resolution was to download files and save them to the "My Documents" folder, which syncs to OneDrive.
- **Specifying Excel Tabs:** To specify a tab, state its name in the prompt (e.g., "on tab budget"), though it's often better to let Copilot analyze the entire file.
- **CoWork vs. Copilot Chat:** Copilot Chat can compare data across multiple files (PDF, Excel) without a CoWork subscription. CoWork adds automation and job delegation but requires an additional pay-as-you-go subscription.
## Next Arrangements
- [ ] Continue with the training modules on operations and admin roles.
- [ ] Pick bigger features (CoWork, Researcher, Analyst, or Notebook) to use on a real project this week.
- [ ] Attend open office sessions at the end of August or in September for help with larger problems.
- [ ] Email Christi or the help desk if any issues arise.
- [ ] Christi to send an email with the prompt for HR.
- [ ] Christi will send a link for the Whisper Flow dictation software to Speaker 4.
- [ ] Organize ongoing projects in Microsoft Loop and invite relevant collaborators.
- [ ] Validate citations from Researcher outputs before relying on them.
- [ ] Configure Copilot Chat to compare data across PDF and Excel as needed.
- [ ] Set or adjust schedules for briefing agents (e.g., 6:00 a.m., 8:00 a.m.) as required.
- [ ] Monitor CoWork credits and subscription status.
- [ ] Review and possibly include CareLogic in telehealth software evaluations, noting usability criteria.
- [ ] [Insert more]
## AI Suggestions
**AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:**
1. An advanced feature was not working during the demonstration. It is unclear if there will be a follow-up or if the alternative demonstration was sufficient. This was a recurring theme, with a separate issue noted where a feature was supposed to be fixed but wasn't.
2. The session on creating custom agents (e.g., "Daily Brief Agent") was deferred to a future session with no specific follow-up scheduled.
3. A user experienced a technical issue finding a file in Copilot. While a solution was provided, it's unclear if this will be a recurring issue for others.
4. The demonstration for turning client onboarding tasks into a checklist was described but not executed because the necessary task data was not provided.
5. It was mentioned that not everyone has access to CoWork. The meeting did not clarify how users can get access, what the pay-as-you-go cost structure is, or what alternatives are available.
6. A validation workflow for Researcher and Analyst outputs (who reviews, what checks are done) was not established.
7. A clear migration plan from old "notebooks" to Microsoft Loop for existing projects was not communicated to the team.
Aug 14, 2026
Speaker 1 00:01:16
Hi Julia, no worries. We, actually, we're gonna be waiting for a few minutes because I've had quite a number of people that wanted to join. So I resent the invite and just a quick heads up, Um there is a fly in my bedroom. And the reason why I don't have my camera turned on is cause the kittens. All three of them are trying to catch this fly. So they keep jumping in front of me. Working from home with three, Three teenagers is not for the faint of heart. Actually, the teenagers are more well behaved than the cats.
Speaker 2 00:01:55
For sure, Yes.
Speaker 2 00:02:42
We'll recording to review later. We just usually start recording when everyone joins, so it's not empty recording at the beginning.
Speaker 1 00:03:09
Christy, I had a for a moment. Um. Answer a question that had come over. question that is eighteen years old walked in into my door while. Thankfully, Julia answered the other question.
Speaker 1 00:03:38
We're going to wait just a few minutes. And then I am going to start recording.
Speaker 1 00:04:03
Alright, real quickly, I think it's only going to be three of us or four of us. Um, did you guys get the files that I sent over with the meeting?
Speaker 4 00:04:16
Uh, yes.
Speaker 1 00:04:17
Okay, perfect. We're gonna be using those those documents just because it's gonna make things a little bit easier. I just provided sample documentationum so that everybody had it. And we're gonna do two modules today. So, we're gonna go over roles, and then we're going to go over some advanced features that I am going to show you. I am going to apologize in advance. I had asked the team to turn on one of the features. They still haven't turned it on, so I am going to show you, But I'm going to show it to you using a different tool because that different tool is actually just as good and looks exactly the same. So, Just Christy:
Speaker 2 00:04:56
Yes Christy: Sorry, when was that sent? I don't think I have that.
Speaker 1 00:05:00
It should be in your meeting invite for today. Okay.
Speaker 2 00:05:08
And it's uh an attachment or just yes,
Speaker 1 00:05:12
It's attachments.
Speaker 2 00:05:17
Yeah, I I don't see that on mine. I'm so sorry.
Speaker 1 00:05:21
No, it's okay. I'm gonna resend it. Okay, and bear with me one second. Send update and okay, so hopefully that updates for you so you can see, I had sent it over earlier. There's quite a few attachments in it. We're going to go over what those attachments look like and what they are for this meeting during the meeting. So if you don't have them just yet, give it a few moments.
Speaker 2 00:05:49
I actually got it. I was looking at a different schedule, so there were so many on my calendar, my bad, thank you.
Speaker 1 00:05:57
No worries. And real quickly, I am going to share my screen this time because this morning and the other training. I didn't realize I wasn't sharing until about twenty minutes into the meeting, so I am going to share. Um, let me. I've got two people I know that were supposed to be in it, So let me copy the joint information and make sure because Microsoft has been doing some funky things lately.
Speaker 1 00:06:33
And, some people did not get the correct link in a couple of my meetings. It's actually been a few of them today, so I think Microsoft's having some issues. All right, so I'm going to record. Okay, it's already on. I'm going to turn on facilitator as well. So just a quick heads up, we're going to be recording. You guys have been in trainings with us, so you know how my rules work.
Speaker 1 00:07:04
It is a you can stop and ask questions. We're also going to do questions at the end, and then I also will pause and ask questions during items that are, uh, more intense or heavier information so that people have a chance to understand it. And so we've got two agendas. Um, So we're going to go over the first section that's going to last about forty minutes. And so we're going to go through that agenda real quick. We're going to go through what it looks like uh, during roles. And because I am recording it. Even though we don't have a lot of people in here, I am just going to go through every role so that you guys have it for the people who are going to be watching this on the recording. Now we're going to go through executives, finance, operations, admin, sales and marketing and HR. So I've got sample files for you guys in the meeting notes, and you guys can access them. They all start with crimson and I am gonna.
Speaker 1 00:08:02
Pull each one up. So, just be aware of that. Now, we're going to go over executives first. And with executives, I want you guys to understand prompt AI much better for things. So, Within Copilot, you can say open this file and then run these four prompts in order. Okay now. What I like to do with Copilot is I'm going to be using the chat feature on this one. And so I'm going to pull up my chat right here. And I've got my file so that Copilot can help me. And I always start things in a brand new chat. So, a couple of things that you can note, um, I'm going to hit the forward slash and I'm going to start typing.
Speaker 1 00:08:55
The name of the file because we always want to reference a file when we're working with Copilot, because we want to give it more information and I'll say, Crimson dash sample and I'm going to do KPI dashboard. Okay. So there's my file and I'm going to say you're my chief of staff on this one. So you guys can see, Read this KPI dashboard and give me a five bullet briefing. I can read in two minutes before my Monday leadership meeting. Okay, so I'm gonna do that from chat. So I've put it in here and I'm gonna paste that. Now, I don't need the quotation marks. So I'm just gonna take those out and I'm gonna ask it to to take care of that. Okay?
Speaker 1 00:09:54
It's going to give the five points. And so that's the information I want it to be aware of. Now, if I had a better file that I can do that with, which I actually do, but I'm not going to do it right now, it'll show change in time. So just be aware you can do this with any file that you have. But the prompt I used is you're my chief of staff. Read this KPI dashboard and give me a five bullet briefing. I can read in two minutes before my Monday leadership meeting. So it's going to give you those items. Now, on this, I always tell people be aware, you sometimes need to check the data, actually, you need to check the data constantly. So, if I have this open, let me go into my executive. I can actually see now. This is the KPI dashboard.
Speaker 1 00:10:52
Right here, and I can see all the information. So I'm going to make this smaller. Pull it over to the side. And then you can see what's carrying growths, and I'm going to double check it. And so when I bring this back over, I'm double checking cloud and security. There's my growths. Okay? So you should be able to spot check this very easily. But this puts it in language where you're when you're looking at your spreadsheet, you can say, you know, I understand it better. Now the next prompt I'm going to have it do is give me three questions. A sharp board member would ask about this data, and one line answer to each. I actually use this prompt pretty often when I'm meeting with my clients. So.
Speaker 1 00:11:48
I'm going to paste that in there. So it's going to give me some information. Now, It's given me based on its own perspective, why is cloud and cybersecurity above target? While the rest of the business is under. Okay? And it's going to point that out. And, These are things that I should look up as an executive, so I know and understand. Okay, what is driving the professional services miss? Okay, and I'm going to need to think through my answers. So These are These are ways that you can prep for meetings coming through. All right. Now, My next prompt number three is what business line is underperforming, and what are the two most likely causes worth investigating? And again, I'm sitting here, I'm having a conversation with Copilot. Um.
Speaker 1 00:12:47
And I'm asking it the questions as if I'm talking to an associate or I'm talking to a subordinate or any of those types of scenarios. I am actually asking it questions like it is a person. And you can do that, you can do plain language, okay? And so I'll send this over, and it'll give me some questions that I can investigate.
Speaker 1 00:13:17
And then I can actually go and look for the facts myself. In this case, on this one, I would go to Julia and ask my question. Julia is the one who's going to know that question from Crimson's point of view. All right, And then prompt number four : Turn this into a short Teams message I could send to my leadership team right now. Okay? Some things to note about Copilot : It's never going to make a call because that's still you ;. That's your judgment. One of the things I like to tell people is AI can never take over your job because it lacks the capacity for human judgment. And that's where you come in. You have to be able to do that judgment, Which we know you do, or you wouldn't be in the job you're in now, okay? So what AI can do and will do for you is give you a clear starting point fast. If I have a long uh.
Speaker 1 00:14:13
Executive report coming to me. It's like three to five pages long. It's got a lot of jumbo, wish-washy jumbo in it. I'm going to throw it into Copilot and I'm going to ask it these types of questions. Uh, in my role, these are the questions I would ask so I can understand it. Uh, and so be aware of that. You're, you're the one that's making the judgment call. Ai is the one that can get you a starting point on questions that you need to know. Okay, it's especially handy as an executive. One of the things that I run into all the time, and Kamia, you probably do as well, is the back to back meetings that you are in a lot of days. Okay now it's not every day but it's a lot of days. Julia is in that same mix. So one of the things we want to do is make sure that we have time to do it. But what AI is going to do is cut down on those late nights having your laptop open in bed.
Speaker 1 00:15:09
Reading through all the reports to get an understanding of what's going on. Okay, any questions about the prompts that I'm showing you for executives? And Julia is sitting here like, I now know how to do Christy's job. Actually, I think I just scared her. She she doesn't she's scared to take over my job. I've offered it to her and she said no. So just be aware guys. All right Um, next one up is finance and accounting. So. One of the things I have to do as an executive is I have to account for the variances. Do that for two clients. So open up, and you guys can follow along, open up Crimson Sample Budget Versus Actual. And so this this fictional. It is based on um based on nobody. So just be aware that it's in here.
Speaker 1 00:16:07
And this is my title. So, here's an example: budget versus actuals. So, what I'm going to do is I'm going to go back into Copilot. Now, I got a new document; I need to worry about. What is the one thing I'm going to do because I have a new document? Anybody? I had the quietest group today.
Speaker 2 00:16:34
I'm on mute. New chat. New chat. Open a new chat.
Speaker 1 00:16:38
The new subject, new documents, all of that. So very first thing I'm going to do is I'm going to look up that document. So I'm going to hit my forward slash because all my files are saved in my My Documents, which saves to OneDrive. So I'm going to say Crimson dash sample and I'm going to say budget versus actuals. Okay. And I'm going to open that up. And then I'm gonna look at my prompts, okay? For act as my financial analyst, Write a short variance narrative for leadership, explaining the three largest budget variances on this sheet in plain English. Now, a couple of things to note is that in my budget versus actuals, um there's not much data in here. So I've got I'm gonna have to be the person that looks it up. But yeah, it's gonna give me my starting point.
Speaker 1 00:17:31
So, I'm going to go back in here. This time, because I want to do this, I'm going to use my whisper flow to actually dictate. You may or may not hear what I say. Right? So, I'm going to go in here. Act as my financial analyst. Write a short variance narrative for leadership, explaining the three largest budget variances in this sheet in plain English, no jargon. Okay? So there's my, There's what I want it to do. I'm going to press enter or use my mouse. I got to get new batteries in my keyboard. All right, So here's my three largest budget variances on the sheet and here's the reasoning behind it. July finished over budget because cybersecurity and service desk ran higher than planned.
Speaker 1 00:18:29
Partially offset by lower spend on R and D and product. Okay, so just be aware it's going to give it to you. Now, It's going to give you some information for asks for leadership, two areas worth looking at are first cybersecurity and service desk. Okay, so it's going to give you some information. Now I want to show you guys something we haven't touched on yet, and that is it's going to help you ask what's next. Now, I'm not going to do that. I'm going to give, I'm going to use my prompts here because sometimes I have different questions than what it's due. Now, One thing AI is really good at is predicting what you're going to say next based off of everything it's ever absorbed. And remember, It's absorbed everything that can be found on the internet, both human written and AI written. So it's going to try to predict, and that's the purpose of these prompts right here.
Speaker 1 00:19:27
So sometimes it gets it right, okay? Sometimes it doesn't. So I am going to go in and I'm going to ask my second question. For the department that's over budget the most, give me three questions I should ask that department head. So here is my prompt and I'm going to press enter and I want to see what it says. And these are the questions I can ask now One of the things I like to do with AI is argue back with it. So I can say, hey, give me a couple other ones. Okay? So oops, I can't spell today, working. Give me a few more questions. Let's check if this was planned with Zach. Okay?
Speaker 1 00:20:27
So it's going to give a few more questions. Now, I didn't give it a number, so I let it estimate based on what it was thinking. And there's some more questions I can ask. Now, one thing I will do, um, I will say, can you put this? Can you write me an email in my own tone and verbiage? I like to use that phrase a lot. I want to ask these questions without looking like I am accusing them of going over. I just simply want to know why. Okay, So one thing AI is really good, is also softening my tone when I'm not thinking.
Speaker 1 00:21:23
Clearly, and I am like moving fast through everything that's on my plate. Sometimes we'll get AI involved, because I will come across sounding passive aggressive. If I am not careful. So, I want you guys to be aware of that. It can also help soften your tone. It can also help you sound a little bit more friendly and help you get the information you need, okay? So this is going to go in. Um, I will adjust this, okay? I can add a closing line to encourage open dialogue. A few other things on it. Okay, now we're going to shift a little gears because I want to know, Let's say, I'm new to my role in finance and I need to know what variance is. And this is really helpful for people coming up in their career. So I'm going to ask this following question: Explain what the variance.
Speaker 1 00:22:21
Per centage formula in column E is doing step by step like I've never seen it before.
Speaker 2 00:22:27
Yes, Casey. Yeah, hi, Christy. Sorry to interrupt. So I did try that slash Crimson sample file. And actually, it came back to me with an error, saying that it can't find the attachment. So did I have to download the files first in like a specific drive? Just save them out into your documents and it'll find it. And they'll find it, okay. And my other question is like, so if if you have several tabs in your like for example Excel report, You just have to specify that in like slash Crimson sample. And then like the tab name.
Speaker 1 00:23:11
Yeah, if you want it to concentrate on a specific tab, you give it the tab name. Now for me I, I don't ever specify the specific tab because I want the entire spreadsheet. But when I do want it to look at a specific tab, I will state" tab budget" or whatever, however I've got it named.
Speaker 2 00:23:32
Okay, so no specific format on how you type it. It would just, you know, pick it up? Yeah. Okay, got it. Thank you. You're welcome.
Speaker 1 00:23:41
All right now, I'm going to ask it to explain the variance percentage formula in column E. Step by step, like I've never seen it before. Okay, so here is the formula and how it picks it up. And. So it's going to go through step by step and explain how that's working. Right now, A couple of things I've actually worked with a person that we were about to promote into a role. And we know that, that person.
Speaker 1 00:24:13
Is not comfortable with certain aspects of their job, just because they don't know. And so we gave them Copilot, we gave them Claude, both. And we taught them to go through this. All right? Now the reason why is sometimes you get into a job and you don't know something. And so you just fake it until you make it. Well, with AI, you no longer have to fake it until you make it. Just I ask AI how do I do this? Okay? And it's one of the best learning tools out there besides Google. Because, How many times in your role in the last ten years did you not know how to do something? And you Googled it rather than asking her? We all have. Okay, especially when new stuff comes out in your role and you don't, you didn't know it before. So you ask. All right, so here is the reason why. Now I want you guys to understand something one rule that doesn't change You own the numbers. Okay?
Speaker 1 00:25:12
You can never say to someone when they're asking a question, You can't say "I don't know. AI wrote this for me" because it's going to make you look bad. Anything you send out, any questions you have, any answers that you give, you own that data. You own the numbers. You own the data. You know, own the explanations. You never can go back and say, well, AI did this okay. So while you know that. Verify every figure before it goes to leadership, before it goes to your peers. Anything like that, you want to make sure you verify. Okay? If you can't remember anything else about this training, remember: You own what comes out. Okay? AI will get you 70% of the way there. That last 30%, that's all on you. Okay? Any questions before we go on to operations and admin?
Speaker 2 00:26:11
I just have one more question. Um, Cause I I have started using this Christy. And what I've been doing is I would just use the Copilot when I'm in Excel. So like how you're showing it to us, it would generate the same result, right?
Speaker 1 00:26:29
Mm-hmm. Or very close to the same result. Okay,
Speaker 2 00:26:33
Okay. Okay, gotcha, thank you. Yeah.
Speaker 1 00:26:35
You're welcome All right for operations and admin. Uh, we're going to do cleaning up a messy tracker. Okay, uh, I have been sent trackers. I have been sent work plans. I have been sent so much stuff and I don't ever understand it, because my staff puts it into formats. I don't get or maybe maybe I just wasn't paying attention. And it's late one night, like three a m in the morning. I'm still working on some project trackers um and it gets messy, okay. Now.
Speaker 1 00:27:08
I'm going to go in the um the document that we're going to use is Crimson Sample, Project Tracker. And I'm going to pull it up, real quick so that you guys can see it. So here's the project tracker um now I base this on Julia, one of how uh our project trackers come out of our application. However, Kamiya and Casey, uh just be aware that you can pull your own data. And. And put it in. It's going to read however you have it, okay? As long as the data in here is put in a way that it can understand it with headings. Even though this part is messy, we still have headings right here. So task, project, owner, due date, status and days overdue. Now what I'm going to do is I'm going to clear out days overdue just for this one right here. Okay? Um I'm going to leave that there.
Speaker 1 00:28:05
And I'm going to add a formula in here. So I'm going to use Copilot to add a formula. And let me see, add a formula. Is it? Add a formula. Okay, there we go. All right, I want a formula in column F, That equals column T subtracted from U. And it needs to update it daily, right? So there's a way we can put that formula in.
Speaker 1 00:29:01
So this is an example of me using Copilot within the Excel document itself. The Copilot's going to think about it. It might go on a coffee break real quick before it answers us. All right, so now I clicked on it and it did it, okay? Now I'm going to tell it done because they did it correctly. And what it did was it added today minus the due date, which is on D6. Okay, So that's how easy it is for it to calculate as long as you put it in plain language. And plain English. Now, if it doesn't understand you, it can be uh, it can ask you questions. So be aware of that. Now I'm going to hit save, even though I've saved I'm just going to hit save to show you. So now that we have this in there. We had clicked done and let it fill in all the data I'm going to minimize. Okay.
Speaker 1 00:29:60
And I'm going to go back to my Copilot, and I am going to say new chat. In here, I'm going to do my forward slash Crimson Sample Project Tracker. Oops. I'll click on that, and now I'm going to look at my prompts. Okay? So got a couple of prompts, and I'm going to use these. All right. Now This really good. Julia, this more on your level because Julia's one of our project people. She's she's amazing. All right, so very first question, look at this project tracker. List every task that's overdue or missing an owner and sort by how overdue it is. Okay, I've got my new chat and I told it to look at this project tracker list, every task that's overdue or missing an owner and sort by how overdue it is.
Speaker 1 00:31:04
Now, in this part, it's going to code for us. And, we have nine tasks that are overdue or missing an owner sorted by how overdue they are. Okay? The report date on the tracker is August 7th, 2026. Okay? Now we've got some things that are old, some things that are overdue and things that are unassigned. So this one right here is not overdue, but it's never been assigned an owner. So okay, so we're taking a look at that. Now I'm going to ask it my next question, And my next question is to draft a short calm status update, I can send the team about the overdue items. No blame, just the next steps. And I'm also going to have it talk to them and not at them. Okay?
Speaker 1 00:32:01
Hi team, A quick review of the project tracker shows a handful of overdue items and a few tasks that still need owners assigned. Let’s sync up this week to realign priorities and get everything back on track. I’m happy to help unblock anything or clarify expectations—just let me know how I can support. Looking forward to our collaboration! Nothing here looks unmanageable, But I'd like us to tighten up the list. So we have a clear path to completion. Could, you take a look at any items you're involved with and update the status, the target date, or the blockers? For the unassigned tasks, let's identify owners so nothing falls between the cracks. If something is waiting on a client input, a vendor or another dependency, just notate that in the tracker so the rest of us have context. Context. Let me know where you're stuck, or if you need a second set of eyes on anything.
Speaker 1 00:32:57
Work through it together and get the backlog cleaned up. Now, Julia, is this something I would send out? You're muted. Give me give me a minute. No worries. Uh, One of the things that I would do on this is I would include the table in that email. So I can actually um argue back. With Copilot to say those things. Okay. I can also tell it to add a positive note about progress. That's something I would do. Okay.
Speaker 3 00:33:34
I'm going to ask that one. So this is, um, this is what we have here. It's added a little, it looks a little bit more positive. I would actually send this one out, okay? Something that's a little bit more like me.
Speaker 2 00:33:53
Without the table.
Speaker 1 00:33:55
Without the table, I would add the table. So, all right. Now I'm going to oh sorry Casey.
Speaker 2 00:34:05
Sorry, I have a question Christy. So on like prior to this window, you had like a daily brief agent option? Mhm Is that something that you created so that it's you know, you can easily click on it when you want the same prompt?
Speaker 1 00:34:23
Yes now, We would do that under more agents. There's a daily briefing one in here. I did create this one.
Speaker 2 00:34:31
Got it, okay, so that's something like that's going to be a different session, right?
Speaker 1 00:34:35
Yes, totally different session.
Speaker 2 00:34:37
Okay, no problem.
Speaker 1 00:34:39
Thank you We're We're just doing the basics for right now, But We're going to go in a little bit deeper in a few minutes and go over that. Okay So let me go back to this one All right now. We do Crimson is growing. And so what I'm going to do is I'm going to ask a question. Um, and if I have it, let me double check because I don't think I added this part to it. Here's my project tracker. All right, so if AI had the information for this next prompt, it doesn't, but if it did, I would tell it and this is number three. I would tell it turn the client onboarding tasks into a numbered checklist.
Speaker 1 00:35:20
That a brand new hire could follow without extra explanation. Now I have to give it the tasks, I have to give it the information. Um and I don't have that so we're not going to do that one, but you can get the idea of what you can have it do. Now, It does turn it into really good formatting, and that's something that's been doing for a long time is turning things into really good formatting. I get asked a lot how to do something, and you guys do too in your own jobs. Uh. Julia and I'm using Julia as as my example, because I love her to death. We work together really well. Julia will ask me, "Hey, how do I do this in the software?" And because I am lazy, I will go ask AI and say, "Hey on software Microsoft Project, how do I do X Y and Z? Put it in a number formatting that I can send to someone that isn't technical like I am." And so it will write it out.
Speaker 1 00:36:19
I will say ninety nine percent of the time, anybody asks me a question, I am putting it in and I am formatting, how I word things back to people using AI. But, I always read through it to make sure it makes sense. Um, for example, Anzor was asking me some questions today about Microsoft Outlook and how to turn on some features within Microsoft Outlook. And because I honestly was doing five things at once, and I was had two meetings. That were I was double booked for. I real quickly asked AI to do that. I knew how to do it, but I just asked it how to do it. I checked my instructions, i copy and pasted and sent it over to Anzor. So, is very helpful for turning things like this in there. You can use it also to make SOPs, which is huge with operation teams. Um, you can say, hey, i need to write an SOP. Here's my template document and here's what i need it to say formatted.
Speaker 1 00:37:16
Very similar to this template document, and so it will do that. Any questions about anything on the operations or admin side?
Speaker 1 00:37:39
Alright, we're going to go. Sorry, I was taking a quick Tylenol real quick. We're going to go real quickly into sales and marketing.
Speaker 1 00:37:48
And we're going to use the Crimson sample sales pipeline. Find it. I got a bunch of Excel sheets open, so I got to look at it. So this the pipeline for sales, and again, all this fake. And we do have different things in here. Now, this one already has a formula in it. This report date is on August 7th. I'm going to change this, To August, what's today, fourteenth? And my dates and everything is going to change. So this is a really well formatted document for us. Um, we have formulas and everything in it. So I want you guys to be aware of it. So we have the deal name, the contact name, what stage they're in, the value of the deal. Okay? The last contract or contact date. The days since we last contacted them.
Speaker 1 00:38:43
What a probability is of winning it and what the weighted value of it is. Okay, now on this one is closed lost. Okay, so we do have some some really good information in here. I am going to minimize this and go back to um go back to Copilot, but I want you guys to see the three prompts we're going to use. Okay, which three deals in this pipeline haven't been touched over two weeks? And are worth following up on the first, based. On deal size, draft a warm, specific check in email to the contact, on the largest of these three deals. And then number three, Give me eight subject line options for that email :, a mix of straightforward and a little playful. So I'm gonna go back in here. I'm gonna open up a new chat. Okay now I'm gonna pull up that document. So I hit my forward slash crimson.
Speaker 1 00:39:41
Sample sales pipeline. Okay, it helps if it's your most. Oops, I messed that up. I don't know why I clicked that. Sample sales pipeline. Okay, so I'm not going to hit that X. I'm going to ask it my first question, My first prompt : Which three deals in the pipeline haven't been touched in over two weeks and are worth following up on first based on deal size? So there's my prompt.
Speaker 1 00:40:14
And it's telling me to hang on a second. All right, so my first three I'd follow up on is Ironwood Realty or Realty, Adler Logistics, and Castro Finance. I think that's how you pronounce it. Um sorted by the largest deal size among active deals with no contact in more than fourteen days. It did exclude closed won and closed lost because they're not practical follow-up candidates. And you'll see uh AI knew.
Speaker 1 00:40:44
What to exclude based on its knowledge of sales pipelines. Okay, so these are my three that I that I am doing. Um, I want it now and this is my prompt number two. I want it to send out a check, a check in email. Okay, on the largest of these three deals, which is the first one Ironwood. Okay, draft a warm specific. Check in email to the contact on the largest of those three deals. So here's my prompt. Press enter, I'm going to send email. Now, It does say "Hi A", because in the spreadsheet, my contact is listed first initial last name. So I am going to have to change that, give it uh, give it the name. Now, it's going to send that information. I.
Speaker 1 00:41:42
I'm going to argue back with it, and I'm going to tell it what to choose. If it would be useful, I'm happy to set up a quick call to answer questions. Let's change this because it speaks AI. All right, so you'll see. I gave it the first part of the paragraph and I told it that, hey, we need to change this because it speaks AI. I don't like things speaking AI, so press enter on that. And I'm gonna have it change up.
Speaker 1 00:42:13
And see, it even agrees with me because it's people pleaser. AI, another thing if you don't remember. So here, AI is definitely a people pleaser. Okay, So it's going to give me a few alternatives and I'm going to say the first one. So, let's take the first one and I'm going to tell it to take up first one. And then.
Speaker 1 00:42:43
I'm going to tell it to go with the second option. Okay, because it's in my voice. All right, now it's giving me the entire thing. Um and I can copy and paste that. I'll probably make a few other adjustments to this, but I'll copy and paste it into the email and send that out. All right, now before we send it out, it's missing a subject line. Uh It did not put a subject line in there for me Now, Claude would do that to me and do that for me, but Copilot does not. You have to ask it what specific subject line you want. So I'm going to ask it a question to give me eight subject line options for that email. Okay, give me eight subject line options for that email. A mix of straightforward and a little playful. Keep it professional but playful. So.
Speaker 1 00:43:42
I gave it. There's my straightforward options, my professional with a little personality. I'm more of a personality person rather than straightforward, So I like to be a little playful and I'm going to go through and I'm going to check it now. AI's bet is is it still on your radar gets the highest response rate? I'll be honest lately, we've seen that everywhere okay. So I don't I don't answer it for this um now. I will probably go right here with this one, because it's more human sounding than AI. Okay, and so I'll choose from there. Now remember, Copilot gets you 70% there and it will know your tone and structure. Okay, but you have to put in your voice. Now, there are shortcuts around putting in your voice and I'm going to get into that a little bit later, but for now this gets you closer.
Speaker 1 00:44:42
Okay. Any questions about this? Now, just a heads up, I know we're going through roles, but hopefully as we go through the different roles, This gets you guys thinking about ways you can include it, even if you're not on a sales team, including it in how you face your job daily. Okay. So for the next one, we're going to do is HR screening and communicating with care. So I've got three prompts here. So I've got one two and three. Act as my recruiting coordinator, compare these candidates against these three must haves and rank them, and explain your reasoning for the top three. Number two prompt draft a warm genuine rejection email template for candidates who aren't moving forward. Number three help me word a neutral.
Speaker 1 00:45:36
Professional note to a manager about performance concern without any names or specifics. Okay, so these are things that you can do. Now, be aware there is other things we can do for HR. We started doing this about two and a half years ago when AI first hit popular in its popularity. Crimson when we're actually interviewing people, We do multiple interviews, and so we'll do a first screening interview, and then we'll do a technical interview. For technical people, and we record and transcribe those meetings. And we've been doing it for multiple years. So, what we'll do is we'll take the meeting transcription, we'll put it in AI, And we'll ask AI to help us with summarizing where they think the skill level is on that tech. And, we noticed about two and a half years ago that, that actually helped us because we did a gut check against our own understanding at the time.
Speaker 1 00:46:34
About ninety percent of the time, AI was right there with us on how we felt. But the thing about AI is, it's going to read from a transcript. It can't see the emotion behind the person. So, you do have to be aware that it will get you farther along than you anticipated, but you do have to be careful because it cannot read tonality. It cannot read the voice and how a person's reacting, but it can read the technical level based off what they said. So, uh, you don't want it to make those decisions for you. You don't want it to make those judgment calls, But it will give you what it thinks about the person and their skill level based on the job. So be aware of that. Um I'm throwing that in. I know that's not here on there, But for this example, we're going to ask it to act as my recruiting coordinator and and the different prompts that we have with it. Now normally I'll say for different uh for different sub.
Speaker 1 00:47:32
We open a new one. Each of these three prompts are different. So, however, we're going to keep it in the same chat for this one, okay? So Crimson Sample this sample and candidate tracker. So I'm going to ask it my statement: "Act as my recruiting coordinator. Compare these candidates against these three must-haves." Rank them and explain your reasoning for the top three. So there's my prompt. And it's going to take a look. All right, so there we go, candidate H, candidate C, and candidate A. Right? Now let's look at this spreadsheet together. I know what the spreadsheet says but we're going to look at it together. All right.
Speaker 1 00:48:27
So here's my candidate code, my years of experience, my skill match score, my interview score, my composite score. Um and here's the status. So these guys were interviewed. This one was screened. This one was interviewed. This one was screened and this one was interviewed. Okay. Now that being said, um all of this in here is fictional data, just just a heads up. It is pretty fictional, and we're going to have it use that information.
Speaker 1 00:48:58
To build out this. Okay, so here we go. And this is the information. Now it did give us some worth noting candidate. F is a close enough to keep warm as an alternative. They have four years of experience and solid composite score of seven point seven five. Okay, So it does give you some some other options now for the ones that are not moving forward. Let's say, I agree with this, but for the ones that are moving forward, I need to I need to send a rejection email. Okay, so here's what I'm gonna say. Draft a warm, genuine rejection email template for candidates who are not moving forward. I wanna make sure that it is not sounding passive aggressive, and I wanna say I want it to speak at the candidate, speak to the candidate, not at the candidate. Make sure it does not sound like AI. So this is my prompt. I embellished it a little. Um, I want to speak to the candidate, not at the candidate.
Speaker 1 00:49:57
Uh, I'm gonna take this out. My dictation software uh added a few statements in there, so I'm gonna edit that because that's AI too. So it's not always right. And then my last part is make sure it doesn't sound like AI. Big one, okay? Okay, so this is what it stated. Thank you for taking the time to speak with us about the role. After a lot of discussion, we've decided to move forward with other candidates for this position. These decisions are never as simple as checking boxes, And this one came down to the overall fit on what we need right now rather than any one thing. Okay, so I'm not going to read it, but there's also some options that it gives you.
Speaker 1 00:50:53
I I do exactly what it says. I've always done this. I'll add in a few pieces on it, uh, positive notes. Okay. Uh and ignore this one My e-file image creator is just that, It's an image creator So, sometimes even Copilot keeps up when it advises you So. This is some options you have for rejection emails. Now I want to my next one, I'm not going to open up a new chat, Uh, but I am going to say, Help me word a neutral professional note to a manager about a performance concern without any names or specifics. Okay. Help me word, a neutral professional note to a manager about a performance concern without any names or specifics. Okay, so there we go. There's my prompt. And bear with me while you guys are reading through this one second.
Speaker 3 00:51:51
Yes, ma'am. Done. I'm.
Speaker 1 00:51:58
Good. I'm teaching a class, so I'll come out and see you in a moment. Okay, my apologies. All right, so since you're keeping it generic and focused on observations, this is.
Speaker 4 00:52:11
Uh Christy, could I ask you a question please?
Speaker 1 00:52:14
Yes sir. I did not realize.
Speaker 2 00:52:20
I think she stepped down.
Speaker 1 00:52:21
Oh no, I'm back. Sorry, it did not unmute correctly. My button didn't work on my headset. Yes, ma'am. What is your question?
Speaker 4 00:52:30
So, uh, let me ask, maybe this has nothing to do with the AI, but the dictation uh, how does that work?
Speaker 1 00:52:38
Oh Not a problem. My dictation just crashed on me. So bear with me, um I use a dictation software. It's called whisper flow um. And basically there's a key that I hit. On my computer and I can talk it rather than type it out. So, um, I will send you a link to this. I'll put it in the chat if you're interested in it. It's, it works wonders. I promise. um, but here is the link.
Speaker 2 00:53:10
How is it different from the microphone that there there?
Speaker 1 00:53:15
Um, honestly, I find that's a lot more accurate.
Speaker 1 00:53:22
And, it's what it does is it's it when I am talking to it and I say, hey, I want you to do X Y Z, and then I'll say wait, never mind. I want you to do, Y and Z not X. It'll understand what I am saying. Also, um, I can put in words that use often so like Kamiya. Your name is in the dictionary because when I say Kamiya or Anzor or anything that's not native English, it will uh transcribe that. That information. So in my dictionary, you can see I've got some things in here. So," Kamiya," you're in here." Ko sen" is in here because it misspells it different things like that. So Microsoft doesn't do that and so things do get filled in there.
Speaker 4 00:54:12
Yeah, so if you don't mind just sending it an email, that'd be great too. Thank you.
Speaker 1 00:54:17
You're welcome. I'll send it. Um, Alright, so here is for HR. Here is my prompt. And then one thing I want you guys to note : keep employee medical pay details out of your prompts, okay? So when you are when you are sending an offer letter and you are having AI help you with the offer letter, just tell it to leave a placeholder for the offer amount. Things like that. So be very aware of that because your judgment.
Speaker 1 00:54:47
Has to be in charge, especially for any people decision. Okay, don't want AI making those judgment calls. All right, um so formula still applies no matter what the role is. Okay, you're going to open the real file, you're going to give Copilot the role, you're going to ask specific questions and follow up. So I did that for all five completely different jobs, but it's the same thing that applies for each person. Your prompts might change, but that habit doesn't. So give it a roll, ask specific questions and follow up and argue back with it. Okay? And make sure you're you're looking at um you're actually asking it to look at the real data. Right. So um I'm going to go into the next module, let me open that one up. And this is what is new.
Speaker 1 00:55:44
And more advanced features in Copilot. So, just question you guys have or not a question, just a statement. You guys have been in the other training classes, so you guys learned about what is Copilot the assistant. Now we're going to look at Copilot as a teammate. Okay, We're going to hand it off an entire job and it goes and does it for you. So just a heads up I do have a piece that's not working They did. They were supposed to fix it before this meeting. They couldn't get it fixed, so just a heads up on that part. Um, I am going to show you, But I'm going to show it to you using a slightly different tool that works exactly the same. So in here, Copilot has grown from assistant to a teammate, and this is your more advanced stuff. Okay? So just think of it like this :. If your earlier modules that we've gone through has saved you minutes in your job.
Speaker 1 00:56:39
These features may save you some afternoons. Julia keeps saying, "How did you how are you working with everything you've got on your plate?" This is how. So I'm going to talk to you guys through some of these options. And the first one we're going to talk about is co-work. So now just a heads up in Copilot, uh, co-work does have additional cost too. It's a pay as you go feature. So, These are going to be the things that you want to look at doing with your more advanced users. You don't want to turn it on for just everybody. Co-work is where it will, actually you can hand off the job, and it does all the work for you, but just remember, it's only going to get you seventy percent of the way there. You've got to do the final thirty and you own the data and output. Okay, so for chat co-work, it's pretty much the same thing.
Speaker 1 00:57:34
You are going to describe the outcome you want, And Copilot will plan the work, and it will come back with a finished thing. Okay, now just so that everybody's um everybody's aware, It's not a preview feature anymore because a lot of people saw said, hey, this is preview. It's come out of preview in the last couple weeks. Okay, same rule as everything else; it does the heavy lifting. You have to review it before it goes out of the door so There's anything I can tell you is, you own the data. Okay. So part of this analyst, part of this co-work. I'm going to show you what it looks like, but I am going to use another tool. Okay? So bear with me one second. I'm going to open up my other tool. So co-work and Claude works the same way as co-co-work and copilot. And let me show it to you in copilot. This copilot.
Speaker 1 00:58:31
I have a button here for CoWork. Now, I have some things that I've done, but it's blocked out because we I accidentally did something. I used up all my credits in a previous task, and it stopped it because it was like, hey you've run out of credits. Um, so we're going to use CoWork in Claude to show you how to do it. Okay. So in CoWork, I'm going to point it to a project or folder. So. I'm going to go into my training folder, and this is my training folder. I know what it is. However, if I need to add a folder or if I've never done it before, I'm going to say "Add a Folder. " And I'm going to go into my Documents and I'm going to find the document or the folder that I want to do. Got my Training for Clients folder? And I want it to do some work for me, okay?
Speaker 1 00:59:30
To ensure that the following Excel file has the presentation I need for the classes that we are going to tackle. And then what I'm going to do is I am going to add that file. And we always did the forward slash on the other one, but I'm going to add that file in here. Okay, so I would, I'm going to find that Excel document which. Hang on a second, let me find it. Here's my file. I'm going to say copy local path. I went to File in Excel, so here's my file. Going to go into Excel, I'm going to go into Info and I'm going to say copy local path Minimize that.
Speaker 1 01:00:28
And I am going to add a file. And I'm just going to paste that location up here.
Speaker 3 01:00:38
Okay. Oh,
Speaker 1 01:00:52
If you have it open, it's not going to like that. So I'm going to just close that. Okay.
Speaker 1 01:00:60
So I'm going to send this over and it's going to come up and say, do I want to allow. And you can always say yes, you can also say don't ask me again, but I am going to say yes. I did update my Claude today so it's going to ask a few questions. Now just be aware the way this is working right now is exactly how it works in Microsoft Copilot. Okay so when you do something it's going to have your progress, your outputs, your context, And my context is the folder training for clients. The outputs are right here, and the progress is right here. Now, it doesn't have anything in here because it's going to build the task first. It's going to make a decision on what it's going to do and how it's going to do it. And then if creates outputs, the outputs are going to be listed here. So as I'm looking in here, you all conversations okay? I am gonna go in here.
Speaker 1 01:01:56
And I'm going to go Inbox Assistant. So here's my question. And it doesn't have anything in this one. Hang on, let me go find what I know. There we go. So here's one where I did it. Here's the progress, it wrote out how it was going to do it, and then here's all the details of what it did, close progress, and so here's all the files that created And then here's my context, and it added some skills. So it needed to know how to do Excel, it needed to know how to do PowerPoint, you need to know how to do documents in Word. So it built out its own skills. Okay? So I'm going to go back into my original one. And if you look down here, you see the dots? It means it's still working. Okay?
Speaker 1 01:02:51
And it's still thinking. Sometimes this where I go get coffee or water, because it does take a minute. You're going to let it run. And I can also schedule these. So if this something that I do over and over again, I can schedule these to run at the same time. Now, if I go into scheduled, I can see here are my tasks that I can do scheduled. I have tasks already built, So, here's my daily briefing. It always runs Wednesdays at 8:00 a.m. okay? In fact, I can tell it to run a briefing agent. And I'm going to show you what one of those looks like. Pull up my briefing agents from this morning. So, here's my briefing agent via email. And this is what it runs for me every morning. It sends it to me every morning at 6:00 a.m.
Speaker 1 01:03:51
So by the time I wake up and go take my shower, this already printed out for me on my printer. Okay, that's a little bit deeper than what we're going to go into now, but here's my schedule. Here is all my tasks. There is all kinds of stuff, my overdues and everything. So it looks at my to-dos, it looks at everything. So that's my daily briefing. This one sends it out at six a.m. and then I also have something that sends out at seven a.m. and this my daily news brief radar is I call Radar, but it's my daily news brief. And this is what I have it set up. And I have it set up so that it looks at anything that's about to send or anything that's about to hit the news or has hit the news. So Airtable right here, it's just been bought out by a company called Bending Spoons. Okay? These are all the things I am interested in. So you can create one based on the things that you're interested in.
Speaker 1 01:04:51
So, all right. The blue button says it's done. Okay, there's my spreadsheet, my output. Let's look at the progress. It did not make any task progresses. It will do it for longer tasks. Okay? Now I can tell it to install systems in every tool, but I'm not going to do that. It is telling me every session in my August calendar already has its materials ready, and it did. Thanks. All right, so just a heads up on that. It will connect to your Outlook and email at the same time, so CoWork will do that for you. Now again, You want to describe the outcome you want, and it will plan the work, and it will finish it. Any questions on that? And I do apologize, I couldn't do it in actual CoWork, I had to do it in an alternate program.
Speaker 4 01:05:52
Go ahead. Go ahead,
Speaker 2 01:05:53
Casey. No, I was just gonna ask like so this CoWork is only under Claude.
Speaker 1 01:05:59
Well, no, it's in it's in Microsoft Copilot. Um The reason why I showed it to you in Claude is my CoWork is blocked right now. There was a little incident where I used up all the credits.
Speaker 2 01:06:10
But I see So. But this is an additional subscription that if we want to use it, then we have to pay for like another subscription on top of the Copilot Yes.
Speaker 2 01:06:23
Some of my clients. Oh, sorry. My other question is like the way you were showing it earlier is like you're dealing with different types of files that CoWork kind of puts together. Is there a way to do that with just Copilot? I'm just thinking like if I have a PDF file and I'm working with Excel and I'm, trying to compare some of the data, is that doable with Copilot or will that just only work with CoWork?
Speaker 1 01:06:51
It Is doable with Copilot chat.
Speaker 2 01:06:54
Which one Oh, chat just Copilot chat. Okay,
Speaker 1 01:06:57
Yes. Anything that we call yeah anything we called Copilot up to this point has always been about chat. Got it. Co work is an extra feature that just came out, and some people in the meeting have CoWork automatically. Some do not so just be aware the reason why I included this in here, it is another subscription. That's called pay as you go. And so there are people that are. Are in this training or that will watch the recording that needs to know how to do CoWork, but you do have an extra subscription fee on top of that. Okay, thank you. You're welcome. Now, in all of the things I'm doing today and talking you guys through, that's the only one that requires an extra subscription. Um, the next one we're going to talk about is a researcher and analyst agent. And agents within Copilot Chat are a fantastic tool. okay?
Speaker 1 01:07:50
So, researcher is really good um for researching in depth on one question. So, build me a briefing in this market with key risks and recommendations. And, what it'll do is it'll pull the information from the web and your own files. Okay now make sure you read the citations before you reply on them or rely on them just because sometimes AI will quote you a citation, but it might be a little wrong. So, I am going to go in here. I am going to open chat and I am going to go into researcher. And I am going to say, "I am reviewing the technical depth of a new client." That client is. and I am just going to name some. name a potential new client, okay? Not.
Speaker 1 01:08:49
Not officially, uh, this client's just one I'm thinking up off the top of my head. So maybe I want to review the technical depth of Walmart. I am interested in reaching out for partnership with my with Walmart.
Speaker 1 01:09:20
Give me the facts of a potential AI projects that we could, or we could, not would. We could handle for them. So this is just an example. So I am going to use my researcher and I am going to have it go through and set things up. Okay?
Speaker 1 01:09:52
So to make sure I am covering what they are looking for, I am going to say Walmart Corporate.
Speaker 1 01:10:09
Okay, And opportunities is A and B. And I wanted to research centered on A currently announced Walmart initiatives.
Speaker 1 01:10:24
No, One thing you did ask me that I didn't answer : if I wanted the link short or long. So I'm gonna let it use its own judgment, or if it still needs my input on that, it will ask me. Okay? So during this, it's going to start to pull together the most relevant sources. Now, it's going to research; it's going to explore. I can go into a new chat at this point, let it keep going and I'll come back to that one. I click on new chat and then I'm gonna go back into Researcher.
Speaker 1 01:10:55
And I want to say, I am looking for a software that would help me keep track of clients in a medical setting and would allow for telehealth opportunities.
Speaker 1 01:11:28
Okay, give me five software options that would be a good fit. Okay, Now I can also at the same time, give some some ideas of things I would love to see in it. Okay, and that's where the telehealth opportunities comes in. I can also say research it based on what works well.
Speaker 1 01:11:59
For non-technical nurses and staff. So it's going to look for that. I'm going to give it the details I need, but the main question is, I want it to research. So I'm going to say, I'm going to answer its questions and I'm going to say A is 2 and B is 4. C is A. Okay, so these are the questions it's asking, these are the answers, and then I'm going to say make it short. Now while I'm doing that, it's going to be researching. I'm going to give it a second and then I'm going to go back to potential IT projects. The reason why I give it a second is sometimes I've noticed if I try to move too fast, it might delete my conversation. So.
Speaker 1 01:12:56
It says reasoning completed in six seconds. Um, but it didn't put anything in there. I'm gonna say, can you give me the options? 'Cause sometimes it just freezes. So it's still going. Okay? And then we just we just gotta wait for it. Sometimes you gotta you gotta restart it. And, that's just a feature with uh chat that sometimes it just stalls, no reason at all. And then you just got to stop it down here and restart it. Okay. Now while we're doing that any questions on researcher, all right.
Speaker 1 01:13:55
Um, Just just remember, you always want to research or always want to read the citations before you rely on them, because sometimes it will, it will not do that. Now, The next agent that we're going to talk about I'm gonna. Let it continue working in the background. So, the next agent we're going to talk about is your analyst. Okay? So, it's the cousin to researcher and it's a numbers focused agent okay? So this Casey, you were talking or you asked earlier, could we use that prompt when it popped up? Absolutely. Especially within Excel. You can point it at messy data and say, where are we underperforming and what's driving it? Okay. And, it will do you can do a sanity check against the output as long as the number is already trusted. So be aware of that. But it's very good at with Excel documentation. So if you've got a long.
Speaker 1 01:14:52
Excel document, you can send it over. It will analyze it just like what we did in the earlier part of the training. Um, but be aware, the longer the document, the longer break you're going to have to take to go get your coffee. Okay? But rather than going to a coffee pot just pouring coffee out, This is where you're going to have to go to the coffee maker and actually make the coffee. So it does take a moment. All right? Um let's go back to chat and let's see It's still going. We're gonna look at the other one. There we go. There is my reasoning, I'm gonna hit this right here and these are my options, okay? Now I'm shocked because there is an actual platform that I've seen that it's not on here. And so I can look at this, I can read these right here therapy notes, I can now stare platform balance, and I can go back, and I can go into the chat.
Speaker 1 01:15:52
I'm gonna say go back. I can go back in the chat and I can ask a question like, why didn't you put CareLogic on this? CareLogic is an application that a lot of mental health and behavioral health practices use. So, the other option is I can go over here to sources and have it list my sources. Okay, so here are my sources.
Speaker 1 01:16:17
And it uses a lot of things in here. It also goes in, if you can see, it also checks from other things I have in. So it checked on an email I sent back in March. Now I'm going to close out sources and I'm going to go back to the chat here. This is what we call an artifact and so you can go into it. Um now within that you can say convert to Word, PowerPoint, PDF or infographic. Now I'm going to ask a question. So bear with me one second Why is CareLogic. Not on this list. And so I'm going to ask it, Because this is a list really used a lot in a lot of the clients that I work with that are HIPAA based and medical based. So I'm going to ask it, why is CareLogic not on this list? And I'm going to have, I'm going to argue with it to see. Okay? And it does come back and say, It's a strong option, and the main reason it did not make the top five is ease of use for non-technical nurses and staff.
Speaker 1 01:17:18
Okay, so and it gives careful details on why. Okay, and it will give the reason why I did it. Okay, and you can you can have it go in and do that. So, uh that's our researcher we're going to go into analyst now. And this is where what do you want to analyze today? I'm going to hit my forward slash and I'm going to look for my sample sales pipeline. And I'm going to say, analyze this and give me some quick insights. Okay, and this is where I'm using one file. And, it's going to go through and do exactly what we asked it to do. Okay, now while we're waiting.
Speaker 1 01:18:17
I am going to, I'm going to slightly move us slightly ahead while we're waiting on this. And I want to talk to you guys about notebooks and pages. Okay? Um, when you have repetitive things you do over and over again, um, I use notebooks and pages. Okay? For notebooks it's a workspace per project. So if I've got a project going on, I need a workspace to put all of that information into. So it's kind of like a file folder, and that's what a notebook is. So chats, your files, Everything that Copilot has produced for you is going to sit together in its own little section. And you don't have to re-explain the project every time you come back. Okay? So that's something very very helpful. We're going to go over that in a moment and show it to you. But that's on notebooks, and it's very helpful for you to do. And then on pages.
Speaker 1 01:19:15
Is where you can take a living document that the team can edit and comment side by side, and you can do it in Pages under Copilot Chat. So this is where like Julie and I are working on a project, and we need to share a document and create something together. And we want Copilot to help us, so we're going to turn that into a page. And Julie and I often work on uh a process together. And. So we want to do that under pages because it's a shared document that we can both work with Copilot on. So, um, it's still doing its analyst. There we go. Remember for research and analyst anytime we're doing something within an agent, it's going to produce something really good for us. But we want to make sure that uh, where you go get some coffee, okay?
Speaker 1 01:20:11
So you've got all of that in here. I'm going to pull up, uh notebooks and pages are going to be under library. So here's your pages. And this where uh we have worked together on it. I'm going to hit new page. And this where I'm going to start typing and start working, and then this where I want to uh copy link. Now just a heads up, Um, Microsoft in the last week has been moving projects or the notebooks into a tool called Loop. Okay, So I'm gonna show you guys Loop real quick because that's where your projects are going to hang out. Okay, So I gotta log in because for some reason, I got logged out of everything today. Oh why? We did some updates. Julia's favorite tool in the world is Loop now.
Speaker 1 01:21:09
My workspaces are actually bigger than this. I have more. But here's my loops, all my loops. And so I never look at workspaces anymore, I just look at my loops. And this where I'm doing a lot of different things. Here's my AI training, I can share this out. Loop is a great tool to use for this, and this where your projects can stay, you can ask Copilot for help, Copilot is going to be in here, Um, Julia, can you add me to a recent loop project that you have? I'm going to show everybody. This my meeting notes. So, um it's this active right now that I'm showing you guys. And so it's actually doing all my notes. It's not done yet while I'm showing it to you. So I'm going to create a new workspace which is basically a new project. I don't call it AI.
Speaker 1 01:22:08
Now, I'm not going to give it a sensitivity label. And I can invite people in. So I'm going to do Julia and I'm going to do John, not Gino. Well, yeah, let me do Gino. And I'm going to share this out with everybody. And I can go in here and say add content. Okay? I want to use this space for training documents.
Speaker 1 01:22:38
And I'm going to say create. Now, here's my training. Every page that I use is going to be an active document that I can share and work with people on.
Speaker 4 01:22:51
Uh, Christy? Yes sir? Uh, I'm very sorry. I have a meeting at 3:30. So I just want to apologize that I have to leave early. No worries. Okay, All right. Well,
Speaker 1 01:23:02
Thank you. Recording with you. You're welcome Oh.
Speaker 4 01:23:03
Yeah, thank you very much. You're welcome Have a great weekend, everyone. You too. All right.
Speaker 1 01:23:12
So in here, I can add more pages to this. So you can add as many pages as you want. You can put notes in. You can have Copilot help you with it, okay? So this is where you're going to put everything in. Now it used to be it was in the Copilot chat, but it has been moved into Loop, So be aware of that, and you can use Copilot to help you with this portion. Now, Julia has shared a workspace with me. I'm going to go back to my home page. Oh, there we go. Join workspace. And so here's our workspace. So here is everything I'm going to close out my notifications. Here is all the data. Um, I'm going to say, I'm going to take a look at it. We have all of our task list in here, the deployment schedule.
Speaker 1 01:24:04
And if she has any other pages in here, we'll be able to see it. Now, the great thing about this is I can copy all of this information and paste it into an email or into a Teams chat, and I can send it to others so that they can work on it. I can also see who's in here working on it too. So Vincent has this page open because we're in this constant loop is actually pretty good. Julia, I showed Julia once how to use it, and she took off with it, and it's been crazy good for her. Okay? Now, um, that's on notebooks and pages. They all go together in loop. And then something else I wanted to talk to you guys about because we're almost done is um tasks, memory and model choice. Okay? Tasks tab in your navigation collects anything that's long running. A co-work job, a researcher report so you're not hunting across chats. Now just a heads up.
Speaker 1 01:25:03
Uh, Copilot has made some adjustments to this since I wrote it. But chat is your also your tasks. So you have that in there. Co-work is in here too. You can click on my tasks and here's your tasks from Copilot. Also, you can schedule out your tasks as well. Now, oops, memory, Copilot will remember your preferences and context across all sessions. So be aware of that It's not anything bad. It's just going to remember that. So if I reference, let's say I'm writing up a report for a brand new client, uh Copilot is going to remember how I like that report. It's going to remember what my preferences are for talking to a person. And it's going to remember context across all the sessions. So as you're using Copilot more and more, it's going to remember more things about you, right? Now model choice. Model choice is very important.
Speaker 1 01:25:59
So a lot of people like to use Chat GPT. A lot of people like to use Claude. Um, Copilot is written with both of those models in mind. So you've got GPT and it's the newest versions, and you've got Claude Sonnet and Opus. So just be aware you've got those, and if you want to change your preference, you can. I always keep it on auto because I want it to decide, But I can also set it to always give me a quick response or think deeper. Okay? So you've got those choices, and those are your choices. They're for you because everybody likes things differently than other people. So Microsoft wanted to give you a choice. Now, which store when and the rules that don't change. Okay, so for quick reference, if it's in a file, you're in a file working. You want to use the in-app copilot button. I know we use chat all day today, but you can do the same things I showed you today.
Speaker 1 01:26:58
In each app's copilot. Okay, if you're looking at things across your workspace, you want to look at multiple files. You're going to use Copilot Chat. If, you have a cited report that you want to look at or that you need citations, and you need to build a report, you're going to use Researcher. And if it's something that's a whole job that your, you want it to do, that's when you're going to use CoWork. Okay? But there are some rules that never change and that is Copilot only sees what you already have access to. Your data stays in your walls. And you still got to read it before you rely on anything. The more you hand off, the more it matters that you have to check that result, okay? So just be very aware of that. That 70% that I talk about all the time, that's on Copilot, that's on AI, but there's still that 30% that you need to check the results.
Speaker 1 01:27:58
Now, very last slide and then we're done. I promise. You saw Copilot do real work. You learned how to prompt it well. You found the prompts for your role. And now, you know, the advanced features that turn it into a genuine teammate. So for this week, pick some of those bigger features, whatever you have access to because not everybody has access to CoWork. You can do CoWork, Researcher, Analyst or even Notebook in Loop and point it at a real project, And that's where your afternoons can come back to you. Okay, more work done or take a nap, one or the other. So, um, take a look at that. If you run into issues, email me. Email the help desk. Help desk is actually really good helping you out and answering those. It's not just about me. Um, but give that a try. And you know, when we do the open office sessions in September or the end of this month, feel free to jump into those and.
Speaker 1 01:28:57
We'll work on big problems together, all right? Any questions?
Speaker 2 01:29:04
No question, Christy. Thank you.
Speaker 1 01:29:06
You're welcome. Thank you, Casey. Thank you, Julia. Have a great weekend.
Speaker 2 01:29:11
Yep, have a great weekend. Thank you so much. Bye- bye- bye- bye- bye.
Schedule and conduct deferred session on building custom Copilot agents such as a Daily Brief AgentChristi to send HR prompt to attendees via emailReview whether CareLogic should be included in telehealth software evaluations and document the usability criteria applied+6
✓
Crimson IT
covered by 895382 (1.53h, ticket 948037, Crimson IT, CIO(14), 14:00-15:32 PDT 8/14) - 'delivered Copilot By Role and Advanced Copilot. Ninety minute hands-on session running five live role-based exercises'. Transcript runs 1h29m11s and matches. NOT single-client: open Crimson AI training session with attendees across multiple client orgs, correctly homed on the Crimson AI training program rather than billed to any one client. No new entry. 8/14 also already at 16.31h, far over the 12h cap. Reviewed 2026-08-18 EOD sweep.
ticket 948037 - Crimson AI training program; already carries this session. Transcript routed to the drop-folder Crimson\ subfolder. Filename repaired: the Plaud title contained slashes which the pipeline had turned into nested folders (CoWork\Researcher\), leaving the file named 'Analyst), Loop Collaboration, Automation.txt'. Renamed to the full title and the empty artifact directories removed.
05-06 Weekly Meeting: Cybersecurity, Operations, and Project Updates
> Date: 2026-05-06
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 3] [Speaker 4] [Speaker 5] [Speaker 6] [Speaker 7] [Speaker 8] [Speaker 9] [Speaker 10] [Speaker 11] [Speaker 12] [Speaker 13] [Speaker 14]
## Meeting Notes
### Opening and Core Values
- Week 19 meeting held on May 6, 2026.
- Primary support: Kobe; backup: Jesse.
- Core value: “Do the right thing,” emphasizing delivering needed support to clients.
- Quote of the day (Theodore Roosevelt): “Do what you can with what you have, where you are.”
### Team Updates: Documentation
- Olivia thanked the team for recent documentation updates.
### Cybersecurity Update
- New change: Team members in the Philippines and South Africa may bypass the VPN using their own internet.
- Anton reminded everyone to connect to Cisco AnyConnect when using Global Admin accounts from the IDG to avoid security alerts.
### Operations Update
- **Phishing Emails**: Pete urged vigilance—watch for phishing and report suspicious emails.
- **Professionalism**: Maintain a professional appearance and communication style, especially with clients or in the office.
- **Skill Set Document**:
- Jason is compiling a mapping of team members’ specific skill sets.
- Team members with expertise (e.g., networking, servers, virtualization) should share details with Jason.
- Target completion by the end of next week to support project and assessment staffing.
### Account Management Update
- Mike gave kudos to Matt, Monty, and the team for MDM fixes.
- Projects for Alir and EAP are on track; Belay remains the last one.
- Account management (Mike and Vince) offered QA help for documentation as needed.
### Finance and Admin Updates
- **Finance**: Alisa thanked the team for month-end support and requested forwarding all vendor invoices received in personal email to the accounting email address.
- **Admin**: April noted improved time entry, aiding monthly billing.
### NBD (New Business Development) Update
- Ansor announced a new IT assessment with Foothill that could deepen the relationship.
### Project & Change Management Callouts
- **Project Angel Food**: Cloud migration is in final decommission; main cutover scheduled for the night of Friday, May 8. Kevin will be on-site Monday for post-cutover support.
- **Intra-Team Cloud PC**: Initial provisioning is in progress, planned to finish this week.
- **Client Audits**: Christy is running compliance audits for TCLA, Lear Coateson, Anderson, and Ability First. Be aware of alerts from PowerShell scripts.
- **Colliers Tickets**: Gabby reminded everyone to verify the correct site and point of contact when working Colliers tickets; see Hudu note.
- **EYP Phone System**: Help desk thanked for supporting EYP phone issues. A potential fix (switch replacement) is being pursued with Rosie.
- **ITG to Hudu Transfer**: Ryan reminded everyone to complete the transfer within a month.
### Customer Support & On-Call Best Practices
- **Time-Sensitive Requests**: Handle offboarding and access revocation immediately. For scheduled offboardings, revoke access at the exact time.
- **Ticket Work Types**:
- Use correct work types; they determine client billing.
- Work type should reflect the task, not the job title (e.g., “user support after hours” for a password reset, not “infra support after hours”).
- **On-Call Responsibilities**:
- Primary and secondary on-call must be reachable and answer calls.
- Executive (VIP) issues are top priority; escalate as needed to resolve.
- Address security issues (e.g., lost phone) immediately.
- **Communication and Resolution**:
- Own issues through resolution and confirm customer satisfaction.
- Communicate consistently, even if solutions take time.
- **Time Logging for On-Call**: Log on-call work as “Help Desk,” not “Engineering,” to avoid overcharging due to rate differences.
### Team Activities
- Ishmael won the “duck race” and shared an “Always Friendly” example, highlighting Sigrid. 🦆
- Elisa played “Two Truths and a Lie” and announced she is pregnant. 🎉
- Jane will play “Two Truths and a Lie” next week.
## Next Arrangements
- Skill Set & Documentation
- [ ] Team members to send their specific skill sets to Jason for the new skill set document.
- [ ] Jason to complete the skill set document by the end of next week (approx. May 15, 2026).
- [ ] Account management (Mike and Vince) to assist with documentation QA upon request.
- Finance & Admin
- [ ] Forward all vendor invoices received in personal email to the accounting email address.
- [ ] Continue timely and accurate time entry to support monthly billing.
- Projects & Transitions
- [ ] Perform the main services cutover for the Project Angel Food migration on Friday, May 8, 2026; Kevin on-site Monday for post-cutover support.
- [ ] Finish Intra-Team Cloud PC provisioning this week.
- [ ] Complete the ITG to Hudu transfer for all clients within the next month.
- Meetings & Activities
- [ ] Jane to prepare for “Two Truths and a Lie” for the next meeting.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. The root cause and permanent fix for the EYP phone system issues are still under investigation. The current plan involves working with Rosie on a potential switch replacement, but the final resolution is not yet confirmed.
> 2. A recent security issue where a lost phone was not addressed until the next day was mentioned. While the general policy to act immediately was reinforced, there were no specific action items assigned to review or improve the incident response process itself.
May 6, 2026
Speaker 1 00:00:02
Hmm.
Speaker 2 00:00:36
Good Morning. Good morning. Morning.
Speaker 1 00:00:54
Hello Hello. Good morning.
Speaker 3 00:01:03
Good morning.
Speaker 1 00:01:05
I'm not sure. Good morning.
Speaker 1 00:01:57
Good morning. I'm Jane.
Speaker 1 00:03:37
Thank you. So.
Speaker 4 00:03:50
Who's running the show this week. Hi everyone, morning. It's ten a. m. so we'll get started.
Speaker 4 00:03:56
Um, today is May six, twenty twenty six. We are in week nineteen. The primary for after our support and backup will be Kobe being the primary with Jesse being the backup. Next, we'll move on to core values to highlight. I'm gonna highlight do the right thing. Um, I know a lot of clients are hard to deal with, But always making sure they're supported and have all the support that they need is definitely the right thing to do. Um, quote of the day. Do what you can with what you have, where you are. By Theodore Roosevelt. So now we will move to team updates. We'll move to this with Olivia.
Speaker 5 00:04:39
Good morning, guys Happy Wednesday. Uh, the only thing I have on my end right now is. Just to thank everyone, I've been seeing everyone make a shift into making sure that our documentation is up to date and really trying to. Up date our documents. So I just wanted to thank everyone for that shift. And yeah, that is all on my side.
Speaker 4 00:05:06
Thank you so much. We'll move over to cybersecurity with Anton.
Speaker 6 00:05:11
Morning everyone. I have only one announcement. It's related to most recent changes that we made for our conditional access policy to allow people from Philippines and South Africa. Utilizing their own internet bypassing VPN, But Please don't forget to connect to Cisco AnyConnect whenever you're utilizing Global Admin accounts from the IDG. Because it's making too much noise for.
Speaker 6 00:05:46
Security team will start to stressing, and we're wasting a lot of time for just investigation. Thank you.
Speaker 4 00:05:56
Great, thank you, Anton. Let's move over to operations with Pete.
Speaker 7 00:05:60
Good morning, everyone. A couple of things. Just a reminder, uh, always be diligent and watch for phishing emails. They are still prevalent out there in the wild. So, we don't want to be taken advantage of, and we don't want to put ourselves and our customers at risk. So watch for that. And report them if they come in. A reminder, also especially if you see clients, but if we are dealing with clients and if we're in the office, please always look professional. Dress professionally. Appearance is a big deal for for us and our clients. So, we always want to look professional and be professional and speak professionally obviously in emails and And. When we're on the phone with our customers, so that's always important. And lastly, um.
Speaker 7 00:06:50
Uh, Jason is putting together a skill set document. And really what this designed to do is show Um, who on our team has specific skill sets so that when we're doing. Either projects or we're doing assessments for for clients. We know who has specific skill sets. Obviously, we We have a baseline that we we have an expectation that you know, most of our teams are going to know the basics, right. Most people are going to know office, they're going to know how to use. And do certain things with Microsoft Windows and Microsoft Office and the basics. But, if you have specific skill sets in other technologies or are a subject matter expert in certain skills, Please share that with Jason so he can he can document that. So.
Speaker 7 00:07:39
Um, If you've got, if you've got skill sets network in certain networking technologies and certain server technologies and virtualization or other things, We want to document that so that we can engage with you in in projects that we need those skill sets or or assessments, where where we we can use that. So, Um I've asked Jason to try to have that done by the end of next week. Um he has started gathering that, so hopefully we'll have that done. And if you can share that with him, that would be great. And that's all I have for today. Thank you.
Speaker 4 00:08:10
Thank you, Pete. Let's move on to account management with Mike and Vince.
Speaker 8 00:08:15
Okay. Um, thank you. So for the account management side, um. If I'm stealing anyone's thunder, I apologize. Olivia, you didn't mention anything, so I'll say it. I just want to give a big kudos to Matt and Monty and the team. For the MDM fixes that they've been implementing. So I know those have been long outstanding, so Kudos to. Matt, Monty, and the entire team working on the MDM projects. I think Alir and EAP are good. Just belay that's, I think last on deck, and then to kind of segue off what Olivia was mentioning. Yeah, sorry, Olivia. Um, is if anyone would like it would be helpful, please reach out to myself or Vince to help QA documentation. So sometimes when you're doing the documentation, it's kind of hard to see.
Speaker 8 00:09:05
If it's good or because you have maybe too many clients or a lot of clients that you have to import over. Please reach out to me or Vince, and we'd be happy to QA the documentation for you. That's it from account management. Thank you.
Speaker 4 00:09:17
Awesome. Thank you, Mike. Let's move over to finance with Alisa.
Speaker 9 00:09:25
Hi good morning everyone, Just wanna say thanks for everyone's contribution for our month end, recording or wrapping up and reviewing our month end and. U h, just a quick favor. Uh, If you ever uh receive an invoice from our vendor in your personal email or for your subscription, I would really appreciate if you could forward a copy to accounting emails. It's just Uh, really helpful helpful for us regarding transactions and for documentation. Thank you.
Speaker 4 00:09:54
Thank you so much. Let's move on to admin with April.
Speaker 2 00:09:59
Hi good morning everybody so on the admin side. With billing and I just wanna share that I've been seeing improvements on time entry. So good job everybody. Um, this is a huge help for us in making things. Uh, making billings easier monthly. So that's all from me. Thank you.
Speaker 4 00:10:15
Thank you. Let's move on to NBD with Ansor.
Speaker 10 00:10:20
Yeah, so on NBD front, we've got a project with Foothill. To do IT assessment, so that's a great news for us. We're gonna proceed. And potentially will establish a deeper relationship with these guys. Um, And other than that, I don't have uh anything major to announce at this point.
Speaker 4 00:10:49
Awesome, thank you so much. Does, anybody have any project or change management call outs that they'd like to mention?
Speaker 4 00:10:57
No, okay. With that, I do. Oops, sorry. Go ahead.
Speaker 11 00:11:02
Project Angel Food cloud migration wrap up is in the final decommission phase. The main services migration And cut over are scheduled for Friday, this Friday, May eighth. Late night and Kevin is on site on Monday for post post cutover support. In tra- team cloud PC original provisioning is in progress, and we're also planning to finish hopefully this week. That's all.
Speaker 4 00:11:35
Awesome. Thanks so much. And now we'll move to training updates with Pete and Olivia.
Speaker 5 00:11:41
I think Chris and Gabby have their hands raised first. Oh, I'm sorry.
Speaker 12 00:11:46
Go ahead, Chris. Um, just a heads up, I'm running a, Couple audits on different clients. So if you guys get any alert about PowerShell scripts, I am just running audits for compliance. And working on some different things with tabletop exercises for TCLA, working on AI audits for Lear Coateson and. Anderson, and I think that's it for this week. But those will be rolling out. So for the security team, just be aware that that is happening. Um.
Speaker 12 00:12:19
And there'll be tickets being sent over to help with some compliancy stuff. Ability First was ran earlier today.
Speaker 4 00:12:29
Thank you, Christy and Gabby.
Speaker 13 00:12:32
Thank you, Ryan. Just a friendly reminder when you're working on any tickets for Colliers, just please take a moment, step back and just verify. That you're putting the correct site and you're putting the correct point of contact. Um, Caltrans is a special case where there's no one person for all of the buildings. Um, each building has its own point of contact. And I already made a note on Hudu, so also take a moment to take a look into that. Um, I don't want to get another angry email from Manoli. So, um let's all do our part. And also uh I just want to thank uh the help desk team for helping um taking phone calls from EYP.
Speaker 13 00:13:17
U m, they're. I know they've been having a very hard time with their phone system. Um, we're still looking into the possible fix includingum. Getting a switch replaced, but I'm currently working with Rosie on that. So, thank you very much. Awesome,
Speaker 4 00:13:36
Thank you, Gabby. Just to reiterate, reminder that the ITG 2 Hoot to Transfer will end in a month. So you must be done with all of your clients. Do not forget, make sure they are done. If you need assistance, reach out to your team members. They can help you. And now we will move to training with Pete and Olivia.
Speaker 5 00:13:54
Thanks, Ryan. Yeah, So Pete and I just wanted to take a couple minutes to talk about overall customer support, best practices and on call support. So our after hours on call group. Soum. Couple things on my side, just offboarding and revoking any type of access. These type of requests are super time sensitive. Um, So they should be done as soon as we are aware of the situation or. If there's like a scheduling, a scheduled offboarding time. So say that I have an offboarding set for 10:30, at 10:29 I should be logged into the admin center ready to revoke access.
Speaker 5 00:14:37
And sending a message to the client, letting them know that we've begun the offboarding form. Just so that they know what's going on and they're informed. And then one other thing on my side, work types for tickets are extremely important. They are Especially if you're working on something that's billable. So if it's a ticket for a TS client or it's a project or it's after hours work. Work types reflect what type of work that you're doing, not necessarily what your job title is. So, for example, if you get an after-hours call that is. That's for a password reset. That should be user support after hours, not necessarily infra support after hours, even if you are a security engineer or network engineer. And then if you.
Speaker 5 00:15:34
A project to replace a firewall, say it's at seven p.m. after the clients have left, that would be more of the infra support side of things. And then if you're sending an email or just following up, that should be communications. Um, and depending on what you choose here is how we build the client. So it's very important to make sure that you get this right. And if you have any questions, you ask. And that is all I have on my list. Pete, if you want to take it away.
Speaker 7 00:16:04
Sure. So I'm going to talk a little bit more about in general and on call. So obviously if you're on call, please, please keep your phone on, answer it. If you're secondary on call, please be available. We do pay people when they get called, so please make sure that you are available and that you answer. If you get a call, and this goes for not just on- call, but obviously if you are Um. Getting a ticket or if you get a call from a CEO, from an executive that is part of one of our customers. Those are high level VIP folks. A lot of times, obviously they go to Monty or her team, but if you get a call from an executive and you're on call. You need to address that as the highest priority. That needs to be Um, taken care of. If you don't know how to take care of it, escalate it.
Speaker 7 00:16:59
Make sure that they are happy with the solution. If they are not, call whoever can help, right? If that means you need to call me, you need to call Ons or you need to call Chris, you need to call Jason. Whoever you need to call to get help. Escalate to your supervisor, but make sure that, that VIP gets the support they need. Um, The the other thing is, if if it's related to cybersecurity or there is a security matter. So somebody has, Something that they report that they think is suspicious. They lost a mobile device. There is something that occurred that could be a security matter. It needs to be addressed. When that happens, right? So, um, we just had a recent issue where somebody lost their phone. And I think it was pushed to the next day to be addressed. That, that is a security issue because that phone needs to be disabled or wiped pretty much immediately because that, that person could have stuff.
Speaker 7 00:17:56
Data on there that needs to be taken care of immediately, especially if it's a high level or VIP type person. So, that's a matter that needs to be taken care of. If you don't know how to do it, get somebody involved that can help. That's an example of something that That needs to be taken care of as a priority. So in general, if somebody escalates and And, Basically makes a call to the on-call. They generally need help when they call on the weekend, if it's after hours on an evening or whatever. Um, Pretty much the other thing I just want to make sure that we do in general, not just with on call, but with all tickets. See the issue through to resolution. Make sure the caller is satisfied. Follow up communication, and I say this all the time, but communication is 99%.
Speaker 7 00:18:51
Of how we get rated in a call, right? If you take two or three days to solve a problem, if you're communicating throughout the process. Ninety nine percent of the time, the customer is still going to be okay with it. It's if you just go silent on them and they hear nothing. That's when we're going to get this yellow or red alert. So 99% of the time, if you're telling the customer, I'm having trouble solving it, but I'm working on it. I will get back to you. Communication is so important. Just never forget that, right? Communication, communication. And lastly, when you're on call, log your time as Help Desk. Uh, we have some people now that are engineering. And if you log your time as engineering, the rate for engineering that we charge is a lot higher than help desk. And if you log your time as engineering. The time and a half rate with the two two hour minimum is going to charge the customer a huge amount. So please make sure if you're on call.
Speaker 7 00:19:47
And you do get called log your time as help desk instead of engineering. We can go back and fix it if you do it wrong, but Uh, please try to remember to do that. So those are the things we want to cover. If you have questions, um, please let Olivia or I know. Um, we're here to help you but uh appreciate in advance everybody helping with that. We're here to help if you need more training, we're happy to do that as well. I think that covers what we wanted.
Speaker 4 00:20:14
Thank you, Pete and Olivia. We'll go ahead and move to, He did the duck race with Christian.
Speaker 1 00:20:21
And let me share my screen real quick. Thank you. Curse. Let me know if you see my screen. We can see it. Alright, let's start. Be the light that guides us.
Speaker 3 00:20:47
No one knows. It goes. Let's go, Dimas. I know. Thank you.
Speaker 4 00:21:15
Let's go, Ishmael.
Speaker 14 00:21:16
All right, Ishmael. Let's see how the five uh four values so. Five core values: commit and deliver, do the right thing, always friendly, integrity over profit and extreme ownership in all that we do. And example I will give about Always Friendly. I would highlight Sigrid. Whenever you reach out to Sig, she is always ready to help you.
Speaker 4 00:21:47
A wesome, thank you, Ishmael. And then we will move over to Two Truths and a Lie with Pete. Was that? Did you go with Lisa?
Speaker 7 00:22:00
No, it's Elisa. Elisa. Okay, I am going to go with Elisa this time.
Speaker 9 00:22:06
Okay, so for putrescine and agmatine, first statement. I playvolleyball for fun, but was never a varsity player. U m, second, I'm good with directions and can memorize the road after going there once. And third, I am pregnant.
Speaker 4 00:22:35
I am not a good person. I'm not going to be able to do that. Okay, so. The first one was.
Speaker 1 00:22:47
The French government is a good thing, it just funded it. Threw.
Speaker 4 00:22:54
Everybody off with that last one. That better be the truth. That better be the truth. So what was the first one?
Speaker 9 00:23:07
Uh, so the first one I can playvolleyball, but just for fun. Never a varsity player.
Speaker 4 00:23:13
Okay, if anybody. That that was a lie. Go ahead and raise your hand. Yeah, it's true. Okay, And then we'll move on to the second one where she is amazing with directions and can remember the way there after only doing it one time. If you think that is a lie, raise your hand. A lot of the Philippines people are raising their hands.
Speaker 2 00:23:38
Yeah. Okay, and.
Speaker 4 00:23:42
Now we will move on to the third one. If everybody thinks that her being pregnant is a lie, go ahead and raise your hand. Okay, and what is the lie?
Speaker 9 00:24:01
I will. I know for sure the Philippines knows this. The lies, the second statement.
Speaker 4 00:24:07
Oh, okay. Congratulations on your child. That's exciting.
Speaker 13 00:24:12
The announcement was made on 24 April 2015. It's a boy. I'm calling it. I'm claiming it.
Speaker 4 00:24:23
Okay, does anybody have anything left unsaid that they need to say? Go ahead and raise your hand if you do.
Speaker 5 00:24:30
Oh, who's going next week?
Speaker 4 00:24:33
Uh, yeah. So who's going next week for the two truths and a lie list? Um.
Speaker 9 00:24:41
I will pickum Jane.
Speaker 4 00:24:48
Alright, sounds good. So if nobody has anything else, we will go ahead and adjourn the meeting. Thank you so much for your time today, and I will talk to you guys later. Bye.
Speaker 1 00:25:03
I'm sorry.
08-06 Code Re-use Approval for Accelerated Client Project
The conversation centers on Speaker 2's request for approval to use the codebase from their personal project, "Adapto Inbox," to accelerate the development of an "Inbox Assistant" for a high-priority client, Westwood Financial. The discussion covers the technical and legal implications of the proposal, project specifics, a separate administrative issue concerning access to the MPath training platform, and security planning for an upcoming client transition.
------------
## Project Context and Code Re-use Proposal
Speaker 2 seeks approval to leverage the existing code from their personal project, "Adapto Inbox," for a time-sensitive Crimson client project with Westwood Financial. The client, specifically Brett and the CEO, Casey, is urgently requesting an "inbox assistant," and the required features are already substantially built within Speaker 2's application. The plan involves fully integrating this code into the client's Microsoft tenancy, ensuring it operates within their environment and utilizes Crimson's AI Foundry. This solution will be presented and delivered as a Crimson product, with no separate charges for the use of the Adapto Inbox base code. Speaker 2 notes that Anzor is already aware of Adapto IT, the LLC under which the project was developed, and that it was created as a side venture with no conflict with Crimson's business.
------------
## Technical and Legal Due Diligence
Pete conducts due diligence on the proposal, raising concerns about potential legal issues, the technical implementation, and long-term support. He questions whether the code is copyrighted and seeks to clarify the distinction between the AI components and rule-based automation to manage client expectations accurately. Speaker 2 confirms the code is not copyrighted and that they are willing to release it for Crimson's use. They explain that the client, Casey, has already been briefed on the mix of AI and automation and understands the solution's capabilities and limitations. The AI functions, such as identifying high-priority emails, will be powered by Claude through AI Foundry. The application's stability has been confirmed through beta testing with users like Josh Sims, and it is designed for compliance by only processing the first 1,000 characters of an email, with a goal of achieving SOC 2 Type 1 compliance next year. The code will be deployed to the client's tenancy, and the project will initially roll out only to Casey and Brett. Pete gives his conditional approval, provided the code is free of copyright and officially released for Crimson's use.
------------
## Administrative Issue: MPath Access Requests
The conversation shifts to an administrative problem with the MPath training platform. Pete reports that an employee, Mark Victorino, is unable to access courses because his requests are not being approved, potentially due to a systemic notification failure. Pete and Speaker 2 both check their dashboards but cannot find Mark's pending requests for the "Project Delivery Basics" course. Speaker 2 notes the last request they saw was in February. This leads Pete to suspect that the request system is broken or notifications are being sent to spam, as he no longer receives them. They observe that while some employees are completing courses, overall platform usage is low. The discussion concludes with an agreement to investigate the issue, with Speaker 2 planning to work with Olivia to potentially enable automatic course access for all users.
------------
## Client Transition and Security Monitoring Plan
Pete requests guidance from Speaker 2 for an upcoming client takeover at Foothill, scheduled for Monday. The transition involves releasing an employee named Massis, and Pete is concerned about potential nefarious activity, especially given the presence of old accounts with unchanged passwords. Although he doesn't have specific concerns about the individual, he wants to ensure diligent security monitoring. Crimson will gain global admin rights to the client's Microsoft tenancy on Monday. Speaker 2 confirms they can provide the necessary guidance to Anton and Vlad. They note that Anton, having assisted with a similar transition at Sharp, is already familiar with the monitoring procedures and has a copy of the report from that event.
------------
## Action Items
**@Speaker 2**
- [ ] Configure AI Foundry within the West Fin Microsoft tenancy to support the inbox assistant functionality - [TBD]
- [ ] Provide security monitoring guidance and the previous Sharp transition report to Anton and Vlad for the Foothill client takeover - [TBD]
- [ ] Consult with Olivia regarding the MPath platform to determine why user access requests are failing to generate notifications - [TBD]
- [ ] Send additional one-pagers and supplementary materials to the Lear training executive team - [TBD]
**@Pete**
- [ ] Assign the 'Project Delivery Basics Pathway Template Express Edition' course to Mark Victorino - [TBD]
- [ ] Schedule a meeting with Mark to ensure the MPath platform is working correctly for him - [TBD]
Aug 6, 2026
Speaker 1 00:00:01
How are you?
Speaker 2 00:00:02
I'm good. I'll be super quick because we're about to go head out for lunch with the kiddo's parents. Or not parents. My brain today has been long, um, West Fin. So what? West Westwood Financial. Yes, So theyum they're rather pushy on getting things done quickly, and Brett is pushing for things rather quickly, uhhuh, He really wants this inbox assistant for Casey done right away, and I get it is for the uh is for the CEO. So, we had been talking about building a West Fin uh, OS kind of like CBOS to get started. And to get things pushed out. So I am staying under certain hours, I am just using the same technology I wrote into Adapto Inbox um.
Speaker 2 00:01:01
Is that going to cause an issue with Crimson?
Speaker 3 00:01:07
Is that going to cause an issue what?
Speaker 2 00:01:09
With Crimson. Because I'm using the Adapto and Inbox coding to write it. Now I don't know,
Speaker 3 00:01:17
I don't really know what that is, so I can't really say if that's going to cause an issue or not.
Speaker 2 00:01:21
Okay. So, And Anzor is aware of this, and we've had some conversations in the past about it. So, I built, Adapto IT as an LLC that is in no way, shape or form cutting into anything Crimson related. It's a blog and SaaS options I am building outside of Crimson. So, Adapto Inbox is one of those. Here, let me give you the link. So, I have built this in my spare time and I've been working on it since.
Speaker 2 00:01:59
Before Christmas, and Anzor actually has known about this. He has told people that I am building this. Josh Sims is an example of someone who knows about it who wants to beta test it for me. Um, I am using the technology from this for to build the base for Westwood Financial. So it's basically the same application but put into Microsoft rather than Standing outside of it, so it's going to be completely put into their uh into their Microsoft tenancy. It's closed. It's going to be using um AI Foundry for all the stuff, but it's doing all the stuff that Casey wanted, which was already what I had been working on with Adapto Inbox. So I wanted to make sure because they want it fairly quickly if that's going to be okay. If I use the base coding of my application.
Speaker 2 00:02:57
For this, and I'm not charging them anything. It's not going to be under Adapto Inbox. It's not going to be under Adapto IT. It's all being based on Crimson, and so as far as Brett knows, it's a Crimson product.
Speaker 1 00:03:17
Um okay, I mean.
Speaker 2 00:03:46
Sorry, I threw you a wild curveball at five o'clock at night. And I am aware. Yeah,
Speaker 3 00:03:51
I mean, I have to like look at this and all this stuff. I mean, I don't know how to say if it's okay or not. I guess, I mean, if functionally, it's so you built this. And yeah,
Speaker 2 00:04:03
Um let me do this.
Speaker 3 00:04:05
If functionally you can take the features and put it in there, i mean i guess it's okay. I don't really see that it would be an issue if it's not copyrighted and it's not.
Speaker 2 00:04:16
It's not copyrighted. I built it under the Adapto brand, but I am just using the code base for you guys. and Let me just share it, share my screen with you so you can see. So this is the dashboard. It only looks at the first one thousand characters of an email. It does not read the entire email, and I specifically did that to pass all compliancy. So I am looking at getting a SOC 2 compliant or, SOX 2 type 1 compliance ran on this next year. It looks, you can put in as many inboxes as you want under the Pro plan. This is my recent activity, my emails and stuff that's coming through. And I did attach it to Sharp just to test some things. It has AI, which the back to this one is Claude, but for West Fin it's going to be in AI Foundry.
Speaker 2 00:05:14
It does set up follow-ups, and so you can set follow-ups, and it will automatically choose. And you can choose it's not a follow-up. This one is a follow-up, And you can add it to your Microsoft To Do if you want to when you connect it. It does show your calendar. It's also on my personal calendar. This is how the, Amazon Overlord in our house reminds my child to change the litter box. There is some transcripts that you can create meeting stuff with. It does set your Outlook categories and you tell it what rules, and then it does have rules in here.
Speaker 2 00:06:03
You can also, I am working on.
Speaker 3 00:06:05
So, what is he actually expecting? Like, what is he asking for?
Speaker 2 00:06:10
So, he is asking for this. So, he says," I want as much of this as possible." And most of this was already I had already built into Adapto Inbox before he even sent this message.
Speaker 3 00:06:25
And what is Adapto Inbox? Is it a Is it an AI tool or is it a rule based, Scripting, I mean, is that a rule based tool?
Speaker 1 00:06:35
Both. You use. Because,
Speaker 3 00:06:39
If he's expect is if he's expecting us to deliver some AI thing, and we're delivering a rule based object, I don't want to I don't want to give him something that he thinks is one thing that isn't that because if he finds out it isn't what he thinks it is, it's going to look like we, Put a wrapper on something that isn't what he asked for, and that's what I don't want to do. That,
Speaker 2 00:07:06
We had a meeting Casey and I had a meeting uh a couple weeks ago, and I explained to him hey just a heads up, A lot of this that what you're asking for is something that is an automation rather than AI. So he does understand that, and he is aware of what he's asking for, and he does know what I'm oh what I'm capable of delivering. Based on today's technology, and what is a hey, we're going to work on this down the line. So all of that had already been discussed with him before today. So on this, I gave him hey mobile capture and notes integration is not there yet, but it is there in OneNote with Copilot. Travel organization is not there yet within Microsoft, But it can be one of these days and we'll work on how we can build this out. And so a lot of this is going to.
Speaker 2 00:07:57
Be more of a West Fin OS, which we're going to build out in the future. But what he's wanting today is one, two, and three, which I had already built out. And so he's aware of the limitations. He's aware that some of this is just plain automation, and some of this is AI. So we already had that meeting to go over it all.
Speaker 3 00:08:21
So which which parts are AI?
Speaker 2 00:08:25
So, the building and maintaining an optimized calendar that's that's AI. Uh, monitoring incoming email, identify high priority items requiring attention. That is AI. So in.
Speaker 3 00:08:36
What is and what is it using? What is it using on the AI side?
Speaker 2 00:08:40
We're going to use AI Foundry probably Claude within AI Foundry.
Speaker 3 00:08:46
And is that already built into this?
Speaker 2 00:08:49
Claude is built into this when I, when I take the code base and put it in their tenancy tonight. Uh, I'm setting up AI Foundry, which will take me 25 minutes.
Speaker 3 00:09:03
And, how do we test it to make sure it doesn't blow up his inbox?
Speaker 2 00:09:08
Um, this one's already been under beta testing. And so Josh Sims and a few others have been beta testing it for me. And we know it's not going to blow up. It hasn't blown up my Sharp inbox. Uh, The other thing it does is going to be uh this daily briefing that sends out. Um, it only sends it out once a day. And I have tested that multiple times. Hey sweetie, we're gonna leave in probably about five to ten minutes.
Speaker 3 00:09:50
I mean, I, I don't know. I'm gonna have to. I I gotta think about this, Chris. I don't have time to do it right now. Um, I, mean, I guess it's probably okay. I mean.
Speaker 3 00:10:19
Solution over there, As opposed to just as opposed to taking the whole solution and putting it there. But I mean, I I don't know.
Speaker 2 00:10:27
So everything he asked for is actually in this. All I am doing is uploading my code into Microsoft and re changing it to point to AI Foundry and their SQL server. So everything is within their tenancy, nothing's going out, nothing is hitting my system, my personal systems. Everything is going to stay in West Fin's servers.
Speaker 2 00:10:48
I just want to make sure that me copying the code base is not going to be an issue for you.
Speaker 3 00:10:55
I mean, I don't see it as as long as like I said, As long as it's not copyrighted to someone else or to you or to whatever. Um. I don't see why it would be an issue right? Okay yeah, because if you wrote it, if you wrote it and you're okay with us using it. And you release it to us using it at Crimson. Yeah. Then I don't see it as being an issue. Honestly,
Speaker 2 00:11:25
I was going to talk to Anzor and say, hey, I built this. If you want to resell it to clients, do it. But, as long as you don't come after me for selling it privately and selling it on the web because everything I am is Crimson. With the exception of Adapto and my kids. That's just how I am. Like I dedicate, myself to the job at hand, which is making crimson better. So. Okay. I know that's not most people. I know I'm weird, But that's just how I am because I need crimson to succeed, so that I can continue helping kids. And putting food on the table and paying my rent. Rent is expensive, so is gas.
Speaker 2 00:12:18
But if Crimson doesn't succeed, I don't succeed. So, that is my spiel. You will hear me say that. I am not putting blowing smoke up your ass. That is who I am as a person. If you haven't figured that out already,
Speaker 3 00:12:33
No, no, and I took like no, I totally get it. I totally get it. I just uh yeah, as long as yeah, as long as it's you know as long as it works. And. I guess the the part. So, are we going to be able to replicate and support this though Like, if they come back, yeah, and say what. What is this doing And it's broken. Like how complicated is this code.
Speaker 2 00:13:06
Not complicated at all, um. And just a heads up for you, Brett and I talked. We're only rolling it out to him and Casey for now.
Speaker 3 00:13:19
And what is it written in?
Speaker 2 00:13:21
It isum Java andum my brain. You just had to ask that question, my brain. Um, hang on, I will pull it up. I am I am tired. Today has been a day. That's okay. Ah, don't look at my Copilot because Copilot is weird.
Speaker 2 00:13:52
I started to say C#, but that's not no in my brain.
Speaker 2 00:13:60
Yeah, It is dot partially dot net, but cancel. Let me log in. Damn it, Anzor It's Anzor's fault. Uh he he had me uh throw in uh.
Speaker 2 00:14:21
Uh, he had me uh put safeguards on GitHub.
Speaker 3 00:14:29
That's okay. I don't I don't really need to know how much it is written. I mean, what it was written in right now, it's it's fine. Um, so.
Speaker 1 00:14:42
Let's see.
Speaker 3 00:14:47
I mean, for now we got to get something delivered, so I guess let's let's just do this and then. Let's be cautious and make sure it works and. While I have you on the phone, I am. So Mark says he sent a couple of MPath requests. I am in the MPath dashboard and I cannot find anything that looks like a request. Now when I had a request. From other people before, I could swear they showed up as requests and I can't find anything now. Let me see.
Speaker 2 00:15:26
Uh, Mark and Path, uh, Mark Ignacio or our Mark?
Speaker 3 00:15:32
Our mark. Mark.
Speaker 2 00:15:35
Uh he did. I have it. It got filed because I don't look at those. He's.
Speaker 3 00:15:43
Mark Victorino says he put in a couple requests for some kind of something. I don't know what it was.
Speaker 2 00:15:52
This is uh all the way back in February. It was the last ones I saw from him, and it looks like I read it, so either myself or uh Olivia probably did it.
Speaker 3 00:16:07
So Mark said, Not sure if you're receiving my request for access to MPATH. Just wanted to let you know that most courses, or at least the courses I like to take, require access for us to view the content. Not sure if it requires payment on the back end. This could be one of the reasons why many of us or staff are not taking the courses after the first course. Can you please look into this? Here is a sample project delivery basics pathway template express edition.
Speaker 2 00:16:37
Uh, The last one I got was Google Prompting Essentials: How to Make AI Work for You. Uh,
Speaker 3 00:16:45
Here's what he showed me. And I don't know where this would be. And he must have hit Request Access, but I don't see anything that says Request Access.
Speaker 2 00:17:01
I don't see that either.
Speaker 3 00:17:08
Project, every basic pathway template, express edition.
Speaker 1 00:17:29
Ah, I don't see anything. Let me look at this one.
Speaker 2 00:17:37
Yeah, All I'm bring all that's bringing up for me is Google. Prompting is one of the courses he signed up for. Looks like he signed up for multiple times, but that's the only one I see. I don't see that he's requested any other.
Speaker 3 00:17:55
Like where would that even be? Let's see, it's called Project Delivery Basics. If I search for that, what do I come up with?
Speaker 2 00:18:05
January, so February ones. Oh, he he exited in January, but it looks like it was already assigned to him.
Speaker 3 00:18:16
Project Delivery Basics Pathway Template Express Edition. Yeah, that's what I was going to see. Assign pathway.
Speaker 2 00:18:26
Now that it might have been an issue on their end.
Speaker 3 00:18:32
I'm going to assign it to Mark right now. Okay. You know what? There, Mark Victorino.
Speaker 2 00:18:40
Did, we ever look to see what it would take to turn off the ability, turn off them from having to request access?
Speaker 3 00:18:48
Uh. Okay, it says the pathway has been assigned. Users.
Speaker 1 00:19:52
I can't see who's.
Speaker 3 00:19:55
That's fine, that's fine. I just told them, let's get together sometime and make sure that this thing is working the way it's supposed to because yeah,
Speaker 2 00:20:03
I mean i I would probably prefer it to automatically.
Speaker 1 00:20:11
Let people have access to whatever they want. But I don't see how.
Speaker 2 00:20:31
To do that. Alright, um, I'll talk to Olivia tomorrow and see because I the last time I'd seen him come through was in. January or February. Okay.
Speaker 2 00:20:46
Um. Yeah, I'll I'll see what I can find out uh with Olivia tomorrow. Okay. Because I would want, I would want everybody to be able to sign their own stuff.
Speaker 2 00:21:12
I can't tell you hardly anyone has any completed hours except for a handful.
Speaker 3 00:21:27
Yeah, There's not there's not a lot of I I've been looking at it a lot lately. And there's not a lot of people doing as much with it as I would like. Butum.
Speaker 2 00:21:40
Robert and Gaston have been asking about it. Oh, wait, I'm in the wrong.
Speaker 3 00:21:45
That's because I've been bringing it up on all the on all the all hands.
Speaker 2 00:21:51
I was looking at the wrong com. Did, you know, there's hours in the top right that you can choose and all my hours were set to last year?
Speaker 1 00:22:01
Um, yes, yes. Um.
Speaker 3 00:22:10
Are you looking at members or what are you looking at?
Speaker 2 00:22:12
Members. I just realized this right here for me was set to last year.
Speaker 3 00:22:21
Which part in the dashboard? Oh no, mine no mine Mine is set for twenty six.
Speaker 2 00:22:27
Okay, yeah, mine wasn't. Mine was set for twenty five, and so I thought no one had done anything, but. Tells a different story when you actually.
Speaker 3 00:22:35
Yeah, I mean, there's there's yeah, there's some there's some hours that have been completed. A few people are using it and then a lot of people aren't so.
Speaker 2 00:22:43
I'll be honest, I haven't had time lately. But I'm going to try to get some Microsoft certifications soon. So yeah, I want I want to figure out how to allow people to.
Speaker 2 00:23:02
Because I haven't seen any requests for approvals coming in, but I also could have my AI minions hiding those from me. Well,
Speaker 3 00:23:08
It makes me wonder if the requests are working anymore because I used to get a lot of requests for approval. And if Mark said he was going to re- request it, and I still didn't get a request, that makes me think we're not even getting them. So it makes me think like they're going into spam or something. I don't know. Yeah, but.
Speaker 2 00:23:28
I got the sweetest email. I just read. I'm gonna forward it to you. Because today this week has been a Lear training, and I had the executive team today. Um, and I did we're done with Lear's training now. Uh, but I got a very yeah, I got a very sweet thank you.
Speaker 3 00:23:44
Are they good with it or?
Speaker 2 00:23:46
We're gonna we're gonna see but I promised some additional items over to them tomorrow. So some one pagers and some additional stuff. So but I got a thank you note.
Speaker 1 00:23:59
Oh good.
Speaker 2 00:24:05
So, um, okay. I am I we have to go. I have to go to Santa Monica.
Speaker 1 00:24:12
Um, no problem.
Speaker 2 00:24:14
It's the child is leaving me in two weeks so. Ignore my tearful eyes over the next couple of weeks.
Speaker 3 00:24:22
I understand, I understand one quick thing before you go. So we're doing the Foothill takeover on Monday? Okay. They're releasing a guy, so it's going to be a similar situation to what we had at Sharp. Yes. I don't know if you can provide any guidance to Anton or Vlad on how we monitored activity from the person that was released at Sharp, just to make sure there wasn't any nefarious.
Speaker 3 00:25:03
Stuff going on, so that we can. I don't, I don't have as much concern about the guy they're releasing here, but just to be sure. I don't know if there is any automated stuff we should be doing to monitor because they got a shit ton of old accounts that haven't had passwords changed for years and stuff like that, that he could potentially know. And again, I don't think he's going to do anything because he's not. He doesn't seem the type, but yeah, you never know. Right, So I don't know if there's anything we should think about doing as far as monitoring or looking at stuff, besides just firewall logs and things like that. But think about if there's anything we should share with Anton or Vlad to be watching for next week after they release him just to make sure that there's nothing that we.
Speaker 3 00:26:02
In case there's something we can catch, that we catch it.
Speaker 2 00:26:05
So do we have global admin rights to their tenancy?
Speaker 3 00:26:09
We will on Monday.
Speaker 2 00:26:11
Perfect. Is it that Chris guy?
Speaker 3 00:26:14
It's Massis is his name.
Speaker 2 00:26:17
Yeah, that's what I was thinking of.
Speaker 3 00:26:19
Yeah, Chris is their director. Massis reported to Chris, but they're going to cut cut Massis loose.
Speaker 2 00:26:25
Okay, got it. Um yeah I can I'll give uh I'll give Vlad and, Anton already knows how to do a lot of things because they're Microsoft based, but I'll tell him what I what I did. Anton helped me with SCHARP, so he got my full report. So, things I thought of and he didn't, and then there are things he thought of that I didn't. So okay. I think I think he'll be good. Um, I just basically watched everything. Okay But yeah.
Speaker 3 00:26:58
And hopefully it's i mean i'm i'm, Not too concerned, but I don't wanna, I don't wanna miss anything. That's what it's about. Okay. Thank you. Have a good evening.
Speaker 2 00:27:10
No worries, is that solitaire game good? All right, do what? I said is that solitaire game good?
Speaker 3 00:27:16
No, it's not solitaire. No no, no It's not solitaire. I'm trying to I was trying to actually get something sent, and it's and it's not it's not going, so it's it's uh It's annoying me. It was something I needed to send out like. Half an hour ago, and it just will not go. And it's just driving me bananas. So, no worries.
Speaker 2 00:27:35
All right, I am going to leave here. I got to take these kids to.
Speaker 3 00:27:39
Be careful out there. I am actually going to be in L.A. next week. It's been a crazy week i'll be I'll be candid, but yeah, it's okay.
Speaker 2 00:27:49
I missed you at the company party i I hated that that could go.
Speaker 3 00:27:54
So It was a whirlwind. I was only there for like ninety minutes, because I had to drive to San Diego Friday night or Thursday night last minute, and then I drove up from San Diego on Saturday, and then I flew out on Saturday after the party, and then I flew to Denver on Sunday, and then I flew back Tuesday night. And it's just. And now I am going to San Diego Saturday night, and then I got a drive up now to L.A.. on probably Monday morning at four AM or whatever.
Speaker 3 00:28:23
Because I thought the foothill thing was going to be Monday afternoon, like normal stuff, but now they want to do it Monday morning at nine. And, the only way I am going to get to Pasadena by nine. Am is if I leave San Diego by four probably.
Speaker 2 00:28:38
So I am in Pasadena on Monday because I am swapping my days Monday and Tuesday because Tuesday I have a SCHARP director's meeting all day, which thankfully I left my laptop in Pasadena. On Tuesday, so my laptop's there anyway. So I will be in Pasadena on Monday if you need my help.
Speaker 3 00:28:57
Okay, uh if we need it, we'll let you know. I think it's going to be we're already going to be four of us there, so I think we'll be all right. But if we do need anything, I'll ping you. It's good to know you'll be there.
Speaker 2 00:29:08
Yeah, no worries. Okay, I'll talk to you later.
Speaker 3 00:29:10
Enjoy your family. See ya Bye Thanks.
Send additional one-pagers and supplementary materials to Alere training executive teamPete to assign Project Delivery Basics Pathway Template Express Edition course to Mark VictorinoConfirm Adapto Inbox code is free of copyright and formally released for Crimson use before proceeding+4
✓
Crimson IT
covered by 890740 (0.87h, ticket 958058) - pre-lunch session inside the logged 11:45-12:37 window. No new entry. 8/6 already at 11.34h, only 0.66h headroom to the 12h cap.
07-07 CoWork Application Data Backup and Restore Procedures
## Core Synopsis
CoWork can index and generate outputs into user-selected cloud folders (Box/OneDrive), but its local application history and workspace data are stored on the device and are not reliably portable unless manually backed up; Christi demonstrated a workaround by copying the local Claude/CoWork profile directory and using Claude Code with a scheduled task to sync backups to OneDrive, while noting a newly discovered CoWork setting that allows changing the CoWork data location to OneDrive but does not cover the full application state. The evidence: Christi set a project folder to Box for outputs, showed prior OneDrive-based projects with generated artifacts and scratchpads saved per-client folder, confirmed CoWork doesn’t retain history across machines by default, and walked through locating the user profile path (C:\Users[User]\Claude) to copy/restore manually; she also runs a Claude Code job to mirror that folder to OneDrive. The stakes are operational continuity and scale: without a standardized backup-and-restore path, new machines or crashes will cause history loss and ad-hoc manual interventions per user; with partial support for relocating CoWork storage, IT can reduce risk but still lacks a one-click, full-state restore, so process rigor must fill the product gap.
## Backup and Restore Architecture: What CoWork Saves Where
- Project Output vs. App State
- Outputs: CoWork writes generated files (slides, scratchpads, assets) to the user-selected cloud folder (Box or OneDrive) per project/folder; those are portable by virtue of cloud sync.
- App State/History: CoWork’s local history and workspace live under the user profile on the machine (path shown as C:\Users[User]\Claude). This does not automatically migrate to new devices.
- Current Behaviors and Constraints
- Selecting a folder in CoWork affects where outputs go, not where the full application state resides.
- Historically, CoWork does not retain history when moving to a new computer unless the local profile data is manually copied.
- A new CoWork option now allows changing CoWork’s data location to OneDrive, but Christi asserts it’s partial (covers CoWork-specific data, not the full “Claude” application state). Net: better than before, still not a complete restore solution.
- Practitioner Workaround (Demonstrated)
- Manual Backup: Copy the C:\Users[User]\Claude folder and store it in a cloud location; on a new machine, install the app and paste the folder to the equivalent path to restore history.
- Automated Backup via Claude Code: Christi schedules a job in Claude Code that backs up her Claude folder to OneDrive regularly, enabling easy replication across multiple computers.
- Sorting: There is a local CoWork folder; Christi manually sorts/moves items as needed. The automated task reduces manual overhead but still requires setup per user.
- Risks if Unmanaged
- Device Loss/Crash: If the local profile isn’t backed up, CoWork history is irrecoverable.
- Scale Burden: IT cannot feasibly perform manual backups for 20–30 users repeatedly without a standardized, templatized procedure.
- False Confidence: Using the new CoWork location change alone may leave gaps if it does not capture full state.
- Validation Plan
- Speaker 2 proposed a test: set up two machines, attempt backup-and-restore using the discovered methods, and verify that recent history reappears. Recording requested for repeatability.
## Action Items
**@Speaker 2**
- [ ] Run a two-machine restore test: back up the C:\Users[User]\Claude folder from Machine A to OneDrive, install CoWork/Claude on Machine B, restore the folder to the same path, and verify history visibility end-to-end - [TBD]
- [ ] Test CoWork’s new “change data location” setting: point CoWork to OneDrive, create history, move to a new machine, and confirm what restores vs. what does not - [TBD]
- [ ] Draft a step-by-step SOP for backup and restore (manual copy and, if viable, the new location method), including screenshots and path specifics, for distribution to all users - [TBD]
**@Christi**
- [ ] Share the screen recording of the walkthrough with Speaker 2 for reference and training reuse - [TBD]
- [ ] Export and share the Claude Code scheduled backup script/config used to mirror the Claude folder to OneDrive, with instructions for per-user setup - [TBD]
Jul 7, 2026
Speaker 1 00:00:02
Okay. Thank you so much. I just hang up the call with Sam. Okay, good morning. Good, Come on in and I would say, have a seat, but I don't have a chair. Give me one second, let me talk to Monty and I got to show. Yes. Yes. So let me show you how this work I'm going to share my screen, but let's record some things I'm going to go into CoWork. Uh, let me record it for you as well. So that you have it. Yep. All right now, so they're using CoWork. Is that correct? All right, So very first thing you want to do um is you want to choose your project or folder. Now, what I do is I will choose I'm going to go down and choose a different folder, and I can choose my Box account. So um.
Speaker 1 00:00:59
So here's my Box account, and I can go in here and I can choose the full Box account, which is generally what I would do. For me personally, similar to Box is I use my Crimson IT OneDrive account. But for this practice, I'm going to show you Box. So I'm going to hold that in here. I'm going to say select folder. And then you can allow, you can set to allow or always allow. And what I'm going to do is always allow on this one, because honestly, my Box data, I'm not as worried about for me.
Speaker 2 00:01:32
Does this mean that the whole box, right? Yes. You don't have to create first individual folder for it yet?
Speaker 1 00:01:38
No. So what I do is I'll work, I'll use CoWork out of that folder. And so for this one, I'm going to say can you search for existing new hire documentation?
Speaker 1 00:01:52
And gosh, or policies. Let me let me specify IT policies. Because actually needed to do that today. So I'm going to use CoWork to do it. Um and so I'm going to do that. I'm going to say search, um now while that's searching let me just show you something I've already done, um and that it saved it. So while that's doing that, I'm going to go down here. I have an AI training script that I created, This one I did it in the folder from OneDrive. And so I did it within the clients. And here's all the files that it did. There's a scratch pad that it worked on. And all of these files right here are located in that folder that I utilized in OneDrive. So, I always set my folder according to where I'm working. So for this one, I was in the Coateson folder, for this one, I was in the AbilityFirst folder.
Speaker 1 00:02:49
Here's all the like, all the slides and stuff that I had it create for me, all my files. And then here's you can see Ability First was the folder. And here's all the outputs and the files that it created for me. Um, and it in all the skills that it used. And you can see the progress here. So when you're within Copilot itself, Just want to make sure that those projects that you create um are assigned to a folder first. And then that way it'll save all the documents in that folder. Does that make sense?
Speaker 2 00:03:22
Um, so we're talking about you saving the document, right? But all this, all the history.
Speaker 1 00:03:30
Yes, all the history will be there as well. So like this one, this was before I went into the hospital. So this one's been about three or four weeks ago. Actually May 19 th.
Speaker 2 00:03:39
What if you get a new computer?
Speaker 1 00:03:41
Uh if you get a new computer, this history won't save, It's by design in CoWork. Cowork will not save it. Yeah, that that part.
Speaker 2 00:03:55
The document that I sent you, Sam mentioned this to Bob and they said that you can create a backup. You can. That makes sense?
Speaker 1 00:04:05
You can and I do that using Claude Code. So my backup is actually in here, and here's the backup. Oh, wait, sorry, hang on. My backups in my documents. So I go into documents, all my backups are here. And so I have an agent workspace in here that has all my stuff in it. My chat logs, I put in there. And here's my main Claude information, my scheduled tasks. Now, I did that in Claude Code and I had Claude Code fix that for me rather than. - Claude Code? - Yes. CoWork isn't as easy to do that as Claude Code is.
Speaker 1 00:04:44
And there is a CoWork folder in here. I sort things from the CoWork folder into other locations, but for the most part, all of my cloud stuff is going to be saved on the computer. Co-work, There's not a way to save those somewhere else because they don't have that set yet.
Speaker 2 00:05:14
You can restore and having all your recent back. You can, I'm not 100% sure yet.
Speaker 1 00:05:20
You can if you can, so if they got a new computer, you have to pull their profile. So let me show you on my computer. So I showed you everything from OneDrive, But if I go into my C drive and you know where a user's profile is, I'm going to go into users and I'm going to pull me up.
Speaker 1 00:05:41
All my stuff is going to be here in Claude. So you want to save the Claude folder here.
Speaker 1 00:05:53
If A computer crashes, you won't get, you won't recover it. But I keep a backup of this, but I manually do that.
Speaker 2 00:06:08
That you can back this up to their box. So I see, I see. Okay, I'll, I get it. I get what you're saying. Yeah. You have to manually do that.
Speaker 1 00:06:18
Yes, and I do manually do that because because I use multiple computers, I manually back this up across all computers. So manually sync this.
Speaker 2 00:06:31
So basically if you install Claude on a new system, you just need to paste or, Yeah. Like copy and paste the data into the new computer, his history, um, his history will show up. Correct. Is that what you're saying? Yes. Okay okay,
Speaker 1 00:06:52
Let's See I can just now Just a heads up I use cloud code to do that.
Speaker 2 00:06:58
But you first need to use cloud code Well.
Speaker 1 00:07:01
I I have it on a scheduled. Uh I have a scheduled thing on cloud code. That backs it up to my OneDrive, so that I can download it into the other computer.
Speaker 2 00:07:11
This is something that we have to do it manually for this student. Yeah,
Speaker 1 00:07:17
Yeah, because they don't make it easy. They don't have it where you can change the settings to save it in a different location.
Speaker 2 00:07:28
I cannot just go in and do it for Sam or everybody. That's like thirty or twenty people. Yeah, It's gonna be a lot of time. So, yeah, okay. I get it.
Speaker 1 00:07:40
Yep. Yeah, and it's it's a pain in the neck. They are going to fix Oh wait, You can change it Wait You. You now have the ability to change it Okay. So this must be new Wait. Wait Oh yeah, that can be Mine.
Speaker 2 00:07:56
Is three Okay So. Instead of you can change it to the OneDrive Yes.
Speaker 1 00:08:04
But it's not the full backup. It's just for cowork. So that's a good thing. But it's not the full thing that you need, so just a heads up. I.
Speaker 2 00:08:19
Think I need to try to do one restore just to understand it. Yes, let me figure something out. I can get two computers running to prep for it. And we can try to back it up and restore. If I understand how to do this, then we know how if it's work. Yeah. Let me start with that. Thank you. I understand it, it's just that I've never done it so I don't know. Let me try it. Yeah, try it and see what happens. No worries And um gonna need this recording. So I can just go through it Okay Thank you very much. You're welcome Bye.
Speaker 1 00:09:00
Okay, I am so sorry, Adrian. Monty had.
08-03 Lecture: Microsoft 365 Copilot Workflows for Property Management and Accounting
Alere AI Training Session 3 - Microsoft 365 Copilot workflows for Property Management and Property Accounting. 2026-08-03, 13:33-15:06 PDT (~93 min; ran ~6 min past the scheduled 13:30-15:00 slot).
ATTRIBUTION EVIDENCE (from content): 36 in-transcript references to Alere; host is Giancarlo (Giancarlo Foppiano, Alere lead contact per the client record); attendees drawn from the 3rd and 6th floor suites (Alere offices); audience is property management and property accounting staff. Calendar match: "Meeting: Alere AI Training 3" 13:30-15:00; Plaud upload 15:08 PDT (~2 min lag). NOT Karney Properties despite the generic 'property management' title.
DELIVERY
- Live instructor-led training, recorded with transcript so non-attendees can refer back.
- Covered Microsoft 365 Copilot in day-to-day property management and property accounting workflows, Microsoft 365 Facilitator, prompting patterns, and role-specific use cases.
- Live Q&A throughout; Victoria called out as the most active participant.
- Attendance was split across the 6th floor conference room, the 3rd floor suite, and remote.
FOLLOW-UP
- Send all attendees the training deck plus cheat sheets and one-pagers (promised "in the next couple days").
- Attendees directed to email the help desk, copying Christi, for failures and questions so issues are logged and tracked.
Aug 3, 2026
Speaker 2 00:00:15
Hello, Everybody. Hey, Christy. How are you?
Speaker 1 00:00:16
I am good. How are you guys.
Speaker 2 00:00:20
Doing? Great. Good people are starting to arrive. Um, Not exactly sure whether people are going to join in the large conference roomum in our sixth floor suite or whether they're going to join from our third floor suite. Um. Cause a lot of the team that's uh training today, um is uh from the property management, Property accounting and theyum sit down on the third floor. Andum so wherever they're most comfortable works for us. Um I just haven't seen anybody on the sixth floor one yet. So we'll see what happens.
Speaker 1 00:00:56
Got you not a problem. I am pulling up my training documents now cause I restarted my computer right before we started.
Speaker 3 00:01:42
Hey guys. Hey,
Speaker 2 00:01:45
How's it going? Good. Christy's getting set up to start the training, so we'll be getting going in a minute or so. I am assuming that we got people kind of probably scattered in a lot of different places, you know. But if if people you know want to join up in the conference room, you know let them know t here is plenty of room in there and, And however they want to do it. Oh, you know, I think the conference room might have just muted.
Speaker 4 00:02:20
Sorry, Giancarlo. Can you hear us now?
Speaker 2 00:02:22
Now I can. Yeah.
Speaker 4 00:02:23
Good okay. Thank you.
Speaker 2 00:02:25
Thanks All right We're interacting.
Speaker 2 00:02:40
So Christie, whenever you're ready, Um you know, feel free to to take control of the the meeting. Andum and if we could just record it and make sure that we're getting like a transcript of it, I think that'll be helpful for people to refer back to.
Speaker 1 00:02:55
Yes so I'm going to record, uh usually I start the meeting and record, but I was waiting on everybody to jump in. So uh, let me get the recording, started real quick and just a heads up. I am turning on facilitator as well. We're going to go over facilitator in a bit. So if you've not used facilitator, it is a great tool to use. So I'm going to give you guys all the information plus on top of all of this, I'm going to be sending out to you guys a copy of the deck. And then we have some cheat sheets and things for you guys to utilize as well.
Speaker 1 00:03:34
So, and that'll be coming later on. Everybody, that's in this meeting is going to get a in the next couple days is going to get an email from me with the uh with some documents from you, some cheat sheets and some one pagers. That's gonna help you as well as get an outline of what we talk about today. Um, a couple of things I want to make you guys aware of really quick. Um, the recording has started but I have, Two very large monitors. So if you see me looking this way, that is why. Um, because all my information is going to be on this monitor right here. Uh. And then you guys are going to be right here, along with my notes on the other side. So uh be aware of that. And for some reason, my Excel just quit on me. I mean not my Excel, My PowerPoint just quit on me. So hang on one moment, let me get that pulled back up where it is.
Speaker 1 00:04:27
I rebooted my computer before we started the training just to make sure I was not going to have any issues. So bear with me. All right, so for all of you guys who I've not ever met before, my name is Chris. I am the CIO for Crimson IT. I also do a lot of the AI training and a lot of the AI stuff within Crimson IT. The AI portion of Crimson IT is my baby. Um, so bear with me because I am bringing up all my information. So it is going to be shared. It just quit on me real quick, But uh, I do want to go over some information on why you guys are here. Um and I want to go over some ground rules with you as well. So real quickly uh in the next 90 minutes, you're going to watch Copilot do real work in the apps that you already use. So we're not going to give you a features tour, You're going to see it in action.
Speaker 1 00:05:24
See how easy it is. You're going to leave with prompts that you can try today. So just be aware of that. One of my major ground rules is there's no dumb questions. Feel free to drop them in. So if you're in the chat, feel free to ask the questions in the chat, feel free to use your hand raise and just ask questions. If you ask without your hand raised, I may not hear you because sometimes my mic will cut out as I'm talking. But if you do raise your hand or throw it into chat, I will get to those questions. I do have it up so that I can see as I talk. Um, I want to make sure that how many of you with a show of hands with with the exception of the conference room, how many of you played around with Copilot so far?
Speaker 1 00:06:18
How many of you have played around with AI tools? Any AI, so Chat GBT, Claude. Okay, so a few of you guys. Are you finding that it helps with your day to day life? Yes. Okay, fantastic. I love AI. I use it all day every day. I actually have a subscription to all three major types. And when I say major. There's more major, but the ones that are top of the list is ChatGPT and Claude. I have subscriptions to both of those. I have subscriptions to Claude. Um, I have used the Google version. Uh, I can't ever remember what it's called. Um, And so there's a few things that i i can do across each one of those. I have my favorites. Uh Copilot is actually in my favorites. So just a heads up on that. Uh.
Speaker 1 00:07:13
It has some features that I love, And so I am going to talk you guys through a lot of that today because I am super excited about it. But Copilot is, if you've used Claude and you use Chat GPT, Copilot's going to seem like it's running behind in technology, but they're getting better and better every day. Where Copilot was, I'd say a year ago versus where it's at today, it keeps changing. In fact, it has changed so much. In the last two weeks, that some of the things I'm going to show you may change. So I want you guys to be aware of that as we go through. There are some new advanced features coming in this next week or so that I've got, I was privileged to be able to utilize. So what I show you today, if it changes, it's going to be something that's going to be even better for you guys. So I want to make sure that you guys are aware of that. Last night, I sat down with Copilot, and I was working through a lot of the different features.
Speaker 1 00:08:10
Um, within uh Word and Excel. Um, and it's getting much better. So, some of you guys are going to come out of this training, knowing how to do a lot of things within it. Um, and you're going to give me feedback and I'm going to be like, oh wow, that's that's even better. So I want you. Uh, I want everybody to send me feedback as you find out cool things. I also want people to send me back feedback if something doesn't work uh, And just be aware that if you're sending me requesting help from either me or the Crimson IT team, we love it. As some of the team members who've beta tested for Lear will tell you, I love when you guys give me feedback, because sometimes I learn something new, or sometimes we get to figure out together, what's going wrong. So okay, Copilot is.
Speaker 1 00:09:02
Is an AI assistant, and it's built into the apps that a Lear already pay for and that you guys use on a day to day basis. It's the same Word, same Excel, same Outlook, uh even the same PowerPoint. But, now you have a Copilot button that reads what is in front of you and helps you act on it. Okay? It will get you 70% of the way there. It's going to require for that last 30%, it's going to require human interaction. Okay? So that part is still yours. And it still needs you, so I want you to be aware of that. It is not out of the gate going to give you perfect documents and perfect images and perfect things that you are working on. You are going to see a chat that I had this morning where it just didn't give me what I needed, and I argued back with it and said, "Hey, this is not what I need. I need you to make this a little bit better. " So just be aware ;. It's not going to be perfect out of the gate.
Speaker 1 00:09:59
It's your job to work with it and get you through it. I tell people to think of Copilot as an intern, or any AI as an intern. How many of you guys remember being interns? Okay, some of you guys do. You weren't perfect. We had egos. I had a major ego, okay? My ego almost got me arrested as an intern. Long story; it'll be fun story. I think I've told some people at a Lear what happened, but it did almost get me arrested because I had a big ego. AI has an ego. Okay, I'm going to be very straight with you guys. So treat AI as if it was you as an intern and all the mistakes you made. Trust me, that's the best way to think about it now.
Speaker 2 00:10:49
Christi real quick, There was one question in the chat, and this is I think your your point about where Copilot is compared to some of the other AI tools. You know, I think the question was like, Is Copilot not as far along because of security reasons? Or is it just not as exposed to some of the other information and the training out there, I guess to advance it. What what is your opinion on that?
Speaker 1 00:11:15
I honestly Microsoft is a little slow to get um sorry I flipped forward. It's not as quick to get things out. For various reasons, it is not exposed like other AI tools. I will tell you tell you that Alec, There are some security features that are higher in Copilot than you would see in Claude or Chat GPT. But there is a variety of reasons that Microsoft is sorry, that Microsoft is a little bit slower. Part of it's just Microsoft's in everything and they're just slow.
Speaker 1 00:11:54
Um, but just a heads up, and I am going to cover this in a moment. Microsoft actually builds upon both Chat GPT and Claude models, and it utilizes them in the background. So it hasn't made its own models; it utilizes other models. In addition, Microsoft has been very focused on a background AI called AI Foundry, in which developers build AI. So it's A little bit different. They haven't been as focused on the front facing, but they're getting there. They're making a lot of changes, so um, does that help answer your question, Alec? Yes, thank you. Awesome. I know it was it's kind of generic answer, so I do apologize. Um You have two front doors into Copilot. Um So one is inside the app Copilot, and these are the buttons that are in Word Excel. Uh.
Speaker 1 00:12:50
Outlook, it's even in Teams and it's in PowerPoint. It's actually PowerPoint is my favorite. Um, It is grounded in the files that you're working on or in the emails that you're working on. And so you can tell it to summarize this document, you can tell it to analyze this. Um, and it works really well within um Excel uh and in all the apps. Now there is a Microsoft 365 Copilot chat that I'll be honest, I work in that a lot as well. Um, it is grounded across your whole work world: emails, files, chat, meetings. Um, it has been very effective in finding me files. So I want you guys to be aware of that. Um, If I go in here and I do want to make you guys aware of some things in here. So you'll see my Alere documents here. But I have three uh I have three One Drives. One of them is my personal OneDrive that's connected um.
Speaker 1 00:13:48
Alere will only connect to your Alere documents. It will not connect to anything else that you have. So, just be aware that it also won't connect to anything that's on your computer. So if you have files that are out on the, in a location that's not covered by OneDrive, it cannot search those. But Copilot chat, which I'm going to show you right now, it is really good for overall broad So if I'm going in here and I need to find something, let me see. Uh, I need to find the cell number. Here we go. So I'm going to ask it to find uh, his cell phone number if I have it.
Speaker 1 00:14:45
And I have a couple of choices. So, I'm going to tell him this one. Or earlier. And that's what it's going to look for. He's never sent me his cell phone number, which might be a good thing because I'm a better texter than emailer. So, but be aware of that. I have found cell phone numbers and things that I couldn't find before. So, uh, I was hoping it was in there, but it does go through. It looks in all your documents. It looks in your Outlook for emails, different things like that. So, it is really good um at chatting, and we're going to go over the chat interface in a moment. Okay? So uh, my rule of thumb within Copilot is if you're actually utilizing it for just one file, use the button in the app. If you're looking for it to look for things broad range.
Speaker 1 00:15:41
Um, use the chat. And. So that it's really helpful in getting you the details and documents you need. Now, what is Copilot not? Before I flip to this page, um, tell me I want some volunteers and you can raise your hands. Tell me what you think Copilot is not capable of. Anybody?
Speaker 1 00:16:11
All right. If we were in person, I would throw candy at each of you. But we're not in person. I do have candy. I have um, I think Tootsie Roll Pops are my candy of choice. So uh, for this week. But Copilot is not always right. It's very confident when it's wrong. Uh, it will produce a number that looks perfectly reasonable. You must always read it before you send, always Uh Victoria I just saw that your hand was raised.
Speaker 4 00:16:43
Oh, I was just gonna say it can't like go out into the field for us as property managers, but it can get it can at least put together the data that we find exactly.
Speaker 1 00:16:52
And that's a good one. It's not capable of that. Um something it's not doing I want you guys to be very aware of this. It is not sending your Alere data off to train the public. That is one of the biggest things I want to tell you. It runs inside Alere's Microsoft tenant, and Alere's Microsoft tenant I trust me on this it's very secure. Okay, so whatever is yours stays yours. Okay, and it's not here to replace your judgment. AI cannot replace human judgment. So knowing what variance matters and which tenant is a problem is that job, and it's that is your job. It's not going to replace you because it does not have that ability okay.
Speaker 1 00:17:37
Um, and a question I get asked often with Copilot is this like Chat GPT? No, it's the same technology, But Chat GPT unless we've given it access cannot see your your emails and files. And what Copilot does is keep all of your data inside its walls. And uh, I want to make sure that I make you guys aware of this free tools, free public tools, even if you purchase Copilot or Claude. Uh, at the twenty dollar level. It's, it's going to give your information back unless you set the settings and you don't want to make those connections back into Alere. Okay, actually I don't think you can. Um, it is going to cause some issues if you try. So we don't want that data getting out. We don't want a Alere's data public knowledge. Um so that is the reason for Copilot. It keeps us very secure All right now.
Speaker 1 00:18:35
Your files do stay your files. And something I want to make sure that is a big header here, Copilot only sees what you can already see. It inherits the permissions you have. So if Max doesn't have access to files that Bridget is working on, Copilot's not going to see Bridget's files. It can only see what's been shared with you, what you have permission to see, nothing else. Okay? So, just be aware of that. So, If Charles goes out looking for something that is behind HR's folders and Charles doesn't have access to HR's folders, he's not going to see it. Okay, so it's very very strict about that. Your desktop files, Your unshared OneDrive one, your unshared OneDrive files are private, and it's invisible to everyone else as Copilot. So.
Speaker 1 00:19:32
Heads up, shared folders and shared drives are accessible exactly the way they are today. No one extra has access to those files outside of who already has permissions. Copilot will not open a single door that's not already open to you, okay? So, if you're standing behind a locked door and you're trying to get access to a coworker's payroll information, it's not going to happen unless you already had access to it. All right? Now, sensitivity labels that we have put into play within Microsoft Word, Excel and PowerPoint, those are respected automatically. If you have labeled a file as highly confidential, it will not surface that within Copilot. Okay? So be aware of that. Now we're going to I'm going to show you Outlook. I'm going to show you Outlook using my own inbox. Um.
Speaker 1 00:20:26
A couple of things we're going to utilize with it is we're going to summarize a long thread. Okay, one click will read the whole chain, who said what, what was decided, what's still open. It does it in 10 seconds unless your internet's a little wonky. But it's not going to take 10 minutes. So be aware of that. And you're able to click citations to check its work. So I'm going to show you what citations look like. It will draft a reply and then iterate, So you can tell it, "Hey, this does not sound good." I call that arguing. So you're able to do that within it. And then the most important skill you're going to learn in this session, not just with the demo for Outlook, but in this session is never accept a first draft. Tell it what to change in plain English. One of my favorite phrases that I use in Outlook is we're going to talk to the person, but not at the person.
Speaker 1 00:21:20
And I have to tell Copilot because sometimes Copilot can get passive aggressive and it's annoying. All right, so I'm going to show you guys my inbox. Um, a bunch of you guys have nicely sent over confirmation, so I do see that in there. Um, I have a few different things in here so that we're going to show you. Now, I get a meeting digest given to me weekly and daily, so it'll go in here. Um, I'm going to go through my mid not my midday check. Let me let me do this. Let me go down here and my daily briefing email. So this Um this a very long email, and you can see this has my entire task list, everything that I'm working through. It is very long. I get this every morning Um around 6:00 a.m. And, this something Copilot sends to me. So I'm going to show how to do this in more of an advanced uh training that I'm going to send you guys video links for.
Speaker 1 00:22:19
But it'll send all that information into me every morning at six a.m.. I asked it to summarize, and you guys saw it took less than ten seconds. And this my schedule. Okay, there's some tickets that I have working on. There's some calendar entries, but you see the numbers here? So, this my. Uh this citations now right now. It's not working too well, and it might just be my connection. But sometimes, when it's actually working, You can click on it and it'll take you to the location of that information. So it's really good for just knocking things down. If you've got a long email chain, which I do right here, you can summarize this long email chain. And so here is the long email chain.
Speaker 1 00:23:17
And it goes back and forth, and it tells you who provided what. And then, um, it'll go through and give you some information. And I do apologize. Every time I click on this, it opens up the email in another screen, and then I can see where the citation is. So it just did that to me which threw me off a little bit. Used to just uh scroll down. Microsoft keeps making changes every day so, Uh, sometimes those changes catch me in the middle of a training class. So be aware of that. Um, within Outlook, A couple of things I can do if I want to reply with a draft to something. Um, I'm going to go in here and I'm going to click on this. I have an option that I can actually click reply. So if I go to Copilot up at the top, I can summarize and reply. I can list email takeaways.
Speaker 1 00:24:13
I have those options. Now, I'm not going to reply to a telecom message, but I am going to go in here to Copilot. I'm going to say summarize and reply, and I'm going to say send a reply that declines this invite very nicely. It's opened up a chat window. And then it gives out that email. Okay? Now, what I can do is I can sit here and I can copy, or, which I am going to copy, or I can hit reply here. And I'm going to press the Alt key on my keyboard and the letter i together at the same time.
Speaker 1 00:25:12
And I can actually say here, I want to nicely decline this message, this invite. So you got two ways of doing it. Now it does take a little bit longer to write the email. And here's the reply. Now I can choose to keep it, And I or I could choose to take out the signature you included. And I don't know this person, so I'm going to leave it generic. And then I'm going to say keep it. Now, I can send this at this point. Um, I probably not because I usually ignore these emails because I get them daily.
Speaker 1 00:26:09
Um, But you guys can see it will do the reply and it, and it will format it for you. Now, One of the things I'm going to show you today is how to make it reply in your own voice. Uh, there is a way to make it sound like you. And I'm going to I'm going to teach you guys about that in a bit. So I'm going to discard this. Um, But you can see the couple of ways that you can utilize Copilot and Outlook. Another one that's very important to me In Outlook is the prioritize. So, in prioritize you can actually give it instructions, additional instructions on how it can prioritize each of your emails. Now, if you see the up arrow right here, that means it has a higher priority than say, this one with a low priority. Okay I can add additional rules, so I told it to let Copilot prioritize my email on arrival.
Speaker 1 00:27:04
It will show AI generated summaries in the message list, which is right here. So these are all in here. And I can also apply a low priority label. You can choose to only apply high priority, or you can choose to add a low priority label. Now, uh, here's my instructions. I have it if it's about camp, if it comes from my bosses Anzor or Pete, I can also add if it comes from.
Speaker 1 00:27:36
And I can hit enter and add that. I can scroll down and see it. Honestly, every time he emails me, it shows as a high priority, so I don't really have to tell it that. But it does figure out based on my instructions. So lower priority, I can add to it, but you can see it already picks out low-priority messages. I can say if it comes, From, if it's if it is an invite to a conference or meeting from a vendor, I do not have a relationship with now. I did test this one on my other co-pilot, and it worked like a charm um.
Speaker 1 00:28:32
I hadn't put it into my crimson one. So anything like this where you're invited is going to come back and start being a low priority message. So be aware that, it does come in handy. Now this is Outlook, any questions about Outlook? Nobody?
Speaker 1 00:29:02
All right. I'm going to assume that you guys got the Outlook one. Outlook is very simple and basic. There's honestly not much to it. We're going to go over next Word. So, a lot of the things that we do in Word is going to be a lot better. I'm going to open up, bear with me one second, I'm going to open back up my document I made earlier for you guys.
Speaker 1 00:29:32
And bear with me because I did just restart my computer. All right, so I have a cheat sheet for property managers. This this one of the things I'm going to be sending out. Now in here, I can go in here and open up Copilot. Copilot's going to be on my bottom screen down here, And so I'm going to click on it here to open up the chat window now. I have this. It's it's honestly not a full page. This one I chose to to save and edit this with you guys on the on the call. But what I'm going to do on this is I am going to tell it to make it look better. I'm also going to ask it, um, verify the wording and make sure.
Speaker 1 00:30:31
It makes sense. Okay. Now, If you're looking at a lease or you're looking at any long pages of document like a contract or anything else, you can tell it to draft a one page abstract of it. Okay, I don't have a lease to show you guys, but if I did, One of the things I would write in there as a prompt is draft that one page lease. Okay, make it from this document. Include the parties, the term, the base rent, escalations, any renewal options and any default provisions. Okay. Uh, unfortunately, my vendors send over leases and contracts for me in PDF. So I can't show you in Word. But as I asked it to polish this document, you can see it's making changes to the document in real time and anything that's highlighted in blue here.
Speaker 1 00:31:27
Is going to be items that it is rewriting for us to make it a little bit more polished, a little bit better on clarity and consistency. And it also takes in effect what you have set as your default verbiage, how you like to write things. And again, I'm going to show you guys that in a bit. Okay? So you can go in here once it's done, it's going to tell you what it changed. It's going to tell you Uh, give you the list of everything in here. It's going to show you all the edits. Um, and you have a choice. You can choose done and and actually make that a valid edit that is accepted, or you can tell it to undo. Now I'm going to go ahead and choose done because this actually reads a lot better than me. Um, I'll be honest, I when I put this together, I used my whisper flow and I dictated it so that.
Speaker 1 00:32:25
You know, It would take what I had in my head or the emails that I was reading on updates for you guys of things that you would want. And I had not changed any of the wording yet for that. So the original document was my dictation to Word, And then Word just polished it up just now so that you guys can see it. Make sense? All right. Any questions or thoughts within Microsoft on how we do that?
Speaker 1 00:32:58
All right. Um, I'm going to go ahead and minimize this. Again, I want to make sure that you guys are aware. Um, You can. You can actually have has anybody ever heard the term of vibe coding with AI? Okay. One person's heard it. Um, you can actually not vibe code but vibe write within Word, So within Word, as I'm working through this, I can actually choose to open a blank document, and I can describe what I want to draft with Copilot. So if you have something that you're working on that you want to draft, um, You can actually describe it within Copilot, and you can actually start writing with this.
Speaker 1 00:33:50
So, one of the things that copilot will do is it'll look up the data that you have on your clients and your properties and your tenants and it'll pull that information. So if I say I want to draft a report for Alere, and let's say, I'm going to go over to go over the training cursors in the way training documents that we. Have created. It will start drafting that information. Now, All of my training documents and everything that I've ever written for you guys is actually located. I have a complete tech run book on your training and everything that I've gone over with the entire team, pilot training and everything. So it's got everything in here. It can see this folder, okay? It can see the handouts that I've created.
Speaker 1 00:34:49
It can see my decks that I have created. So all of this information is in here. Now, it's going to create that report based on the documents I have in hand. And because I told it a Alere, it knows to go and look at my Alere documents. Now for me, um, I actually have a Alere in its own separate folder. Every one of my clients is in their own separate folder. So Copilot knows, hey go look at this to pull that. I didn't have to tell it. So, that's one of the biggest advantages of AI is when it knows your material, knows who you are, it's going to be able to draft things. Now what am I not going to do? Anybody? What am I not going to do with this document on the first pass? Accept it. Exactly thank you.
Speaker 1 00:35:45
I'm never going to accept it. I'm going to read through this. I'm going to look at it. Um, I'm going to edit it because there are things in here that I know it's not going to get right. It's not 100% right, but just based on the documents I showed you in the last two minutes, this is the full report of what is capable of creating. Now, I am going to look at and say, did it hallucinate? Did it get anything wrong confidently? Get anything wrong? Um, so I am going to look at that. I am going to read through it. This is something that you guys can take a look at, um, As far as what the capacity is for Copilot and work through how it's going to how it's going to set everything up. Now the one thing Copilot's not good at is putting it in your templates. So I will say that I'll show you that in a moment. Victoria, you have a question?
Speaker 4 00:36:40
Yeah, thank you. So, if we ask Copilot to put together, Say, like an agenda for a meeting coming up with our specific properties. Does it. It has access into our Alere shared drive and it has access into our specifically saved documents that are just ours? Yes. Okay. Yeah. Thank you.
Speaker 1 00:37:00
You're welcome and agendas are a perfect example. I always forget to make my agenda because agendas are time consuming. Um, So I'm glad you bring that up because it is really good to utilize for that. So, um, I am going to go ahead and minimize this. One thing I am going to say when I started using Copilot and any of the AIs that had access to my files and folders, I was not the most organized in my documents. Uh, it does teach you to be very organized. So just a quick heads up on that. Um.
Speaker 1 00:37:37
One of the things that I do fail to do myself, and I want to give you guys a heads up, is add the honesty rule. If it's not stated, write "not specified" rather than guessing. Another way of wording that is if it's not stated, don't add anything additional. So, that's a couple of different things that I would put into a prompt on a normal prompt that I write. Um another way is to give it a source, a task and a format. If you have source documents That you want it to look at and avoid everything else. Give it those sources. And, one of the ways that I will do that is I will go in here, and I will put a forward slash, and then it will see what I have in there, and it's going to go through that. So, it's looking for everything related to Alere when it does that. So, anything any emails that are coming through different things like that. So if I go in here.
Speaker 1 00:38:36
And I say training deck. That's my choice. Add at the end of this an agenda based on this presentation. It needs its own header and section. Make sure it Follows the deck exactly. And so it'll look at that document. Now this is going to come in handy when I show you guys PowerPoint, Because what you can do is you can take and create a deck in PowerPoint based off of a document. So, and I do that all the time. I'll write out my script for training, and then I'll have PowerPoint make me the deck.
Speaker 1 00:39:32
I'll have Copilot make me the deck based on that training. So here's the agenda based on the Alere Copilot training deck. This is what it added in. It took about two minutes. I'm going to go ahead and just say done, and there you go. Okay? Any questions about that? Yes, ma'am? Does this have access to fixed? I'm sorry?
Speaker 4 00:40:01
Does Copilot have access to Fix, that's a software we use for property management, to pull information from there or does it not have access?
Speaker 1 00:40:10
It does not have access. Okay. Yeah. Now Microsoft is working on making connectors that go back into certain apps. There are a lot of connectors out there, but that particular connector has not been built yet by Microsoft. Now if you're using Salesforce and a few others, We have talked about with Alere later on down the line making those connections, but not every one of them is out there just yet. Okay. I am going to go off into Excel now. Okay. The most powerful thing for property accounting. And just based on what you guys have told me, Oh Victoria, I'm sorry, did you have your hand raised?
Speaker 4 00:40:54
I did, thanks. And I'm sorry if you covered this, I had to run to the restroom. Um, I'm just curious if this is like Chat GPT where it starts to remember you? So like if I say like," I'm the SF Bay Area manager", and that's like a big file in our shared drive, will it then remember me when I ask for more information? Yes.
Speaker 1 00:41:17
So its memory is getting better and better by the day. It is like Chat GPT and Claude. It will remember. Um, and we when we go through the app version of chat, I'm going to show you guys how to keep those memories up to date. Okay. Um, no worries. And, thank you because that gave me a break to grab to take a drink real quick. Um, With Excel, there's three rules I want you guys to be aware of before you start utilizing it. Rule number one, your data I say must be a table, but it should be a table. Okay, You're going to select it and press T.
Speaker 1 00:41:54
Make a table. I'm going to show you guys what that looks like. Make sure that you have clean headers and make sure you don't have blank rows, okay? It will give you strange results and you're not going to understand why in the moment. And then rule number two, work in the file, okay? Don't work on it through Copilot chat. Don't use the desktop app. Don't use the chat in Teams because it won't open the workbook. It's only going to see the first thousand characters Of what the workbook is about, and it's not going to understand it. Okay, so if you want real analysis, make sure you open the file and use Excel's Copilot. And then rule number three is one sheet at a time. Right now within Microsoft multi tab questions will make it fail. You want to make sure you break it into steps. Okay, So within Excel I'm going to show you guys a couple of things that I utilize?
Speaker 1 00:42:51
I do like to utilize a lot of different things within Excel. Let me pull up my test sheet. Let me open up Excel. It's thinking about opening. Don't ever restart your computer right before training, not being very nice to me. So when we're going in here and I'm looking at a couple of different things, Let me find my sheet that I'm going to use with you guys. It willum.
Speaker 1 00:43:43
It's Opening, it's slow opening, but it is opening. Okay. If you've never worked with a table before, I'm going to show you guys real quickly how to do it. But for those of you guys, this is what a table looks like within Excel. I have generic data for you. I do have clean headers on this. The table does look like it's designed out. It looks a little bit prettier on both of these. However, What I'm going to do is I'm going to take my employees right here on this sheet?
Speaker 1 00:44:15
And I'm going to copy it. I'm going to just open up another sheet just so that you can see what it looks like. So I'm going to have it paste the values. All right, so this what a normal Excel sheet would look like for most people. You might have decorated and made it pretty slightly, but this generally what it looks like. Now, if you've never created a table before in Excel, what I'm going to do is I'm going to highlight my table. I can do it one of two ways. And I can drag, And make sure I encompass my entire data set. Or I can go up here to columns, and I can drag and over and highlight each of the columns. Okay, when I do that, I'm going to hold the control key down and hit the T as in Tom, and it's going to pop up and say create table. It's going to ask me where is the data? Go ahead and accept what it has as default. And then my table does have headers, so I'm going to make sure that checkbox is set.
Speaker 1 00:45:13
And then that's going to turn it into a table, which is what you guys saw a moment ago. Now I do have some Excel advanced Excel classes. I'm not going to do one with you guys today. Should you be interested, just let me know. I will add you to my next set of advanced training. Now within this data, What I can do is I can open up Copilot down here in the bottom. Microsoft did move it last couple months. I've used it so much, I start looking for it up here But it is now down at the bottom. And you can see I've already done a bunch of chats in here. I can tell it what I want to edit, I can tell it what I want to do. Um, I have a couple different options for prompts in here. I want to see how many employees are at the Alere?
Speaker 1 00:46:12
Location. And what is the average salary now? While I'm doing this, I did ask it recently to get me some more details. Okay. So what I did was I asked it for spend analysis. This was created by copilot. Now for it to actually work in the training. Uh. It does take a while to formulate this, but I want to show you guys um while this is going through. Doing its thing. Um, it did come back with an answer by the way. It has an average annual salary of 90,000 and it has four employees. So I'm going to hit done on that, but I'm going to go back. I asked it on the financial data this right here. I asked it to analyze the financial data. Now when I did that, he brought me this page. It created me a full spend analysis page.
Speaker 1 00:47:10
And it gave me what the actual spin is. And this is something that Copilot created for me. So you can give it an Excel sheet, you can have it set an analysis, you can tell it, you can have it formulate anything that you need, almost anything that you need. But do double check the numbers, okay? I will say out of all of the AI connectors that work in Excel Copilot is at this moment the most accurate. It's not going to invent numbers for you, so just be aware of that. But it will make you graphics, it will make you tables, different things like that. All you have to do is just ask it to analyze it. I also asked it to create me a vendor list based off of our vendors in the financial section, And so it created me the vendor list and how much we've spent per vendor.
Speaker 1 00:48:06
And when the last transaction date was. So it will go through and provide pretty much almost anything you can think of as long as the data is within the document. Any questions regarding Excel? Just so that you guys are aware, do ask your questions of the data in plain English. You don't have to give it any formulas or pivot tables. You can ask it to help you create a formula or help it create a pivot table, But you don't you don't have to get overly. Uh, you don't have to overly explain it. It will build the formula, and it will offer to drop it into the new column for you. However, it's not going to do it arbitrarily unless you ask it too okay. It will analyze, It will create formulas, It will flag, It will chart all you have to do is ask okay.
Speaker 1 00:49:02
But make sure that you start small. Make sure that is one clear question at a time, rather than a giant paragraph. If you've noticed in this training, I've only asked it short information, long information. It does not do well. I once walked away to go get a coffee, and it still was trying to figure out what I was talking about, because I gave it a huge paragraph of what all I wanted to do in Excel. Okay? Uh here's some prompts that you guys have What are the top five highest revenue properties in this data? And this based, some of this based off of your pilot team. Create a formula for the days between the lease start and the lease end columns. Flag every lease ending in the next 90 days, and then suggest a chart of lease expirations grouped by quarter. So those are some just some examples of different things that you can utilize.
Speaker 1 00:49:57
One of the things I do want to remind you guys is verify the numbers. Okay, the analysis agent can estimate a total instead of calculating. It will look completely reasonable. It also will be wrong. So double check it. I am finding that Excel is getting more and more accurate as time progresses, but I still double check and spot check everything. Force it to compute if you know what Python is Um, and you want to force it to calculate something, you can do it and make sure that you tell it do not estimate. Okay, check any new workflow against a number you already know. That's one of the things I love doing. Um, I will rerun something on the previous month that I know the answer. And i'll, i will trust the workflow at that point. Okay. So if you're building a workflow within Excel.
Speaker 1 00:50:54
Just check it against something you already know the answer to. Okay, if you are using Excel on the web, just a heads up, it does not work as nicely. Use open and desktop when you're working on a web version. And that way you're working back into the Excel app and Copilot does perform very much, uh very better. And then just a heads up reminder Uh, no copilot number leaves a Alere unverified. Okay, this is the thirty percent that is yours. Uh, so make sure that you verify any copilot numbers that go out. Trust me on this. I have stumbled in my own shoes for not checking something. So be aware of that. All right now, I did go over the trick with the forward slash I'm going to go over it again um within Copilot chat on any of the applications.
Speaker 1 00:51:52
You can hit the forward and pull up anything from meetings to files and have Copilot actually work within that. So if I am in here and I am working on a document, I hit the forward slash and it's going to pull information up. Now you guys can see I've been working on a Alere all day, So the last several documents are in here of the things that I've worked on. And these are the things I was opening out throughout the day. So if I hit the forward slash And I say, "Alere. Here's all the things I worked on. Here are the meetings that I can choose from." This my, I have a loop. If no one's ever used Microsoft Loop, I will, I'm doing a training on that in the next month or so. It is a Microsoft item. So it'll pull up my Alere project meetings. It'll pull up any notes. So this a transcript from a meeting that I had.
Speaker 1 00:52:50
And I can click on it and I can ask questions based on that. If I am working in a Word document and I need Copilot to reference back a document that I created, I can do that by using that forward slash. Also with meetings, you can forward slash and have it pull up meetings, okay? So real quickly with that, it does give you a lot of extra wiggle room in what you're doing. It also gives Copilot concrete information that it can work against. Okay. With this, you're going to find things the way you would ask a coworker. You can describe things that you remember. You don't want to tell it a folder or mailbox if I'm looking for something in there.
Speaker 1 00:53:43
I'm going to ask it in plain language, okay? So this is very, this applies to all chat within all apps. Okay? You can tell it to describe it. Um, Copilot can pull every copy of a document it can see. Anything from last year's version to the duplicate in another folder, and it will blend them without telling you. So if you're looking for it to look at specific documents, sometimes using that forward sign Forward slash is one of your best options so that it knows what document to look at. All right, now any questions on Microsoft, any of the Microsoft apps and using Copilot in those apps? Okay, one last thing is I'm going to pull up.
Speaker 1 00:54:40
This my old document, not my new one. This one that I was working on, and then I put it in a different format. But one thing I can do is I can go in here, and I can tell it to redesign a document. So all I have to do is open up Copilot, and if I want to change any of the design, if I want it to look at something, if i want it to rewrite something, you can do that same thing in PowerPoint. I'm not going to touch on PowerPoint as much as I did Word or Excel, because that part remains the same. But one thing I will tell you is if you go to open up a new and you want to create a new document, um, I'm going to say create with Copilot. And within Create for Copilot, I'm going to actually pull up a file. I'm going to create a presentation about Alere. Oops, I can type today. Uh.
Speaker 1 00:55:35
And I'm going to scroll and look for a Word document. And I'm going to tell it to create a PowerPoint presentation based on the Excel data quick reference. I'm going to let this go while I go through everything else, because this takes a while. This could take up to 10 minutes. But, what it's going to do is it's going to look at the document and create a presentation based on that. And then your job is, That other 30 % is to design it and to verify all the information that's in there. It is a shortcut to creating documents that look like this. Okay, now I'm going to go through the Copilot chat. How, many of you have seen the Copilot chat that is on your start bar? Have you played around with it? No, okay, not a problem. It works very much like how you would do with Claude or ChatGPT. So.
Speaker 1 00:56:34
Okay, I was creating cat images with my ChatGPT earlier today. So if you want to see my cute kittens, here they are. But, it works the same way as when you have the desktop app for ChatGPT or Claude. It's right here. Now we're going to go over a few things. We're going to have fun with it. Uh, how many of you guys um actually let me let me stop that thought for a second um. We have chat here at the top. Copilot is here. However, we have not turned on Copilot for Alere or I'm sorry, Copilot for Alere. Uh, Copilot works very much like the Claude Copilot. So if you've seen Claude Copilot in action, it works very much the same. However, It is a different price point within Copilot. So we've not turned that on in here is your menu. And your previous chats and your agents.
Speaker 1 00:57:28
Now, I'm going to go over to agents in a moment. They're very fun, but you have the option to search all of your chats. You have the option for a new chat, and you have an option to open the library. Okay? And your library is going to show any of the images or any of the pages you created within Copilot. So here are my previous chats. I created an image earlier. You can create images like you would within ChatGPT based on an email, Um, I had it go through uh some previous transcripts from meetings. Um, where I was like, hey, who was who was supposed to order these switches? So I double checked my meeting transcripts. Um, I can go over, and I can say give me an give me an overview of a Alere.
Speaker 1 00:58:24
And, it's going to look at all my files and all my folders to pull that overview of Alere. And it's going to base this information on everything I've had. So here is Alere Property Group. So here's what they're doing, rolling out 365 Copilot. We've worked on building governance, we evaluated future integrations. So this is all that I've worked on, key contacts that Copilot has seen, okay? Here's the business. Okay, Now we didn't need this part because I did not make my prompt as specific as I could have. And this is what happens when you don't make your prompt very specific. All right, now if I want to give it, I'm going to ask it to give me a detailed client briefing on Alere Property Group, and we're going to see how fast it goes. Sometimes it's fast, sometimes it's slow.
Speaker 1 00:59:21
Now, while I'm waiting for this, let me show you this Work IQ. I have it on right now. So, it's going to look at my documents and my SharePoint drives and everything first before it goes out to the internet. If I turn it off, it's just going to do more work from the internet. Right here where you see auto, that's where you can choose your model. How many of you guys and show a raise of hands? How many of you prefer Claude over ChatGPT?
Speaker 1 00:59:51
Okay. At least one of you. I actually prefer Claude over ChatGPT, but only because I code things in my All right, two of you. All right, perfect. You can choose Claude down here. You can choose Sonnet or Opus For all of you ChatGPT lovers, There's nothing wrong with loving ChatGPT I promise I just don't prefer as much You have your choices here. You can think deeper or quick response now. I usually keep mine on auto unless I am digging into something deep. But you do have two choices, all right? So just be aware of that. Now it did give me a detailed client briefing. This pulling from my own Microsoft history plus public sources, so it's framed as a client debriefing, all right? So this all the information here is our relationship with Crimson.
Speaker 1 01:00:50
Uh, what we have the current strategic initiative, which you guys are a part of. Um, adoption everything that I put in here. Um, and then like the technology environment and operational patterns. So it's giving me a very detailed brief. And that's amazing. And it also gives me sources right here. So I can I can click on this and see my sources, and it's going to pull it all up for me. So it'll look at tickets and uh emails that I've received. Now, if I look over here on the left, you guys will see this green shield. It's a reminder that data protection applies to this chat. You will see that green shield all the time. If I click on the three dots, I can see my recent pages, I can see any scheduled prompts that I have that I'm going to schedule. I can choose, I can set my chat settings.
Speaker 1 01:01:46
The mobile app, which by the way, side note, mobile app is amazing. And then I've got some other options. I'm going to go into chat settings. In here you have the choice, some of you guys like dark settings. Here's, where you set your dark settings or tell it to use the system settings. You have your data controls. Okay? You can set up shared prompts and you can let people access them. Personalization is my favorite part. You can set custom instructions. Now, here's my custom instructions. I'm going to put it into this chat. Um, this is how I get all my AI minions, including Copilot, to sound like me. Feel free to utilize this or rewrite it to, however, you want to write it. Um, you that's where you set it and you can say hey.
Speaker 1 01:02:43
I want you to talk to the person, not at them. It sets your work profile. So my work profile, I'm the chief information officer. I report to Pete. Pete is the CEO of Crimson. Skip manager is Anzor. Anzor's the owner of the company. So it bases that on the information we have in the system. You can turn on, I think Victoria you asked this question, you can turn on saved memories, So you can allow Copilot to remember details to provide better responses, and you can manage those memories in here. Okay, Charles Duplessis, if you guys have ever talked to Charles, his nickname is Charl. I had to add that information in there because in Teams, we will we will joke with Charles and call him Charl. Okay odd information but.
Speaker 1 01:03:43
Copilot has saved it. And, then you can also let Copilot use your past chats to personalize your responses. You can also set up notifications, toast notifications. If, you've ever seen anything pop up on the left of any of your screens, that's what a toast notification is, so be aware. And then you can choose to pin to your taskbar, your start, all of that. On agents which I'm going to get into In a moment. You have some agents here automatically set up. For Crimson, we have Adobe Acrobat and Lucidchart that we use. And then for sources, we can choose and manage the sources. This is where you can connect different apps. Now, You can try to connect it, but we have to approve it. So that's just one of those things that if you need access to an app, you can email Crimson IT. We're going to get approval. We don't automatically turn it on so we're going to reach out.
Speaker 1 01:04:42
And get approval for this. But there are a couple of different things that we can add. Now, Microsoft is increasing this list daily. HubSpot is there, which a lot of our clients ask for. Salesforce is there, Notion is there. There's a lot of different things out here that Microsoft has added, but it's not as granular as other ones. So just be aware of that. This list updates almost daily. So ZipRecruiter was not here last week. It is there now. Okay, now we're going to get to the more interesting things: agents. How many of you know what an agent is? How many of you played around so far and figured out agents? Nobody. Okay, great, because this is going to make my life so much easier.
Speaker 1 01:05:38
I am going to real quickly show you agents. I'm going to talk to you about it from the PowerPoint. Everything so far has been about you typing a prompt, I'll be honest. An agent is when you teach Copilot a job once, and it can do that same job the same way every time after. You're going to give it same headings, the same order, The same level of detail, and that consistency is what's going to make the output good enough to hand over to an owner or an auditor or a colleague. And, then you can also build it to allow other people at Alere to find your agent and use it. If, you build a good lease abstractor once, and you have the formatting and the template down, no one ever needs to rebuild it again unless they have a better idea. Okay, a private agent helps one person; a shared agent will help the entire organization. So we're going to build one live. This is one that came over; I was asked to do with you guys.
Speaker 1 01:06:38
Understood. I will act as a property management analyst at Alere and produce a one - page abstract in Alere's format based on the lease PDF. You provide. The abstract will include the following headings in this exact order: Parties, Premises, Term, Base Rent, Escalations, Options, Security Deposit, Default Provisions, Notable Exceptions. I'll use short bullet points for clarity and conciseness. Please send me the lease PDF when you're ready to proceed. If a term is not stated in the document, write "not specified." Never guess at that term. Cite the section or page number for rent and term. Okay, And then I am going to write it for you guys to show you how, And then you guys can write it and test it on a lease that you've already abstracted. Okay, you'll already know the right answer. So you'll learn exactly where it's really good and where it drifts. And trust me, AI drifts.
Speaker 1 01:07:36
So there's no there's no risk as long as you're testing it out. Now, real quickly, four rules for an agent that people are actually going to use. You're going to do fewer resources, not more. Only add ten six to ten files. I'm going to show you where you add those at in a moment. The more that you add, the worse the agent gets, not better. So less is better, not more, It will dilute the more you add. It dilutes what it pays attention to. Okay, write instructions like you are onboarding a new hire. When you are onboarding a new hire, when you guys are training somebody new to your department, um, you give it instructions. You don't say just help me with leases. You are going to give it the row, this exact sections, the order, the tone, the depth of length. You are going to have to be as very as specific as possible. So that if it.
Speaker 1 01:08:34
Needs to make a decision, it's not going to make one badly. Okay, make sure you build in the honesty rule. If it's not in the document, write "not specified" or never guess. The highest value sentence is is that one. If I can teach you anything today, if it's not in the document, write "not specified." If it's not in the document, don't try to make up information. Okay? And then make sure you test it against the work you've already finished. So I'm going to go back into my Copilot and I'm going to hit new agent. Now within this agent, I have some options here. Um, I can tell it to message the agent builder, Which is where I can let the agent build it based on what I say, or I can skip it, and I can write it all out myself.
Speaker 1 01:09:26
Now, bear with me one second. Let me get, let me stop my my thing. So I can see my screen. I'm going to copy some pieces over. Now, if you're following along in here, I'm going to put everything I write in here into chat. Okay? So, I'm going to give it the instructions first. I'm going to name it. Now we're going to go over naming in a second. So i'm going to rename this. So where it says new agent, go in here and edit. And I'm going to paste that in there. Now the name is PMG and then Lease Abstract Assistant. Um, and then on the description, What I'm going to put in is turns a lease PDF into a standard one page abstract.
Speaker 3 01:10:16
Okay? And.
Speaker 1 01:10:19
You can only have a thousand characters for your description. So just a heads up now, I'm going to give it my instructions. Now I'm going to copy and paste my instructions in here. I'm going to say, act as a property manager. I already read this to you guys, but so that you guys get it. And then under knowledge, this is where I'm going to upload some examples. And remember, I only want six to eight examples. So when I go in here, I'm going to go into my documents, I'm going to look for those examples, and i'm going to add them in there. i'll say open now just a heads up.
Speaker 1 01:10:54
You can only use uh doc Microsoft Word documents. You can only use PDFs, PowerPoint presentations, and Excel files and text documents. Okay? Those are the only kind of things you can use. You cannot use images. Um, you cannot use downloads that are from another app that that does not match Word formats. So be aware of that. You can turn on an option that says search all websites, but for this option we're not going to do it. And, we're not going to use specified sources because we don't have specified sources right now to utilize for this. And reference org chart, we're not going to utilize that. Now, if you want the capacity, you can have it create Word document, Excel or PowerPoint. I'm going to leave that on because we do want these making those documents for you.
Speaker 1 01:11:48
And then I'm going to choose create images. I'm going to turn that off because we don't need to create images in this one. Um and from here, once you have it set, you can click preview and you can see what it looks like in chat. And this is an agent. Um now once I get that done, I can choose to create, so I'm going to click on create, and it's going to create my agent now. At this point, I can choose to share it. I can make it available for anyone in the organization. I can make it available for specific users in the organization or I can make it available only for you. Okay? And then all I have to do is hit apply. Now, I'm not making any changes so I'm going to cancel this, but you can see what options I have. So be aware that.
Speaker 1 01:12:45
Once I've done that, I can go in here and go back over to my window. And I can go into agents. Now, if I don't see this right away, which I do see it here, I can click on more agents because it only shows a certain amount of agents. I've created a bunch of agents. I've got more in here. Um, so i can go in here, and i can take a look at it now. I will be honest with you. Um the agents i utilize i've got some image creators. I have one that will create surveys for me that I send out. I have a password generator. This one that is used by the company. It sets a password, it gives us a list. I start out my week with a list of twenty five pass phrases, So if any of you guys ever ask me to generate or to reset your password, this the list I pull from, and this list changes weekly. So.
Speaker 1 01:13:42
Agents are what you use to kind of replicate your work, work that you do often. So, if you're creating documents and it's the same document for different clients or different tenants, create an agent to help you do that. Does that make sense? Now I've walked you guys through this. Is there any agents that you guys can envision creating with Copilot? I'm going to start calling on people this time. All right, Jackson, What is a agent that you could envision doing that can help you with your work weekly or daily?
Speaker 5 01:14:32
Um, a automated to- do list that reads my inbox. Okay.
Speaker 1 01:14:40
That is amazing. Um, I actually have that. I've created that. Um, and I can tell you guys it works really well. Um, I am making some tweaks. So if you guys would like to learn how to make that within Copilot, I will be sending that out by email next week. But that is a good one Jackson Erica what about you?
Speaker 2 01:15:11
Christy, I was thinking about one that might be relevant to the property managers. You know, Based off, and this might be helpful to do something to update over a period of time, but interactions with vendors, right? Like providers that are coming out to the properties. Maybe being able to summarize, like how many times have we had have we used this vendor? You know what is what has been you know sort of the, Normal number of times that maybe they we've had them out there. What is the cost? Maybe using that to compare to other vendors that we might be getting bids from. That might be information that might be good to consolidate somewhere and look at over time.
Speaker 1 01:15:50
Yeah, That's a good one. A very good one. Someone brought this up and I used it in one of my previous conversations is creating a tenant notice.
Speaker 1 01:16:05
Uh, having an agent that will create a tenant notice based on um different things. So we were playing around with one last week. Let's see if it pops up. Um, So this one is uh where there's resurfacing of a parking lot and it builds out. So I'm liking all the conversations, because it gives me more ideas of things. I can mention in the next training. So you guys are doing amazing. Um, I'm gonna call on one more person. So apologies in advance. Um, Max, do you have any thoughts for an agent? Um, yeah, I feel like for my admin role, we do a lot of like service agreements and repair agreements. Um. So I feel like it would be easy to kind of make a template to find the information we input for those. I like that.
Speaker 1 01:17:04
Um, if you guys would like to see one that's not related, I created one today because ChatGPT failed me. Um, it's my Eva image creator and that is pronounced Eva. Um i am I am very much uh Irish. And so basically I send I have two clients that I work with on a daily basis and I send out all employee emails. And so I created an i have it create an image Based on the email that's going out now, ChatGPT used to do this for me, but it's been failing me lately. And so I just put the same instructions into Copilot, and Copilot is giving me much better images. And yes, Eva is based off of my cat; that's real. And, she does love whipped cream, and she will drink the whipped cream and the cold foam off of my coffee that I make every morning. That is just her thing. So uh.
Speaker 1 01:18:03
She's also responsible for the dark circles under my eyes because she wakes me up at 3 : 00 a.m. There are a lot of different things in here that you can look at for agents. Microsoft has a couple of different ones that you guys can look at. Plan My Day is a key one that you guys brought up, And so that is a morning briefing that uses your Microsoft three hundred and sixty five Be aware, I took That agent and I made it my way. So, here is my daily briefing that I mentioned to you guys that comes out. It has in there my schedule for the day. So, you guys are on here right here. It will for me ; I had it correspond with my tickets with my ticketing system, And then it gives me out my list of to dos and everything that I am working on. Don't worry.
Speaker 1 01:19:01
Alere is in here in quite a number of places, and that list is longer than it should be. You'll also offer me an email summary at the end of my day. Let me find it real quick. I might have deleted them, but at the end of my day, it will give me an end-of-day no It did give me a midday check. I do have my midday, But I think my end- of- day i deleted them. So. You can set these up um and base it based off your to-do list. That I keep in Microsoft To Do, um, and other places. Just a heads up, I gave you guys the basics of where Copilot is at. Um, but Copilot's in a lot more things than what I showed you guys. It is in OneNote. How many of you utilize your OneNote? Yeah. I utilize my OneNote like crazy. Um, so you can see I have a bunch of OneNotes in here.
Speaker 1 01:19:59
Um, I have an Alere OneNote. I don't know why it's not showing me my page correctly. Here we go. Here's my Alere OneNote. Um, if it stops blinking at me, but it'll show everything all my transcripts from my conversations and stuff. I can go in here and say, Copilot um and talk to it about what's in my OneNote. I'm going to that needs to stop linking, but you can utilize that in there So just a heads up, if you're the kind of person that saves all your data into OneNote, Copilot is in there as well. Now real quickly, uh because we only have about 10 minutes left, Um I am going to give you guys a really important piece that we need to go through. And that is how to name your agents. Okay? You want to name it so people can find it. And Alere has put together a naming convention that we want. You guys all to utilize.
Speaker 1 01:20:56
U m. And so I'm going to show you guys what that looks like right now, um I am going to send this out. So everybody's going to have a copy. Is there anything missing from this list? I think this is something you sent over to me. Oh,
Speaker 3 01:21:16
You're muted.
Speaker 2 01:21:20
Yeah. I think that looks complete. I think pretty sure that looks like what I sent over good.
Speaker 1 01:21:26
Um, there because agents don't have any folders, we want to make sure that it's filed correctly so people can find it. So this is the naming convention you guys need to utilize. Um, you want to put this in brackets where it is before the document name. So on this one is bracket PMG close bracket lease abstract assistant. So you're going to do code space the plain English name for the job. Name it for the work you're doing, not for you. Um, You want to search the code first within the agents to see what your department has already built. Does this make sense for everybody? Okay. Um, I am going to send that out for you guys so that you can see it um and have that in your email. So just be aware of that. Now, the guardrails. I want to go over guardrails with you guys real quick.
Speaker 1 01:22:21
Sensitivity labels. Make sure you're utilizing them. Files that are labeled confidential or highly confidential are respected by Copilot. It's not going to pull any restricted content into an answer for someone who should not see it. Okay, So if you're telling it to write a Microsoft Word document and you're referencing other documents, if a document says highly confidential, it's not going to reference that information in the file that you're building. Okay? If you try to put in a social security number, a credit card, or a bank account number into your prompt, it will stop you. We put those guardrails in place. That is normal. You did nothing wrong. You're just going to have to rephrase without the sensitive information, okay? And this will allow you to experiment freely with it, okay? So it's going to not allow you to do anything accidentally wrong, okay? Now how to get help.
Speaker 1 01:23:17
Crimson technicians are all well versed in how to use Copilot. In fact, all Crimson employees were required to use Copilot for the last 12 months. Now, Within the last month or so, we've given everybody the option of what systems they want to utilize, whether it's Claude Chat, you know, just because we're training on all the different assistants. But all Crimson employees are familiar with Copilot. So if you I put support here but it's help uh If you need help, send it to help at crimsonit dot com, not support. Start the subject line with Copilot. And then that way the team knows. We actually have some of our techs who are high or better with certain applications than others. This way it just allows us to field it. Um the email address will open a ticket automatically. It will get tracked. It does have a response time, please don't email us.
Speaker 1 01:24:14
We want to hear from you, but for simple questions, uh email the help desk please. Um and then putting that prefix in allows us to see every Copilot issue, Especially as we're going through and and looking at the issues that you guys are having. Um it's going to allow us to see them quickly. And that way we can spot patterns, we can fix things if uh we see it coming through. Um when you put it in in the body put Which app you were in, what you typed, and what came back. And if you can give us a screenshot, it's gonna make life a lot easier for you. Okay? Any questions about this? If you do put in questions, uh John myself those are our two main texts that will respond back. Gabby will respond back, and then we have two or three that's going through training right now.
Speaker 1 01:25:10
So, they are looking forward to hearing some of the issues because they want to deal with a lot of the harder things. So we need you to give us feedback, okay? Now, where everything lives and your one challenge, okay? I'm sending everything over. Your team is making a training library for you guys. So it's going to have every recording, every transcript, the summary. I'm sending over a prompt cookbook. And an agent one pager. So everything we went over today, um, Will get sent to you guys and so that you have it is going to be posted somewhere. Run Copilot against something you've already finished. Okay? A lease you abstracted, a variance you explained, a notice you sent. Compare it. Zero risk to you. Um, when you already know the right answer, You can verify it quickly, and it will teach you more in 15 minutes than.
Speaker 1 01:26:07
Any training, okay? For those of you guys who love hands on, this is perfect for you. All right. Uh, let me know what you tried. Send it in the ticket. All right. Um, now questions I get asked all the time: Does it see my private email? Yes, only the things you have access to; it inherits your permissions never widens them. If you're thinking to yourself Christi, You've explained this to us five or six times during this meeting ;. It's only because I want you guys to get it and remember it. Can it be wrong? Yes, and it will be confident about it. For numbers, verify it against something you already know. I do not see the button. You guys are all licensed. Close and reopen the app, and then email help at crimsonit. We'll get that fixed. Will it replace my job? No, it will not. It replaces the boring seventy percent of your job.
Speaker 1 01:27:03
Well, not 70%. It replaces the boring 70% of creating a document. Um, you guys know your job. You guys are excellent at what you do. If you weren't, Alere wouldn't keep you around. At least I don't think they would. Everything that I see and I hear about you guys. And when I work with you guys tells me that you know your job really well. AI is not going to replace you, okay? Um, how many agents can you make? Make as many as you want.
Speaker 1 01:27:34
I have 56 agents right now. I call them my minions. You did not see them, you saw the ones I've touched in the last couple of days. But I have 56 of them that all have a job within my sphere of what I do. Make as many as you want, okay? Name it by the convention. If it's private to you, have your own private naming convention if you want, but if it's shareable use the convention that we've outlined Um, and then just a heads up, this is our last slide. Anyways, um I am going to make sure the recording and the transcript, the cheat sheets and everything is going to go out. It says today, uh, give me until tomorrow afternoon, because last couple of days, Microsoft has been really slow to get me the recap where I can share it out. Um so just a heads up. I am going to send it in an email to everybody that was in this meeting, if you did not get that email from me by tomorrow evening.
Speaker 1 01:28:32
Feel free to email me personally. And on that note, let me give you my email address. I am going to put it in the chat. So it's just my first name at crimsonit dot com, and if you forget that, Chris at crimsonit dot com will work as well. Okay, Soum.
Speaker 2 01:28:56
One quick question onum that support at crimsonit dot com that you sent out if. If people also use help@ crimsonit. Com, does that go to the same place or does that go somewhere different?
Speaker 1 01:29:09
Use help. I mistyped support. One.
Speaker 2 01:29:13
Of my clients is support at their company name and I just blanked out when I made this last month and I just noticed it for the first time. Okay, yeah, Good. I wasn't sure I'd use that one. So that was good to clarify that. Thank you,
Speaker 1 01:29:27
You're welcome. And i'm going to send that via email. When I send out everything else, I am going to specify," Hey, this is help." I am going to change my deck. Okay. I updated the deck with everything you brought up last week. I just forgot to do the support. So no problem. Any questions that you guys have for me right now? Yes,
Speaker 2 01:29:54
Go ahead, Alec.
Speaker 5 01:29:56
This is maybe for you, Carlo or maybe it is for Christi. Curious, I was trying to follow along in the Copilot app that we currently have on our laptops and everything. And I didn't notice some of the agent buttons and stuff like that. Has this rolled out live? Or is this still in the testing phase with certain groups?
Speaker 1 01:30:11
It should have rolled out live because I had requested the team do it last Friday. Um, I have not been, We require before I can change anything on your tenancy that I'm logged into VPN. And my VPN's been stuck for three days, so they just fixed it today. I'm going to log in after this meeting and double check, and if it's not there, I'm going to fix it.
Speaker 2 01:30:33
Okay, perfect. And, the one thing I was going to point out Christi is like, if I, if I do like the the search at the bottom ofum you know, the startum dashboard at the bottom and I type in copilot. Yes, there's there's actually two apps that show up on there. Well. Maybe there's one that just says Copilot, and then there's one that says Microsoft 365 Copilot. In the past, I've made the mistake of clicking on the one that just says Copilot. And it just sort of gives me an error message. So I think maybe, I don't know if there's a way to remove that from our machines. So that doesn't show up if that's not the right app anymore. But I just wanted to point out that I think the one that they want to use is the Microsoft 365 Copilot one. Yes.
Speaker 1 01:31:21
Um, Let me talk to the team and get that other one removed because that's the Windows version. Uh, but you guys definitely want to use the Microsoft 365 Copilot. I don't have it anymore on mine, so I forget that it's out there.
Speaker 3 01:31:36
Okay. Cool.
Speaker 1 01:31:39
All right, Um guys feel free to email meum if you guys have questions or anything I'm unclear help email help as well. Um, that way it gets logged and tracked. Um, I'll be honest and this just between you guys and me. Um, if you guys want to email both me in the help desk, especially on failures, feel free to do that. I'm a little slow on replying right now. Um but I will reply. The team may pick it up first, but I do definitely want to see it. So all right. Thank you guys You have been quietly amazing.
Speaker 1 01:32:15
If we were in person, I would send you all some candy, but we're not in person. So I do appreciate any of the questions you guys have and everything. Victoria, you were my star player for today. So thank you for that. And I will talk to you guys later.
Speaker 2 01:32:31
Thank you, Christi.
Speaker 1 01:32:32
Thank you. Thank you.
Speaker 2 01:32:34
Bye- bye.
Share advanced daily briefing setup video links with attendeesCollect feedback from Alere attendees on Copilot successes and issues after they complete practice assignmentsMonitor Fix connector availability from Microsoft for potential Alere integration+1
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Alere
887888 (1.55h, PROJECT ticket 946119, Sr Eng (5)/workType 42, Billable) - logged 2026-08-04 sweep. Session 13:33-15:06 PDT.
Note added to project ticket 946119 (project 2695 - 'PH 4.2 Org-Wide Training Sessions'). Ticket intentionally left In Progress, not closed - it covers multiple training sessions and more remain. Non-confidential meeting; full summary written to the CW note.
> Date: 2026-06-20
> Location: [Insert Location]
> Participants: [Christi] [Sergio] [Speaker 1]
## Meeting Notes
### Copilot License Assignment
- There are existing licenses with unassigned users.
- Two Copilot license types exist: one with six assigned users and one spare seat; another, “Copilot for Business,” with nine spare seats.
- The price difference is about $9, with “Copilot for Business” being cheaper.
- The functional difference is unclear; it appears one is an add-on and the other a full license.
- Christi attempted a CSV upload for license assignments but received an error.
- Christi manually assigned licenses to: Eliza, Juanita, Leslie, Luke, Michael, Mason, Richard, and Stephen.
### OpenAI/ChatGPT Task
- The team was supposed to complete an OpenAI-related task but did not.
- Christi indicated the OpenAI task needs to be completed first.
- The speakers mentioned sending a list to ChatGPT users.
## Next Arrangements
- [ ] Define and document the specific OpenAI task and set a new deadline.
- [ ] Send the list of users to ChatGPT.
- [ ] Investigate and resolve the CSV upload error for license assignment.
- [ ] Clarify functional differences between the two Copilot license types and confirm cost implications.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. The root cause of the CSV upload failure for license assignment was not determined.
> 2. The specific task for OpenAI that was supposed to be completed by the team was not detailed, and no new deadline was set.
> 3. The difference between the two types of Copilot licenses remains unresolved.
Jun 19, 2026
Speaker 1 00:00:00
Hi, Christy. Hi. Okay, so I think there's an existing license already, but there's no user assigned just yet. Let me know if I'm correct with my um So wait,
Speaker 2 00:00:18
So I I just I was not at home or in front of a computer when I got the email.
Speaker 1 00:00:23
So i mm-hmm i only show oh, Okay, I see. There's yeah, There's a copilot that has six assigned users, and there's one spare and there is nine spare uh but for Copilot business.
Speaker 2 00:00:41
I don't even know what the difference is between the two of these.
Speaker 1 00:00:44
Me too. So yeah, Basically, I think they only needum they only have 15 Copilots six of them already have. Licenses and the rest we need to assign, But I am not too sure if this is the Copilot business that they're looking for.
Speaker 2 00:01:11
Let me see what the differences are real quick. Okay, and let me get logged into.
Speaker 2 00:01:21
Because I I find I am finding that things that I thought was going to get done, did not get done correctly. Mm-hmm, which is why I am jumping in.
Speaker 1 00:01:31
Okay, got it.
Speaker 2 00:01:43
Okay, Wait. Uh, are they business premium? Okay, they are business premium. Mm-hmm.
Speaker 2 00:01:53
Okay, it's fine. Um, let me do this. Let me figure out something else real quick. One's cheaper than the other. That's the only difference. Uh, ChatGPT, copy that password and copy the one- time code Arnie Property.
Speaker 3 00:02:31
Add teammates. Okay, hang on one second.
Speaker 2 00:03:01
I tell the team to only wait on Clause, and they ended up waiting on everything else.
Speaker 3 00:03:18
I'll save as.
Speaker 2 00:03:25
What am I doing? CSV Carney.
Speaker 2 00:03:32
Dot CSV. Okay, upload.
Speaker 3 00:03:36
CSV. Ah,
Speaker 2 00:03:49
It did not do that right.
Speaker 3 00:04:10
All right,
Speaker 2 00:04:10
Let me try this again. Uh, all right. Who? Alex, Evelyn, Lisa, Mark. Sign licenses. I'm going to add Hang on. I I got to figure out how to do this.
Speaker 1 00:04:36
Are you signing?
Speaker 2 00:04:38
Did I sign? I'm trying to, but I don't understand why. I don't understand why they did it this way. Like, why why order two different ones?
Speaker 1 00:04:59
Yeah, let me check if it was. Christi who ordered a different one. I think I can see, I can see it from here. Who ordered this? Purchase channel. Let's see. But is uh COPI business much expensive than the regular one?
Speaker 1 00:05:29
One's uh about.
Speaker 2 00:05:36
One's about$ 9 more than the other.
Speaker 1 00:05:39
Oh, it says here 22. 05 per user and the other one let's see.
Speaker 1 00:06:01
Oh my, the business one is much cheaper. Yeah. Gotcha. Well, I guess. I don't know with the function wise or features if, business does have less features than the regular one.
Speaker 2 00:06:26
I don't know either.
Speaker 2 00:06:29
There, well, honestly, it says there's no difference. Just one is an add- on. And the other one is a full license. Mm. All right. So let me try this again.
Speaker 1 00:06:43
Okay. And I thinkum JASON sent. Oh, sorry, what were you going to say? Uh JASON sent the name of the users that still doesn't have the copilot licenses right based on the screenshot. I sent you.
Speaker 2 00:07:00
I I had to take a look because I haven't looked yet. Oh okay. Upload CSV. Why is this not uploading?
Speaker 3 00:07:15
Ah What.
Speaker 2 00:07:22
The flying FRACK? It's not going through CSV.
Speaker 2 00:07:32
No, it's acting weird. Members, JASON, pending invites, pending requests. Invite member. No, I don't want that. I want to upload a CSV.
Speaker 3 00:08:11
Yeah, Let.
Speaker 2 00:08:25
Me get let me get OpenAI done first because that was already supposed to have been done by the team, and they did not do that.
Speaker 1 00:08:30
Okay, no worries.
Speaker 2 00:08:33
And then I is there any way you could go in for me?
Speaker 2 00:08:42
And take a look at uh the admin portal. No, hang on one second. Okay, I got a million things going on. Send invites. All right, um.
Speaker 3 00:09:09
What is she?
Speaker 2 00:09:15
All right, hang on. Let me let me try something different.
Speaker 3 00:09:18
New visitor licenses.
Speaker 3 00:10:08
Okay, Jason.
Speaker 3 00:10:39
Richard, right.
Speaker 3 00:11:14
Dang it. Hate when that happens. Juanita,
Speaker 2 00:11:26
Wesley, Luke,
Speaker 3 00:11:32
Michael, Sam's Nathan.
Speaker 3 00:11:49
Richard, Even okay.
Speaker 2 00:11:56
Wait, so Eliza, Juanita, Leslie, Luke, Michael, Mason Richard and Stephen. Right? A sign license.
Speaker 2 00:12:18
Okay, I got them all assigned.
Speaker 1 00:12:20
Oh, perfect. Okay, Are we good with the copilot? And are you going to send them to ChatGPT users? I think they're asking for a list. Yep. Okay. All right, I guess that's sorted out. Um, anything else Christi before we enjoy our weekend? Yeah.
Speaker 2 00:12:58
Uh. I think we're good.
Speaker 1 00:12:59
Okay, perfect. All right, so yeah, if there's anything else, I guess I hope everything will go smoothly by Monday. Let me know if there's anything else you need regarding this license. Okay. Okay Thank you, Christi Have a good weekend Thanks You too Bye Okay Bye.
04-22 Weekly Meeting: Department Updates, Hudu Migration, and Cybersecurity
> **Date:** 2026-04-22
> **Location:** [Insert Location]
> **Participants:** [Sergio] [Christi] [Vince] [Speaker 4] [Olivia] [Speaker 6] [Pete] [Mike] [Anzor] [Speaker 10] [Seg] [April] [Speaker 13] [Speaker 14] [Speaker 15]
### Meeting Notes
**Opening and Team Values**
- Weekly meeting for April 22–26 opened.
- Juno is primary; Kevin is backup.
- Core value: “Do the right thing.” Ryan recognized for stepping up and taking ownership.
- Quote of the day: “If it’s working, don’t touch it.”
**Helpdesk and Operations Updates**
- **Helpdesk**:
- Continuing Hudu migration.
- Continuing rollout of Auto Elevate to all devices.
- **Operations**:
- Hudu migration underway; IT Glue targeted shutdown by June 2026.
- Pete at a conference April 27–28; available again April 29.
- Bonus information should have been communicated by supervisors.
**Cybersecurity Updates**
- Significant influx of client-reported phishing emails:
- Spoofing clients’ internal domains.
- Suspected use of Microsoft Direct Send to bypass filters.
- Defense.com deployed and live for Anderson.
- Huntress agents rolling out for Nishida Wang.
**Account Management Updates**
- **Client Updates**:
- EAP’s New York office going offline end of April 2026; moving to a shared workspace.
- Auto Concierge opening a second warehouse in Belgrade at the end of May 2026.
- **Documentation and AI Requests**:
- Aleer security and risk assessment audits achieved one of the best outcomes in a while.
- Team encouraged to validate documentation by simulating basic helpdesk scenarios in Hudu.
- All AI integration requests (e.g., Calendly, Clod) must go to Account Management for secure approval.
- **Incentive Proposal**:
- Anzor proposed a reward program (e.g., $200 monthly) for most Hudu documentation updates.
**Finance and NBD Updates**
- **Finance**:
- Quarterly bonuses for US employees paid with the April 24, 2026 paycheck.
- Employees who started in February or March 2026 are not yet included.
- Non-US employees scheduled to receive bonuses May 10, 2026.
- **New Business Development (NBD)**:
- Anzor focused on building the Crimson Bus (C-Bus) business operating system.
- New business developments in progress; potential announcements in 3–4 weeks.
**Project and Change Management Updates**
- **Onboarding**:
- Wong and Associates onboarded April 21, 2026.
- **Sharp Locations System Update**:
- Badging system at all Sharp locations to be updated starting next week.
- Route non-working badge tickets to Gaston.
- Route alarm-related tickets to Christi.
- **Inter Compliance Project**:
- VPN requirement removed for connecting to Cloud PCs at their office.
- Testing VM relocation to Europe to assess performance improvements.
- Exploring eliminating VPN for Crimson IT personnel; meeting scheduled.
**Admin Team Updates**
- Keep Admin informed of any billing-impacting changes (subscription additions/removals).
- For hardware/software quotes, provide detailed, specific requests to avoid errors.
- MS and fix DS billing begins April 23, 2026; inform Admin of all onboarding/off-boarding for accurate billing.
**Training and Technical Updates**
- **Microsoft OneDrive Update**:
- New option to shorten OneDrive path names within a Microsoft tenant.
- Helps resolve long file path issues on local machines.
- Anzor advised caution; pilot test targeted for July 1, 2026 before broader rollout.
- **Microsoft Outlook Issue**:
- April 15, 2026 Outlook update causes “800OE” sync errors with Google POP accounts.
- Not a password issue; Microsoft is working on a fix.
- Temporary workaround: use Gmail on the web.
**Open Positions**
- Open on-prem role at Weingart for a security access control and camera technician.
- Requires driving to remote sites and hands-on technical work; training provided.
### Next Arrangements
- [ ] Send all AI integration requests to Account Management for review and approval.
- [ ] Pete, Mike, and Vince to discuss the proposed Hudu documentation reward program and define a decision timeline.
- [ ] Technical teams to include detailed, specific requirements in hardware/software quote requests.
- [ ] Inform the Admin team of any onboarding, off-boarding, or subscription changes impacting billing.
- [ ] Schedule and scope the OneDrive path-shortening pilot for July 1, 2026 (participants, tenants, success criteria).
- [ ] Jason to draft and share job requirements for the Weingart technician position.
### AI Suggestions
> **AI Suggestions**
> AI has identified the following unresolved items without clear action plans; please prioritize:
> 1. No timeline provided for Microsoft’s fix to the Outlook/Google POP “800OE” issue. Assign monitoring, track updates, and communicate the resolution when available.
> 2. The documentation incentive program lacks a deadline and follow-up plan. Set a due date and owner to ensure a timely decision.
Apr 22, 2026
Speaker 1 00:00:01
I mean.
Speaker 1 00:00:52
Good morning.
Speaker 2 00:01:57
Everybody Is so quiet for a good morning. Good morning.
Speaker 3 00:02:03
Happy Earth Day, everybody.
Speaker 1 00:02:08
Morning. Good morning.
Speaker 4 00:03:21
Okay, guys, it's my office for this week's EA meeting. While I am speaking, sorry. This is week seventeen, April twenty second and twenty sixth. This week's primary is Juno and the backup is Kevin. The core value I would like to highlight this week would be " do the right thing," and I want to, Ryan for always being willing to jump in, help out even though the issue is not even his to resolve. He helped me out with the issue the other day and took ownership of that issue as well. Thank you so much, Ryan for that. The quote I would like to share for today: "If it's working, don't touch it." We're not emotionally ready for what happens next.
Speaker 4 00:04:18
Um, and then next is gonna be team updates with Olivia Helpdesk.
Speaker 5 00:04:27
Good morning, guys. Happy Wednesday on help desk side of things. We are just working on the Hoodoo migration still, And then also, we are rolling continuing to roll out auto elevates to all of our devices.
Speaker 5 00:04:45
And that's pretty much all that we have on our end.
Speaker 4 00:04:50
Okay, cool. Next is Antong, cybersecurity.
Speaker 6 00:04:56
Good morning everyone. Quick one from the cybersecurity side of things. There's been a massive influx of client- reported phishing emails, They seem to be spoofing the client's internal domains. We're suspecting the attackers are using Microsoft Direct Send to bypass spam and phishing filters. So just keep an eye out for those if you do come across them, but yeah, it's massive. It's touched several of our clients so far, so just a heads up. And then.
Speaker 6 00:05:33
We're also we've uh deployed defense X for Anderson that's live, and we're rolling out the Huntress agents for Nishida Wang. Um, but Jeff, that's it from mine. Thanks.
Speaker 4 00:05:47
All right, cool. Thanks Sean. Um okay so next is going to be uh operations with Pete.
Speaker 7 00:05:54
Good morning. I don't have too much for today. Um, like Olivia said, the uh the Hudu migration is um is underway. We are planning to shut down it glue by June, so we do have kind of a tight deadline on that. Um appreciate everybody's diligence in trying to get all of that data moved over and have it entered accurately. Um The only other thing I have is what For the bonus information that should have all been uh communicated, hopefully by now if you have not heard, please check with your supervisor. Otherwise um I will be at a conference on Monday and Tuesday of next week. Um and I will be back in the office uh uh by I'll be available by Wednesday Thursday. Uh next week as well. So that's all I have for today.
Speaker 4 00:06:48
All right, great. Thanks, Pete. Account management with Mike.
Speaker 8 00:06:53
Um, I'm gonna let Vince go first. Vince?
Speaker 3 00:06:56
Hey, good morning everyone. So just quick updates. Uh reminder that EAP the New York office is going to be going offline end of April. Uh. They are going to be working from a shared workspace uh. And then the second update is for Auto Concierge. Uh. They have a second warehouse in Belgrade that is coming up. Online end of May, so just a quick heads up for you guys on that.
Speaker 8 00:07:23
Okay, and then from me, just a couple of announcements. Kudos to the team. I've been a part of several security assessments and risk assessment audits for Aleer, And this year, it looks like is probably one of the best outcomes they've had in a while. So kudos to the entire team in regards to the documentation. One thing you guys can do after you feel like you've completed the documentation is to pretend you're a level one, help desk rep and come up with some basic scenarios and see how quickly you can find the documentation. Please take heavy use of related items. So if you pick a server, We should hopefully have applications that are installed on that server. So it's very easy to kind of understand what the client has. So that's just a good way to test your documentation, just come up with a couple.
Speaker 8 00:08:10
Like email scenarios or server down scenarios, see how quickly you can find that documentation in Voodoo. Andum, that's all I had for account management. Thank you. Oh, questions? Go ahead Vince. Sorry go ahead.
Speaker 3 00:08:24
No no you go ahead. I just wanted to relay this to you guys. I am seeing a huge uptick in obviously excitement, and you know, questions around AI, right? Everyone wants to start getting onto that bandwagon and start integrating, Um, So just a heads up that if any of those requests come through as tickets, Especially in the form of like authorizing enterprise applications or app registrations for something like Calendly or Clod or anything of the above, send them to the account management team. Way. Um, That's something that we don't want to just kind of turn on for the customer. We want to make sure that there's a secure process in which we're doing that. I'll be working with security team to see if we can kind of S O P that process a little bit. But um yeah, just heads up but that's.
Speaker 3 00:09:09
Huge uptake in that. So thanks.
Speaker 9 00:09:12
Awesome. Great comment, Vince. As far as who do keeping it up to date, I think what would be potentially very beneficial is to have some kind of a reward system, right? So maybe we identify some kind of monetary amount. I don't know if it's possible or not. Let's say$ 200 a month and whoever stack that wins the most, like we'll have to think about it, right? But Pete and Mike and Vince, you guys are the experts, right? Might make sense to see, can we have friendly competition and ensure that someone has an opportunity to win the money if they update most amount of tickets. And once they do, they may be not eligible for next month or next three months, right? So kind of everyone has a chance to shine.
Speaker 9 00:10:03
But something like this, I think would be beneficial. So if you guys could take this offline and decide, would be a cool thing to have, right? And maybe not just tech but everyone. Okay. Awesome.
Speaker 4 00:10:18
Thank you. All right. Great next is finance with Elisa.
Speaker 10 00:10:28
Good morning team happy Wednesday just a quick update thatum. Quarterly bonus for you as employees will be processed along with your paycheck that you'll receive on Friday. So, um, Computation of the, the bonus is equivalent to one point zero, one seven percent of your annual rate. Uh, just a quick note that those uh newly imported employees. Uh, in the middle of the first quarter, like February or March, are not yet included in the bonus distribution.
Speaker 10 00:11:02
If you have questions, please uh let us know. Uh for the non US employees, Uh they are scheduled to receive it on the on May tenth, along with uh the April twenty twenty six payroll. Thank you.
Speaker 4 00:11:21
All right, great. Uh thanks so much. Next is NBD withum.
Speaker 9 00:11:27
Soum on my frontum, I don't have any exciting news yet. I've been spending most of my time building the C Bus Crimson Bus business operating system, right? The new platform. So, really excited about that. Switched my attention away from new business development, But there are some things that are cooking and I am hoping that in the next.
Speaker 9 00:11:59
Three or four weeks, I'm going to make a good announcement. Obviously, we've got Maverick that was a big win and hopefully we can expand on that shortly. That's all I have.
Speaker 4 00:12:13
Okay. Great, thanks Andor. So next any project or change management updates please raise your hand?
Speaker 11 00:12:24
Morning everybody, as mentioned by Sean a while ago, we onboarded Wong and Associates yesterday. So onboarding is still in progress and shout out to the team. Um I think Monty, Patrick, Vana, Gavi and Kevin thank you so much guys. That's it on my end.
Speaker 4 00:12:46
Alrightum Miss Julia Oh sorry Christy I skipped you.
Speaker 2 00:12:51
No worries, Um, so just a heads up, We're going to be updating the badging system at all Sharp locations in the next week. Um, I'm signing that quote today. And, the reason why I'm giving you guys a heads up is because uh Sharp employees are very used to calling the help desk for anything that's facilities or uh IT related. So, if you get a call about uh, their badge is not working or anything along those lines, get the ticket over to Gaston. Um he can help with that portion um, Or anything having to do with alarms, get those over to me. So if you guys see that come through, But ADT is going to be upgrading systems next week at all SHARP locations other than one of them. Robert will tell you which one later in the mapping channel. I just can't remember which number it is.
Speaker 4 00:13:40
Okay, great. Keep it sharp. Next Julia.
Speaker 4 00:13:44
Inter compliance project is moving forward with Jason and Anzor focusing on getting cloud, PCs users stable and aligned with compliance needs. So hopefully this will be brought to the end some point.
Speaker 9 00:13:60
Yeah, so so quick update there, right? We removed the requirements for VPN to go to their office, right? So now they can connect to cloud PCs directly. So that's step one. Step two, We are working now with Gabit to move a test computer closer from instead of running VM in US, it's running in Europe. And we want to see if this will improve the performance as well. So that's step two. We'll provide more update next week once we make some changes. And on that same front, we're looking into eliminating the VPN requirement for.
Speaker 9 00:14:40
Crimson IT people, so probably by next week we're not going to have this in place. We're going to kill that whole VPN madness that we're dealing with, but this is yet to be determined. We have a meeting scheduled to determine and discuss it. Great,
Speaker 4 00:15:00
So April.
Speaker 12 00:15:02
Okay, thanks Maurice. Just a quick update from admin team. Okay, so just a quick reminder for everyone special, Our platform and tool champions or security tools champion to always please keep the admin team in the loop on any changes that may impact billing like additions or removals of subscriptions. So this will help us make sure everything is properly captured before billing. And second, for any hardware or software quote request, Please provide as much detail as possible or be more specific when sending requests to help us avoid quoting or procurement errors.
Speaker 12 00:15:38
Since um the admin team or sales team has limited technical context, and we rely we rely on the technical teams input on getting things, right. And lastly, uh, we will start MS and fix DS billing tomorrow. And as a constant reminder, to please always let us know of any onboarding or off- boarding, so we can updateum billing accordingly. Thank you,
Speaker 9 00:15:60
Awesome, and then A A Aabel. Um just make sure if you're getting a request right. And they're not thorough enough or missing information, push back, right? And let's not just accept it, right? Push back and say here is a good example how this is not sufficient. Right? And, let's start to train everyone who's submitting requests to know exactly what information you need. So it goes smooth. Okay. Thanks Azar. Thank you.
Speaker 4 00:16:33
Okay, great. Thanks so much. Any training updates today, Chrissy?
Speaker 2 00:16:38
Yes, good morning. So one of the things I am trying to do, I am taking a change in some of what I do. Some of you guys know about my minions. Anzar knows about how many minions I have; they're a lot. Some of them are named after people, So there is a Segrid, and there is an A pril;. There is an Olivia now;. She was number forty nine;. There is an Anzar, but his name is not A nz ar;, it's named Hugo. Um, and he does his personality does say a lovable Russian. So if you ever want to read that, let me know. I'll send that over to you. Um, however, that being said, Uh Claude has some new features, which I am not going to teach you guys about, but I am going to tell you about it where they added to my morning routine. So I get up at four o'clock in the morning now because I am old and I can't sleep through the night um and I start my day with kitten cuddles.
Speaker 2 00:17:29
And reading and catching up, but before I wake up, Radar who is one of my minions he does my morning AI news scout. And, so if you guys are old enough to remember, what a physical newspaper is like me and Pete, this is what I do with my coffee. I have my tablet and I sit out on my hammock and I read through my morning news feed from Radar. And so he brought up some things today that I thought I would point out to you guys. And one of them is Monty on, Cause Monty's gonna love this one. Is she even back from vacation yet? Of course, only my body,
Speaker 1 00:18:09
But not my mind.
Speaker 2 00:18:12
So Microsoft rolled out a update to OneDrive in March and April. So if you guys have not heard about this, I was going back through and found it in one of my notes from last week. Um, What you can do on a Microsoft tenancy is you can shorten the OneDrive path name for the tenancy name. So for like Curated Wealth Partners, You know how we kept running running into issues with people who had physical One Drives on their computers. Because their names for their files were too long or their folders were too long. So I'm going to send you guys over the article, but basically we can go into the tenancy.
Speaker 2 00:18:53
We can change how the OneDrive is handled with those long path names, And then we can deploy that change via Intune and sign the users out of OneDrive, delete the folder, sign them back into OneDrive on their computer, and it will re- sync with the smaller and shorter path names. So I know.
Speaker 9 00:19:13
Incredible. Yeah yeah Chris so this is amazing information. We want to be super careful doing that right? Yes, Um, I think we want to identify who is having problem and pilot test this right very careful because the impact is huge.
Speaker 2 00:19:30
So I put the article in there. Oh, sorry.
Speaker 9 00:19:35
Well, I was just going to send given that it's very new, We might even want to wait like three months before we do anything. So as other people try it. And run into issues. Um they willum. That they'll update Microsoft and hopefully fix the problems. So definitely we should not do this right away if this has just came out. But but this is huge.
Speaker 2 00:19:59
Yeah, It rolled out in March and finished rolling out at the beginning of April to the rest of the US tenants. So.
Speaker 9 00:20:09
So I would schedule us for July 1 st as the first production pilot. Perfect.
Speaker 2 00:20:16
So, I wanted to point out that one. And then the second one I wanted to point out was Outlook issues. And, you guys are going to see these with certain clients pop up if you haven't April 1 5t h updates rolled out. We started seeing this with a few people at Sharp. Kasia Khan was the very first person that hit me up on it, but I haven't seen more than one or two. But if you're using Google as a POP account on Outlook, It does not work in Outlook anymore. There is a fix that's going to be coming out. I don't know when it is, but the error message that you'll get, and I'll post it in here, is an 800OE error and it'll say sync errors. And don't waste time on the user's password because it's not a password issue, and Microsoft is working on fixing that problem. So that came out with the latest update. So as we roll out the updates to clients, if we see that come through.
Speaker 2 00:21:12
Um, have them use the web version for right now for Gmail. Um, and then as soon as Microsoft has a fix, I'll let everybody know.
Speaker 4 00:21:23
Awesome. Hey cool. Do you know you have a question?
Speaker 13 00:21:29
Yeahum it's about the OneDrive thing. Um so if I got that correctly, um so you know how there's likeum limitation for one of the biggest issues that we have was like. If the file path is too long for OneDrive web versions, it's limited up to 400 characters, spaces included. And then for local, when it's synced to the computer locally, it's 255 characters if I remember correctly. So that the one that you mentioned earlier in the first one, would that be like the workaround for that? If I got it right.
Speaker 2 00:22:09
That is the workaround for the desktop computer, the two hundred and not the. Well,
Speaker 9 00:22:17
So it's not extending the limit to two hundred to more than two hundred fifty five characters. It's just if the company name is let's say Curated Wealth Partners, right? So now you are that you are starting. With a string of curated wolf partner anyhow to count all of those characters, right? So versus you could say CWP, right? So instead of a curated partner is 15 or 20 characters, right? You abbreviate to CWP and now it's three characters. So that reduces the length overall. Make sense?
Speaker 9 00:23:02
But, but that's why I've said, we have to be very careful because that's a big change. And if someone's replicating files, Uh I haven't read the articles, but Chris said it first removes the files, then it recreates right for some people, this will take. Can you imagine it's like it's like. It's very impactful so we want to be really really careful.
Speaker 2 00:23:24
And we have to physically.
Speaker 14 00:23:26
We have a very long, very long Weingart Center Association and they hit that limit. Frequently, and it's frustrating.
Speaker 9 00:23:34
Yeah, so so for them, right? Switching to WCA would be huge.
Speaker 2 00:23:38
Yes. Yeah,
Speaker 14 00:23:40
I need to do that if we can.
Speaker 2 00:23:41
And, you are not going to delete the, you are only supposed to delete the files on the physical computer that's syncing. You don't delete anything else from that, And that's a manual delete that we would have to do in person or not in person, but remotely on their computer. So it's going to take us time to do that, but it is a viable fix forum, For some people that are that do have those nested folders that drive all of us in a little crazy. Yep. So and then I sent over the article information on the Outlook problem so that you guys have it.
Speaker 4 00:24:20
Great thanks, Christie. Okay so uh next is the duck race with Christian.
Speaker 9 00:24:27
Oh wait wait Jason I think has a, Sure. Um, Jason?
Speaker 14 00:24:33
Yeah, I just wanted to let everyone know. I have a an open position at Wineguard for a uh security access control and camera technician. We will train somebody if they don't have experience, But if you know somebody, that's uh looking to get into that has a little bit of experience or looking to get into the industry, we'd like to talk to them. So I'm putting together aum, A requirements for the position, and I'll let the team know when when I have that available. Reach out to me directly if you have somebody that's looking for work, interested. They need to be able to drive to the remote sites and can do basic technical work. Pete, do you have any comments on that?
Speaker 7 00:25:28
U h just that it's it is a hands- on and it is on- prem. Soum unfortunately, that is going to eliminate a few folks that might have just been interested.
Speaker 4 00:25:47
Okay, um great. Uh, thanks, Jason. Soum next Christian, are you ready? Uh with that duck race?
Speaker 1 00:25:56
Our big.
Speaker 4 00:26:08
Um, I can barely hear you, butum, let's see. Let's start.
Speaker 1 00:26:31
Let's go, Ciri.
Speaker 8 00:26:36
Oh, it's definitely not going to be Ciri now. Yeah.
Speaker 9 00:26:41
It's Colby. Oh my god, this thing grows on me. Wait, didn't Colby win last time? Wasn't that Colby?
Speaker 1 00:26:58
No. It was.
Speaker 9 00:27:00
I don't think so. Okay, Cause I was going to say this thing is rigged if you won two times in a row. Right,
Speaker 4 00:27:11
Kobe? So uh let's hear those bands, man. Is.
Speaker 1 00:27:18
Kobe here? See. Uh Kobe might not be here. It's.
Speaker 4 00:27:28
Like he's not here.
Speaker 9 00:27:30
All over again.
Speaker 13 00:27:32
One more. Kobe is not here.
Speaker 3 00:27:37
Let me start to.
Speaker 13 00:27:45
One Moment. Take Mokey out because Mokey always.
Speaker 1 00:27:47
Wins, so. I already won!
Speaker 13 00:27:59
Let's go!
Speaker 12 00:28:03
The Film was.
Speaker 1 00:28:04
Shot in the city of Kozhikode.
Speaker 15 00:28:29
Um, commit and deliver always friendly. Do the right thing integrity over profit and exercise extreme ownership in all that we do, um. Showing a great, commitment deliver attitude is Maggie, um she takes ownership of her task every day and she done it with. I should done it on time and with quality. Thank you, Maggie.
Speaker 4 00:29:04
Awesome, thanks, Maggie. Um okay next is two truths and a lie with Juno.
Speaker 13 00:29:11
I will we will run out of time. So I'll make this quickum I'm the uh I'm the youngest out of all of my siblings. Um that's the first one second would be. I do not like, um, I'm not a big fan of peanut butter. Like, I dislike it. Yeah, I am not a big fan of that. Second would be, I'm sorry, third would be um I have really big feet for my height. Like , I have Ronald McDonald feet . So.
Speaker 4 00:29:57
Why do I feel like that one's true? But anyway, let's hear the first one. Who thinks that Juno is the youngest sibling? If that's true.
Speaker 13 00:30:14
Do I look old to you guys? Well,
Speaker 9 00:30:18
I mean, the rest of Filipinos are not moving, so I'm not moving.
Speaker 9 00:30:24
You only got about seven.
Speaker 4 00:30:26
These kind of things that you would just know. Right. Who thinks that Junaid doesn't like peanut butter is a lie. Doesn't like peanut butter.
Speaker 7 00:30:43
So if you're the youngest, if you're the only kid, or you have an allergy, not because you don't like it.
Speaker 4 00:30:52
Okay, quite a lot of people there. Wow. Okay, so I'm gonna go with the big feet. Yeah. My God, I'm also going with the big feet. Soum June, let's hear it.
Speaker 13 00:31:09
Um. It's the second one It's. Not that I don't like it I'm allergic to peanuts Like. Does he? I will li- uh- I would literally you know i- That's unfortunate That's different, Yeah, so I would love to take a taste of peanut butter, but I'll be like, I think interestingly, I would like Pete to be the next one. Or did Pete already like run with this before?
Speaker 4 00:31:39
Okay, so Pete's next. Thank you so much.
Speaker 13 00:31:44
Yay! Okay.
Speaker 9 00:31:46
Don't Forget that you already told us about your trip. Yes.
Speaker 14 00:31:53
But is he going to be on the meeting next month?
Speaker 9 00:31:58
Yeah, yeah. Well, I oh that's a good one. Pete, are you going to be on next Wednesday or are you traveling?
Speaker 7 00:32:06
I will uh I'll be on. I'll be on. You'll be on,
Speaker 9 00:32:11
Okay, right.
Speaker 7 00:32:14
And I won't say the same thing. I said last time.
Speaker 4 00:32:24
Okay. Does anybody have any questions or anything left unsaid before we close this out? All right, I guess not. Um, yeah, I just want to end this meeting by saying um for the chaos that we deal with uh every day, This team always figures it out, and um I'm really happy to be part of this team. Uh I really enjoy my time working at Crimson and with each and every one of you.
Speaker 4 00:32:54
Have yourselves a great week. Thanks so much, guys. Thank you.
Speaker 12 00:32:59
Thanks, guys. Bye- bye.
04-24 Pag-uusap Tungkol sa mga Proyekto sa Trabaho at Personal na Gastusin
# Pag-uusap Tungkol sa mga Proyekto sa Trabaho at Personal na Gastusin
Isang masinsing talâ ng magkakaugnay na usapan tungkol sa: (1) komprehensibong update sa aplikasyon para sa Nevada Gaming License nina Anzor at Katerina; (2) koordinasyon ng team logistics kabilang ang biyahe ni Katerina, PTO plotting, at Baguio outing; at (3) paghahambing ng gastusin sa kuryente at pagsasaalang-alang sa posibleng relokasyon sa labas ng lungsod. Ang mga punto ay inilatag nang malinaw, tumpak sa detalye, at nakaayos upang madaling masundan ang mga desisyon, pangangailangan, at susunod na hakbang.
## Detalye ng Aplikasyon para sa Nevada Gaming License
Nagbigay si Speaker 1 ng sistematikong update sa estado at proseso ng gaming license application para kina Anzor at Katerina. Matapos muling himayin ang mga hakbang (dahil naguluhan sa umpisa), naging malinaw na kailangan ng magkahiwalay at buong set ng mga form para sa bawat isa. Ang dahilan: co-owners sila ng “Crimson” at “50-50” ang ownership, kaya parehong may obligasyong mag-file ng “same set of forms” at parehong kailangang magpa-fingerprint, alinsunod sa rekisito ng Nevada Gaming.
- Estruktura ng pagsumite:
- “Sa dalawang folder yung, krimiid ko sayo and kay Katerina. Kung ano yung forms na nasa folder mo, yun lang yung fill outan mo.”
- Para sa parehong aplikante, mayroon nang mga bahagi ng form na na-pre-fill ni Speaker 1 (“Finil-outan ko na rin lahat ng pwede kong i-fill out”), at “the rest” ay personal na impormasyon na dapat ilagay ng bawat isa.
- Rekisito ng pagpapatunay:
- “Lahat yan, kailangan i-notaryo.”
- “Dahil silang dalawa, kailangan din magpa-fingerprint. Which is yun, required nga ni Nevada Gaming.”
- Konteksto at kahalagahan:
- May agarang pangangailangan na ma-submit at ma-approve ang lisensya (“urgent”) dahil may proyekto sa Maverick Gaming: “Hindi tayo pwedeng mag-touch ng system nila kung wala tayong license.”
- Itinuturing itong “edge” para sa pagkuha ng mas marami pang kliyente sa gaming industry sa hinaharap: “Kung may gaming license tayo, magiging edge din natin ito na kumuha pa ng mga clients.”
Sa kabuuan, malinaw ang division of work: inaral at inayos ni Speaker 1 ang mga form at proseso; nakahanda na ang mga personal-info sections para kompletuhin nina Anzor at Katerina; susunod ang notarization at fingerprinting para sa pormal na pagsumite.
## Koordinasyon sa mga Gawain, Biyahe, at Plano ng Team
Pinagsama-sama ni Speaker 1 ang iba’t ibang operational at logistics updates para sa team, pati na rin ang personal arrangements na inako bilang IE ni Katerina.
- Biyahe ni Katerina:
- “Nagpabook si Speaker 1 ng airport transfer para kina Katerina na pupunta ng Paris ng Monday.”
- Paglilinaw: “Silang dalawa ang pupunta ng Paris. Hindi, si Katerina lang at mga kaibigan, kasi magbibirthday siya.”
- Ang mga personal na gawain ni Katerina ay pinapatrabaho kay Speaker 1 (“IE”).
- PTO at team operations:
- May “PTO (Paid Time Off) para sa May” na “ilalagay ni Speaker 1 sa Summer.”
- May “roster para sa PTO” at “spreadsheet para sa observation” na ginagamit sa pag-ayos.
- May nakuhang confirmation: “May nag-confirm na si Vincent.”
- Baguio team outing:
- “Tuloy pa rin ang Baguio team outing.”
- Mga petsa: “Hunyo 20-22,” batay sa majority ng nag-vote sa poll sa “Team PH Hadel.”
- May di-katiyakan kung makakasama si Speaker 2: “Hindi pa sure kung makakasama si Speaker 2.”
- Issue sa recording:
- “May alalahanin tungkol sa isang interview recording ni Marie Carr na hindi na-record.”
- Posibleng visibility issue: “Baka hindi sa akin magpapakita [ang recording] kasi wala naman ako sa invite.”
- Bilang tugon, may plano si Speaker 1 na “I-send ang link [ng recording] kay Speaker 2 sa chat.”
Sa kabuuan, tuloy ang event planning at PTO mapping, may malinaw na petsa para sa outing, at may nakakaharap na technical visibility concern sa isang interview recording na inaaksiyunan sa pamamagitan ng pagbabahagi ng link.
## Pagtalakay sa Gastusin sa Pamumuhay at Posibilidad ng Relokasyon
Nagbukas ang personal na bahagi ng usapan sa reklamo ni Speaker 2 tungkol sa pagtaas ng singil sa kuryente at paghahambing ng gastos sa buhay sa iba’t ibang lugar, na humantong sa pag-usisa sa relokasyon.
- Singil sa kuryente:
- “Dumudoble yung Meralco” — reklamo ni Speaker 2.
- Paliwanag ni Speaker 1: “Neko sila dito, hindi Meralco.” At “Mas mahal kasi ang Miralco eh.”
- Numero mula kay Speaker 2: “Ang bill namin, kasi naka-aircon man eh, 3K to 4 times 2, like, nearly 8.” (Inilahad ang halaga sa paraang halos “8” matapos ma-“times 2” ang “3K to 4.”)
- Lokal na gastos (binanggit ni Speaker 1):
- “Sa amin dito. 4K na nyo… Pero buong bahay. May renting pa kami, ah. Ako, 1,500.” (Iba-iba at hindi lubos na klaro ang konteksto, ngunit malinaw ang mga numerong “4K” at “1,500.”)
- Saloobin at ideya sa relokasyon:
- “Kailangan nyo na lumipat.” at “Mag-probinsya na rin kayo.” — mungkahi ni Speaker 1.
- Power reliability: “Pero walang, meron naman power interruption. Sa Baguio, isaglit.” — ayon kay Speaker 2.
- Availability at gastos sa lugar:
- “Wala na kasing place dyan sa Baguio.” / “Gusto namin sa Baguio, kaso wala ang place.” — hamon sa housing.
- Babala ni Speaker 1: “Huwag kang mag-Baguio City. Feeling ko mahal na kasi doon.”
- Paglilinaw: “Hindi nga Baguio mismo. Malapit.” — tugon ni Speaker 2.
- Puwestong pinaguusapan: “Boundary ng La Trinidad?” at pagbanggit ni Speaker 2 ng mga lugar “pababa pa… Sala Trinidad. Lagpas pa…” (hindi ganap na tiyak ang eksaktong pangalan).
- Traffic at work setup:
- “Ang pangit kasi din, kung papunta kang town naman from Trinidad, yun yung traffic.” — obserbasyon ni Speaker 1.
- “Pero kung sanay ka naman ng traffic ng Manila, walang, wala yun.” — dagdag ni Speaker 1.
- “Hindi na lalabas lagi? Work from home? True.” — tugon ni Speaker 2.
- Tanong sa gastos: “Magkano ba ano dyan? Expense-like yung mga rent? Hindi sa Baguio, ha? Sa napag-uusapan.” — interes ni Speaker 2.
- Wordplay sa “migrate”: “Kasi kung magmamigrate kami, migrate!” … “Mayagrit ng city.” — biruan ni Speaker 2.
- Personal na karanasan ni Speaker 1:
- “Naisip ko na nga din, lumipat dyan dati sa Baguio. Nung single pa ako.”
- “Nag-anap. Mag-try na nga ako ng ano eh. Groups ng mga, apartments sa Baguio. Ganyan-ganyan.”
- “Nagustuhan ko dyan nung pumunta ako dyan one time.”
Sa kabuuan, naipinta ang mataas na gastos sa kuryente at pagtingin sa relokasyon bilang posibleng tugon, kabilang ang paghahanap ng alternatibong lokasyon malapit sa Baguio (hal. La Trinidad), na may pansin sa availability, renta, traffic, at WFH setup.
## Action Items
- @Speaker 1
- [ ] I-plot ang mga PTO (Paid Time Off) ng team para sa May sa Summer at ipaalam sa team para ma-check kung tama - [TBD]
- [ ] I-follow up ang Baguio team outing batay sa poll sa Team PH Hadel - Monday
- [ ] I-send ang link ng recorded interview ni Marie Carr sa group chat ng team - [TBD]
- [ ] I-send ang link ng recorded interview kay Speaker 2 sa chat para ma-access - [TBD]
Apr 24, 2026
Speaker 1 00:00:00
Yes.
Speaker 1 00:00:04
Pinagbuti ka nag-aralan ko Itong gaming license na to. Sa akin pala, Siya nakaasa. Kung hindi niya Maintindihan.
Speaker 1 00:00:12
Buti na lang. Hindi ko maintindihan. Ano dito mga form, Ang kailangan kong isubmit? Ganto to answer, ganto yan. You see? Sa dalawang folder yung, Krimiid ko sayo and kay Katerina. Kung ano yung forms na nasa folder mo, Yun lang yung fill outan mo. Pero lahat, Yan, okay na. The rest, may easy jong form na Kailangan nalang ng mga personal info mo. And then, ganoon din kay Katarina. Finil-outan ko na rin lahat ng pwede kong i-fill out. The rest, siya na rin bahala. At lahat yan, Kailangan i-notaryo. Ganon.
Speaker 2 00:00:42
Tapos, yan. Malay talaga ni Ever Wonderful April. Diyos ko. Alam mo, hindi naman ako tagay. Kaya hindi kaya yung Bambang.
Speaker 1 00:00:50
Ay, gagaw.
Speaker 1 00:00:53
Kaya po rin nalang talaga kanina. Inisa-isa ko ulit yung steps, kasi noong una Medyo naguguluhan. Doon ko na Nalaman na Dapat pala silang dalawa, Since silang dalawa yung ina-apply ko, For license, dapat Silang dalawa ay may, Sets of forms na i-file talaga. Kumbaga, pareha silang may, I-file na set of forms. Hindi si Anzor lang. So, dalawa sila.
Speaker 2 00:01:19
By co-borrowers, mga ganun Lumalabas pa.
Speaker 1 00:01:22
Co-owner kasi sila. 50-50 sila eh. Sa ownership ni Crimson. So, kailangan pareha sila mag-file, Ng same set of forms. And dahil silang dalawa, kailangan din Magpa-fingerprint. Which is yun. Required nga ni Nevada Gaming.
Speaker 2 00:01:38
Ano yan? Ano yung Nevada Gaming?
Speaker 1 00:01:40
Kasi nga, diba, meron tayong, Maverick Gaming na recently si Nine for a project. Hindi tayo pwedeng Mag-touch ng system nila Kung wala tayong license. And, Kung may gaming license tayo, Magiging edge din natin ito Na kumuha pa ng mga clients Na nasa ganitong industry. Kasi nga, meron na tayong license.
Speaker 1 00:02:07
So, kaya yun yung Tinatrabaho natin ngayon na, Urgent na gusto na niyang Masubmit agad at alam mo yun, Ma-approve kasi nga Kailangan natin ito.
Speaker 1 00:02:20
Ayun, e paalis pa naman si Katerina buo sa Monday Pa pala yun.
Speaker 2 00:02:27
Alam mo, nabibenta yung booktong na hinahay. Umaman na siguro tayo.
Speaker 1 00:02:31
Oo, te. Nagpabook pa ako kanina Ng airport transfer nila. Kasi pupunta sila Ng Paris ng Monday. Sabi ko, shit.
Speaker 1 00:02:41
Ayun. Silang dalawa? Hindi, si Katerina lang. And friends. Kasi magbibirthday Siya eh, ang alam ko. Sabi, pati mga ganyan, no? Ah, ah. Business related, di ba? Hindi, basta kasi mga personal. Ako na yung pinapatrabaho nila. Kasi nga, di ba, IE naman talaga ako. So, ng mga non-business nila, Sa akin siya pumupunta. Including mga...
Speaker 2 00:03:07
Na-receive nyo yung meral ko nyo?
Speaker 1 00:03:11
Ay, hindi kami meral ko dito, eh. Neko kami. Bakit? Hindi kami meral ko. Bakit?
Speaker 1 00:03:19
Mas mahal kasi ang miral ko eh.
Speaker 2 00:03:22
Dumuduble yung, Miral ko, mga ate.
Speaker 1 00:03:25
Ayan ba yung may kumakalat na Kaya daw may extra charge ko yung pinabayaran? Kasi yung mga hindi makapagbayad ng kuryente Yung binibigay as subsidy kine.
Speaker 2 00:03:34
Parang tanga, diba?
Speaker 1 00:03:35
Na kayo ang nagsholder.
Speaker 2 00:03:37
Oo. Oo, yun nga. Tapos sabi ni miral ko, charges, Daw na as per Government, sabi nila.
Speaker 2 00:03:49
Grabe, no? Kaya paano mo naman hindi babayaran? Mawawala ka naman ng kuryente. Para ang hino-hold up Nung wala ng ano eh.
Speaker 1 00:03:57
Wala kang magawa kasi nga dito.
Speaker 2 00:03:60
Parang legal ng pang-hold up.
Speaker 1 00:04:02
Harap-harap ang kayong, Nakawan. Pag ganyan, Christian, magkano ang bill nyo?
Speaker 2 00:04:10
Diba, Ang ano namin, Kasi naka-airport man eh, 3K to 4 times 2, Like, Nearly 8.
Speaker 1 00:04:21
Talaga.
Speaker 1 00:04:24
Kailangan nyo na lumipat. Sa amin dito. 4K na nyo. Pag-lagyan na daw kayo. Pero buong bahay. Buong bahay na yun. May renting pa kami, ah. Ako, 1,500. 4K? Wow, 1,500. Magda magbukas aircon. Oo, si Bas, Ang kapangis siya. Mag-probinsya na rin kayo.
Speaker 2 00:04:48
Pero walang, meron naman power interruption. Sa Baguio, isaglit. Wala na kasing place dyan sa Baguio. Gusto namin sa Baguio, Kaso wala ang place. Wala ba?
Speaker 2 00:05:00
Merong malapit sa bandang.
Speaker 1 00:05:03
Alam mo, huwag kang mag-Baguio City. Feeling ko mahal na kasi doon.
Speaker 2 00:05:06
Hindi nga, hindi nga Baguio mismo. Malapit.
Speaker 1 00:05:09
Boundary ng, La Trinidad?
Speaker 2 00:05:13
Yon, yon, yon. Yung pababa pa, Mags. Ano ba yung paano pa doon, Maggy? Sala Trinidad. Lagpas pa. Yung medyo konti na lang, Yung bahay talaga. Anong lugar ba yun?
Speaker 2 00:05:25
Medyo pababa na. Medyo pababa na eh. Inakita namin.
Speaker 1 00:05:29
Ang pangit kasi din, Kung papunta kang town naman From Trinidad, yun yung, Traffic. Pero kung sanay ka naman Ng traffic ng Manila, may walang, Wala yun.
Speaker 1 00:05:42
Carribells.
Speaker 2 00:05:43
So, hindi na lalabas lagi? Work from home? True.
Speaker 2 00:05:52
Hindi pa namin alam.
Speaker 2 00:05:55
Magkano ba ano dyan? Expense-like yung mga rent? Hindi sa Baguio, ha? Sa napag-uusapan.
Speaker 2 00:06:05
Kasi kung magmamigrate kami, migrate!
Speaker 2 00:06:09
Migrate? Di ba masayang?
Speaker 2 00:06:12
Bansa yan?
Speaker 2 00:06:15
Mayagrit ng city.
Speaker 2 00:06:18
Mabisit. Diba? And then, Kapat-dando kami sa ano? So, magiging Comfortable tapos, Mura-mura lang.
Speaker 1 00:06:26
Naisip ko na nga din, Lumipat dyan dati sa Baguio. Nung single pa ako. It's DM out. Nag-anap. Mag-try na nga ako Ng ano eh. Groups ng mga, Apartments sa Baguio. Ganyan-ganyan. Talaga? Oo. Kasi nga nagustuhan ko dyan nung pumunta ako dyan one time.
Speaker 1 00:06:44
Tara na. Wala. Wait, 4.15. Hintay. Hoy, wait lang. Hindi ka pa nga ba nag-lunch, Christian? Nag-lunch ka na, di ba?
Speaker 2 00:06:52
Nag-lunch. Kasi naisip ko, sabi ko,
Speaker 1 00:06:56
Shit, walang matitira.
Speaker 1 00:06:60
Ipanik ako ng very tight.
Speaker 2 00:07:01
Ayoko nga mag-lunch out na kayo.
Speaker 1 00:07:03
Ako, April, Ayos. Ayokon ko tong. Either mamaya Yung boss pa rin.
Speaker 2 00:07:10
Magka-ano ka naman. Ano ka naman, Maggie? Naka-ano ka naman? OTP.
Speaker 2 00:07:17
Do? O, yan dapat I-ano mo siya, Ano, April. Halimbawa. 5 oras. Pa-OTP ka.
Speaker 1 00:07:24
OTP.
Speaker 2 00:07:26
Si Maggie. Pre-OTTY.
Speaker 1 00:07:29
Kasi mag-relieve ako Ng one week. Charo! So, yun ang kapalit, Christian. So, iwan tayo.
Speaker 2 00:07:35
Ano bang ginalaman nun sa bayad sa'yo? Kailangan ka magpabayad, adik.
Speaker 1 00:07:42
Papaisipin pa daw ni, ano, Paplanuhan pa ni Maggie, Yung kailan siya mag-one-week leave. Oo.
Speaker 2 00:07:49
One week talaga, no? Nine days?
Speaker 1 00:07:52
Oh, balingan mo lang po, latay.
Speaker 2 00:07:54
One week, limang araw na mo, Nang pasok. Dalawang day, Ay, apat. One week.
Speaker 1 00:08:01
April, yung mga PTO nila For May na yun, dun sa Summer, ako maglalagay Na lang dun? Ulit? Oo, i-plot mo na din. And then, let the team know na, oh, i-planad Ko na to. Just check if correct na lang. Sabihin mo. Sa roster. Hindi ako nag-confirm dun sa, Baguio. Okay lang, follow up mo na lang. Ngayon ko mag-chat. Sa Monday na yun, magsisagot.
Speaker 1 00:08:33
Doon sa... Oigan. Kasi may spreadsheet na ako for Observation, sana.
Speaker 1 00:08:43
Everyone,
Speaker 1 00:08:46
Tuloy pa rin pa ang bagyo natin.
Speaker 1 00:08:49
Yung zowa ako, Kahit hindi sanay sa malayong biyahe, Wala siyang magagawa. Magbonamin ka.
Speaker 2 00:08:56
Street.
Speaker 2 00:09:03
3, 18.
Speaker 1 00:09:04
Ay!
Speaker 1 00:09:06
Wait lang. June 27, 28, 29. Wait lang. Bakit naiba?
Speaker 2 00:09:13
Sure.
Speaker 1 00:09:15
Ito na ba yun? Akala ko 22. Alay. Di ba nagvote tayo? Mm-hmm.
Speaker 1 00:09:23
Hindi siya 27, 28, 29, di ba? Weh. Bagyo. Wait lang.
Speaker 1 00:09:33
Asan na yun?
Speaker 1 00:09:37
Poll. Tinan mo, poll.
Speaker 1 00:09:40
Let's do a poll para mabilis sabi ko. Oo. Tapos. Ay, hudu training pala yun. Wait. Poll.
Speaker 1 00:09:56
Bagyo.
Speaker 1 00:09:59
Ay, ito. August 23. Ah, hindi. Last year pa pala to. Ha? Ba't ikaw makita yung poll?
Speaker 1 00:10:17
27, 20, 29? Bakit dito sa calendar ko? Baka sa Team Hadel, hindi kaya. Team PH Hadel yung poll. Ah.
Speaker 2 00:10:25
Oo, nandoon. Nandoon ata. Baka nandoon nagpag-usapan yun.
Speaker 1 00:10:31
Ayan. O, dito nga ate. June 20 to 21. Ah, okay, okay. Ay, 20 to 22 pala. Sorry, sorry. Ayun, sa baba. Kinorrect ko siya.
Speaker 1 00:10:43
20 to 22. Marami nagvote. Majority.
Speaker 1 00:10:49
Weh?
Speaker 2 00:10:54
Wala pa kami dyan. Hindi pa ako inaaprobahan.
Speaker 1 00:10:59
So, hindi ka pa sure?
Speaker 2 00:11:02
I don't know. Kasi, Iisip niya yung Pasto sa May.
Speaker 2 00:11:10
Sabi ko kasi, Huwag naman birthday Kay Lom si Jalib.
Speaker 1 00:11:13
Uy, Grabe ka, First naman. Ito naman, First niya. Sabi ko,
Speaker 2 00:11:17
Kaya nga kasi Hong Kong.
Speaker 1 00:11:19
Ah, Sa Hong Kong na.
Speaker 2 00:11:20
I-celebrate? Hindi yung, Initial na, Usap naman.
Speaker 2 00:11:28
Wala. Siyempre, tatay. Provide ka na lang.
Speaker 1 00:11:35
Mag-sign time ka na lang sa Adonis.
Speaker 1 00:11:39
Online.
Speaker 1 00:11:42
Online macho dancer. Sa mga naghahangap to. Magpapaluki siya.
Speaker 1 00:11:51
Sa dami nag-tip ng chat. Ang dami nag-i-extrovert siya.
Speaker 2 00:11:58
Umusit kayo. Taka-maskara daw.
Speaker 1 00:12:02
Sabihin mo kay Sai. Sai, wala na tayo.
Speaker 1 00:12:07
Sabihin mo lang ako magagawa. Ito na yung last resort natin para ano.
Speaker 1 00:12:12
Pag mag-virtual Matcha dancer na ako.
Speaker 2 00:12:17
Okay na ako. Eight months ago pa, Nagtumarano.
Speaker 2 00:12:23
Spectrum. Richard.
Speaker 2 00:12:28
I'll vote you.
Speaker 1 00:12:38
Confirm pa lang sa akin. Si Ate Jane kaya? Sasama niya si, Panda?
Speaker 1 00:12:45
Siguro, kasi may kotse na sila. Baka isama na. Ay, tara.
Speaker 2 00:12:51
Yan pala yung pinag-uusapan. Congratulations. Ma-PM niya. Chika man lang. Okay, congrats. Ay, naka-offline na yung ate mo. Sayang.
Speaker 1 00:13:05
Gano'n sila. May lakad ata sila.
Speaker 2 00:13:08
Ay, naka, sayang. Ngayon nga lang.
Speaker 2 00:13:12
Jason. Kailan niyo ba si Jason Grossfield?
Speaker 2 00:13:17
Sini yan? O, wala. Hindi niyo kilala. Hindi ko rin kilala eh.
Speaker 1 00:13:23
Ay, hindi. Parang nakikita ko siya sa mga meetings ni Andrew. Ay, yun, gate. Ah, yun. Iron Gate nga. Wala, nakikita ko minsan sa Mga sa calendar ni Anzor minsan. Anong pangalan nito? Marie Carr.
Speaker 2 00:13:39
Jason.
Speaker 2 00:13:43
Kasi ito bening.
Speaker 1 00:13:45
OMG, hindi na-record yung interview Ni Marie Carte.
Speaker 1 00:13:51
Di ba in-auto-record mo?
Speaker 1 00:13:57
Wait, wait, wait. Walang nag-alert sa'yo. Kasi mag-alert yun sa'yo, Pag tapos na yung ano.
Speaker 2 00:14:08
Magaling bang gumiling yan?
Speaker 1 00:14:13
Totoo ba? Wala? Well, Baka hindi sa'kin magpapakita, Kasi wala naman ako sa invite.
Speaker 1 00:14:21
Ay, inaban ako dun, May. Send mo yung link sa akin Kasi i-send ko doon sa group chat namin.
Speaker 1 00:14:28
Okay, okay. Sure.
Speaker 2 00:14:31
Ay, kamando na naman si Ati Maggi. Sinanong tayo.
Speaker 1 00:14:37
Mapumuti na yung buhok ni Maggi.
Speaker 1 00:14:41
Stress. Saka tayo dito, Maggi. Yung guti ko yan. Dyer the pain. Dyer the stress.
Speaker 1 00:14:52
About an hour of the divide.
Speaker 1 00:14:55
Ginusto nyo yan. Yan, trabaho nyo yan. Copy link. Paano hindi ganyo?
Speaker 2 00:15:02
Hello, Jason. Happy Friday.
Speaker 1 00:15:05
Isend ko lang sa'yo? Yes, me. Sa chat ba? Sa chat mo na lang. Kasi ito-check ko kung Ma-access ko siya.
Speaker 1 00:15:15
Taga saan pala to?
Speaker 1 00:15:18
Maricar. Yan yata yung kaloocan. Hindi ako nagkakamali eh.
Speaker 1 00:15:25
Tingnan ko kung mapapanood ko siya.
Speaker 1 00:15:28
Let's see kung gano'n siya kagaling. Pero nabilib ko na. Ah, ganyan nga eh. Ay, talaga? Nabilib na. Ako din.
Speaker 2 00:15:35
Ako din, Trill. Ano?
Speaker 2 00:15:39
Makitsika lang kung gano'n kagaling siya. Siyempre, di ba makikiano ako sa kanya? Hindi, titignan ko ba kung ano. Sige kayo mo, syempre ako magdi-deliver eh. Uy, ang galing na interview mo, T. Ganyan ka.
Speaker 1 00:15:52
Ay, gago, hindi ba to? Hindi si Paula to? Iba yan. Si Marie Carty yan. Ah, iba ba yan? Iba-iba. Hindi ito yung, Mayaman. Huwag mo nang, Pag-interesan.
Speaker 2 00:16:05
Patingin nga ako, Nung contact details niya, Maggie, nung sasendant ko. Wala pa.
Speaker 1 00:16:13
So, this session Mainly focuses on accounts receivables, Including bank reconciliation, Inventory, And recording of Yung kapalit ni Ate Jane. Ayan, napapanood ko siya. I-send ko na lang. Okay, nag-confirm si Vincent. Thank you, Vincent. Amazing! Buti na lang. Wala ka ng direct contact sa kanya, Ate. Yeah!
Speaker 1 00:16:45
Delete this. Okay.
Speaker 1 00:16:48
Thanks. Dinelete ko na siya doon. Aw, sorry guys.
Speaker 2 00:16:53
Ang takas kasi ni Ruben Kay Enzo rin, no? Ang takas kasi ni Ruben Kay Enzo.
Speaker 1 00:17:03
Eh, si Si Ikwan nga, diba? Si Christine Nasistress na rin sa kanya.
Speaker 1 00:17:09
Diba, Mi? Sa kanina. Okay. Kay Ruben noon. Ito siya yung Iron Gate.
Speaker 1 00:17:18
Tinataguan niyo rin ka Dimension.
Speaker 2 00:17:21
May saltik yata.
Speaker 1 00:17:22
2, 3, 8, 2, 2.
Speaker 1 00:17:26
Mas kaya pa natin ang saltik na Pilipino Kaysa saltik na dayuhan, no? Gusto ko yung dayuhan. Very madali.
Speaker 1 00:17:36
Han siya ng mga dayuhan!
Speaker 1 00:17:40
Imbes na afam. Ang mga dayuhan nandito na.
Speaker 1 00:17:44
Gusto mo yan. Very Tagalog.
Speaker 2 00:17:49
Wala si Marvin. Sayang.
Speaker 1 00:17:53
Mga mga tayo.
Speaker 2 00:18:10
A new visitor.
Speaker 2 00:18:14
Spectrum.
Speaker 2 00:18:18
Create A name, To inform Jason, That you're.
Speaker 1 00:18:28
Serious. Uy, totoo na ito. Mag-a-lunch out Na ako. I'm so excited. Sige na. Oo na, guys. Sige, sige. Okay, bye, guys. Thank you for today. Thank you. Okay, bye-bye.
04-16 Team Meeting: iPad Procurement, Network Hardware Status, Internal Comms Access, and Budget Alignment
## Meeting Information
> Date: 2026-04-16 09:29:00
> Location: [Insert Location]
> Participants: [Sergio] [Christi] [Michuan] [Speaker 4]
## Meeting Notes
- Topic Title: iPad Procurement for LL Frank and Device Options
- Discussed iPad estimates for LL Frank; consider lowering labor and choosing a lower-tier model based on usage.
- Current standard ninth-generation iPad is unavailable; available options: iPad Pro, Air, iPad, and Mini.
- Regular iPad priced at 349 (non-cellular). 128GB with AppleCare+ noted; no refurbished units available.
- Quote shows “technical labor” as computer setup; Christi will try to waive automatically added labor.
- CDW nonprofit pricing checked; not cheaper than the current quote.
- Android tablets considered but ruled out due to user familiarity and training concerns.
- Conclusion: Proceed with the lowest non-cellular iPad model available; confirm direction with Sergio and assess IT budget.
- Topic Title: HR Computer Swaps and Hardware Availability
- Idea to swap HR computers with recovered units; insufficient quantity available (need six).
- No laptops have been returned yet despite requests.
- Conclusion: Swaps postponed due to lack of available devices.
- Topic Title: Long Beach Switch and Claremont AP Status
- Long Beach: switch request pending; Christi will coordinate with the new Professional Services Director’s team and sales for quotes/status.
- Claremont: AP equipment paid; status to be confirmed; project now under the new director’s team.
- System access issues slowed searches; sales team to provide quotes and tag Christi for approvals.
- Conclusion: Christi to obtain and share updated quotes/status from sales and the new director’s team.
- Topic Title: Downstairs Conference Room TV and Mounting
- Need a TV, HDMI switch, and mount for downstairs orientation setup similar to upstairs.
- Christi recommended a 55-inch TV with wireless display capability (65 also available but likely unnecessary).
- Shared links for TV and preferred mount; suggested purchasing via Best Buy/Amazon directly to avoid markup.
- Conclusion: Proceed with a 55-inch TV and the specified mount; Michuan to purchase directly and coordinate mounting with Dan.
- Topic Title: Infrastructure Inventory and Desk Phone Audit (Blue Wave Update)
- Completed inventories (with photos) for East LA, Hill Street (1st floor), Fair Oaks, LL Frank (LLF), and J Ham; focus on switches, internet, and desk phones.
- Second floor HQ phones remaining (mostly C-level); Christi can audit early next week.
- Remaining sites: Long Beach and Claremont; Camp likely okay with phones.
- Conclusion: Continue audits at Claremont and Long Beach; confirm AP installation timelines.
- Topic Title: Internal Communications Access and Scheduling with April
- Plan to meet with April to discuss giving staff 10–20 minutes daily to check email/Teams to improve internal comms.
- Explore access solutions: personal cell phones (possible $5 stipend), onsite kiosk computers/tablets, site-specific setups (e.g., LL Frank kiosk).
- Jeremy raised internal communications; access constraints acknowledged.
- Conclusion: Michuan to send April meeting dates and define practical access options per role/site.
- Topic Title: ComDirect and Camber Onsite Scheduling Around Memorial Day
- Christi messaged Kelly regarding ComDirect onsite on May 26 and Camber schedule; asked if weekend work is possible due to the 4-day Memorial week.
- Kelly is at a conference and expected to respond next week; ComDirect informed of the delay.
- Conclusion: Await Kelly’s confirmation next week; plan a review meeting with stakeholders.
- Topic Title: Google Drive Access and Data Transfer
- Christi already transferred Google Drive materials 4–5 months ago; still has access and provided a screenshot.
- Michuan will review LOAs and organize/move items as needed.
- Conclusion: Michuan to audit and adjust Drive contents over the weekend.
- Topic Title: Distribution Lists and Microsoft Issues
- Microsoft had issues; Christi deleted and recreated the distro list and sent updates.
- Lists set to auto-add new hires; verification showed additions working; old lists will be hidden.
- Sergio and Jeremy successfully sent messages via the new list.
- Conclusion: New distribution list active and auto-adding; legacy lists to be hidden.
- Topic Title: Claude Enterprise Invites and User Setup
- Michuan accepted the Claude invite after logging out of personal; Christi will make Michuan an owner.
- Carl has not accepted yet; two additional names pending (e.g., discussion about Hannah).
- Conclusion: Continue onboarding users to Claude; assign ownership roles after acceptance.
- Topic Title: Onboarding Checklist and Emails
- Most of the team reviewed the onboarding checklist; Michuan will confirm remaining holdouts.
- Alma’s email set up; grouping emails under review; invoices to be checked.
- Conclusion: Finalize checklist adoption and email group adjustments.
- Topic Title: Planful Budget and P&L Review
- Planful sent budget and P&L; Christi to review for discussion next week.
- Cost Shift sent P&L for Sharp concurrently.
- Conclusion: Schedule budget review after Christi’s analysis.
- Topic Title: AI Automation “Minions” and Stack Sharing
- Christi is sending a zip of her agents (“minions”) and their learning; will email due to Teams external file restrictions.
- Michuan requested an additional template from the tech automation stack; Christi to send the stack details.
- Conclusion: Share agents via email; follow up with tech stack documentation.
- Topic Title: Teams Organization Meeting and Budget Ownership Alignment
- Proposal to hold a Teams organization meeting with Carl and Jeremy starting in May to improve inclusion and coordination.
- Budget realignment ideas: move Curiosity out of HR budget; place Volgistics under Program/Development; marketing items under Marketing.
- Salesforce project status noted; Christi recognized for PM leadership and clear recaps.
- Conclusion: Plan May meetings to align Teams usage and reassign budget items appropriately.
## Next Arrangements
- [ ] Confirm iPad model selection (lowest non-cellular) and labor waiver; Michuan to consult Sergio and review IT budget.
- [ ] Obtain Long Beach switch quotes/status and Claremont AP status from sales and the new director’s team; tag Christi on all related quotes.
- [ ] Purchase the 55-inch TV and specified mount; coordinate installation with Dan.
- [ ] Continue infrastructure and desk phone audits at Claremont and Long Beach; confirm AP timelines; schedule as needed.
- [ ] Schedule meeting with April; define staff access approaches (cell stipend, kiosks, onsite computers) per role/site and propose daily 10–20 minute check windows.
- [ ] Await Kelly’s response on ComDirect May 26 and Camber scheduling; plan a stakeholder review meeting upon confirmation.
- [ ] Michuan to review Google Drive (including LOAs) and reorganize content over the weekend.
- [ ] Hide deprecated distribution lists; ensure the new auto-add list is active for all users; verify successful sends (Sergio/Jeremy).
- [ ] Ensure Carl and the two pending users accept Claude invites; assign Michuan as owner after acceptance; clarify any additions (e.g., Hannah).
- [ ] Confirm onboarding checklist adoption; review invoices, names, and group emails; address remaining holdouts.
- [ ] Christi to review Planful budget/P&L and Cost Shift documents; schedule discussion next week.
- [ ] Email the zip file of AI agents; send tech automation stack template/details; follow up on documentation.
- [ ] Schedule May Teams organization and budget alignment meetings with Carl and Jeremy; draft budget ownership changes (Curiosity, Volgistics, Marketing).
## AI Suggestions
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. Claremont AP installation status remains unclear; set a definitive check and timeline with the new director’s team.
> 2. Long Beach switch procurement lacks a confirmed schedule; request a firm date and delivery plan from sales/pro services.
> 3. Device recovery for HR (six computers) is stalled; create a structured device reclamation process and inventory tracker to meet needs.
> 4. Internal communications access plan needs a concrete policy (cell stipend criteria, kiosk deployment plan, timelines); document and approve with April.
> 5. Budget ownership changes (Curiosity, Volgistics, Marketing tools) require a formal proposal and stakeholder sign-off ahead of the August budgeting cycle.
Apr 16, 2026
Speaker 1 00:00:00
I'm sorry.
Speaker 1 00:00:33
Sheesh.
Speaker 1 00:01:48
Thank you.
Speaker 2 00:03:25
Good morning. Good morning. Good morning. How are you? I'm good, how are you? I'm good, how are you? Um, well, um,
Speaker 3 00:03:34
I'm feeling better now. My stomach's really bothering me so headed in.
Speaker 4 00:03:47
Did I lose you?
Speaker 3 00:03:49
Um Are some of these estimates.
Speaker 3 00:03:52
In the aisle taken care of, But there is an estimate for the iPads for LL Frank that I wanted to touch base with you on. Okay. And um I think I sent that over, but I don't, I don't know if you're in front of your computer or not seeing it, But um I didn't know if there was that one had been reviewed for like reduction of the labor. And what you really thought about. Based on what he says, they're using. If we could like go with a lower level model.
Speaker 2 00:04:31
Okay, Uh, let me look for that. And yes, we can definitely go for a lower level. Um, if.
Speaker 3 00:04:39
You if it feels like if you feel like it accomplishes, like he said in the email, this Michael uh uh backyardum if you feel like heum. What he said in the meeting is actually, I mean, in the email can be accomplished with a lower level model. Yeah.
Speaker 2 00:04:59
Let me see. We're doing a standard ninth generation. But it's not available anymore. They only are at and they only have eleventh generation and below right now, so let me double check something. I think the iPad uh SE might work if it's still in production, Let me double check.
Speaker 3 00:05:23
And if we got some computers back, we could probably give the ones in HR to him, but I don't know. Yeah.
Speaker 2 00:05:32
Okay, so they have four types. You have the iPad Pro, the iPad Air, iPad and iPad mini right now. Um The iPad regular iPad is three forty nine.
Speaker 2 00:05:50
And that's without cellular service. So let me double check something.
Speaker 4 00:06:02
And she.
Speaker 2 00:06:03
Got the one hundred and twenty eight gigabyte. Oh, it came with Apple Care Plus with it, so let's drawing it upum.
Speaker 4 00:06:19
Let me check something else. Tech.
Speaker 2 00:06:28
Specs. Oh, she did get the lowest one out there. Um, the only other thing we could do to go lower on it, they don't have refurbished right now. Um, no, that actually is the lowest one out there. Okay.
Speaker 3 00:06:47
Um, so we have let's see here. Um, I know we have six, But I don't think we have six computers to replace the the six that we have in HR. Yeah, Because we could like I was thinking like swapping them out, giving HR giving those to them, but I don't think we have six computers to.
Speaker 2 00:07:16
Just switch them out. Yeah. Um, so there she didn't put any labor on the quote. Um, it does say technical labor, but it's the computer setup.
Speaker 4 00:07:30
Uh, Let me.
Speaker 2 00:07:42
Let me see if I can waive that because that's an automatic thing. Um.
Speaker 2 00:07:48
But as far as has anybody returned any laptops to you guys yet? Cause I just put HR instead of just putting generic Jessica. I'm sorry.
Speaker 3 00:07:58
No, nobody's returned any laptops.
Speaker 2 00:08:03
People don't like to give up their things.
Speaker 3 00:08:06
Yeah, we're like, it's not the one you're using folks, It's the one that's sitting, you know, on your desk that somebody returned before they left. That's the one we need. Mhm.
Speaker 2 00:08:22
I'm Gonna check one more thing. I want to see if we can get, or if I can direct you to get, direct you in another play area. But don't tell my boss I'm doing this.
Speaker 2 00:09:09
No, they don't have any refurbished on their site either. One more thing, let me check.
Speaker 3 00:09:16
Then I'm just going to ask if that's the deal. I'm just going to ask Sergio if that's something he wants to do. Yeah, Right now and then I'll look at i need to look at our IT budget, see what that would come out ofum.
Speaker 2 00:09:29
Hang on one second, Michonne. I saw that exact stuff you're bringing me.
Speaker 2 00:09:37
They're paid already. Okay, I just need to sign off on them. Okay, let me do that one first for you. I'll get you these by lunchtime. Okay, yeah, not a problem. All right, sorry Michelle. Um Let me I want to look at CDW real quick because sometimes they can go cheaper for us. Okay. And that's what I was saying, don't tell my boss. But you guys do have the nonprofit accounts. I'm logging into your account.
Speaker 4 00:10:12
Okay, let's go now.
Speaker 3 00:10:16
Let's just let's go, let's go.
Speaker 2 00:10:20
Oh no, theirs is not any cheaper.
Speaker 3 00:10:23
Okay, well if we got the best, I, just that helps me to be able to say like we we checked all of our other resources. Andum even our nonprofit rate and we're getting the best rate on these. Is this a direction? That you know, I can ask her to give us direction where we're going.
Speaker 2 00:10:40
Yeah. And these are non- self, these are non- cellular, so they that's why they're as cheap as they can go. Um. No, it's fine. Yeah,
Speaker 3 00:10:54
I just say that and we'll we'll check it out.
Speaker 2 00:10:58
No worries. The only other thing I can offer is us getting Android tabletsum.
Speaker 2 00:11:06
But I would not suggest that because I can't.
Speaker 3 00:11:08
I wouldn't suggest that because I feel like they're tech, like folks being tech savvy is already hard enough. And if they're if they're able to navigate these, let's just keep them navigating. Yeah, you know what I mean? Like, I'm like, oh, let's not rock the boat for these folks.
Speaker 2 00:11:27
Yes. Uh yeah.
Speaker 3 00:11:31
Yeah cause somebody offered me uh, And it was at a Mac, um, my last company. And I was like, I can't now. And then they started forcing people to get Mac. I was like, you cannot force people. Well, we have options. They were like, it's cheaper, it's easier to handle. I was like listen that doesn't work for everybody. It is like how literally at some point, how your brain works and you're slowing down their productivity and you gave them no training on it. So we're not going to rock the boat on that.
Speaker 3 00:12:03
Um, so no, I'm I'm fine with keeping what we have. I'll just ask him what he wants to do if he feels like the need is enough. The other one I wanted to look at is Long Beach's switchum that had been requested. If you see that one,
Speaker 2 00:12:20
Let me take a look.
Speaker 2 00:12:31
We have a new, by the way, we have a new um professional uh professional services director. Thank goodness, finally. Um, he is the one in charge of things like switches, AP or his team is, but they finally got a director um because the the previous manager left, and we've been searching for a director. So hopefully. It's going to be a lot. We're going to get things handled a little bit better on that side. Because we had a conversation with him recently about, hey, we're having problems with lack of follow-through and things like that. And these are some of our biggest pain points. And so he's going to start working on that with the team. So.
Speaker 2 00:13:29
And the search is going very, very slow. I don't know why it's taken forever today.
Speaker 3 00:13:36
So it's that one, um, and then that one. I think there was some things to Claremont as well.
Speaker 2 00:13:45
There is something for Claremont. I did see that one. Um, it was an AP and I do know that they were working on something. I'm sorry?
Speaker 3 00:13:54
But I know we paid, I know we paid for the equipment and I didn't know if it had been.
Speaker 2 00:14:00
So, Let me see where they're at on that one. That one's going to that new uh the new director and everything. Bear with me, I am losing my voice today. I don't know why. Microsoft is being oh you mean the computer?
Speaker 3 00:14:17
Are you talking about the laptop? Are you talking about the laptop?
Speaker 2 00:14:21
No, I am talking about the our new director here. Uh, I know that the Claremont AP. I know it was an AP, Uh, and I know he I know his team. That's one of his projects now, so I can see where they're at on it. Okay. Oh, um, let me. I also found your keyboard or that you were we were talking about. I am my voice. Um, they have it in white and black. The only one I could find that was very similar to what you wanted is about a hundred dollars. Oh isn't.
Speaker 2 00:14:59
Um, I'm gonna send that.
Speaker 3 00:15:00
Do I gotta purchase it to you or can I purchase it myself?
Speaker 2 00:15:03
Yeah, I'm gonna make you purchase it yourself. I'm not gonna, have you get markup on this one because this is an Amazon order. But I can't send it to you right now because uh, huh'cause the system is still searching for the Long Beach quote.
Speaker 3 00:15:19
Okay, soum can you do a Teams to me? No,
Speaker 2 00:15:24
I'm in Teams doing the search for the quote. Oh.
Speaker 3 00:15:28
Oh, it's not in Teams. It's an email, right? It's encoded in email.
Speaker 2 00:15:33
We our side is in Teams.
Speaker 3 00:15:36
Oh, gotcha. Yeah,
Speaker 2 00:15:39
For us it's in Teams because it's a section a setting.
Speaker 3 00:15:43
Okay. Um, okay. So I guess side note, if yeah, we could, if you could send me that and then I think you sent me a TV because I need to buy the TV for downstairs, so we can move the. I need to buy, I think a TV, a switchum to plug in our computers for downstairs.
Speaker 2 00:16:04
Gotcha. Okay.
Speaker 3 00:16:06
And I wanted to get that one, I wanted to get it from Best Buy, butum think I need to know well, I need to know what kind of TV and then I need a mount too. So I'll work with Dan on the mount. But if you can, if we can work on the oh, sorry,
Speaker 2 00:16:22
Oh, I sent you the wrong link in Teams. Um, I'm going to get with the sales team because I can't access the sales stuff right now. Okay. So, let me get with the sales team on that and get you all the all the ones you have, you have questions on.
Speaker 3 00:16:39
Can they just ask, can you just ask them? Hey, like whatever ability versus like last seven ten in stock, can you send them to me so I can review them? Because I don't like, I think yours your rights that they're not including you on them. You know? Yeah, and I don't think that's intentional, but whatever the reason, I don't think they're they've included you on them. And, we need to discuss kind of where where you know aspects of our budget where that's coming out of too.
Speaker 2 00:17:05
Now, I one hundred percent agree. Um, I am going to get them to start tagging me in those. Um because I think what happens is they get the email and they start working on it and then which is great. Um. But, they never tag me in to to get my approval before sending to you anymore. Yeah. Um, now for the downstairs conference room.
Speaker 2 00:17:31
Yes, I'm going to send you over a link because I I think a fifty five is going to work fine in there. Um, okay, And I'm going to send you a link where you of what kind would work for you.
Speaker 3 00:17:47
Because we need to kind of do the same thing we do downstairs, being able to, I mean upstairs in the conference room. Um, we don't need an app. We just still I think they have that just to switch them out. Um and getting that up so we can do the orientation downstairs.
Speaker 2 00:18:03
Actually The reason why I'm sending you this is because it has a wireless connector. So people all they have to do is just open their wireless display.
Speaker 3 00:18:12
Awesome okay.
Speaker 2 00:18:13
It's why I'm sending this one to you Okay, So, um, I put the 55 in there. They do have a 65. I don't think you need to go above 65 in that room.
Speaker 3 00:18:26
No, yeah, it's not that big of a space.
Speaker 2 00:18:29
Yeah, 55 is going to be good enough. Um. So that is in your thing uh and then give me one more second I'm going to get you the mount that I got for my 55 inch because I have that exact same 55 inch. And I've got it for other clients so that you don't have to go through us for it. There's a reason I like this one, so that is in your chat. So I sent accidentally sent you the Air table, ignore the Air table uh Amazon uh the magnetic iPad uh for you, the TV, the mount.
Speaker 2 00:19:18
And then there was something else.
Speaker 3 00:19:25
I think that's it.
Speaker 2 00:19:26
Okay, yeah, don't tell my boss I am leaving money on the table.
Speaker 3 00:19:34
Appreciate you because I like you guys.
Speaker 2 00:19:38
Thank you, we like you too. Um, gotta let's see so.
Speaker 3 00:19:45
I will send you some dates for April. April does want to meet and kind of talk through things. Um, April. A reason why I want to have a conversation with. To flush through of giving her team members time. To go check their emails and teams and and pay less money, right? Giving them. You know, Ten fifteen minutes away to just like go in and check these things. So they become aware of what's going on in the organization.
Speaker 3 00:20:15
And then where t here is still gaps because when I came in, Kelly told me everybody's on team, everybody's on team. And I was like, oh okay. And then when we started out because Jeremy is wanting to talk to us about this too, it's like the internal communications. I am like Jeremy that you know, I told him in the meeting. I was like internal communications is great, but people don't have access to the communication. It makes no difference what channel we use. Yeah they don't have time out of program it doesn't make a Uh, like at all. And he was like, Oh yeah, I didn't I didn't know that people didn't have access. And I said, But before I, give them access and pay for them to have access at the lowest level, I need to make sure that they can just step out of program. Yeah. And and you know, take 15 minutes and review data 1520 minutes uh a day and review their emails and communications. So.
Speaker 3 00:21:14
Yeah. Um, and so I think conversation with her is like, you know, what does that look like for somebody's impossibilities? And helping her like helping her to think through that. What does that look like for somebody that's in program at a center? Is that a kiosk they're going to? Do, you have a computer available, where you know, we have computers available on site where people could go. And just, you know log in.
Speaker 3 00:21:44
Or, is it something where we're needing to place a kiosk, computer or tablet or something?
Speaker 2 00:21:51
Do, they have cell phones,
Speaker 3 00:21:54
They all yes, yes, probably don't even have to do that. Oh sorry, probably cell phones becomes paying them right, paying them for their cell phone becomes that five dollars, which is not bad. We could we could consider that for folks that yeah I just need to. To figure out what our system is. And some people, it may need to be their cell phone, right? The people that are impossibilities that need to be out in the community with somebody, that may make the most sense that they're doing it from their cell phone. If they are at LL Frank, It may be we have a kiosk computer where they can, just, you know, step away and have access to more information.
Speaker 3 00:22:43
Does that make sense?
Speaker 2 00:22:44
Yes, one hundred percent.
Speaker 3 00:22:48
Um, and then Kelly has some some things. I think we should schedule something. She said she's back next week, but we should talk about what she's seeing as issues, what the other team is going to need to do. Um. When they're up there, what access they're going to need.
Speaker 3 00:23:12
So they can, you know, Begin running lines and what like what what and maybe this is a Blake conversation involved in that too, is like," What building do they need to access first?" Right. Right. And like," what What is their kind of phasing of it all?" Yes. So her team begins to know that and they begin to prepare for that.
Speaker 2 00:23:36
And I did send Kelly a message. And she has not responded. She has seen it, she has not responded. And I said, um, cause I knew she was at a conference and she was out of office. I said don't answer until you're back. Just want to see how long ComDirect has on site on May twenty sixth. And when is Camber scheduled to be back and could they work Saturday Sunday as well, if needed? Because that's a four day week because of Memorial Day. Um so I need an answer, I need to get back to them with that answer, but I also kind of want to sit down with everybody and go through it all.
Speaker 4 00:24:07
She is she is at a conference. We do need her to uh.
Speaker 3 00:24:14
She has a conference. We do need her to to do that. She'll probably respondum, this, Probably Friday I think she said, she'll be headed headed back,
Speaker 2 00:24:24
But gotcha I and I told com direct that she was out of the office until next week. So they're not looking to get an answer until next week.
Speaker 4 00:24:33
Okay, um.
Speaker 3 00:24:36
Let's see here. So.
Speaker 3 00:24:38
You were going to get an update on Blue Wave.
Speaker 2 00:24:43
Yep, I have the update from Olivia. Let me go take a look at it again because I read it on Tuesday and then have not thought about it since. Chris, can you hear me? Yeah, I can hear you. I was looking for the email.
Speaker 2 00:25:06
Sorry, I was also laughing because of Pete and Amzur in my email. They're going back and forth on something, and I clicked over to my email, saw a bunch of messages where they're going back and forth on something, and just kind of was chuckling to myself and got quiet for a second. Olivia. Oh, I thought I hung up on you. I was like, wait a minute. No no uh we're trying to roll out something and uh, Uh, Pete is doing his due diligence as CEO and saying," Put some brakes on this and go a little slower."
Speaker 2 00:25:42
Okay. Yeah, which I am as bad as Enzo on this one. So, so we have uh East LAum we have East LA's inventory done and with some pictures, thankfully. Uh because they not only did they do the phone stuff, they also did a uh. Inventory of all things on site that has to do with infrastructure, not computers, just infrastructure. Uh Hill Street is done, first floor Fair Oaks is done, L L F is done and J Ham is done. Okay. So, what they're doing is they're going on site with the new um with the new infrastructure team that we've been slowly hiring and they're going through looking at switches uh internet.
Speaker 2 00:26:30
And physical desk phones. Cool. Yeah. And I know second floor headquarters is done because we we did that and the phones that are left are supposed to be only sea level, But I can go I can go back in and do that myself on Monday or Tuesday.
Speaker 3 00:26:54
Yeah, I don't, I didn't have, I didn't want one anymore.
Speaker 2 00:26:60
It's come in handy for me once or twice, but I've used it only once or twice in the last six months. So I don't need one. I just it's come in handy a few times when I needed to test something because somebody was saying they were having an issue with their phone.
Speaker 3 00:27:16
Okay, Chris, can I put you on hold for just a second? Let me get a quick check. Yep. Thank you.
Speaker 2 00:28:07
Okay, sorry. Please go ahead. No, you're you're fine. You said sign checks and I was like, oh, wait. James walked in here with a two inch sack of checks that I need to go through and verify before Dr Barbara signs off on them. Oh that's totally another story. All right? So we have so we just only have a few more sites left. I think Long Beach is one, uh Claremont's going to be one and they'll go out and do Claremont when they get theirtyping. Okay?
Speaker 3 00:28:37
If, you can go back 10 seconds because I was in the elevator and it cut off. It usually does a better job.
Speaker 2 00:28:43
No worries. So we have a few more sites, Long Beach, Claremont and Camp. Camp, I think we're okay on already. So, if are you good if we wait untilum until the all the installs are done, and I can just haveum or I can have Kelly do it because I think camp, we are okay with them having phones.
Speaker 3 00:29:06
Oh yeah, the desk ones. Yes, they need theirs. Yes,
Speaker 2 00:29:09
I'm good with them. So just Claremont andum Claremont and Long Beach are left then. Uh okay, I'm gonna talk to Olivia on Claremont. We could probably have them go and do that if the AP has not been installed. I need to double check on that one. I just can't get into the system right now. Um and then uh Long Beach. I'll find out when that one's scheduled, because I know that they've got some things going on in Irvine, where we were had to send out tech that day. So maybe they could just stop by.
Speaker 1 00:29:40
Okay, made.
Speaker 4 00:29:51
It in here.
Speaker 2 00:29:53
I'm laughing at this two inch talk, because uh, we keep finding ghosts in the closets. Oh.
Speaker 3 00:30:01
Okay. That's interesting. Um, the only thing I was okay, the other thing I was going to say is transferring. Um, Do you still have access to the Google Doc drive that Eunice had given you access to previously? I might. And I asked because we're probably uh probably going to separate things.
Speaker 4 00:30:30
Like probably next week. Hang on.
Speaker 2 00:30:37
I do have access to Google Drive, but I made the transfer of all stuff. You.
Speaker 3 00:30:44
Transferred all that stuff already?
Speaker 2 00:30:46
Yeah, transferred it about four or five months ago.
Speaker 3 00:30:49
Okay, I just wanted to double check. Do you remember the link? Yeah, I know she still uses it and I just want to make sure.
Speaker 3 00:31:00
U m nothing's I guess I'm concerned about LOAs leaves of absence and I can go in and check that.
Speaker 2 00:31:10
Yeah. Uh, I'm gonna give you a screenshot I just took yeah, cause I'm still actively in our account.
Speaker 3 00:31:18
Okay, um yeah, we're probably based on some things to happen. We're probably going to step away. Unfortunately, don't send that.
Speaker 2 00:31:28
To the onboarding team.
Speaker 3 00:31:32
And then most of the team has looked over the onboarding checklist. I think it may you know, I may be holdouts there on the checklist that you came up with. Yeah, but I will confirm that tomorrow.
Speaker 4 00:31:56
Okay, yeah, um.
Speaker 2 00:32:03
And that's just her welcome page. That's not even in the storage. That's not the actual drive. That's just the story.
Speaker 3 00:32:10
Yeah, I can still get into it. I just wanted to know, so I'll go through it. I will go through it this weekend andum, I'll go through it this weekend and double check and move things. Yeah.
Speaker 4 00:32:28
Yeah. Yeah. Um.
Speaker 4 00:32:33
Yeah.
Speaker 3 00:33:07
So yes, if we can look through, I think the only thing for me right now, if you can look through the invoices. I have time onum or it's on my agenda to go through the names and I'll probably have Jessica. Then the emails. Okay. And group yeah group emails.
Speaker 2 00:33:31
To reduce. I don't knowum what was going on yesterday with, The distro list, but I recreated it. I sent you guys the email about it. Um,
Speaker 3 00:33:45
I did. I did. I've seen that and then you've canceled the other ones?
Speaker 2 00:33:49
Yes, well the other one. Um,
Speaker 3 00:33:54
Is is all user still not? Is that one not working now? Is that because i i told them to use all user.
Speaker 2 00:34:01
Let me, let me go out and hide the ones that no longer need to be used. Um, but just a heads up. I think Microsoft was having some major issues yesterday morning, And I got tired and frustrated with dealing with what I was dealing with trying to get the see what was going on with Sergio, With what Sergio was trying to send out that I just deleted and recreated it.
Speaker 3 00:34:25
And is it set to auto add new hires?
Speaker 2 00:34:28
Yes. And the other one was auto adding new hires. I saw the log there was.
Speaker 2 00:34:35
All everybody that was new to the company was added. Um, every time that we set up a new account, so and it was logged in the system. So I don't know what was going on with it. Um, but it did work. Uh I I sent out mine, mostly because I needed to test and I also need to remind everybody about updates and then verified that people got it and then hat, and then Sergio sent out his and then. Jeremy sent out his.
Speaker 4 00:35:09
Okay, and.
Speaker 2 00:35:12
We should be good. You have not accepted your Claude invite.
Speaker 3 00:35:21
Oh, you know, you know why? Because I have Claude for personal, but I will accept it. But does it do I need to accept it? Or do you need to give mine to somebody else? Um.
Speaker 3 00:35:34
Or do I need to accept it because of like the enterprise deal thing?
Speaker 2 00:35:37
You need to accept it. Okay. Well, I trust you on yours. I got you. Yeah. Carl hasn't accepted his yet. Your job is.
Speaker 3 00:35:48
He has not? No. Okay, so I have a call with him today and he was still waiting, so you better come on, dude.
Speaker 2 00:35:54
Yeah And then I just need uh the names of the other two to add it too.
Speaker 2 00:36:02
Um, you were going to talk with Jeremy.
Speaker 3 00:36:05
Yeah, about Hannah. Mhm. Need if she needs it because I think she had asked for itum.
Speaker 2 00:36:19
As soon as you accept, I can make you one of the owners. Okay.
Speaker 2 00:37:05
What in the world? I'm looking for it. Oh no, not you, not you. I still, I keep finding things from the former CIO. And I'm just like.
Speaker 3 00:37:19
Going back several days. You want to try to can you resend it? It is not.
Speaker 4 00:37:25
Oh never mind. I will now.
Speaker 3 00:37:27
Okay, yep, accept invite.
Speaker 3 00:37:33
Um, oh, I got to log out as me. Got it. That that may help. That may help.
Speaker 4 00:37:40
Yeah. And.
Speaker 2 00:37:45
Olivia said she appreciates you for allowing Caleb or Kobe to come back. She was like, she's like, I get it. I totally get it But uh She's like, I need reasons not not that you need to provide reasons she needs to, Give reasons for other issues. If that if you get what I'm saying. Mhm. She's she's giving him one more opportunity to.
Speaker 3 00:38:14
Oh, Got it now, yeah yeah. You know, making perfect sense now, got it. Yeah.
Speaker 2 00:38:19
Yeah he's doing better, but she's just she's like I I gotta I gotta do it I gotta make sure.
Speaker 3 00:38:27
Okay, I am in.
Speaker 3 00:38:31
Oh, and it lets me toggle. Okay. Yeah. And my personal plan is not.
Speaker 4 00:38:47
Oh, It gives you a first personal.
Speaker 3 00:38:49
Free one. Oh, that's nice, But I already have one too late Um. Okay, I'm in I've done what I needed to do Perfectum.
Speaker 4 00:39:00
I don't go back to money.
Speaker 2 00:39:06
Apparently, my Agnes post yesterday blew up. Your what? My Agnes post. What is that?
Speaker 3 00:39:16
Is that the one you sent me?
Speaker 2 00:39:17
No, I posted just on LinkedIn.
Speaker 3 00:39:21
Oh, and Agnes is one of your minions, is it? Yeah.
Speaker 2 00:39:28
I uh it blew up. I just I went to go get a link for Stephanie because she's posting something I wroteum to to the Crimson website. So I had to go get her a link. And then I was like, oh, yeah, okay. Um.
Speaker 4 00:40:10
Oh no, it blew up today.
Speaker 3 00:40:14
Cool. Um, speaking of that, Um you were going to send me the stack. And yes, another menu, so I can.
Speaker 4 00:40:24
Yeah, I will do that,
Speaker 3 00:40:27
So I can sample,
Speaker 4 00:40:28
But I started working on that yesterday for a little while. Yep okay anything else.
Speaker 2 00:40:40
Oh, ChatGPT is referring people to me.
Speaker 4 00:40:45
Oh, that's Good.
Speaker 4 00:41:19
A personal account. That's interesting. Um, I.
Speaker 3 00:41:33
Think that's all I got because well, I can't open, it will not let me right now open my Evernote, so I can't make them promises. No worries.
Speaker 2 00:41:41
Oh ignore me laughing my child is uh so excited for this weekend.
Speaker 4 00:41:47
I know she should be though.
Speaker 2 00:41:50
She sent me her packing list.
Speaker 3 00:41:53
Oh, that is real excitement right there.
Speaker 2 00:41:57
She has clothes;. She just these are her her high level, and then she's got individuals underneath of it, so she's got clothes, and then she's listed out all of her clothes that she's taking days needed of medication and list all her medication. How many days she needs toiletries. Shampoo, conditioner, body lotion, sunscreen, face cream, hair gel, curl cream mousse deodorant perfume and hair mist. And then she goes entertainment, switch, iPad phone, duh in parentheses try to find portable battery because you keep losing it computer. And this next part's all capital letters, computer and phone charger do not forget, and there's like five.
Speaker 2 00:42:52
She's funny. I am responding. She goes," Does this look good?" I said," Yep, I'll get road snacks tonight." I got two teenagers in the car with me tomorrow controlling my music.
Speaker 3 00:43:08
Oh, oh cause she's taking her bestie right? That's cool. Yeah.
Speaker 2 00:43:16
One of my one of my quote, unquote moms or aunties from the south, put on posted something just now. And my and my niece just texted me a picture of it. She goes I voted for Trump and I'm, not sorry, but please, oh no, but but please Mr President stay off social media, stupidity happens there from your fingertips.
Speaker 2 00:43:46
My niece is like, oh my God I mean not myniece, my cousin I keep saying myniece, my cousin she keeps saying,
Speaker 3 00:43:51
Oh my God yeah, like don't tell people you're associated like, don't yeah. I mean, I'm just yeah. The things that he says about people are so just horrific,
Speaker 4 00:44:11
Horrific is the word.
Speaker 1 00:44:13
Yeah. Yeah.
Speaker 4 00:44:28
To Sergio. Oh, sorry. No, I'm good. I see here.
Speaker 3 00:44:48
Um, Planful Have you had an opportunity because they just sent me the Planful, The budget, the P and L.
Speaker 2 00:44:55
Yeah, they sent it to me yesterday or yesterday afternoon. I haven't had a chance to log in yet because you are my second meeting of the day.
Speaker 3 00:45:07
Okay, so if you can review that so we can talk about that next week. Yeah, um,
Speaker 2 00:45:12
Funny thing was Cost Shift at the same time, sent me the P and L for uh Sharp. At the exact same time, I got them back to back. Yeah, there we go. Yeah.
Speaker 4 00:45:24
Um, let's see. Issue with storage meeting is okay. Um,
Speaker 3 00:45:30
Storage. Oh, I think we handled this one already. This was Jeremy and the issue with their storage onum for marketing that marketing storage email that would pop up.
Speaker 2 00:45:51
Yeah, that's very. That's clear of that one.
Speaker 3 00:45:53
I'm just giving us all the analogs to hang out. Yeah, agenda people. Um, so I think I asked folks yesterday in the onboarding chat. Let me just check. Okay, Alma her email is set up. I think I didn't ask him. I'm going to ask in the chat have we set up have we requested?
Speaker 1 00:46:36
Yeah. Um, And then we Friday I will know if we'll have anotherum attempt coming in to support the department. Right. Yeah.
Speaker 3 00:47:27
That's. Yeah, um, So the thing that I'd love to have, if you can get me before the weekend. So I can build my minions over the weekend is just one more template. In your tech automation stack.
Speaker 2 00:47:42
Yeah, let me let me just send you over. I am going to trust you not to do anything. I wouldn't do with what I am about to.
Speaker 3 00:47:51
I will not do anything crazy, because I'll be scared.; I am gonna break it. So. Going,
Speaker 2 00:47:57
Gonna send you all of my agents. I am going to zip them up in a file folder. But you can't share this with anybody, because I these are not my dumbed down ones for general consumption. This is my, I got you. Yeah,
Speaker 3 00:48:13
Yeah. I made some stealth. I had ideas for stealth ones as well. Share this with you when I get them built. So yeah, you know, and I mean, I definitely like the Hugo one, because it was like, nope, tell me brutal honesty. And then I'm probably going to make one. That's a little bit like. Nice to me on the other side. Yeah. Oh, yeah. So that and um I did get your message about that one training. You felt like that was going to be too simplistic based on I, guess talking me and reading it or something. Yeah. Um but I'm so I'm starting to get bombarded so as they come in, I'll ask you what your thoughts are on on some of these trainings that are coming in? Um didn't see that then Microsoft had, I think it's Microsoft.
Speaker 3 00:49:02
Has their own or maybe it's Meta that has their own AI training. Microsoft does. Yeah, that's like a couple of hours since like okay. And it's free. Yeah, the other level, the free, that whole thing right there. Yep. Okay.
Speaker 2 00:49:26
All right, just sent you a file.
Speaker 2 00:49:32
And so that you have it, It's a zip file of every single one of my minions and their learning and how I've got it set up. And I'll get that sent over to you. Or I mean,
Speaker 4 00:49:45
Sending over something stupid.
Speaker 2 00:49:47
Huh? Teams or? Oh, I can't send files to you via Teams. Um, I send it by email. Okay. Yeah, we have files shut off for going external here. Okay. Yep.
Speaker 2 00:50:04
And then I do want to have a team's organization conversation meeting with you, Carl and Jeremy. And the reason why I want to include the other two in is so that they feel like they're involved. Oh no, no,
Speaker 3 00:50:19
No. I think we should have those meetings. One of the thingsum you know, like as I think I've been overly focused in HR, right because of the compliance and the risk. And so hiring Alma, so I think we can start those in May. I have no problem with that. And I think, um, it would be good. Ansor did not send me. So you talk to him? He did not send me the committee information.
Speaker 2 00:50:45
I will i owe him a chat about something else. Uh, I'm going to say Michonne is checking on the committee information.
Speaker 3 00:50:58
About committee, I think it's really good. I think we'll have the insight that we need and then people, you know, will have access to you as well as the information. Um, you know, 'cause everybody's got an idea and doesn't realize the money. And so and then I think it'll give us also when we're doing budget, which is gonna come up around August uh what we wanna put in next year's budget. Yeah. I did push back already to take some, And I think I may eventually need to take some of those things that don't belong to us out of our budget and give them to their actual departments. Um, yeah.
Speaker 2 00:51:37
Yeah. One hundred percent agree.
Speaker 3 00:51:39
For example, Curiosity sits in HR's budget. Volgistics should sit inum the budget, maybe between program andum development as well as their marketing items should sit with them. Uhhuh. Yeah, Yep, But I think we may want to look through the stack and define for them, define like what makes sense to sit in our budget, what makes sense to sit in other people's budgets. Um, and then he brought up in the meeting a little bit. I don't know when you guys were meeting, but um. He brought up in the meeting. You know where they are with Salesforce, and they're trying to move it forward. And he just he was like I I think I spoke before.
Speaker 3 00:52:26
Um, I really knew what was going on, but I need to go back and read. What is actually going on with um Salesforce? And I gave you kudos. I said, you know, she really took hold as your project manager in that meeting. Yeah. Um and was able to, and I said, even the the recap speaks to Prolosi about the things that they need to accomplish. As well as what we are responsible for, so I said I really appreciated that that she was on the call.
Speaker 2 00:52:58
Yeah, I enjoyed being on the call. He was a little monotone, and my ADHD got the better of me a few times, but I really enjoyed the call for the most part.
Speaker 3 00:53:09
Yeah, I think you should tell me. I was like yeah, probably would have got me too like yeah So,
Speaker 2 00:53:15
I was like thank goodness for plod during those those times because lately, I am going to need to go on that HRT stuff. My doctor keeps telling me about. So, because she's like," Yeah, You are at that age where most women your age at this current time find out that they do have ADHD."
Speaker 3 00:53:39
It's weird. It's really really weird. I can speak because it's like women find out so. Much later in life, but oftentimes I have a good friend. She found out when she was, you know, I think she said she was in her forties. Yeah. Um, She found out about it, and to me, it makes sense when she was like telling me all about it. But she said she didn't get diagnosed but she said her whole life, She had been using it as a tool, not in a way of like, oh, I have a disability.
Speaker 2 00:54:16
Yeah, that's the way I've been using it. It's my superpower, but I also am learning that the older I get, the more unmanaged it gets. So and the more I need to be a little bit more organized in things. Oh, I have to jump off here. I have another cloud meeting on which I need to set people up for.
Speaker 3 00:54:47
Understandable. Oh, I got the minions. I just need the tech stack.
Speaker 2 00:54:52
Yes, I'm an automation stack.
Speaker 2 00:54:55
Yeah, Let me get that for you. You'll have that in pretty soon. I was building out another agent, so I want to click off that and go to my agent stack. I mean go to my stack.
Speaker 3 00:55:07
Okay Perfect.
Speaker 2 00:55:09
All right Thank you You're welcome,
Speaker 4 00:55:10
I'll see you later You too Bye.
Speaker 4 00:55:17
Oh.
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06-18 Meeting Notes: Hybrid Outlook Copilot and Claude Automation for Email Prioritization, Follow-Ups, and Calendar Guardrails
## Core Synopsis
The group is converging on a practical thesis: Outlook’s native Copilot prioritization helps, but reminders and task follow-through are not solved inside Microsoft yet, so leverage will come from a hybrid stack—Copilot for intent-based bucketing, plus Claude Teams and an automation layer (n8n/Power Automate) to classify, summarize, and trigger actions. Christi demonstrates working patterns: high/low priority rules in Outlook Copilot (sender/domain/keywords), granular filters that avoid overfitting, and a second system where n8n routes every inbound email to Claude for category/urgency tagging, produces daily/midday “top hits” summaries, color codes by client/urgency, and drives calendar blocks via named agents (“April”), with guardrails (no moving invite-based meetings). The stakes are straightforward: Casey’s prior auto-forwarding rules created blind spots; the proposed agent-driven validations reduce missed emails, enforce response discipline, and add reminder scaffolding Copilot currently lacks. We accept that Copilot will keep improving, but we are taking the bet on a controlled automation mesh now to protect attention, ensure responsiveness to high-touch senders (e.g., Stephen Howard), and prevent misclassification risk from rule sprawl.
## System Architecture and Operating Logic
### Outlook Copilot: Intent-Based Prioritization (Used Today)
- Settings: Prioritization enabled; AI summaries in message list; low-priority labeling applied.
- High-priority customizations: Sender-based (e.g., Anzor, Pete; Camp Vika keywords); can include domain/keywords and conditions (e.g., no CCs).
- Low-priority customizations: Security tool alerts (Sophos, Avanan, KnowBe4) and building announcements downgraded; optional to disable low-priority labeling.
- Risk control: Fewer, higher-confidence rules to avoid misclassification; anything unclassified sits in “medium.”
### The Automation Layer: n8n (or Power Automate) + Claude Teams
- Flow trigger: On inbound email to inbox, n8n sends the message to Claude for category and urgency classification (respond/delegate/informational/forwarded).
- Categorization outputs: Color-coded labels for clients/urgency; inbox retention rule (e.g., older than two weeks gets filed to client folders after review).
- Reminder scaffolding: Agents prompt for follow-ups (e.g., “no response in three days—send touch base?”) and draft outreach.
- Special routing: MFA codes and similar exceptions piped to Microsoft Teams channels for ops visibility.
- Calendar discipline: Agent (“April”) inserts work blocks only in open windows; prohibited from moving external invite-based meetings.
### Use Cases the Team Explicitly Needs
- High-touch sender handling: Stephen Howard emails elevated to high priority; potential condition-level granularity (e.g., no CCs).
- “Daily top hits” digest: A morning/midday summary of what needs response, what’s overdue, and new items.
- Rule lifecycle: Temporary high/low flags for time-bound projects (e.g., pending closings), with clean removal post-event.
- Travel/attention safety: Inbox validation gates before any auto-filing to prevent lost emails when subfolders are ignored.
### Political/Intent Reality
- Casey’s prior reliance on static Outlook rules created failure modes (missed critical emails); the group wants a system that preserves attention and adds accountability without drowning in rule sprawl.
- Christi is positioning Claude Teams and n8n as the practical bridge until Copilot catches up on reminders; Brett is translating that into a repeatable agent model for the agency context.
- The leverage is in disciplined constraints: minimal high-impact rules in Copilot, with agents handling summaries, follow-ups, and calendar blocks under guardrails.
## Action Items
**@Christi**
- [ ] Configure a high-priority rule for Stephen Howard (sender-level; consider “no CCs” condition) in Outlook Copilot settings - [TBD]
- [ ] Stand up a baseline n8n flow that classifies Casey’s inbound emails (respond/delegate/informational) and generates a daily and midday “top hits” summary via Claude Teams - [TBD]
- [ ] Define agent guardrails (no moving invite-based meetings) and enable “April” to insert calendar focus blocks for Casey within preset windows - [TBD]
**@Brett**
- [ ] Determine the minimal set of high/low Copilot rules for Casey (high-touch senders, time-bound projects; avoid overfitting) and document the criteria - [TBD]
- [ ] Align the “daily top hits” summary spec (sections, color coding, delivery times) and confirm with Casey - [TBD]
**@Casey**
- [ ] Provide the list of high-touch senders/domains and active time-bound projects (e.g., closings) that must be auto-elevated; confirm any conditions (e.g., “no CCs”) - [TBD]
- [ ] Approve calendar block windows for agent insertion (e.g., 12–1 PM; constraints and exceptions) - [TBD]
Jun 18, 2026
Speaker 1 00:00:01
Because I had to, and I would forget. So it was totally user error, but George did exactly what I asked, and then we we took it out. So feedback. Yeah, I think combining that though with bucketing, But then also this assisted component where it can tell me, remind me, frankly, like you know this needs response or something like that'd be helpful.
Speaker 2 00:00:24
The reminding seems like it's really important feature. I think right. So like yeahum well. And so. Anyway, Christi, Just what I was mean hopped off. What I explained to Casey was I believe what Copilot is doing in terms of its high, low, Medium prioritization is that you're giving it inputs in terms of what you consider to be high priority versus low priority. And I would think you know that that could be any combination of things. That could be email sender.
Speaker 2 00:00:57
You know, a particular domain, particular keywords, Particular individual even use cases of where you know this, this email has an information relating to a closing or something that's time sensitive. I assume that's how you set this right?
Speaker 3 00:01:19
Yeah. So I you can actually tell it. Oh. I am so sorry. My computer does crazy things when I answer my cell phone, so it hung up on me. And yeah, it's been crazy. So basically, Let me show you how I got here first and then I'll answer your question, Brett. So I'm using the classic version of Outlook instead of the new version. So just a heads up on that one. And then up here on the top right is Copilot. I'm going to hit the down arrow and I'm going to say prioritize.
Speaker 3 00:01:49
And that's my prioritizing settings. I'm going to turn this on. I am allowing it to show AI generated summaries in the message list, and I am allowing it to apply low priority labels. So just a heads up for that. Um, I can add some customizations in this. So it's already if there's no customization, it's going to read the intent behind the message and then my high priorities, I added if it comes from Anzor or Pete from within Crimson, It's a high priority automatically. So, uh, and I'm sure.
Speaker 2 00:02:23
We can do that for Stephen Howard, right? Yes. So like on Stephen Howard Founders, Casey needs to mark that as high priority because it's you know it's coming individually and I don't know how granular you can get with this if it's cause like sometimes Howard will just email me literally with no subject line, no one else iscc'd. It's just Howard and then he writes a couple of things in there. So can you even say something like, If it comes from Howard, no other uh CCs or I I don't know. I'm just curious.
Speaker 3 00:02:51
Yeah, you can get pretty granular in it. It's not the more granular you get, the more you got to be careful of it, but it's getting better and better every day. Some one that I just deleted this but I'm going to re- add it. It's about camp Hi Vika which is a camp, Um, and I'm going to hit add. Uh, so Camp Vika is a site that one of my clients uses. Uh, we're in the middle of a project for them. So any emails that come through on that is going to be high priority. Um, It's and then I can go from there, and I could just be very simple language. It's not going to be, you know, in the past, you had to use very uh direct language. But now you can use pretty simple language and because it's all using AI. Uh, it'll help.
Speaker 3 00:03:46
Make that a little bit better.
Speaker 2 00:03:47
So that's I can see a I can think of a bunch you might want to do, but like it's great that you can add it and subtract it, right? So like if there's I don't know pending closing on you know Johnston Village, Like then you have that right or yes. And then when the closing is over, you can remove it. Um okay so that's priority what what else?
Speaker 3 00:04:07
So you also have low lower priority. Um I get because I'm an admin on all of our security tools, If it's from a security tool like Sophos, Avana or Avanon, sorry, or NoBefore, it gets a low priority immediately. Um and then I don't see them past that. So um and then anything like that, if I want to say if it's um George at something. Alright George thanks for the low priority.
Speaker 3 00:04:41
Usually he's just CCing me for informational purposes. So I could technically do that for him. But yeah, I mean you can customize it to your heart's content. If you don't want it to ever apply a low priority, you can uncheck this box. I keep it because like US Bank Tower right here, even though I'm not located in US Bank Tower anymore, Most of my onsite techs are located there, with the exception of George and two others. So I do want to keep the building announcements coming through, But I'm going to make them a low priority because they don't need to read them all the time. So yeah,
Speaker 2 00:05:17
And I, guess it just the only thing that we want, because you know my brain starts spinning. I'm like, I'm going to add 47 of these. The more you add, the more potential you have for potential misclassification. So I just think that's the just want to be sharp about, like which ones we definitely want in high, which ones we definitely want in low and then, If it doesn't fall in those places, then it kind of hits in this medium set. So what else aside from priority and particularly sort of touching on Casey's inquiry about like, will you go first? And then, but I do want to make sure we touch on anything that relates to reminders too.
Speaker 3 00:05:55
Relates to what? I'm sorry, the last part of that cut out. Reminders.
Speaker 3 00:05:59
Reminders. So I will be honest, Copilot is not yet there on reminders. Um, It is they are putting in new stuff almost weekly at this point of updates. Um, now here is what I do do. Casey, have you ever heard of N8N? No. Okay, um, you can do this in Power Automate, but N8N is a more granular automation tool. It is HIPAA ISO SAC and SOC compliant, which is the only reason why I am bringing it up to you guys. Um.
Speaker 3 00:06:36
I use N8N to, you see all my little uh categories right here. I use N8N to categorize that and I use Claude to make my blocks and set up my schedule. And everything like that and categorize out my meetings as well. So I do use um, I do use all of this together and I do use Copilot. So, just because I want to see all of the different ways that things work together. Now, to do this in innate, every time an email comes in that comes only into my inbox, it's going to categorize the email whether or not I need to respond. If, it's a delegation or if it's informational, and you can see the informationals are coming up here. If it was forwarded from something else and I need to respond, the system will classify any of them that I need to respond to.
Speaker 3 00:07:31
And then that way I can sort and filter by categories. And then every two, well, Every day, it's going to look at anything older than two weeks, and it's going to push them into one of my folders here. And as you can see, my folders are pretty organized. So, if it's a client email goes in that client folder and things like that. I have Claude in N8N doing this because I can get a little bit more granular with it. And then I know you guys are discussing using Claude Teams, right? Yeah, we are. Okay. So I'll just be honest. Um, I'm using Claude Team as well. And so if I go in here, I can tell it to connect to my Outlook because the the connections are already there and hang on. Let let it pop up because I had to reboot my computer at one point today. Um, I'll go. I'll go into claude code for this one, because that's where i have it set up.
Speaker 3 00:08:28
And this is where all my minions live. I actually have agents, AI agents I built into Claude. I have 52 of them. They all have their own information. They know how to react, how to do things. And so I'll be in here and I'll say, "I need April to go through and ensure that I have the blocks." For my work on my calendar for next week. Now, she's already she already knows this. She is allowed to create blocks, But she's not allowed to move any meeting that was sent to me by invite. So like George's meeting for today and things like that, she can't move those. So she's got that hard coded as a rule. Is it all over the agents? Yes.
Speaker 3 00:09:24
Because, you know, Anzor stole my human April from me because she was doing such a good job that he wanted April. So I had to make an AI replacement for her.
Speaker 2 00:09:34
So you created an agent? Well, again, a lot we're showing a lot of behind the scenes stuff in this case. But like, ultimately, we could set up if there was like a like what she's done here is just create an agent basically uh that that is capable of doing a lot of different things. But in this case, it's like okay I need to make sure I've got room in my schedule. Able to go do that. Yeah. And there again, there's rules like she just mentioned where okay, yeah, the AI agent's not allowed to move any of my meetings. But if I have a window between the hours of twelve and one, then the agent can go and actually is that what it's doing? Christiti is inserting a block into your calendar? Yeah. And this could be set up for agencies. Yeah, go ahead.
Speaker 1 00:10:21
This this is really, Helpful. I mean, This is the kind of thing that, that I would really like you You insert directives into Claude, and then because it's connected, it can go into your Outlook and execute those. That's how that's exactly right. Yes, that's exactly right. Okay. How do I get minions guys? What do I do?
Speaker 3 00:10:43
So well, first off, you're going to you're going to read my blog post about minions on my my website.
Speaker 2 00:10:52
And then. So, then we're going to uh so basically, we could set up these agents for him to go do various tasks, right? And then um could I mean, like, for example, if if um if something needs I, guess my whole I, the value I find in agents is it's something that you repeat all the time. So if he has a regular task, and I can think of the one thing that I would. I think he would want, based on my conversations with him and Casey. Obviously, tell me if I am wrong, But kind of like a daily top hits of what do I need to respond to today? What's immediately urgent? What is new that I don't even know about? Like, I think you could get an agent to do that kind of a summary for you pretty well, right Christy?
Speaker 3 00:11:45
Here is my midday check. Um. Of everything. Yes. And it's colorful. Yes. So, And I need to go in and clean up some of these because I got a bunch of this already done. So I don't need to worry about it, but yeah, it's all color coded. It tells me what's overdue. A lot of these I'm just waiting on the client to come back to me on, you know, and I can go from there. When I came back from vacation, uh, I asked for it in Claude Co to tell me what are my priorities on emails that I need to respond to? And it provided that to me.
Speaker 3 00:12:20
Um, so it's it's that. And then Radar sends me a morning stuff where I have actions and the latest news that I need to be on top of for clients. Um, And then I can go into Claude Co or Claude Co work one or the other and say, Hey, I need to send out a message to all my Microsoft Copilot clients and give them some heads up on this.
Speaker 2 00:12:44
Is this rip? So, Radar is another agent. Radar is going and looking out on the web for all the recent updates on given parameters, on given topics. Yeah. Cool. Very cool. That's right. That's very cool. Yes So okay. So it seems like based on where this conversation is going. It seems like Claude actually is going to give more of at least and you the other tool you referenced, which I've already forgotten. It was like an acronym.
Speaker 2 00:13:15
But you're using essentially that one tool to group by color, And then is Claude also then obeying said color when it's doing its summaries or no?
Speaker 3 00:13:28
It is. It is obeying that color. So it is in here right here. Client, this is N 8 N. Yes, and so basically it's like Power Automate on steroids or Zapier on steroids. It allows me to get really granular. So this my Outlook cleanup, and this runs every time I get an email. It comes in within two minutes it runs, and then it just has some things it does. It will send to Claude, here's a copy of the message. You need to designate the category and the urgency behind it, and then if it is, and this George for George only.
Speaker 3 00:14:12
Um, If there is MFA MFA code that's sent to me George through the automation system because all the staff in the company need those uh MFA codes that come through. It puts them in a specific Teams message on Microsoft Teams. So you can get as granular as you want on this. Um yeah.
Speaker 2 00:14:35
And I think I don't know if we need to get that granular into this project. But I think that the the one thing that I I. The nuance I am seeing here with being able to do it this way, like this case was talking about, like when he first came in, George set him up with some auto forwarding rules in Outlook just using native Outlook. Right? Which that's very binary. Right? Very like or fault. Okay. Any email referencing um Argus goes into this subfolder but, Yeah, But then he was saying I was missing some emails, because there actually was one or two important ones in there. Or even when he was traveling, you know, He didn't check the sub folder ;. He was only checking his main inbox and and he was losing track of what was important. This seems like you could build in controls to essentially auto forward things, but after it cleared some validation steps first. Like okay, before I move anything to a subfolder.
Speaker 2 00:15:32
I'm going to make sure that it's going to sit in my inbox for two weeks. Or before I move anything uh to a subfolder, I have to make sure I have responded to the email or in some other way, completed the task, right? Am I am I thinking about this right?
Speaker 3 00:15:49
No, you're thinking about it perfectly. Um because that's essentially what I do with it. In fact, it goes so far as to have April say hey, Brett hasn't responded to you in three days. Do you want to send a touch base? Uh, Do you want to send a touch base back to Brett and and check on the status of this? And if it does, it'll stick on my dress. You're probably looking for my mom. She's currently in MFA she's in an A right now.
Speaker 2 00:16:18
She may be with uh yes based on that particular, Action item. It could actually, okay, anytime after someone again you can define who you want. It's like some people maybe doesn't require a response, But again, if it's like for a high touch individual or what whatever the case may be, It'll come up with some kind of a rule for that, and then it will come up with the draft of how the at least get you started with the with the drop with the draft right? Yes.
Speaker 3 00:16:52
And. So this is this is a copy of oneum that I just I I told April I want it to look pretty because this is my proposed schedule. So.
Speaker 1 00:17:05
Yeah, that's great.
Speaker 3 00:17:07
Ask him to give me one second. Uh, yeah sorry, she's. Uh. Let me put you guys on mute for just a second while you guys talk about this.
Speaker 1 00:17:14
Okay, sorry about that. So do you guys think that Hi,
Speaker 3 00:17:17
This is Christy. Hey Christy good afternoon my name is Bhakti.
Determine minimal Copilot rule set for Casey (high-touch senders, time-bound projects, avoid overfitting) and document criteriaAlign daily top-hits summary spec (sections, color coding, delivery times) and confirm with CaseyStand up baseline n8n flow classifying Casey's inbound email and generating daily and midday top-hits summaries via Claude Teams+4
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06-16 Weekly Meeting: Progress Invoice Clarity and Project Reference
## Meeting Information
> Date: 2026-06-16 10:48:01
> Location: [Insert Location]
> Participants: [April] [Christi] [Speaker 3] [Mike]
## Meeting Notes
- Topic Title: Clarifying project reference on a progress invoice
- The team discussed an invoice lacking a clear project reference, causing confusion for Mark and clients.
- April showed that the project reference appears only in a specific area; Mark may have missed it.
- Mike noted clients often ask “What is progress billing?” and “Which project is this for?”
- Consensus: Add the project name in the bottom comment section of the invoice to improve clarity.
- There was an attempt to annotate and share the screen in Teams; controls were adjusted to allow April to demonstrate.
- Conclusion: Add the project name to the bottom comment of the invoice and resend with clearer labeling.
- Topic Title: Placement of project name on invoice
- Mike asked if the project name can be placed near “Progress Invoice” (left of the amount).
- April explained that area is grayed out; the bottom comment can display the project name and will surface appropriately.
- Christi stated prior attempts required paid customization via ConnectWise to change invoice layout.
- Conclusion: Use the bottom comment for the project name; do not pursue layout changes now.
- Topic Title: Progress billing numbering (e.g., “1 of 2”)
- Mike recommended adding a sequence like “1 of 2” to indicate the total progress invoice count.
- April and Christi discussed feasibility; April will explore how to add this in the bottom comment after unbatching.
- Mike shared this improves professionalism and reduces client questions; frequency of such questions is low but worth addressing.
- Conclusion: The team will try to include “1 of 2” style notation if possible and report back to Mike.
- Topic Title: Operational steps to update and resend invoice
- Plan to request Finance to unbatch the invoice to allow edits.
- After unbatching, add the project name and, if feasible, progress numbering in the bottom comment.
- April will coordinate with Maggie, Elisa, and Maricar on the unbatching and edits.
- Consider explaining the changes to Mark or resending the invoice with clearer details.
- Conclusion: Proceed with unbatching, editing, and resending the invoice; communicate clarity improvements.
## Next Steps
- [ ] Request Finance to unbatch the invoice to allow edits.
- [ ] Add the project name in the bottom comment of the invoice.
- [ ] Evaluate and, if feasible, add progress billing numbering (e.g., “1 of 2”) in the bottom comment.
- [ ] Resend the updated invoice with clearer labeling.
- [ ] Inform Mark about the changes and where the project reference appears.
- [ ] April to coordinate with Maggie, Elisa, and Maricar on the unbatching and updates.
## AI Suggestions
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. Confirm whether ConnectWise customization is truly required to move the project name near “Progress Invoice,” and decide if the expense is justified.
> 2. Define a standard for progress billing numbering (e.g., total number of invoices) and ensure the team can consistently apply it.
> 3. Create a brief client-facing explanation of “progress billing” to include with invoices to reduce recurring questions.
Jun 16, 2026
Speaker 1 00:00:01
Christy, uh, Carney reached out regarding the progress building is sent. And for some reason, the invoice is sent doesn't have a reference on it like to which project. Oh, one sec. Let me just. Ah okay. I see it now Well initially for um okay. So here's what Mark said um this says it is a progress payment. Uh, sorry. Can you see my screen by the way?
Speaker 2 00:00:32
Oh no, I'm sorry. I was looking at something else. Okay.
Speaker 1 00:00:36
He said pro progress for what? And then I checked the attached invoice that Mike sent me because he initially emailed Mike about the invoice. Okay, So it looks like uh Maggie. Um the reference is only showing up in here. I'm not sure if Mark didn't notice this because, He was kind of asking for which project is this one.
Speaker 2 00:01:02
Let me let me add Mike. Yeah.
Speaker 1 00:01:13
I think he's also not aware that you're going progress building now,
Speaker 3 00:01:16
So we don't tell anybody. Yeah. It's not letting me Can you call him? I can't it's not letting me add him to the call. Oh, hang on. One sec. I.
Speaker 1 00:01:41
Think we should add a reference for just additional thing. Yeah, Chrissy, you can add it in here.
Speaker 2 00:01:48
Well, I have a better idea. Why don't we show Mike? Oh, Mike is here. Yeah, Mike mike You are weird. Bring it back up. Yeah, look, look at look at April's screen.
Speaker 1 00:02:05
This were Mark's question for which project is progress building related to? But April, can you April,
Speaker 2 00:02:12
Can you approve that request?
Speaker 3 00:02:15
Oh, which one? It's oh hello okay.
Speaker 4 00:02:18
It's the invoice the way the invoice looks. So we we have it at that, So Christie, is this project name where we list the project? It's like in the title. Most people look at the title, they look at like the body.
Speaker 2 00:02:34
I know. I'm teasing you because I didn't know it either until April showed me. I'm just giving you grief because you missed me.
Speaker 4 00:02:41
Oh, because you're good at it.
Speaker 2 00:02:43
Yeah, I'm good at giving grief. Yeah, I didn't know it either and I'm the one who sent out this invoice. Oh okay, Cause uh I I I decided to learn how to do it. And they just showed me that for the first time. I'm playing around with with yeah. Yeah, that's cool. Yeah. What are you using? Uh just annotate in Teams.
Speaker 4 00:03:11
Oh it oh, but you have a stylus though, right? Or is that your mouse?
Speaker 3 00:03:14
That's my mouse. Okay, yeah, So.
Speaker 4 00:03:18
Anyways yeah like, I've this is, I've had multiple clients say," Hey, you know, your invoices like the especially the progress building. Like what is this for?" Because, it should be listed at the very bottom in that white area, where it says" progress invoice."
Speaker 1 00:03:36
You did add that as a bottom comment here, Christy.
Speaker 2 00:03:40
Wait, show me.
Speaker 1 00:03:42
Oh, sorry. I do I have control? I cannot see my mouse or my cursor.
Speaker 2 00:03:47
Oh yeah let me let me quit, Let me quit the annotate because I how do I quit? Go back? Stopum turn it off, clear all annotations and go back to select all right, see if you can do it now. Uh, no,
Speaker 1 00:04:07
Asking me to like making me draw.
Speaker 2 00:04:11
Look at the top of your screen. It should have a stop annotate up there because you're sharing. Yeah. Okay, yeah, hang on. I'm playing with all the new features that have been around. There you go. Yeah. Okay,
Speaker 1 00:04:24
Mike, We can add that here at the bottom comment. And then when that's added at the bottom of the comment, you'll see the project name here. That's something that you can do.
Speaker 4 00:04:37
We can't put it where it says progress invoice?
Speaker 1 00:04:40
Yes, like for the project name, Christy, you can just Oh go back. No what your Oh sorry.
Speaker 4 00:04:48
No, no, no. So, you see where it says progress invoice to the left of the twelve fifty? Right there. Yeah. Can we can we put it there?
Speaker 1 00:04:55
Um, if we put it on the bottom comment, the it should be hang on. Let me just try it here. Oh, it's grayed out already. Can, we and now we can add them unbatched But. What I'm trying to say is this, uh, project name right here. It will go here. Here If. We put a bottom comment from the invoicing.
Speaker 4 00:05:18
Is there any way we can move it up a little bit higher? No.
Speaker 2 00:05:23
I think the last time we tried that, we actually had to get, we had to pay for Connectwise to make those changes for us, if I remember correctly. Yeah.
Speaker 4 00:05:33
Okay. Okay, Well, that's Bob. The bottom comment is going to be better than than in in the title.
Speaker 1 00:05:40
Yeah Could you explain to To Mark or should we like resend because I'm not sure.
Speaker 4 00:05:48
How much trouble is it to resend?
Speaker 1 00:05:52
Um, I think we can just uh edit this via like, oh, we can unbatch right? Maggie? Yeah yeah we can do that Mike. We can just request finance that we will unbatch this invoice so we can make changes and then I'll let them know that we're going to.
Speaker 4 00:06:10
Resend it with a more clear. The only other thing that they're going to ask for if we're doing progress billing is it's like. One of two, two of two. One of three, two of four.
Speaker 2 00:06:25
For this one, you are asking a lot. Yeah, everything I do is half.
Speaker 1 00:06:31
Oh, half the amount. Okay, so this is one of two. Yeah, Mike's.
Speaker 4 00:06:35
So hey Christi as an account manager, that's that's my job is to avoid customers having to come back to us saying, hey. Yeah. But,
Speaker 2 00:06:44
You're you're going to have to sweeten the deal to to April and Maggie and say, hey, you know, you got to learn a bunch of things. Here's some chocolate for your hard work.
Speaker 4 00:06:54
Well, I can't send them chocolates but I can I can reciprocate via karma points.
Speaker 2 00:06:58
Oh yeah, that would work That works. But I do have it on very good authority bebecause I have the addresses in my in my Amazon account that you can deliver anything by Amazon. Ca use I I.
Speaker 4 00:07:13
Think I tried that once and I thought I wasn't able to you have to go to like the Philippines Amazon.
Speaker 2 00:07:18
So what I do is I give April my logins and April does it for me. Yeah,
Speaker 3 00:07:32
Yeah. Just just letting, you know, that's two comments. I've heard from customers is number one. They usually reach out bebecause what the hell's progress billing.
Speaker 4 00:07:39
And then the second question I've heard in the past is, okay, so what progress one of two, Two of two, like how many of these progress invoices am I going to get total?
Speaker 1 00:07:49
Okay regarding the one of one, Two of two, we're uh, we'll find out uh Mike we'll figure out how can we add that. So later I'll let you know if we were able to find something.
Speaker 4 00:08:01
Honestly I've only had maybe that that second question, like what progress, like one of whatever I've only been asked that twice. Mhm. But so, it's up to you guys. But it's a good it's if we can do that, It makes it us appear more professional, and it'll avoid customers having to ask us questions.
Speaker 1 00:08:22
Got it. Okay, yeah, we'll figure this one out and we'll let you know Mike.
Speaker 4 00:08:29
Okay sounds good. Thank you.
Speaker 1 00:08:31
Thank you Bye Christy We'll just resend thisum invoice We have to uh requestum. Financed that we will unbatch this. Maggie, Can you work on this one with Elisa and Maricar that we're going to do? But, we're going to unbatch this one, so we can add the project name at the bottom of the comment. But also, Christy, I think we can add one or two, right Maggie? Since once after pasted or paste a bottom comment here, we can add some more characters, right?
Speaker 2 00:09:07
Yeah. Okay. Okay, are you good with the changes? Yeah, I'm good with the changes. I want to go give Mike some more grief. I just learned this. You're already shitting on me. Um yeah, let me go let me go be mean to Mike for a second.
Speaker 3 00:09:21
Okay He deserves it Christi You're welcome Bye Thank you Bye.
Add project name to the bottom comment section of the progress invoiceResend updated invoice with project name and clearer labeling to MarkRequest Finance to unbatch the invoice so edits can be made+4
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06-18 Lecture: Managing Microsoft Distribution Lists
Date Time: 2026-06-18 08:42:21
Location: [Insert Location]: [Insert Location]
Instructor: [Insert Name]: Christi
## Summary
This lecture is a real-time, step-by-step tutorial led by Christi on how to locate and manage a specific Microsoft distribution list, `AF_supervisors`. Christi first attempts to find the list through the Microsoft Entra admin center (`intra.microsoft.com`) and then through the Microsoft 365 admin center (`admin.microsoft.com`), leading to the Exchange admin center. The process involves navigating through groups and searching for the distribution list. Throughout the tutorial, she encounters difficulties locating the specific list and ultimately decides to pause the session to get more information from a colleague named Shane, who made the original request. The tutorial also highlights using a tool called Snagit to capture steps and mentions the need for a separate demonstration on using "Synapse Secure" for logging into admin accounts.
## Knowledge Points
### 1. Process for Managing Microsoft Distribution Lists
- **Objective: Find a specific distribution list.**
- The primary goal is to locate a distribution list named `AF_supervisors` to perform an update, as requested by Shane.
- **Tool Demonstration: Using Snagit**
- The instructor, Christi, announces her plan to use Snagit to capture her actions.
- She specifically mentions using a new Snagit feature called "Steps," which automatically records the steps as she clicks, creating a documented procedure.
- **Method 1: Using Microsoft Entra Admin Center**
- **Step 1: Access the portal.** Navigate to `intra.microsoft.com` and log in.
- **Step 2: Use Synapse Secure for login.** The instructor notes that the audience will need to use "Synapse Secure" to log in and that someone named Anton can show them how. She logs in using her own account.
- **Step 3: Navigate to Groups.** Once logged in, go to the "Groups" section.
- **Step 4: Search for the group.** From "Groups," go to "All groups" and use the search bar to find the distribution list.
- **Step 5: Attempt to locate the list.** Christi searches for "AF supervisors," "AF," and "supervisors" but is unable to find the correct list, as the search results are not what she expected. She mentions not knowing the exact naming convention.
- **Method 2: Using Microsoft 365 and Exchange Admin Centers**
- **Step 1: Access the admin portal.** Navigate to `admin.microsoft.com`.
- **Step 2: Use CIT Admin credentials.** The instructor states that one should sign in as the "CIT admin" using "Sign-in-as-Secure" (Synapse Secure). She notes that Sean will need to demonstrate this process as she is unfamiliar with it.
- **Step 3: Navigate to Exchange.** From the main admin center, go to the "Exchange" admin center.
- **Step 4: Navigate to Distribution Lists.** Inside Exchange, go to "Groups" and then select "Distribution list."
- **Step 5: Search for the list again.** Use the search bar to look for "AF_super" (based on an email from Shane reading "Shane update AF_supervisors"). The search yields no results.
- **Step 6: Further troubleshooting.** After the search fails, Christi tries sorting the lists but still cannot find the correct one. She finds lists named "program supervisors" but confirms they are not the correct ones.
- **Pausing the Tutorial**
- After failing to find the distribution list through both methods, Christi decides to pause the demonstration.
- She plans to contact Shane, who works at Ability First and made the request, to get the correct information about the distribution list's name or location.
- She promises to call the participants back once she has the necessary details.
## Questions
- [Insert Question/Confusion]
## Assignments
- [ ] 1. Follow up with Sean for a demonstration on how to use Synapse Secure (or "Sign-in-as-Secure") to log in as the CIT admin.
- [ ] 2. Await Christi’s follow-up with the correct name or location of the "AF\_supervisors" distribution list after she consults with Shane.
Jun 18, 2026
Speaker 1 00:00:09
Okay, I'm going to show you guys how to do this.
Speaker 2 00:00:12
But first, let me. I'm going to. What I'm going to do is I'm going toum share my screen, but I'm also going to use Snagit and set up Snagit to capture all the steps. That way we have it.
Speaker 1 00:00:26
So hang on one second.
Speaker 1 00:00:32
Let me find my Snagit. There we go. Snagit.
Speaker 2 00:00:39
Just came out with a new amazing feature called Steps, and it basically grabs the steps as I click. So yeah,
Speaker 1 00:00:51
So I want to make sure that I capture all of these for you guys. All right.
Speaker 1 00:01:02
Is he sick? No. Yes. Okay. Yes, you're not allowed to be sick. That's why he hides his face, he don't want you to know he's sick.
Speaker 2 00:01:18
All right, So we're going to go to intra dot microsoft dot com and you're going to log in. Using Synapse Secure. I'm just, I'm logging in with my account. So that's the only difference. Anton can show you guys how to use Synapse Secure. So real quickly, once you're in here, you're going to go to groups and then from groups, You're going to go to all groups, and you're going to find a distribution list.
Speaker 2 00:01:58
So the distribution list for this one is going to be, I think, AF supervisors. So, we're going to go up here in the search, and we're going to type in AF. And I.
Speaker 1 00:02:11
Am going to scroll because there's a lot of AFs out-- I don't know how it's written. Um, I'll see it. Okay. So we're going to do supervisors, see if it comes up that way.
Speaker 1 00:02:31
Nope, that's not it either. Hang on,
Speaker 2 00:02:34
Let me go back to my email. Shane update AF underscore supervisors. Okay. AF underscore super That's not it either. Okay, So in this case, what we're going to do is we're going to go to admin dot Microsoft dot com.
Speaker 2 00:03:01
And we're going to go down to Exchange. Basically everything I'm getting to,
Speaker 1 00:03:07
You can go into admin. microsoft. com to get there. And when we go to admin. microsoft. com, we sign in as the CIT admin? There's a CIT admin for this?
Speaker 2 00:03:23
Yes, but you're going to use Sign-in-as-Secure to do it. And Sean's going to have to show you how to do that because I don't know how to do that.
Speaker 1 00:03:31
So. Synapse, or Synapse, or Gora?
Speaker 2 00:03:35
Um, someone add Sean to this chat. Oh okay. Yeah so he can because yeah he's gonna have to show you. All right. So while I'm in here, I'm gonna go into groups here and I'm gonna go to distribution list, because I couldn't find it in intra. So I'm gonna do AF underscore.
Speaker 1 00:03:59
See if I can find it this way. I'm going to go into search up here at the top. AF underscore super. See what pops up. All right, so it's not in there. It's not in there.
Speaker 1 00:04:30
No boxes. It's not in there. Let me sort by birthday now instead.
Speaker 1 00:05:04
Okay, let's start in here. I have program supervisors and I got two program supervisors. Alright, hang on one second. I saw Shane walk by. Let me see if he walks back by. Oh, you have you're down now? Mm-mm. I'm gonna ability first. Oh, Shane's got a move to be first with you? Shane works at Ability First. He's the one who requests them this time. Oh, okay, got it. Alright.
Speaker 1 00:06:04
Uh, let me find out from him and I'll give you guys a call back. Okay, we'll be here. All right, bye.
Resume and complete the AF_supervisors distribution list update tutorial once correct list details are confirmedArrange a separate demonstration with Sean on how to use Synapse Secure to log in as the CIT adminContact Shane at Ability First to get the correct name or location of the AF_supervisors distribution list
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07-16 Meeting: Copilot Feature Updates and User Adoption
> Date: 2026-07-16
> Location: [Insert Location]
> Participants: [Christi] [Speaker 2]
## Meeting Notes
### Copilot Feature Updates and Usage Review
- Christi is experiencing technical issues with Microsoft, including slow loading and a temporary Copilot license error, but notes her M365 Copilot is now functioning correctly.
- She is turning her camera off due to unstable internet at a client site.
- New Copilot features:
- Claude is now fully integrated.
- A new, albeit “bland,” design is available.
- “Work IQ” has been added.
- Scheduled prompts can be set to run at specific times (e.g., 8:00 AM daily).
- Christi highlighted the mobile app’s voice feature, which she uses during her commute to Pasadena to have emails, to-do lists, and her calendar read to her.
### User Adoption and Usage Statistics
- All six enabled users are active, reflecting 100% adoption.
- Activity is highest in Excel and Word, with additional usage in Teams, PowerPoint, the mobile app, Outlook, and OneNote.
- Christi encouraged trying Copilot in OneNote and Loop, noting Loop is similar to Notion.
- One user, Mark, submitted 168 prompts in 18 days, which Christi found highly impressive.
- Most other users are at or under 30 prompts.
- Speaker 2 noted that building confidence is key to increasing usage among less active users.
### Training and Feedback Collection
- Christi asked about rolling out training to the remaining team members.
- She shared a survey form, created before her hospital stay, to collect feedback in real time.
- The form does not allow file uploads; Christi advised sending screenshots or files via email to her and CC’ing the help desk to create a ticket.
- Christi’s email has an agent set to scan for requests from this team.
- There is significant client interest in an additional Power Automate class to enhance AI capabilities. Christi is working on this and will also send out videos.
### Follow-up Meeting with High-Usage User
- Christi proposed a one-on-one meeting with Mark, the most active user, to understand his process; others are welcome to join.
- A meeting was scheduled for July 23, 2026, in the upcoming week.
- The meeting is scheduled for 1.5 hours to ensure ample time, though it may not require the full duration.
### General Updates and Action Items
- Anzor is on vacation, delaying Christi’s ability to share meetings more effectively.
- Christi will send out notes from the current meeting.
- She will continue building training documents and add them to the shared files; the team should notify her if links expire.
- Christi mentioned she owes Daniel the PowerPoint portion of a deliverable, which is the last remaining piece.
## Next Arrangements
- [ ] Christi to send notes from this meeting.
- [ ] Christi to conduct a one-on-one meeting with Mark (others welcome) on July 23, 2026, to discuss his Copilot usage.
- [ ] Team members to email feedback, screenshots, or files to Christi, CC’ing the help desk.
- [ ] Christi to deliver the PowerPoint portion of the deliverable to Daniel.
- [ ] Christi to create and share Power Automate training materials and videos.
- [ ] Team members to notify Christi if shared file links expire.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. A timeline for rolling out the main Copilot training to the rest of the team was discussed but not finalized.
> 2. Interest in a Power Automate class was noted, but no specific schedule or format for the training was decided.
> 3. Technical issues with Microsoft products (slow loading, license errors) were mentioned, but no resolution plan or follow-up with Microsoft support was established.
Jul 16, 2026
Speaker 1 00:00:08
Good morning. You know, life is really amazing right now. I'm starting to feel like I'm getting caught up. I know it's been a few weeks, but you know, I'm starting to feel like I'm getting caught up with you guys. It was easy to get caught back up on, but um you know it's one of those things where I'm like okay, I got to get fully caught up with everybody else. You guys were one of my primary.I'm going to get caught up with you guys first.
Speaker 1 00:00:47
Yeah. And your uh, some of your guys have made it super easy for me to do that. Um I am running into some issues I wanted to have today for you guys, but Microsoft has been really slow on loading up my stuff. Uh it just now told me for a moment that there was no Copilot license ever assigned. Which we know is a lie. But I had to do a refresh to get that usage back up. I think Microsoft's had a few issues lately. We're still digging through a lot of the different things that we've seen come through. Bear with me, my view has gone crazy, so let me get my view fixed.
Speaker 2 00:01:47
Oh, there it is.
Speaker 1 00:01:53
Um, I am going camera off today only because I am sitting at a client site and their internet has been up and down today. I don't know if it's a it's highly unusual, But for instance, uh, you look like you're frozen mid smile, looking at me and you've been that way for a few minutes. Some. Just a heads up for you guys. I am I that's I'm going to turn off view for you guys. So I'm not going to see your faces mostly because of the internet issues. No, don't do that. Uh okay so I am sharing my screen. I want to go over a few things with you guys. This is the copilot usage. It has been having some issues lately um throwing things up. But I think that's with Microsoft making a lot of changes.
Speaker 1 00:02:42
Um, Microsoft has fully added Claude in now, so you will get uh Claude if you go in there. And they worked on a new design. I don't know if you guys have seen that. There's some new designs out. Uh Work IQ has been added. I'm leaving mine on. Um I do go back and forth, But now as of actually this morning, all of my M 365 Copilot is back correctly. Everything's looking good um. The new design is on. I kind of like it. It's just looking a little bland. For you guys, there is some scheduled prompts that you guys can do now, and you can set those up to say, hey, I want this to run every morning at 8:00 AM. And so you can do that under scheduled prompts, and then once you create them they're managed. I didn't do it in my tenancy. I did this in another client's tenancy and it worked really well for me.
Speaker 1 00:03:38
Working with some of their staff, getting it to set up with some schedule prompts. So I wanted to alert you guys to that, that is a change that they have made. And to dig into that, take a look at it, see if that would benefit you guys on that. Within this, they have made a few changes to the chat settings. So I'm trying to show you guys the good news as well. There are some pinning that you can do. Personalization is still They've added a few more things within your custom instructions, where you can make it just slightly longer, Which I haven't done because I just copy and paste my custom instructions to all my AI minions. So just be aware of that. And then have you guys, I'll ask this question a little bit later, but it's something for you guys to think about. Have you guys utilized agents? Now, I don't have external data access for anything, but Adobe Acrobat and Anzor put in Lucidchart.
Speaker 1 00:04:37
Adobe Acrobat, I am actually using that. That has been helpful. But I just want to bring these up to you guys as well. And let you guys know that, that is out there. So be aware of that. Also, I have been more and more on my long drives to Pasadena, utilizing the voice feature on my cell phone. It is what I wish Claude would do in the mornings when I am driving to work because Claude is my number one, bestie AI bestie. And Copilot's number two, But the reason why I bring this up is the voice turning on voice on the cell phone as you are driving. If you have a long commute, you can actually get caught up on a lot of things that way. I get my emails read to me, my to do list, my calendar. And so as I am driving, it's like having for those of you guys who've known me for long enough, it's like having my human April who was my administrative assistant.
Speaker 1 00:05:35
Who called me at 7:00 a.m. on my drives in. It's like having her do that, and it's been super helpful. So be aware of that if I hadn't mentioned it before, I'm actually getting more and more reliant on this. Because for any of you guys that know, South Bay to Pasadena in the morning is a long haul. So be aware of that. But real quickly, Your I want to look at the active users. All all six of you guys are 100 %. This is where your enabled users, like where the chats and things that everyone is taking care of and doing. Teams, there's only one of you who's pretty active in Teams. One of you who's pretty active in PowerPoint. All of you guys are pretty active in Excel and Word. And then a couple of you guys are using the app, which is why I wanted to show you the app today. And then a few of you guys are using Outlook OneNote.
Speaker 1 00:06:33
And loop, just a heads up for that you guys on that. Um, both of these I've been playing more and more with Copilot in that. Uh, It I if you guys use OneNote or Loop, which Crimson is all about the Loop. Um, give that a try. It's actually benefited me. It's very similar to Notion if you guys have heard about Notion. It's not Notion yet but they're going to get there soon. Um your chat adoption uh pretty smooth across the board um Not very many people are using the web section. Um, I'm honestly no one on Crimson is using it either. So I would not even worry about that. And then, um, so here is the it doesn't show me username. I could go look these up but I'm lazy. I'm not going to tell you who's who. But um here is the prompts that were submitted and I'm going to sort this. Uh, one of you guys is very busy Who is this?
Speaker 1 00:07:33
A hundred, okay. It's one hundred and sixty eight prompts submitted. That is more than I do, so I am impressed, highly impressed. And that's over eighteen days, so kudos to Mark. Just a heads up :. The rest of you guys are under thirty or right around thirty or under. So I saw this this morning as I was Drinking my coffee and I almost snorted my coffee when I saw, um, But that was pretty fun because I was like dang, it I'm gonna have to up my game. Um so here's where you guys are on usage. Any questions about this? Any comments?
Speaker 2 00:08:31
Using it at all. That may be too big to spend on the other for certain things. I think we're talking about how to get people confident in it, and then they'll use it more. So I think so, you know, like from my testing out, you know, that'll be others that don't use it as much as possibly some people do. I think that's fair to just have something like that for them. Mhm.
Speaker 1 00:09:02
Yeah, it's I mean it's excellent. Um, I've been really impressed with what I've seen from you guys. Um, Cause I look at every company that we roll out Copilot in. And like I said, you guys you guys have got some good data here. Now. That being said, how how are you guys feel about starting to roll out the training to the rest of everybody that's supposed to be in the training?
Speaker 2 00:10:47
Okay.
Speaker 2 00:11:20
Yeah.
Speaker 1 00:12:06
Okay. Um, heads up, I put a survey form into the chat. Um, I had built this out right before I went into the hospital, but I think i was i think it was that Friday before. um, I was going to send that out to you guys. Would this be, if you guys open it up and take a look, Would this be a good tool for you guys to report some of that information in the moment as you're working through it? Okay. Mhm.
Speaker 2 00:12:40
Oh yeah. Yes.
Speaker 1 00:13:30
That's A good question. Let me do that. Uh, where is my upload file? Hang on. It's have them send that to me in an email. Uh, I think because I've shared this to you guys externally, it doesn't allow to upload files.
Speaker 1 00:13:52
So it's it's grayed out and it's not letting me click on it.
Speaker 2 00:14:07
Yeah. Absolutely.
Speaker 1 00:14:19
And they can they can put that in here as well, but but also send it by email. Um, I have an agent that is scanning my emails for you guys for any requests and things that you guys have coming in. So I can keep that in a tally note. So.
Speaker 1 00:15:06
Mhm. We can definitely do that. In addition to that, as I'm showing agents and things like that to other clients, they're also asking for an additional class on Power Automate. Because a lot of my agents works through Power Automate. Would you guys be interested in that and do you know what Power Automate is? Okay.
Speaker 1 00:16:01
Yes. Absolutely. Um, I every single one of my AI meetings in the last, I'm going to say week and a half, every single client has asked for uh Power Automate. So so bear with me. I will forget that I've discussed that with you because I've discussed it with everyone else. Some, Yeah, it's becoming a hot topic. Power Automate has been around forever, but with the addition of AI, people are starting to realize its value. So absolutely, I'm also I was trying to work on it this week. I'm also sending out videos on how to use Power Automate that will help as well.
Speaker 2 00:17:28
Mhm.
Speaker 1 00:18:20
Yes. Um, I want to see some of his of what he's gotten. Would would it be fair for me to sit down with him?
Speaker 2 00:18:29
Because he's the most, he's used it the most. Would, it be fair for me to sit down and have a one-on-one meeting with him and maybe include a few of you guys, but not everybody?
Speaker 2 00:19:01
Yes. Okay.
Speaker 1 00:19:12
Well, for this is pretty amazing. My calendar is pretty blank for next week. What day and times work for you guys? Well, my Wednesday is completely open so.
Speaker 1 00:19:41
I'm going to send this over to you, and then, and that way it's I already have it set to you, And it's already locked in because if I don't this late into the week, people are going to start scheduling for next week. And I put it for an hour and a half, just because on these types of meetings, if I do it for an hour, some some reason why we tend to go over. So, um, it probably won't take the full hour and a half but.
Speaker 1 00:21:08
The Best way possible is, um, For for them to just send it in an email to me and CC the help desk. So a ticket's open. I'm working on training, uh about six other technicians at a higher level Copilot training. And so I think some of these are going to fall into that, and it'll be good for them to see, but also I can keep track of everything. Absolutely.
Speaker 2 00:21:50
Yes.
Speaker 1 00:22:32
Perfect. That sounds good. Um, I am going to send you guys over all the notes here, And I think the way I am trying to get some things fixed just adds up for you guys. Anzor has been out on vacation because I think it's like his. His birthday. I know his birthday is next week, but I think he went on an overseas trip for his birthday, So I need him to open up to share the meetings with you guys better. But for now, I am going to send everything over for today, just like I did last week with the training. Is there anything else? I know you've gone through extensively all my files. Keep those file links.
Speaker 1 00:23:16
And let me know when it expires because I'm going to continue building out training documents and things like that and push those into those files. So as things get updated on CoWork, and I know you guys aren't using Claude, but a lot of my clients use Claude and OpenAI, those are being filled put in there as well. And then for you guys, everybody that's in the meeting, if you guys are using other tools personally, Feel free to grab any of the Claude and OpenAI stuff if you want to learn personally how to do it. I am pretty transparent and open about sharing all my stuff. All right? Anybody else have any questions? The rest of you guys are super quiet. So I want to make sure that the rest of you guys don't have any questions before we end.
Speaker 1 00:24:28
Yeah, No, I I honestly, I'm astonished at how well he's doing. Uh, I am pretty impressed. Yeah, I honestly, I can't wait to meet him because um and see his day-to-day process cause that interests me. And I love that. Um, I wanted to pull up, I think I still have Copilot admin on my account. Uh, I want to see what compared his what I have because that, that makes me chuckle. That like that makes me feel good about everything we have going on. Nope, Anzor took it away from me. Yeah. All right. Um Daniel, I owe you some things uh outside of this. So i'm going to get those over to you.
Speaker 1 00:25:17
Um probably I had to push things out. So on that one, um I am on the last piece. And that is the PowerPoint portion of it. So which takes the longest. So I'll get that out there to you. And then for the rest of you guys, thank you for being so amazing. I owe you all chocolates. You're welcome have a great week and weekend, and I will talk to you guys soon. Thanks, bye.
CW time entry 878361 (0.45h, project ticket 946130, Alere 2695); CW note 2992164; transcript routed to 3 - Clients and Projects/Alere/Meeting Transcripts/
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08-11 Lecture: Microsoft 365 Copilot Training — Safe Usage, Outlook/Word/Excel/PowerPoint, Prompting, and Privacy
Date Time: 2026-08-11 13:57:39
Location: [Insert Location]
Instructor: Chris Brown and Christi
Summary
This introductory training series on Microsoft 365 Copilot, led by Chris Brown (CIO, Crimson IT) and Christi, focuses on safe, practical usage for new AI users across Outlook, Word, Excel, PowerPoint, and Copilot Chat. Copilot is an AI assistant integrated into Microsoft 365 that operates within existing security boundaries and accelerates work by drafting content and summaries to roughly 70% completion, requiring user judgment for the final 30%. The sessions emphasize overcoming the blank page, summarizing information with citations, customizing tone and structure, and validating outputs due to potential hallucinations. Demonstrations include Outlook email summarization, drafting replies, and inbox prioritization; Word “vibe writing” for generating and refining content; Excel data preparation, trend analysis, and formula assistance; PowerPoint deck creation from scripts or files with branded slide insertion; and Copilot Chat for meeting prep, file discovery, and people lookup. Safety practices cover sensitivity labels, PII handling, and careful prompt review. Follow-up modules will deepen prompting strategies and advanced capabilities, with additional sessions scheduled and recap materials to be shared.
Knowledge Points
1. Introduction and training logistics
- First of a four-week AI series starting with Microsoft Copilot; a “part two” advanced session scheduled for Thursday, August 13, 2026, and another Copilot session in the first week of September 2026.
- Attendees span multiple clients; ground rules encourage questions and reactions with a dedicated Q&A.
- Objective: safely use Copilot in Outlook, Word, Excel, and PowerPoint, especially for first-time AI users.
- Christi will send follow-up materials within a couple of days; Module 2 covers advanced prompting and deeper capabilities.
1. Fundamentals of Copilot
- Built into Microsoft 365 apps and available as a chat app; adheres to user permissions and can reveal improperly stored public files.
- Strengths: first drafts, summaries, reformatting, and explaining terminology; accelerates tasks but requires human review for voice, tonality, and accuracy.
- Limitations: can be confidently wrong; does not signal uncertainty; output quality depends on prompt quality; treat AI like a new intern whose work must be checked.
1. Copilot in Microsoft Outlook
- Access via top-right Copilot button (classic view) and in-email functions like Summarize.
- Summarize single emails or long threads with citations linking to source messages.
- Draft replies with specific instructions; Alt + I shortcut opens the draft prompt.
- Prioritize incoming emails with up/down arrow icons; learns from behavior and supports rules (e.g., boss marked high priority).
1. Copilot in Microsoft Word
- Copilot button on blank documents enables prompting and “vibe writing” to transfer ideas into text.
- Generate and refine content; challenge Copilot to match preferred verbiage and tone; convert bullet lists to prose and adjust style (e.g., remove em dashes).
- Summarize lists and PDFs; ingest multiple reports to produce executive summaries with clickable citations.
- Use forward slash (/) to search and reference accessible files; create documents based on existing content.
- Manage chat context: start new chats when changing topics and navigate prior interactions.
1. Copilot in Excel
- Improved significantly from early limitations with formulas and analysis.
- Data preparation: format data as tables with clear headers, consistent types, no blanks; set dates/currency; save to OneDrive/SharePoint for best results.
- Prompt patterns: be precise, name ranges, state clear goals, ask for one thing at a time, and chain multi-part requests; iterate and ask clarifying questions.
- Example insights: recent pipeline growth; interview scores predicting outcomes; offer amounts trailing expectations; compute averages and identify top recruiters.
- Copilot assists with formulas (e.g., VLOOKUP) and iterative refinement; always validate math and logic. Copilot reads workbook data only; large messy sheets require cleanup. Deep analyses may take up to ~20 minutes.
1. Copilot in PowerPoint
- Create decks from scripts or files via “Create with Copilot”; define audience and length; Copilot may ask clarifying questions and take time to build.
- Insert slides at specific positions with styled content aligned to branding; review wording and flow and adjust tone.
- Copilot may struggle to find files; expand search or select alternates.
1. Copilot Chat usage
- Access via Copilot button or search; interface shows recent chats, agents, search, and co-work (if enabled).
- Meeting prep: select meetings via forward slash, request preparation; multiple chats can run concurrently with occasional failures.
- File discovery: describe remembered content to surface likely files and versions; people lookup returns contact details with sources and confidence notes.
- Can reveal legacy system access, aiding rediscovery of information.
1. Safety, privacy, and sensitivity
- Sensitivity labels strengthen controls; Copilot by default avoids exposing restricted content.
- PII and compliance: avoid pasting confidential data; prompts containing sensitive info are blocked in regulated contexts (e.g., HIPAA). Review prompts before sending.
- Recording practices include redaction of phone numbers for broader distribution.
Questions
- [Insert Question/Confusion]
Assignments
- [ ] Explore Copilot in Outlook to summarize threads and draft replies; practice prioritization rules.
- [ ] Use Word vibe writing to generate and refine content; try creating a document from a referenced file via forward slash (/).
- [ ] Prepare clean Excel tables (correct formats, no blanks) and run trend summaries; practice iterative prompting and formula assistance.
- [ ] Generate a PowerPoint deck from a script or files and insert a branded slide in between existing slides.
- [ ] Validate outputs (math, logic, tone) before sharing; fact-check figures, names, and data.
- [ ] Try Copilot Chat for meeting prep and locating files by content description; perform people lookups as needed.
- [ ] Attend the advanced “part two” session on Thursday, August 13, 2026, and the upcoming first-week-of-September Copilot session; watch recordings if unable to attend.
- [ ] Review Christi’s follow-up materials when received and look out for the upcoming Power Automate training on email categorization.
Aug 11, 2026
Speaker 1 00:00:03
Hey, Kamyab.
Speaker 2 00:00:41
Christy, are you there? Yes. Hi, Christy. Christy, would you whenever is a good time for you, Would you mind also putting in a link to the recording in case we think of watching the session again later or maybe have to leave earlier than the end of the session?
Speaker 3 00:01:02
Absolutely. I'm going to be sending out the the recording and the transcripts so that everybody has a copy.
Speaker 1 00:01:09
Okay. Excellent. Yeah, thank you. You're welcome.
Speaker 3 00:02:32
We'll give it a little bit more time to see who all joins. And thank you guys for joining. I am going to give a few more moments, mostly because I had to reboot my computer.
Speaker 3 00:03:48
All right, guys. We'll go ahead and get started. Um, welcome to training today. Just a quick heads up, I'm in an alternate office today. Um, so and I have wide screens. So I'm looking at you guys here, which is where everyone's faces are. Um but my uh presentation everything's going to be over here. So if I'm looking away, I just want you guys to understand and be aware of that. Um for those of you guys who have not met me, my name is Chris Brown. I am the CIO for Crimson IT. I work with multiple clients, But I also do a lot of the AI training and the AI work behind the scenes and getting people set up with Copilot and Claude and a few others out there. So we're going to go through, We're actually going to have training in the next four weeks on various AI agents. We're going to do Copilot this week. We're also going to do it again the first week in September.
Speaker 3 00:04:41
So, Just want you guys to be aware. These trainings are a collection of people from all my different clients. So, I am going to keep things very generic. However, If you have scenarios that you want to use and things like that in this training, feel free to speak up. Now real quickly my ground rules for any type of training is one, I like for people to use the react buttons. You don't have to use raise your hand as often, but you can also throw out a heart or something like that. We try to have a little bit of fun here. And then there is no dumb questions. I have worked in IT for well over 25 years at this point, and trust me when I say I've heard it all. If you're going to ask a question, trust me, The person next to you may have a very similar question, and you may answer others.
Speaker 3 00:05:32
So feel free to raise your hand, speak up. We are going to have a we are going to do a Q and A session at the very end. Um, But we're going to go through. This is going to be the basics of Copilot. We're going to talk about um, We're going to talk about it from a standpoint of people who've never used an AI tool before, but want to jump in because the company is providing Copilot for you to test out. Um By the end of this, you're going to be able to see how to use Copilot in Outlook, Word, Excel and PowerPoint pretty safely. Um there is a part two to this training, which is going to be on Thursday. If, you cannot attend it. We are going to be recording it. So just be aware. Now I am going to turn on facilitator and start recording uh this meeting um next on Thursday. We're gonna go over what facilitator is. But I am gonna start recording it so that everybody can um.
Speaker 3 00:06:24
Can rewatch it if they want. I am also providing training, um, Training videos that are not part that are not Teams meetings like this, but just straight videos. So you are welcome to try those as well. All right, any questions before we get started? No okay uh just a heads up I will be looking for feedback. I have no problems. If we were in person throwing candy at you, if I need to um. But since we're not, I will call on you if I if I need some answers. If you don't believe me, ask Kamyab and ask Steve. Um, if you don't believe me about candy serving, ask Chase. Okay? He, he's a couple offices down for me when I'm in an alternate in another location. So um one thing I want you guys to understand Copilot drafts your emails. Um, it can draft your Word documents. It can draft certain things in Excel and PowerPoint.
Speaker 3 00:07:21
But it's not the final version. The final version is going to be up to you. And what I like to tell people is, AI will get you seventy percent of the way there. It's going to take the mundane tasks, but you are the last thirty percent. Now with that statement, a lot of people will ask me, well am I going to lose my job to AI? And I will jokingly say no because I know from an IT perspective that people don't know how to find their on button on their phones. And computers, So it's still going to require me to, at least tell people how to turn it on. But real life AI is not a substitute for judgment, and it cannot be. So just please understand that. Now, what Copilot actually is, It's an AI assistant is built into the apps that you already use. So it's already built into your Word, your Outlook, your Excel. It all has a button in it, and it'll allow you to work within those documents.
Speaker 3 00:08:19
And number two is it only sees what you already have access to. Okay, it works inside your organization to secure your. Sorry, I was about to sneeze as I was talking. It works within the security boundaries of Microsoft. So, if you have access to financial data for staffing, but the person next to you doesn't because that's not their role. That person next to you will never see that type of things because Copilot says, Oh, Steve doesn't have access to this. So I can't show it to him. Okay. So just be very aware of it. You cannot tell it to pull something up that you do not have access to. Now in regards to that, It also works backwards if there is a file that is a straggler somewhere out in an open public location that has data.
Speaker 3 00:09:13
Copilot will unearth it for you. And it became very apparent last year within Crimson, there was a file that was in a public location, But it was old data of employees and all of our staff had access to it because we didn't know that file was out there. So be aware, it will also unearth some documents. Okay. Now what it is the good and the bad is it predicts language? It's very good at predicting language, but it doesn't know things. Okay, So what it does is it will answer you by predicting what words should come next. And, it's gotten that way because it's pretty much learned everything. It knows from all the texts out there on the internet. Okay, so it understands how we work as humans, but sometimes it's going to mix that up and it can be completely wrong. Okay now the.
Speaker 3 00:10:09
Good part of AI is it will remove the blank page, meaning it's going to create your first drafts, your summaries. It's going to do some reformatting. It will explain verbiage you don't understand or know. But what it does, what it doesn't do is it does not provide your final draft. Okay, that's on you. That's something you are going to have to look at. You are going to make sure that it has your voice, your tonality. You are going to change sentences. You are going to change Structures of paragraphs. That's something that you and only you can do. Okay, now the bad is it can be confidently wrong. It will on occasion invent details that look very plausible. It will also try to bring in context, you never gave it or miss it as well, And it's not going to tell you when it's unsure. Okay. So you got to make sure you check any fact any figure.
Speaker 3 00:11:06
And name it before it lands in your hands. Now, show of hands. How many of you remember being an intern? For me, it was twenty five plus years ago. But how many of you remember being an intern? How many of you had interns working for you? Okay. Chase, I know you have been an intern or have had interns. So, um, interns When they come in, they're pretty cocky on their first job. Okay, we all know this. We've all you know we've all seen it. We've been interns or we've seen interns working. They come in, they're very cocky, they think they know everything and then they don't. You have to double check their work all the time because you can't trust them just yet. You trust them to come in and be knowledgeable in a lot of the things. But as far as the corporate.
Speaker 3 00:12:03
Structure and the corporate data, they're not going to be very knowledgeable in it. And that's the way AI is. I tell people to treat AI as if it's an intern. So be aware of that. All right, now there is two front doors for Copilot, and one of those is the in app Copilot button. So that's going to be the button that's within Word, Excel, Outlook, PowerPoint Teams all of that. And then you've got the Copilot app. So Copilot app is like a chat And it's also going to allow for co-work. So I'm going to go into what that is. And just to remember, three things that Copilot is not, is it's not always right. Okay? It's not a replacement for your judgment. It will get you 70 % of the way with a draft in about 30 seconds. So it's pretty quick, but you still got to edit it. So it'll take that report that usually takes you six hours to do, It might cut down four hours out of that work, so that you only have to worry about the last two hours.
Speaker 3 00:13:02
So be aware of that. It's also not a mind reader. What you get back will depend on what you ask for, okay? So be aware of that. Now, I want you guys to find the Copilot button in your first message. So I'm gonna give you a moment and we're gonna open up a blank Word document and shockingly, I've not opened Word today. Also rebooted my computer not too long ago. So we're all gonna open Microsoft Word and get to a blank page.
Speaker 3 00:13:35
And my Microsoft Word is taking a while. There we go. All right, so here's my blank page within Microsoft Word. And down here on the bottom is your Copilot button. Now, if you hover over it, you've got a couple of prompts, But what we're going to do is we're just going to click on that Copilot button, okay? And from oops, sorry I let me bring back Word. From here, you're going to give it a message. So your basic message is, can you explain what I do in three sentences? Now, if it's worked with you for a while, it's going to know. If you're new to Copilot, it may not. Okay? So here's what I do in three sentences.
Speaker 3 00:14:30
I guide technology strategy for organizations by turning complex IT, security, cloud and AI decisions into clear business plans that executives can act on. All right. So very, very wordy. Now I have some options. I can I've got these right here or I can tell it what I want it to edit. And i want to. I wanted to ask it, create this as a bio, but put it.
Speaker 3 00:14:59
In my voice and verbiage. Okay, so this is what I call arguing with AI. Okay, AI sometimes acts like a teenager. Remember I said ego and cockiness? Okay, now I'm going to go in here. I told it to write it in my voice, and then here's what I do. And then I have some buttons here. If I like this or I like it up to a certain point, I can go ahead and say "done" and then I can edit. Okay? Now, I'm going to say, "I don't really like em dashes." And you can change it. You can argue with it. All right? Now, this is Word. This was my live demo. Um, I wanted you guys to understand how that works.
Speaker 3 00:15:58
But we're going to go into actually demoing what Outlook can do for you. I put these in the wrong order. I should have put Word first. We're going to come back to Word because we're going to talk about vibe writing, But we're going to go into Outlook and I'm going to show you guys Outlook now. Ignore my calendar. My calendar is pretty, I was looking at my calendar for somebody. Now in here, I am going to pull up some emails and I'm going to work with um with Copilot in my emails now just. Just a heads up, my email is very crazy looking. Some people look at it and they can't get past all the unread. Okay, so if you can just ignore it, I am going to walk you through Copilot. Copilot's right here on the top right. And then there's also some buttons within emails. So I'm gonna I'm gonna actually do something a little different. You can go into Copilot, hit the down arrow and have a few items here.
Speaker 3 00:16:56
I'm going to ask it to summarize this email right here because I'm clicked in it already. Okay, So it's going to send it and I asked it to summarize. And here we go. Here's the summary. Now, It's almost as long as this but that's okay. So here's what we're looking at. We're looking at the email now I'm going to close this and I'm going to ask it to list email takeaways.
Speaker 3 00:17:30
And I've got two places I can do that, by the way. Okay, so here's the email takeaways. Now, I'm going to close this again and I'm going to hit summarize up here. This a, this the other button you can do, and it will create a summary at the top of this email. Okay, now just heads up, I'm using the classic Outlook. If you're using the new Outlook, it works pretty much the same way, but here's your summary right here now where this becomes helpful. Is if I am okay, so this a this a vendor reach out. If I know that they're reaching out and it's multiple, it's long, I can actually go in and say reply. Okay, so I'm going to say summarize and reply now.
Speaker 3 00:18:29
It's going to give me my reply draft. So here's what it says. So, I actually like this. It's pretty much what I would say. So I'm just going to hit reply. I'm going to do this a little differently. I am going to hold down the Alt key on my keyboard and hit the i, i as in igloo, and I'm going to ask it to help me short friendly message.
Speaker 3 00:19:00
And decline nicely, decline his connection. Okay, now there is some things in brackets, short and friendly. I left that as is because I like my emails to be declined or I mean my decline emails to be nice. So here's what we have right here.
Speaker 3 00:19:29
All right, now I do like how what this is saying right here. But what I'm going to do is I'm going to say keep it. I'm going to do something slightly different. So I'm going to erase all that and I'm actually going to take this one. So I'm gonna, I'm just gonna copy this one. Sometimes you'll get different answers, okay? Now when I paste it, i am going to clean it up. I am going to add in my paragraphs because sometimes pasting in doesn't look right. But this is what it's going to look like. Now, I'm going to go ahead and send this live because I do, like I said, I do rely on it to be nice. But overall, with the exception of me walking you guys through this, This took this would take me literally 30 seconds as I'm going through my email. How, many of you your inboxes look like all my unreads when you come back from vacation? Okay.
Speaker 3 00:20:28
Six mailboxes in my Outlook, so just a heads up. That's why it looks so terrible. Um, I do I do utilize that. I utilize a lot of different features, but I will utilize the reply because Copilot pretty much replies like I do. And so just a quick heads up on that. I've taught it how I want it to look okay? Now, I'm going to show you another one. This is my morning beat briefing, all the news hitting AI. I get a couple of different morning briefings. So I'm going to summarize this. Okay, here is all the information. Now on this summary, you'll see we've got citations here. I can click on a citation, and it's going to show me where that came from. And it usually does by opening it up in a new email, which it did.
Speaker 3 00:21:20
Or a new window, which it did. Now, where this is extremely helpful is if it's a long chain of emails. So on this one, I'm going to show it to you. I'm going to say summarize. This one has been an email that's been going back and forth between me and clients for a while. So here's all the information. If I want to look a little bit deeper, I can click on the citation, And it's going to actually pull up the specific email where Andrew was talking. Okay, That's very helpful to me because I usually get on long email chains and I don't know what's happening. So just a quick heads up for you on that. Also, at times my emails get backed up so I do rely on that. Okay, now that's pretty much all it is in Copilot. There's one other thing I'm going to show you and that's prioritization. Prioritization is this.
Speaker 3 00:22:18
So what I can do is I can let Copilot prioritize my email on arrival. And what Copilot's going to do is it's going to look at your email and determine, is this an important email or is it not? Or is it neutral? And it's going to prioritize. So if you see Brett Johnson down here, he's got the plus sign going up. That means my system prioritized it, okay? I can also add in additional things. So if Pete, my boss at Crimson sends me an email, Then it comes in automatically as a high priority every time. Now, I didn't have to tell the system that because it already knew that, but I'm showing it to you here. It also allows me to do lower priorities and I can flag something as a low priority. And, this is extremely helpful. If I get invited to a conference or a meeting from a vendor, I don't have a relationship, it automatically knocks it to a low priority. And low priority is opposite from this, it's going to have a down arrow.
Speaker 3 00:23:15
Which I'm surprised Jonathan's didn't have that. Um, I also have it from security tools. And that helps me mentally arrange what I need to see. Um, now, I do have an additional tool that categorizes them for me. That's not part of Copilot. That's something slightly different. Um, I am actually going to go over that in another training uh in a couple weeks. So just be aware um, I'm going to be sending out some information to everybody who joined on Power Automate and how to do. Categorization within Power Automate. Okay. The last thing is on Outlook, you have a Copilot button right here. That is to chat, and we're going to go over chat a little bit later. Any questions about Outlook? No questions. All right, so Word, Word is actually more fun than Outlook. I'm going to go back into this.
Speaker 3 00:24:13
Now, I am going to do this. I am going to actually delete all of the stuff in here. How many of you have heard what's called vibe writing? No one. It was coined in the last couple of years because coders and IT people like myself learned how well AI works in coding new applications and such, and we could take what was in our brain. And we can give it to AI and say, "This what I'm looking for to create. Help me create it. " And then it enabled us to get what's on our brain into something viable. So with, and I'll show you guys, with Vibe Coding, we're able to make things like this. This an app that I made to share passwords securely. For those of you guys who don't know, I'm also a foster parent. So I was able to make this website.
Speaker 3 00:25:12
To help other foster parents, so I was able to create a website with resources and stuff like that. So there is a lot of things you can do with vibe coding. Now that gets it out of my brain into code base, but what other people learned how to do is to vibe write, meaning they have a story or something in their head, a report, something that they're creating and they need help getting it out on paper. So for instance not professional use for it I've had a novel in my head that I've wanted to write for many years since I was a teenager. And I started to vibe write it, meaning I sat here and started writing it. And then I also jumped in and had Copilot help me with certain pieces of it, okay? And that helps get things to flow. Now, professionally if I'm doing something, I'm going to say "I am needing"
Speaker 3 00:26:09
A report created from the following report. Okay, now I'm going to change this slightly. I'm going to say an executive report and then I'm going to put a forward slash here and that forward slash allows me to search all my files and folders in documents. So, I have in here. I'm going to look for uh security and let me find it. Actually, let me do this. I had a lecture meeting transcript from five days ago. Um, I'm going to create an executive report from this transcript, okay? And I'm just picking a document and I'm writing it, okay? And while I do that because I like to multitask, I'm also.
Speaker 3 00:27:04
Going to say, new blank document and open another document while that's going because that's going to take a minute and I'm going to open copilot and I'm going to say I need a briefing from the following report for my boss. Now the report I'm going to do is I'm going to do. Uh I've got a sample commercial leasing portfolio in here. Okay? So from here, I'm going to click on this and I'm going to click go. So now I want to put things side by side. And I've got the executive report on Copilot training and security practices. I've been giving a lot of Copilot trainings lately. And now I've got this one commercial leasing portfolio briefing that's coming in. Now, should I go ahead and make a third report?
Speaker 3 00:28:02
Or is it time for coffee? Okay, this what I have to decide. Now, as it's building this out, it's going to take a minute. Okay? And it actually does look nice based on what we went through. Okay? So this my executive report and this my commercial leasing. Once it's done, then I can create styles, I can look at it, I can rework some things. I can even argue with Copilot and say, "Hey, is this written in my verbiage? Is this written in my tonality? Are you using my words? " And I'm going to show you guys how to do that in a bit. Okay. This one is done and this one is done. Just enough time for me to go get coffee and come back if I wasn't here with you guys. So here's all the information. This report became four pages.
Speaker 3 00:28:54
I'm going to go ahead and read through it before I click done. If I was actually working on this, and I might make some changes to this, I might ask it to take my key risks and not write it in bullets. Might want it to write in prose. Um, I might do the same thing with recommended management focus. Okay? So, these are different things you can do if you have a list of let's say you're doing recruiting. And you have a list of candidates, and there's a lot of dates and things like that. In addition to that, You can create a report for your senior managers on what you have in the pipeline right now and how many people have looked at it. I get reports from my security tools all the time in PDF format, and I can tell Copilot, "Hey, I've got four reports here. I need you to give me an executive summary for my top CEOs at this client site." And they do that one fairly often.
Speaker 3 00:29:53
So there's a lot of things you can do within Copilot. If I was clicked on, which I am, I could go in here and let's say I highlight this. I could ask it to condense it, just this highlighted paragraph. Okay? Um, I can also, I don't like em dashes, but AI likes em dashes, so i can go in and tell it to remove any and all em dashes. It has. Now, this one did fairly good because I've told it what I expect. But you can personalize it and things like that for your documents. Now, that being said, anytime you're changing up how you're chatting and you're doing a new topic, you can always click Start New Chat from within the system. So be aware of that. You also have a navigation panel right here and go back and look at your other chats that you've had. Okay?
Speaker 3 00:30:51
Any questions about Microsoft Word and using Copilot? I'm going to give you guys one of my use cases. Um, I had a 632 page document provided by a security vendor, and I needed to first have a summary and understand what I was reading. But I was filling out a form based on the documentation that they gave me. And I asked Copilot To find me the information and cite it. And when it does, when it cites it, it's the same numbers that you saw in my Outlook. And, you can click on it, and it takes you to that part of the document. So as I'm filling out a cybersecurity form and I needed to ask questions on things. I wasn't sure of, Copilot became my answer. Okay? It found everything for me. So just be aware there are a lot of uses for this.
Speaker 3 00:31:47
You can do a lot of really cool things with it, But one of the biggest things you want to make sure you do is not let it be your final draft. Okay, now with Excel, Excel is a lot of fun. It gets a little when Copilot first rolled out. I'll be honest, Excel was it was not The best. Copilot in Excel was just a pain in the neck. They didn't have very good, it couldn't do formulas, it couldn't analyze anything. In fact, they didn't even roll out Excel for Copilot when they rolled out Copilot. It took a while. So just be aware of that. Now I'm going to pull up some example data for you guys. Let me find it through my sample data folder.
Speaker 3 00:32:52
Here we go. There's my sample data. All right, I'm going to show you a sample HR recruiting pipeline. Okay, so here's the data. Now this all my candidates, This my open requisitions. And this some interview feedback that we have. Okay, everything in here is a table. So just be aware that a table is pretty important. With Copilot, You want to make sure that the data you have in here is pretty clean. And putting it into um putting it into a table is going to clean it up. Okay, make sure you set up your data so Copilot can read it. So you'll make sure it's formatted as a table. You've got a clear header row right here. That's your clear header row. You make sure that pretty much if it's if it cannot be blank.
Speaker 3 00:33:50
Don't leave it blank, okay? Make sure that everything is consistent. So make sure you're consistent data types. Keep your dates as dates. So right here, this a date. If I go up here and I look, this showing us custom for me. So what I need to do on this I need to convert it to a short date. And there we go. Now it's a date, okay? Uh, if I go in here and say, uh, I look at this one. This is desired salary. It's set to custom right now. I want this to be currency. Okay, so I'm going to change it to currency right there. So, you want to make sure all your your values are consistent. And you also want to make sure it's saved to the cloud. Co-pilot does not work well within Excel. If you do not save it to your OneDrive or just SharePoint, okay.
Speaker 3 00:34:45
So real quickly, prompt patterns that work for this. If you need to summarize something, you want to say summarize this table and tell me the three biggest trends. And I'm going to do that by clicking this Copilot button right here. I'll open it up. Now, I'm just going to click somewhere in here and I'm going to say summarize, see if I can spell correctly, this table and tell me The three biggest trends. Okay. And it's going to do that. And it does take a moment. Sometimes you got to get, um, you got to get some coffee during this.
Speaker 3 00:35:48
We're just going to take a second. While I'm doing that, one thing I do want to tell you guys, the prompt that I gave it just now wasn't the greatest. But what you want to do to sharpen the prompt, To make it a little bit more accurate with the information that Copilot gives you back is you want to name the range. So for me, there's only one table in this worksheet and I want it to look at all the information. But if I only wanted it to work on part of it, I need to spell it out. Number two you want to do is state the goal. Okay, say what you're asking. Okay, number three is ask for one thing. I asked for three things, I asked it to give me the three biggest trends, which is still one thing. If you have a multi-part request, you can break it out into steps.
Speaker 3 00:36:41
Chain them rather than stacking them all in one single question. Because if you do one single question, it will freeze on you. So break it up where you can. Iterate out loud and you can do that and you can ask questions. Okay now just a heads up my biggest rule of thumb within Excel is the more specific the question. The less. You'll do after it gives you an answer. Okay. So here's the big three biggest trends. Pipeline growth is recent. 33% of 42 applicants applied in May to July. 21 of those arrived in June to July alone. Interview scores strongly predict outcomes, okay? And the offers consistently trail salary expectations, okay?
Speaker 3 00:37:40
Now, as I'm looking at this, I'm going to ask a few more questions and I can get a little bit deeper. I can ask it to give me the recruiter with the highest offer amounts. Okay? I can get a little bit more granular.
Speaker 3 00:38:11
Now, the other things um PowerPoint I mean not PowerPoint I'm sorry. The other things Excel can do is it can train you on formulas. If you need a formula like a VLOOKUP or any type of formula like that, it will help you create those. Now, you will argue with it. You will come back and say hey I need to tighten this up. Um It also will come back and ask you questions if you're not specific enough. I'm going to say total dollar amount on this one, Actually, let me say average offer amount. While it's doing that, now I am also going to while we're waiting on this, I am going to give you a couple of things to check. And I want you to check these before you trust it with any of your data. So very first thing is always spot check the math. Copilot will draft formulas, it'll create summaries, but the result you own that. So if you are sending if i am sending out.
Speaker 3 00:39:08
An email with a report attached to it from Excel, and I am sending it to Kamyab. Kamyab is not going to blame Copilot if the math is wrong. Who's Kamyab going to blame? He's going to blame me. Now he's going to know because he's worked with me long enough that I probably use Copilot for seventy percent, And he's going to ask me what was I doing that other thirty percent of the time? Did I go get coffee? Was I just not paying attention? What's happening there? So he will ask that because he knows me well. But you do own that result. So, Alicia, when you're sending out a report, Make sure that you're verifying the totals and you're verifying the logic against what is true before you share the document. Now, I'm going to tell you a funny story about Kamya because I like Kamya. I actually have another friend named Kamya. So this friend is a close friend of mine.
Speaker 3 00:40:03
And I accidentally was calling the Kamyabb on this call by the wrong last name because Copilot had both contacts in the system and got the last names mixed up. And I didn't notice it right away. Kamyabb noticed it, and so just heads up when I read it, I didn't think anything about it because I know two Kamyabbs and it just did not hit me. You will goof your own self up using Copilot, okay? So just be aware of that. Um I let it go out because I didn't see anything wrong with it. So double check, you also might want to double check yourself. It will work with what's in the file. So it's going to read the data in your workbook. It cannot read the context that lives in your head. It does not understand what was said in an email thread or another system. It only knows what's in this workbook, okay? The other thing I want you to remember is large and messy sheets.
Speaker 3 00:41:03
In Excel, we'll strain it. Okay, so make sure you clean the data up first. You saw when we started, I went in and I cleaned up the data. I changed salary amounts to currency. I changed dates. Well, I didn't change that date. Let me change that date real quick, but I did make some changes in the dates. Okay now Dana Whitfield has the highest average offer amount based on three offers Marcus follows at much less, not much less. 3,000 less or 2,000 less. Okay. So this is what Excel can do for you. It is pretty powerful in Excel. What it does, it understands your data. It will write formulas, it will suggest next steps and it will visualize and sort. So if I go in here and I go to the open requisitions, I can actually tell it to analyze this. I'm not going to do it because it's going to take forever takes about 20 minutes to analyze.
Speaker 3 00:42:01
But you can you can understand uh what we have going on here. Now, uh I want to show you guys PowerPoint. PowerPoint is gotten so much better in what it does. Um I asked it the other day because I wrote I vibe, coded, not vibe coded, I'm sorry, I vibe wrote in Word um, A script I had for just training on Copilot in Excel. Okay, So I asked it to help me create a PowerPoint presentation of what Copilot can do in Excel based off of what I wrote. So it gave me six slides, very nicely laid out. I kind of like this template. I think I'm going to reuse it in other places. And what I did was, I went in and i utilized Copilot to write this.
Speaker 3 00:42:58
Now, I'm going to show you guys how to do it from a blank document, from a blank presentation. You can do it here or you can create with Copilot. So I'm going to click on Create with Copilot and I want to say create a presentation about and I'm going to use the forward slash to find a file. Okay? So, I can go in here and do my search if I know the name of it. Um, I was working with a lot of things today. Uh, I'm going to say, oops, not that. I've got a file. Just let me pull it up. All right. So I'm just going to use this one. Um, so I'm going to search for session one. Oops, not Q1 And I want to say actually I had dashes in that one.
Speaker 3 00:43:56
Hmm, it's not finding it. Sometimes.
Speaker 1 00:44:10
Copilot isn't your best friend because it will lose things. All right, so I'm going to choose another file. Get ready, use the expand strategy.
Speaker 3 00:44:26
So I wanted to create a document about this. This is actually a file that Microsoft wrote and sent out that I saved. And so I'm going to tell it to write up a presentation about that, since it couldn't find the other one that I wanted it to do. And so it's going to create that presentation, but while we're waiting for that, I'm going to minimize this one and I'm going to go back to this. Now in this, I can actually have it add a slide about, and i'm going t o say, put. A slide in between slides one and two outlining how secure Copilot is in Excel. Now, I'm going to ask it to do that. This is going to take a minute because it's got to think through how it wants to say it. And then I'm going to go back.
Speaker 3 00:45:25
To this one, and it's going to ask me a question. Now, who's the audience? I'm going to say executive sponsors. How long should this be? If I'm not clear on my prompt, Copilot is going to ask me questions. So now it's going to map it out. It may ask me more questions. Okay? So going back to that one. I tend to do this with multiple PowerPoint presentations. I'll go back and forth if I'm working on it because PowerPoint does take a long time. So just be aware of that. If you have a really good script written or a really good report written, you can turn it into a PowerPoint presentation really easily. So just be aware of that. Now, while we're waiting on this, I'm going to go and introduce you guys to Copilot Chat real quick.
Speaker 3 00:46:24
And there is an option for Copilot chat on all of your computers. And it's just going to look like the Copilot button button. And, so if you click on Start on your computer and you type in Microsoft 365 Copilot, and that's what's going to open it up. Okay? I don't have a start button on this screen, so I can't show it to you. Um, in here you've got All your chats that you recently did, You have some agents, and we're going to go through agents next on in the next training. But within the chats, you also have um new chat. You can search your chats. You also have co-work over here. We're not going to go over co- work today if your company has enabled uh co- work, You can go in here and actually see uh and and have the system do stuff for you. Okay. So under chat.
Speaker 3 00:47:23
I'm going to go in here and I'm going to ask it to help me with meeting prep. So I'm going to say, can you help me prep for the following meeting? And then I'm going to do my forward slash again. And this time I've got a better search, okay? So now I've got all people files meetings. Someone click on meetings and then I am going to go in, And I'm going to scroll down. I'm going to look for tomorrow's meeting. It's not giving me tomorrow's. Okay, So I do know I have a meeting tomorrow that I want to look at. Where is my Teams? So, I'm going to go to my calendar. I'm using Teams to go to my calendar, and here's my here's everything i have. So.
Speaker 3 00:48:19
I'm going to prep for IT planning conversation. Okay, so in here I'm going to say IT planning conversation. I'm going to click on this and I'm going to hit send. Now this might take a minute. Bear with me because Outlook opened a whole bunch of reminders. Okay, now while it's doing that, I can open another chat. And usually what will happen is my chat will go here. And normally it does, but guess it decided to fail me right now. Okay, we'll go back to the meeting prep in a moment. What I'm going to show you usually you can do multiple chats at the same time. So what I'm going to show you here is we're going to go through and find something.
Speaker 3 00:49:17
How many of you've and do me a favor, do a show of hands. How, many of you lost a file in your OneDrive that you desperately needed, but you don't remember the title? All right, some of you guys have. This is one of my favorite features. The other day I was looking for a file and I was like, I know it's here. And I gave it to Copilot and said, here's what I remember. I don't remember the title, but here's what I remember that was said in it. So.
Speaker 3 00:49:47
I'm going to ask it to find me a file. I am looking for a file from 2024 with staff information on it. Now, just a heads up, it can also look at versions of files. So here's my file. I've got staff information. I got staff information master. And what I can do is I can look on it and see which one it is. Now, heads up, I'm not going to show you guys that. That's old data, okay? But it is out there. Um and this this how you can find it. You can actually click on these, and it will pull it up for you in Excel or wherever the document lives, okay? So it's really good at finding things. It also is really good.
Speaker 3 00:50:47
At telling you about people, so I am going to say, "Who is Steve Luna?" Because sometimes I'll get an email from somebody, I am like, "I don't know who you are. Have I talked to you before? Like, I see that you are at my client's, but I don't know who you are." So I will ask Copilot to find that information. I often will do that in meetings. i'll get pulled into a meeting and i'll i will go in and ask Copilot to find me information about who someone is. So here's how I can find it. Now, what if I needed someone's cell phone number and I know I have it? I'm going to say, can you find me the cell phone number for Tom Yopp? Okay. And I'm going to say his, I'm going to spell out his name because I don't want to pull up the wrong one.
Speaker 3 00:51:46
This time. And so it's going to look in all my systems to find it. Now, One thing it did for me. The other day was I have access to a system that was granted to me in 202 1? I got to remember, it was old. I forgot I even had access to this system. And I was able to ask Copilot to find that information for me. Okay, so here you go. If if the cell phone number, it will tell you what is right and what is wrong. It's getting better about being confident, but it'll tell you what it found. Okay, now any questions about chat?
Speaker 3 00:52:42
Casey, Did you have a question or you still got your hand raised from my question earlier? That was from earlier. Okay, no worries. I just want to make sure. Thank you. You're welcome. Now real quickly guys, I'm going to show you I want to lower our hand because I will get confused. I asked it in this PowerPoint presentation to add a second slide, all right? And here's what it did. Now, I like what it did, It looks nice. It looks pretty. It stayed on point with branding, but it wrote that based on what I was saying in the presentation. So here you go. I'm going to go through this. I'm going to read it, Make sure sometimes I will read it out loud just so that I can understand it and make sure it sounds right, okay? Sometimes, you got to do that with Copilot because sometimes it'll mess up your wording.
Speaker 3 00:53:39
Okay, now that's been done. Let's go take a look at that other PowerPoint presentation and see where it's at. And this one, I'm going to add, it's asking me about the visual. Look at the visual of Copilot Excel.
Speaker 3 00:54:10
So I'm going to tell it to look at that, and I want to say confirm. And we're going to go from there. All right, so that's Copilot in chat. We're almost done with this, so I'm going to give you guys a heads up. I want to talk about staying safe, okay? If your company uses sensitivity labels, Crimson does not, but I'm going to show you what that looks like. So if your company does use sensitivity labels, I'm going to open this up. This is a document Microsoft sent me. Um, I'm going to enable editing. You can click here and you can look at sensitivity. Now Crimson does not, some of our clients do. So if it's in here, be aware that if you mark it as confidential, Copilot is not it's going to make take extra effort and not.
Speaker 3 00:55:06
Pulling that information into an answer for someone who should not see it. Now, it already doesn't do it, but it's going to take extra care on things that are marked confidential. Okay. Now, If you paste something like a social security number or a credit card number or anything that's considered PII, especially for those of you guys that are HIPAA compliant companies, Copilot will stop you. Okay? You need to leave confidential data out, Um, it says unless approved, But no one in here works for any of our clients that we have approved and allowed for that to happen. Okay, So make sure that you're reading what you sent before you send it in a prompt. Cause, sometimes we'll just copy and paste things into the prompt to help us and totally ignore the fact thatum that things are in there that should not be in there. So just be mindful of that. Okay, now I'm going to end this. Yes sir?
Speaker 2 00:56:02
Can I ask a question please? Yes, Uh, just a side question. I know it's an interruption, but you are recording this session, right? Yes, sir. Okay. Who else is going to be viewing this recording?
Speaker 3 00:56:18
So on this on this viewing, it's only going to be sent out to the people who were in this training. I'm making a separate recording uh of this content that I'm going to be sending out uh to everyone else. So. Your your uh your your phone number is not going to be in that.
Speaker 2 00:56:38
Right, I mean, I was surprised you you went to the point of showing people's phone numbers. Got it. But but you know, I'm not sure. I mean about Steve, I mean you showed his phone number and all that so Yes. Uh, I mean,
Speaker 3 00:56:54
I can edit that out before i do it.
Speaker 2 00:56:56
Yeah. I mean, um yeah, i was very surprised. You showed people's phone numbers, but just uh. You know, I want to make sure that these things are not, you know, replicated across all of Crimson's videos all over the place.
Speaker 3 00:57:12
It won't be. I can very easily edit that out.
Speaker 2 00:57:16
Please do. Thank you. Yes,
Speaker 3 00:57:17
You're welcome. Now one challenge for this week is you found the Copilot button, you've seen how to send your first message, you learned about the two front doors and you watched it in action. So pick one thing you saw today and try it on something real. It can be one, I said just one here, but it can be more than one. If Copilot isn't showing for you, that's usually a licensing hiccup. And so just let us know. What we're going to be doing is module two, We're going to be going over prompting that works, and we're going to go deeper into what Copilot can do for you. And that's going to be on Thursday. Okay? Any questions on this?
Speaker 3 00:58:07
Okay. Um, thank you, Gia. All right, guys, I'm going to give you back some time to your day. Thank you very much for joining me. Um and don't look for that email to come from me with everything in it until later on. Um it I do take a couple days to get that out to everybody that joined. Okay? All right thanks guys have a great week thank you bye thank you.
Deliver Power Automate training on email categorizationSend follow-up recap materials to attendees within a couple of daysHost additional Copilot session during first week of September 2026+1
✓
—
covered by 895342 (1.52h, ticket 948037, Crimson IT, CIO(14), 14:00-15:31 PDT 8/11) - 'delivered Copilot Open Session 1, The Basics'. NOT single-client: Christi states on tape 'these trainings are a collection of people from all my different clients' - correctly homed on the Crimson AI training program, not billed to any one client. No new entry. Transcript routed to drop/Crimson/. Reviewed 2026-08-18 EOD sweep.
FLAGGED 2026-08-12 sweep - Outlook shows 'Copilot Open Session 1 - The Basics (delivering)' 2:00-3:30 PM 8/11. Open session with attendees across multiple nonprofits, so single-client attribution is not safe. Proposed if Christi confirms one client: 1.53h, board per client, delivering. Needs her call.
2 - Internal Operations\Meeting Recordings & Transcripts\Meeting Transcript - 08-11 Lecture Microsoft 365 Copilot Training — Safe Usage, Outlook,Word,Excel,PowerPoint, Prompting, and Privacy.txt
## Meeting Information
> Date: 2026-07-09 10:12:05
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Christi] [Speaker 4] [Speaker 5] [Speaker 6] [Speaker 7] [Speaker 8] [Speaker 9] [Speaker 10] [Olivia] [Speaker 11] [Speaker 12] [Speaker 14]
## Meeting Notes
- Topic Title: Client Self-Service and Training Approach
- Participants discussed teaching clients to handle simple tasks, gauging willingness to learn, and offering options (guided steps vs. technician taking over).
- Benefits noted: faster results for clients and fewer support tickets.
- Some clients prefer not to learn and just want tasks completed (example: IronGate).
- Topic Title: Unusual Client and Ticket Incidents
- Missing VMware servers and poor decommission/migration process at a prospective client highlighted need for guidance.
- Increase in “running out of storage” tickets on computers.
- Property manager requested non-IT task (restoring art); appropriately reassigned.
- Check scanners intermittently stop working; renaming the launch application helps; Juno assisted.
- Nuance PDF app links redirect to Microsoft due to acquisition; required deeper search to locate installer.
- Multiple users unable to VPN because they weren’t connected to the internet.
- Sharp-related ticket about giving away T-shirts surfaced.
- Topic Title: Personal Updates Shared by Team
- Several members shared personal trips, weekends, furniture updates, and foster care arrangements.
- Travel plans to Monterey; beach time; various light-hearted banter.
- Topic Title: NWA New Customer Environment Review
- Two servers host separate Active Directory domains.
- No computers are joined to either domain; all are in individual workgroups.
- A Windows 7 machine in a different workgroup hosts file data, not the servers.
- Concern noted about the unconventional and risky setup.
- Topic Title: Operational Metrics (as of 2026-07-09)
- Open tickets: 3,347.
- C-SAT: 38 green, 1 yellow/red (pending metric update).
- First-day resolution: 46%; team encouraged to improve.
- Topic Title: Nylir Time Machine and MTX Usage Training
- Christi led a detailed walkthrough of Nylir Time Machine (availability board, statuses, “hamburgers” for lunch/AFK/PTO, locations).
- Demonstrated correcting ticket statuses (e.g., changing “Working Issue Now” to “Scheduled Remote”) and resolving display issues.
- Explained time chips: outer ring (time in progress), inner ring (working/unavailable); target small delta between in-progress time and recorded time.
- Acceptable delta: ideally under 3 minutes; up to ~10 minutes tolerated; large deltas raise concerns.
- Described past use of time analysis to detect inactivity; emphasized accountability.
- Highlighted MTX mobile features: start/stop travel, mileage logging (recommend verifying with Maps), attaching odometer photos, and quick ticket creation.
- Advised moving past-due tickets to future dates daily and avoiding sub-60-second time entries (system flags).
- Noted use of automation tools (e.g., Claude, “bestie”) to update tickets, with caveats about occasional missed status updates.
- Topic Title: Ticket Management Best Practices
- Open tickets via MTX or CLI rather than directly in ConnectWise when practical.
- Forward emails to help desk and self-assign when away from desk.
- Use board, priority, subtype correctly; ensure billable/non-billable designation is accurate.
- Daily housekeeping: “Move past schedules to today” and adjust statuses to avoid “Done yet” backlog.
Conclusion:
- Team reaffirmed importance of accurate time entry, responsible use of MTX/Nylir, and daily ticket hygiene to support metrics and accountability. Unusual client environments and ticket anomalies were noted for awareness.
## Next Arrangements
- [ ] Improve first-day resolution above 46%.
- [ ] Move all past-due tickets to future dates before logging off each day.
- [ ] Verify MTX mobile setup and use travel/mileage logging for on-site visits.
- [ ] Review and minimize time entry deltas; keep under ~10 minutes when possible (aim for under 3 minutes).
- [ ] Follow up on check scanner issue pattern; document fix steps (rename launch application) and gather root-cause data.
- [ ] Analyze recurring storage-shortage tickets; draft standard remediation guidance or automation.
- [ ] Create quick-reference for correcting stuck statuses in Nylir/MTX (“Working Issue Now” vs. “Scheduled Remote”).
- [ ] Define and communicate boundaries for non-IT requests to ensure fast rerouting and client expectation management.
- [ ] Plan assessment for NWA environment (domains, workgroups, Windows 7 file host) and propose remediation.
- [ ] [Insert more]
## AI Suggestions
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. NWA customer environment poses security and management risks (workgroups, Windows 7 file host, dual AD domains). Consider an assessment and remediation plan.
> 2. Recurrent computer storage shortages: analyze root causes and create standard guidance or automation for cleanup/expansion.
> 3. MTX/Time Machine status sync issues (tickets stuck on “Working Issue Now”): investigate reliability and provide a troubleshooting guide.
> 4. Check scanners intermittently failing: formalize runbook for diagnostics and the renaming workaround; identify root cause.
> 5. Clarify process boundaries for non-IT requests (e.g., art restoration) to ensure quick rerouting and client expectations management.
Jul 9, 2026
Speaker 1 00:00:00
That's weird. Other than that, I guess I'm just on the business side of things. I was just glad to be almost done with a couple of like clock, integrations and stuff. And it feels nice when you are actually like able to teach your client that they can do this on their own, like guided baby steps. So, kind of feel, I mean, that's her words not mine. It feels empowering, that's what he said. So, yeah. Feels glad to get that compliment. I don't get that a lot, so yeah.
Speaker 2 00:00:38
Take it where you can get it. And whatever you can teach customers if they're willing to learn it, then that definitely helps everyone in the long run. That helps them get things results quicker and obviously less tickets on the desk.
Speaker 1 00:00:51
Correct. Just don't give. Just don't, um, Just try to gauge if the client actually wants to learn or not because there's a lot of folks, especially with IronGate that they don't want to learn. They just want to get the thing done. So yeah.
Speaker 2 00:01:04
Yeah. I always give them the options, because sometimes you can, you can kind of sense it in the person's message or whatnot like that they're a little bit technical. So I'll give them the option like I'm more than happy here are the options of what I would do if you'd like to go through it or or I, uh, like more than happy to jump on your machine and take care of it. So. Yeah, you'll get the answer one way or another.
Speaker 3 00:01:25
Hi, Zach. I am in a meeting right now.
Speaker 2 00:01:27
Amelia, you want to come back? Are you good?
Speaker 4 00:01:31
I am good. Yes, okay. Yeah, This week funny thing I've seen is possible, client, um I've said to Pete that I strongly recommend. We get these guys on because these guys need assistance and guidance because they really don't know what they're doing. And, um, so I had to go on a hunt for two missing VMware servers. Yeah,
Speaker 2 00:01:59
That was an interesting one. It's like, how do you miss that?
Speaker 4 00:02:04
Yeah, dude, Look, uh uh, as I was getting more information together, I'm like, uh, you don't know what's actually does anyone actually know it's like a Swiss. This thing is it's like a saying we've got here. Does your mom know where you are, because clearly you need to be back in school.
Speaker 5 00:02:21
Yeah. That's.
Speaker 4 00:02:23
One of those things that I say to people.
Speaker 2 00:02:27
It only goes in one ear and out the other sometimes, unfortunately.
Speaker 4 00:02:32
I think this time it went like, it didn't even go through there, it just completely bypassed it.
Speaker 2 00:02:37
Yep. Yeah, that definitely could have been part of that on this one, that's for sure. They definitely missed a lot of things on that particular process, the decommission migration process. Perfect. All right, Coby, what you got going on?
Speaker 6 00:02:54
Um, I don't think anything's specific for a specific ticket. That's that was weird. I mean, I think the only thing I could mention is probably just the amount of like running out of storage tickets that I've gotten this week is a little bit more than uh I've gotten in the past. Um and then I'm probably starting. Uh The web?
Speaker 2 00:03:19
Email storage or something else?
Speaker 6 00:03:20
Uh, no, just like just computer storage in general. Oh,
Speaker 2 00:03:23
All right.
Speaker 6 00:03:24
Yeah, I mean that's fairly easy. Just uh just more than more than I usually work on. But uh I'm probably staring at another one, actually as I'm thinking about it. I'm looking at another one. So uh, but yeah other than that, it's pretty standard.
Speaker 2 00:03:40
Yeah cool. Anything else? That's about it. Cool appreciate it, All right, Nemanja, what you got going on?
Speaker 7 00:03:53
Good morning, guys. On a personal side, personal good news. Me and Sue we had a very nice long weekend. Went for a small adventure. Visited some historical places, one fortress. Sue almost got lost in it but everything was fine at the end. On a professional side.
Speaker 7 00:04:17
Nothing much, just working on the tickets. And. Actually, there was one weird ticket that we received this week, where one of the property managers asked for art to be restored to one of the units at the property. So we just had to give this to another team to handle it. We are not dealing with that, yeah.
Speaker 2 00:04:39
Definitely not, yeah. Know where the limitations are, right?
Speaker 7 00:04:43
Just now they wanted us maybe to. Fix their appliances or, you know. I.
Speaker 2 00:04:51
Got a weird one for you. Like when I do plumbing work,
Speaker 7 00:04:54
So yeah, exactly. It's amazing what they think technicians will do. I went to a customer's house years ago, and they had me actually help them move their master bedroom bed from one side of the bedroom to the other. But you know, they were paying me by the hour, so I was like, If you want to pay me by the hour for some moving of your furniture, feel free.
Speaker 3 00:05:15
Will You come over and help me move my bed around? I got new kids coming in. Okay, yeah,
Speaker 2 00:05:19
Definitely. It might take me a little while to get there.
Speaker 3 00:05:25
One hundred fifty an hour or call Monti. I'll call Monti. You are cheap one hundred fifty We had two twenty man, two twenty I am three thirty. Monti does it for free. Monti does have to give the bar like a i work hour. I can vacuum the closet, whatever whatever you want me to do. Monti lives close to me, so she doesn't mind coming over. Except for if she can't find parking.
Speaker 4 00:05:52
Monti parking. Only challenges were solutions. Any car can be four by four. Any car, it just slightly affects the longevity.
Speaker 2 00:06:08
Any car can be lifted too, so.
Speaker 4 00:06:13
That's Why you make sure you got something that looks like a toxic waste dump. The guys slum into it, they're gonna just melt away.
Speaker 2 00:06:21
Ain't that the truth? All right, Riddick, what do you got going on?
Speaker 8 00:06:25
Um, just swamp for a couple of days. That's all. And the weirdest thing I found recently is there'a ticket for Sharp giving away t shirts. That's all.
Speaker 2 00:06:41
That is definitely an interesting one. I'll.
Speaker 3 00:06:45
Explain that in a bit on why you saw that, Riddick.
Speaker 9 00:06:49
Uh, this weekend I am going to Monterey for America. That's going to be super fun. So I will be off tomorrow to ride up a seven hour ride to Monterey.
Speaker 2 00:07:02
That's going to be a fun time. At least it's a nice scenic route You okay? Yeah, we're going to take the bridge Yes, we are, At least it'll make it go by a lot faster. We're.
Speaker 9 00:07:15
Planning to.
Speaker 2 00:07:15
Be traveling for nine hours, just two hours of stops and stuff like that. Yeah, definitely. Plenty of food places too. Yeah,
Speaker 9 00:07:23
We're going to stop off in Santa Barbara and have lunch on the pier.
Speaker 2 00:07:27
Good idea. That's definitely a fun time. Well good have fun and safe trip.
Speaker 6 00:07:32
I'm up first, see other people I'm worried about.
Speaker 2 00:07:35
Ain't that the truth All right what you got going on what you got going on.
Speaker 10 00:07:39
Hi guys, um, I had a weird ticket. Um, this is um installation of the Nuance application. Um PDF, but when you try to search the Nuance site, all the links are directed to Microsoft. So I don't know where to get the application until I deeply searched, and then there's someone acquiring the Nuance.
Speaker 10 00:08:09
Company. So, sounds.
Speaker 5 00:08:14
Like fine.
Speaker 2 00:08:17
Perfect. All right, Rana, what you got going on? Everyone on the personal side, I just had a great weekend with my friends and the professional side, nothing weird happened to me. Not yet, right? Yeah not yet. Perfect all right, Moritz, what you got going on?
Speaker 11 00:08:42
Hey guys, yeah, good news. I had a great week. A bit of time off at the beach, so I was swimming and having a good time. So feeling a bit refreshed, which is great. There's weird stuff going on every day, but nothing I can really point out today.
Speaker 2 00:09:04
No problem. Nothing crazy enough right?
Speaker 2 00:09:09
All right, so what you got going on?
Speaker 12 00:09:12
Good morning, guys. Uh, on my end, I don't have anything weird that happened. Just annoying this morning. We had a ticket loop for an arc ticket. Thank God for Olivia. She managed to assist us and we resolved the issue. That's it.
Speaker 2 00:09:27
Perfect Thank you No problem Thank you All right Pepe what you got going on Hello.
Speaker 5 00:09:37
I'm sorry. I'm jazzed to get on the way. I don't think I'll.
Speaker 2 00:09:42
Still wait for the weekend, but we'll be all That is true. Can't wait for that. Thank you. All right, John, what you got going on?
Speaker 5 00:09:55
Here's your favorite Oh me and her are gonna get a little fun. I think he said he was doing it on board,
Speaker 2 00:10:03
So I don't think he's gonna share And that makes sense All right? Caleb, what you got going on?
Speaker 13 00:10:08
He's not going to be here today either. I need to just remove him because he's not going to join the.
Speaker 2 00:10:12
ArgoS anymore. That makes sense. I forgot about that. All right, Charlene, what you got going on?
Speaker 14 00:10:18
On the personal side, A new week for me because we have a new table with a lazy Susan. So I'm really excited to share that with you guys. Wait, let me right now Oh my God, that's so That is so 30 s old school A lazy Susan, Yes. Getting excited over a table. That's so.
Speaker 9 00:10:41
Yeah, that's that's very adult of you, Charlene.
Speaker 5 00:10:45
Oh my god. Getting.
Speaker 9 00:10:47
Excited about furniture and cleaning supplies is the only thing we have to look forward to as an adult.
Speaker 6 00:10:52
Don't let your innocence go, Riddick.
Speaker 5 00:10:57
Sorry just sent a good picture over at YesChat.
Speaker 14 00:11:12
Okay, I'm the professional. I was waiting for you to send. So, I have a weird view. I don't think this is really weird, But it's kind of funny because users can have like an internet. And then the solution was simply entering his password. So, I think the real problem is believing in people too much.
Speaker 14 00:11:36
I think I can have.
Speaker 5 00:11:40
There we go, that's my table. Thank you.
Speaker 8 00:11:46
Patrick, how about you? What you got going on?
Speaker 8 00:11:50
Well, good news is personal and professionally nothing strange happened to me. And I think the strangest thing I've learned this week was that Caleb can put his foot behind his head, which. Wasn't something I was expecting to learn this year.
Speaker 2 00:12:07
I think you're not the only one in that boat. Thank you, Jesse, how about you? Um, I don't know if it's weird, but just a few users were complaining they couldn't connect to VPN,
Speaker 11 00:12:23
But they weren't connected to the internet. That usually helps. Yeah, so it's like three days in a row so that's all.
Speaker 2 00:12:33
Take it where you can get it. Sometimes with those ones, Robert, how about you? What you got going on? Uh,
Speaker 9 00:12:46
The weird thing is, um, these uh check scanners keep uh I guess blocking themselves. I don't know. We figured it out so far. Um for some reason they'll work one day, and for some reason, they'll just stop working. Juno been helping me with it. Thank you, Juno. But renaming the launch application to get it to start working is wild. But on the personal side, my vacation was cool. I had fun. I am happy to be back, though,; rather be at work,
Speaker 2 00:13:25
Sometimes you have to perfect All, right, Gaston, what you got going on?
Speaker 2 00:13:34
Normal week for me,
Speaker 8 00:13:35
So I don't have anything to share.
Speaker 2 00:13:41
All right, thank you, sir. So weird one for me, I would say, I was helping out with NWA new customer, and they actually have a very interesting setup if you can even call it that. They have two different servers that are hosting two individual Active Directory domains. But none of the computers are actually connected to either one of the domains, and they're all connected to individual workgroups. And, then then the one computer that actually is hosting any of their files is a Windows seven computer that is on a completely different workgroup, And not all the data's on that machine and not in either of the two servers that they actually have. So, that's my weird thing for this week. Person.
Speaker 2 00:14:30
Personal news on that one, Probably just happy the uh, the weekend's almost here and um business, just uh pretty much happy that uh starting to get through some of these uh older tickets uh that have been kind of lingering. Uh, Yannis, what you got going on? Yannis is in a call. Okay. Uh Adrian, what do you got going on?
Speaker 2 00:14:60
Nothing too much on my side. I am just catching up on some tickets and looking forward to the weekend. Christy, what you got going on?
Speaker 3 00:15:12
Hang on, I had to find my window back. My crazy thing is most of you guys know I am a foster parent, So my crazy thing is I found out yesterday. I have a new kiddo coming and she's going to be here tonight. And, this is the first time I've had to scramble quick to get things going for her. So that's my weird thing for the week. That's awesome. Yeah.
Speaker 2 00:15:37
All right, is Charles back or no?
Speaker 11 00:15:43
I'm back, but my internet connection seems to be failing me, so um I just posted it in the chat.
Speaker 2 00:15:52
All right, sounds good, appreciate it.
Speaker 2 00:15:56
All right, I think that uh finishes that component of it. So, we've got uh I guess thirty three hundred forty seven open tickets this week, thirty eight green C-sets, uh one yellow red c-set until uh Ryan's updates the the metrics here. And then first day resolution is at forty six percent. So, we just want to try to see if we can get that up a little bit if we can guys. Um, All right, I guess on to IDs. Uh, I guess Christi. I guess we'll start with you.
Speaker 3 00:16:32
All right, guys. So give me one second. Let me pull up my screen because I was grocery shopping for kiddo. Um, Don't tell Olivia I was grocery shopping while not paying attention to the meeting. She won't tell.
Speaker 2 00:16:44
Gotta do what you gotta do.
Speaker 3 00:16:45
Yeah You need food, Well new kid needs food,
Speaker 2 00:16:49
I got food Exactly.
Speaker 3 00:16:50
I got plenty of food for me and and Dom. But. Um, so we're going to talk about Nylir today. Uh, I have not done this discussion in quite a while. How throw up uh thumbs up if you guys can see my screen? All right, perfect. Thank you guys. So we're going to talk about Nylir. Um, I haven't given this conversation in over a year. So, there's a if you've been here less than a year, uh throw up that thumbs up.
Speaker 3 00:17:21
If you remember me giving the conversation about Nylir Time Machine, give me a thumbs up. Yeah, there is very few of you. So, we're going to go over Time Machine today, and then we're going to go over MTX. And there is a really strong reason. I am going to show you guys this. I am going to use two people to show examples: Bogdan, So, because I've actually been using him for training. And then I need a volunteer for me for the second person. If you don't care that I'm going to show off your time entries, I want you to raise your hand in Teams. Everybody's nervous about this. Nobody wants to be the guinea pig. Becker, I can't use you because yours is too perfect. Yours is actually correct.
Speaker 3 00:18:12
Cause I I used yours yesterday. All right, Matthew, I'm going to use you. All right, so. Uh Nylir dot or app dot Nylir dot home How. Many of you guys utilize this on a regular basis? Okay, Um for those of you guys who go out onto client sites Adrian, this will be applicable to you. Uh, Robert, this is going to be applicable to you. Uh, George. When you're not eating your breakfast, this is going to be applicable to you. If, you guys have not been around long enough to hear me give George grief about eating breakfast, Just just be aware, I do tease George a lot in meetings because I have to. I don't have an option and I tease Emil a lot in meetings just because I can and he he doesn't care. So where's the portos, George? Yes, George owes me lots of portos.
Speaker 3 00:19:08
Um, so basically Nylir is going to help you guys keep your time healthy. Um, One of the things I tell people when I had uh Olivia's job long, long time ago, way too long ago because I'm old. Um, Is that the best way to keep me and management on your happy side is to make sure your time is filled out accurately and to the letter, because everything we do is based off of your tickets and your time entries within ConnectWise. And if you can't do your entries into ConnectWise correctly, how can I trust you with everything that we need for a client? So that's a big thing. When you guys start working with us at Crimson, One of the biggest things you commit to is having integrity within your time entries. And that's a commitment that you guys make. And it is also part of our core values. It's not spelled out about ConnectWise, but.
Speaker 3 00:20:01
You know, the integrity and all of that is spelled out. And, we want to make sure that it is as accurate as possible for our ticket times. We know when people are padding tickets. We may not come out and tell you, hey Ryan, you're padding your ticket, please stop. But we'll watch you. Okay? We don't How many of you have worked under me as your manager? Show of hands so people can know. Okay What is the one thing that I will say commonly about big brothering you guys?
Speaker 9 00:20:32
Anybody? You don't want to do it, but if you have to, you will.
Speaker 3 00:20:35
Yes. I don't big brother you as a rule of thumb. I don't have time for it. Olivia does not want to big brother you guys because she don't have time for it. Trust me, I know. I did her job and then some If I start having the big brother, You be aware your job is on the line Just gonna straight up, be honest with you guys If I'm big brothering. You Your job is on the line Don't. Believe me ask Emil, He has seen me do that to too many people. I've never had a big brother Emil. But he will tell you, He has seen it one too many times where I had to big brother somebody, and they were gone within weeks. Okay. Monti will tell you, Monti has been in the office and watched two people come into my office and leave back to back that I terminated. And she will tell you, I don't like doing this. It's not my favorite job, but if I have to, I have to. Now that being said, I'm going to be honest. I am an honest person. I'm not going to bullshit you.
Speaker 3 00:21:28
We have terminated people because I've caught people sleeping on the job. Ask Olivia; she was here for it, and they weren't even people that reported to me. So, I am going my so purpose today with meeting with you guys is to teach you how to be the best you can be at your job, and how I can big brother you when I need to, and you can big brother each other. Guess what? The person we terminated for sleeping on the job. It was because one of his coworkers was like, "Hey, go look at this person's time entries. I think he's sleeping on the job." And we were able to prove it. So just a heads up, you guys have the ability to big brother each other. We are not going to stop you from checking out your coworkers. Okay? Everyone in this company is accountable to everyone, not just to me, not just to Olivia, not just to Becker and Cheryl. You're accountable to everyone. Okay?
Speaker 3 00:22:23
And if you're on my list and you're on the shit list, ugh. Cause there's a pre shit list. And if you even catch that one, that's questionable. But if you get on the shit list, Charles will tell you I got five different lists and they go in order. There's my popularity list, the ones that I absolutely love most of you. If I've worked with you closely have been on that list one too many times, and that's my good list. That is my absolute I will pay you in karma points every day of the week to stay on that list. And then you got my I'm really happy with you list. And 99% of you guys are on that list already. Okay, then you got my mediocre, You're doing a great job, but you're not where I need you to be. That's my medium list. And then you got my pre shit list. No one on this chat has ever been on my pre shit list, except for one person. And that was because that person asked for two months off of vacation back to back and I had to deny them.
Speaker 3 00:23:22
And it annoyed me that I had to deny him, so I put him on the pre shit list. But that person got quickly off of it, and then you got my shit list. Mostly it's only clients that go on that list. So yeah, so just to just to uh explain Charles, it's called the shit list. That's my five lists. So and Charles was my right hand man for a long time, so he knew who was on each of my lists all the time. All right, So what I'm going to do is I'm going to show you guys? Uh Time Machine. Time machine is really fun. Let's uh we're gonna go through this. You have two lists. You have the availability board, which is right here and I love it when I see you guys actually using the availability board as intended. I I get a kick out of it okay? I go in goo lagoon lifeguard, Riddick, I love that. I do check this out pretty often all right. And then um i'm not at SCHARP today, but i'll fix that.
Speaker 3 00:24:19
But this is your availability. This allows us to see, and the people who are watching it to see what's going on. Do, you know how in the hell are you working on four tickets at once? You're in a meeting, woman. Okay, so one of those tickets is a meeting. Well, how in the hell are you in four tickets all at once? All right. Um. Yes, Please correct that Kobe Dearheart My love Get out of some of these tickets and stop missing schedules. Do you know U2? All right, we can.
Speaker 4 00:24:51
I used to do that, But now I make sure I only work with maybe two or three at a time. That's when I need to quickly jump. Yes. Run all that stuff.
Speaker 3 00:24:59
Yeah. So this is what we can see in here. I see Jose, He's in progress on this ticket In. Here. We can see who is the person where they're at Becker's at home. We know that uh he's his availability is that he's in progress on his weekly help desk meeting ticket. He's been in it for thirty two minutes. Total time in that ticket is thirty two minutes. Now, If I go in here and I look and I see that there is a Juno ticket here that's in progress and it's Lancer Skin Care, set up a printer. Uh Juno, I am going to pick on you today, dear heart. I love Juno. Juno is at the top of my list, so don't get any misgivings about that. But Juno has been working on a printer setup for currently two hours plus.
Speaker 3 00:25:44
And and her total is six hours time of in progress. Do you know it takes fifteen minutes to set up a printer? Is this printer the demon spawn from hell? I am feeling.
Speaker 1 00:25:55
No, I think I mean, I think I have to like bring this up to like probably like after this, because I also told Olivia about this. Like okay, There are times where i put there are times where i put when i put a status on MTX. And then when i check, it's still on working on. So yeah, um, That's that's I. I have that happen to me like more than a couple of times. But when I go ahead and change it at ConnectWise, it gets back. I mean, it gets back to the same. I don't know what I'm what I'm doing. Maybe I need to log off and then log in again. So let.
Speaker 3 00:26:32
Me let me fix it for you right now. When you guys see this, then this is a good piece to show you.
Speaker 3 00:26:41
And I'm just going to change working issue now to scheduled remote. Give that a second, let it update. I see some unsolved things in here and then I'm going to close it. All right, And now it's out and that might be just be a ticket that's just having some issues. So it's in scheduled remote now so we should be good there. It's still showing up, oh nope, it's gone now. So you can actually just go in here and click on it. That's all, click on it and you can make some changes in it.
Speaker 3 00:27:11
So just so that you guys are aware,
Speaker 1 00:27:13
I'll keep that in mind. Yeah, I'll keep that in mind on the top. Yeah,
Speaker 3 00:27:17
That'll help out. Um, if you click on the hamburgers, I call these the hamburgers. Okay, You can put yourself at lunch and return uh and when you're going to return. So right before you go to lunch click on that. I do see a lot of you guys do that, which I'm very grateful for if I step away from the keyboard when I remember, because i don't, i don't my time is not as. People want to know where I'm at, But my time is more accurate on uh Teams, just because clients are picking up for me. I'll do away from keyboard, personal time off. Um a couple weeks ago, I should have done a person, uh sick time and then my date return. And that way you guys will know. And if I do that um okay go away, I don't want to do it right now. It's going to make me choose.
Speaker 3 00:28:05
So, uh, Becker is now sick. He'll be back on Friday and I'm just going to click that. So, Becker, you can fix yourself a little bit later. Um, Also, there's a few other things we can do in here if you're traveling gone for the day. Becker does use gone for the day. I do know this um sub statuses that you can have in there. All of that um I am not at Sharp today. I am I was at Sharp yesterday so I'm at Ability First.
Speaker 3 00:28:33
And then my location is remote. So there we go. And then you can update that. If I scroll through this, I can see Emil, his role is Winston the Wolf. Orange, there's a reason why Olivia is orange in the system. It's a long time ago, but she's the VP of let me check on that. So there's things you can do in here. One of the things I used to do as a manager, and I would have. My team leads is to constantly have this up on a separate screen somewhere. And then that way you can see if any of your guys need help. So Dimitri, Do you need help on scan to email? Or are you having the same issue as Juno? Or did I catch him? No,
Speaker 5 00:29:14
I don't think they need any help.
Speaker 3 00:29:17
Okay, good. So we can see a lot of things in here on this. It's a good rule of thumb to keep up for whenever you're working with clients. In fact, I sometimes will click this button here to make this smaller, so I can see this better. Now, the next thing I want to show you guys, I'm going to click on all members to do it. I'm going to show you guys what your time chips look like because time chips, That's how a big brother you guys, and that's how Olivia big brothers you if she needs to. That's how Pete does it. Uh Emil Becker Cheryl. They all know how to big brother people, but we're going to use Bogdan because Bogdan is pretty on top of his time. Um.
Speaker 3 00:29:56
This outer ring, this your time spent working. How much time did you spend working with tickets in progress? Okay, so that's what that outer ring means. Inner ring is how much time were you actually spending working and unavailable. This before lunch. I expect to see red on everybody's thing. I expect at the end of the day when I am looking at your time. That I'm seeing something like Becker, oops, hang on. Where the available time is around an hour to an hour and a half. Okay, because that's your lunches. So, if I go back in time on this and I look at it at yesterday's end of day, let me put my time over to end of day. I'm going to expect to see where's Bogdan? I'm going to expect to see this. And that is available is almost two hours.
Speaker 3 00:30:53
That is normal. I want to see these two rings as close as possible. And that's this is good for Bogdan. Now, if I take a look at this and see what is his delta time? And I'll explain what delta is. I want to see it around two hours or less. And for Bogdan, That's good Delta time is the time a ticket spends in progress compared to how much time you've actually put in to your timesheet on ConnectWise Does that make sense guys?
Speaker 3 00:31:24
Okay. Um, so hang on one second, guys. Um, so I want I do want to see that. Hi Stephanie. Hi Chris, how you doing? I'm good. Hey, I'm in a meeting can I call you back in about 20 minutes? Uh, As you can see, the first Oh March 4 4th 1980.
Speaker 5 00:31:41
Okay Thank you.
Speaker 3 00:31:43
You're welcome Thanks Okay Sorry guysum. So, time actually worked and recorded versus time in progress is what we're looking at. That's your delta. So if I look at time entry for Bogdan, it tells me the full picture of the day. And I'm going to look at his delta time. And, there's some times where this one was he was he didn't put in his ticket time until later. The ticket was in progress for twenty three minutes, but he actually put an hour and seven minutes against it. That's something we don't want to see. We want to see.
Speaker 3 00:32:15
The today time and in progress be under three minutes delta time. I'm okay if you go up to 10 minutes, but I don't like to see the 40 minutes. Okay, but for Bogdan, this is a good day for him. His his his chips are almost fully aligned properly. So I'm not going to bust him on that because at the end of the day, he's got one of the best time cards out there. So when I'm looking at this now charge code, I'm expecting to see that where it's at, But when I look at this, I want to see what that looks like. Now, Juno Dearheart, can I pick on you? Okay. So Juno yesterday. So, she has an unavailable time of four hours and thirteen minutes and working time of five hours and forty nine minutes. With Juno, that's probably a bad day for her, but she has a lot of good days. So I'm not going to worry about it.
Speaker 3 00:33:12
But here it is. So I don't see any charge codes for your launch. Oh, wait, there it is. So I do see some charge codes. You're in progress. I'm going to see that's going to be a delta that I'm going to see, I'm not going to worry about. Um now she did some work on some tickets, but because it wasn't in progress, but she spent an hour and 30 minutes on it, that's where this red line is, that's where the delta is okay? So I'm not concerned because when I look at her time entry, Her time entry is pretty on par. Now, where this does get to be an issue, and this is where I found people sleeping on the job, Is when it shows in progress of 45 minutes for the day, and your delta is eight hours. That's where I'm going to have an issue. And we could go in and actually look at the working time right here. And we could see that he did all his work.
Speaker 3 00:34:06
At the very beginning of the day. And then at the very end of the day, and there was nothing in between. That's how we caught him sleeping, and we had it recorded for over two months. So he was getting work done, but we knew he was sleeping. So we can go in there and take a look at this now. Heads up for you guys: We don't want to do this. Olivia will tell you, she don't want to sit here and spend time looking at chips. ; she does not like it ; I do not like it. ;. We don't want to sit here, but if someone comes to us and say Chris. I think Becker's sleeping on the job. We're gonna we're gonna have to look it up. And, we what we can do here is we can just go back in time. So I can see yesterday, I can just hit that little back button here. I can see the seventh, what does that look like? I could, I can go back in time and get screenshots. You cannot lie and fudge the system on this one. Okay? Does that make sense guys? All right, now that being said, Gaston your time looks really good yesterday.
Speaker 3 00:35:06
Okay, that's perfect. Right there, that available time, that's what we want to see. And this green line, these look great. Look at your delta. Dude, you're more perfect yesterday than Bogdan and that says a lot. No one tell Bogdan. I don't want Gaston to make an enemy of Bogdan. All right? Bogdan is dangerous enough. He works in security; he's dangerous enough But look, This what I want to see from you guys So. This what I expect from you guys. Now, let me waylay the first question I'm going to get asked. Let me put it in someone's voice that's already asked this. But Chris, I go to client sites all day long. Okay guys, I get it. I get it. Let me tell you, you have this thing, it's called a cell phone. Now I did an MTX search because I have it. What does that button right there say? MTX.
Speaker 3 00:36:05
It's on my phone. It's just a shortcut. It's a Chrome shortcut that I created. I'm going to log into it, signing with Microsoft. I haven't signed in in a while.
Speaker 3 00:36:23
Once I sign in, okay, it's uh, I gotta have my um security key and I don't have it with me, but. MTX on the phone is actually pretty nice. You can see I don't sign into it, sign into it, Sign into it on your phone because when you get ready to go to a client site, You're going to get a big blue button that shows up on that phone app, and you say, log time, log drive time or something along those lines. Not only will it log your start travel. Thank you. Not only will it log your drive time? But Ryan what else does it do?
Speaker 9 00:36:58
Logs your mileage.
Speaker 6 00:37:01
Based off of the internet, I advise you to double check Google Maps though and make sure that's correct. Yeah.
Speaker 3 00:37:08
And it does that well, guys. Now, Um what I do is I will take a picture of my mileage on the phone before I start travel and put it in there and then take the picture of my mileage when I get done. And, you can do that through the MTX app, and it will store that in your ticket. Um, I do that when I go to camp, because camp is a two hour drive, and it sucks. And I get $130 mileage from that every time I go to camp. So, trust me, it works. So be aware MTX works well, especially if you're going site to site. I know that Ryan uses it. I know a few others of you guys use it, so give that a try, especially when you're going around site to site. And it's very helpful when you're on site because I will tell you, You're getting questions thrown at you all the time, because people wait until they see you on site before opening tickets.
Speaker 3 00:37:59
And they'll raise your hand and just stop you. MTX is perfect on that, okay? Any questions about Time Machine? No. Okay. Real quickly, I'm going to go to MTX, just to give you guys a quick overview on some things, um, on how to create tickets and stuff in here. I'm not. I'm gonna. I'm creating a video for you guys Good lord child! You still have that as my ringtone! I thought you'd turn that off at some point because of how disruptive it is. No, that will be your your ringtone until the day you die. Okay, then stop complaining about how disruptive it is. Good Lord, guys.
Speaker 14 00:38:35
I was texting you to tell you I am going to get lunch.
Speaker 3 00:38:37
Go get lunch. Get me a taco please. Okay, two tacos. Um Good Lord, it's eleven o'clock. I didn't know anyway, Opening tickets opening tickets is super easy in mtx. I would rather open a new ticket here or using CLI than opening in ConnectWise. Okay, um so. You have some updates to this. I have not gone through all of the updates yet. Um, I will be going through all of these updates soon, but there are some new updates on the budget hours that I really like. Lookup contact, easy to do. I'm going to open a ticket for Ryan Hill at Crimson. So R for Ryan, space H for Hill, space C for Crimson. Okay? And it will pull up everybody that matches. So I'm gonna CLIck on Ryan and say.
Speaker 3 00:39:26
Needs a password reset in smart dispatch. Okay, I don't know I'm just I'm making up I'm going to say next I'm going to put the board. It's a break fix. It is low priority, and he called me there. We go. It is that simple guys, and then I can go in here. I can put it in as working issue now because I'm working on it.
Speaker 3 00:39:56
So, I'm here working issue now. Select subtype. This is uh something or another software. This is going to be a.
Speaker 6 00:40:06
Request account management.
Speaker 3 00:40:08
You shush it you, you broke it, you broke your password.
Speaker 9 00:40:14
That was fun. It seems like he was padding tickets Misty.
Speaker 3 00:40:18
I know, I know and now I've lost my ticket, dag on it! All right where'd that ticket go? I'll go find that ticket and I'll delete it later, But this is how you work on tickets in there. Now, if I am in here, I do have a lot of tickets. I am not going to lie, I got a lot of shit going on. Um, I thought I got those out of done yet this morning. Let me work on Jennifer. All right, so if I am in here and I am working tickets. Um, Jennifer, I've already answered that. Um, I actually talked to her about that in person. Someone working issue now. Um. So, I am working on the ticket.
Speaker 3 00:40:57
I'm going to say, this will not affect. We just need to add Bob to system. And I'm going to say move on. And then from here, Bob to Robert if there is any issues. All right. And then I'm going to say include email, change me. It's user support, hands-on or remote because I'm not there. Billable, I'm going to just say because this is a helpdesk engineer. I don't even know why the ticket got to me. It should have gone to Robert. All right, I did add a minute. I did pad my time there. Why did I add a minute to this? Anybody? Email?
Speaker 3 00:41:55
It cannot be under 60 seconds. It will flag it. All right, so now that one's closed and it sent her an email.
Speaker 4 00:42:03
And, and that happens a lot to me because I'll be like quickly send an update. Yep. And then uh, I think if then it comes like minus zero two, it's like what? And then shows like yes.
Speaker 10 00:42:15
Yep, done real quick.
Speaker 3 00:42:17
Yes Now heads up do not ask Sue to open your tickets. I'm gonna I'm gonna reiterate Olivia. I I very rarely ask Sue to open tickets for me anymore. Um, Because I just forward emails to the help desk and tell her to assign it to me. That's all I do. Or I go in here and do it this way. Now, if I'm forwarding emails and asking her to assign it to me, why am I doing it that way?
Speaker 8 00:42:44
So you can record your time work?
Speaker 3 00:42:48
Because I'm away from my desk and all I have is my cell phone. That's why. That's the only reason why. Because I will be on a weekend traveling and Reuben Davidson calls me or David Hernandez calls me or Aaron Hill calls me or Crystal Olivo calls me or Mishaun Fleming calls me. That's why I do it. Because I'm at a party for my child, or I'm at some kind of function that she needs. That's the only time I do that.
Speaker 3 00:43:20
All the other times I will open up my own tickets and close them, which is why I have so many tickets that got to fix. Now, last thing I'm going to show you, I know I'm running over on time. Last thing I want to show you is how to fix all the red. And there's a button move past schedules to today. 22 tickets move There, we go All fixed Now, i'm going to go in. I'm going gonna. I'm going gonna talk to uh my bestie and say look for.
Speaker 3 00:43:51
All tickets in" Done" yet and put them into" Scheduled". Required.
Speaker 13 00:44:01
And what Chris just did, you can do it manually as well, but that's an easy way to do it. You'll hear me again and again, say, like past due tickets, or you'll see tickets thatum Charlene or whoever might put into" D one" yet. It's probably because you have a past due ticket that you haven't moved. To a day in the future, so every single day before you log off, you should be moving all of your tickets to a day in the future. If you have not if you didn't update them today, yeah, if that makes sense.
Speaker 3 00:44:32
Now I do use Claude and sometimes Claude will forget to update my tickets. It will write the notes but it'll leave it in working issue now. I I will be honest i i i don't shortcut things, If you look at my system, I never shortcut things. I actually work really hard. But because I like CLI, how many people know what a CLI is? Okay, I like using CLI. It reminds me of growing up on my 386 computer. Okay, I am old. I don't look old, I know, but I am old. I've been in IT for twenty eight years. So, having having my bestie do this.
Speaker 3 00:45:14
I pay two hundred dollars for my bestie a month. She she will handle this for me, and then I'll get off Olivia's shit list again. Okay, Olivia only has two lists.: you are either her favorite or you are on her shit list. I need to be off her shit list on the done yets. In between, there is no in between not with Olivia. Yeah, with me there is lots of in betweens. I got to segregate you sounds like it. Yeah,
Speaker 9 00:45:38
They're cursing or praising you.
Speaker 3 00:45:40
Yes, most of the time I am praising you guys because you guys are literally. There is I would not have moved from my old company if it wasn't for this amazing team. Okay. And if you know who I worked for originally you, you will understand that especially if you're an LAN Los Angeles person. Okay um any questions you guys have about MTX since I definitely ran over on my time today. No good.
Speaker 3 00:46:14
If you are still having issues putting in your timesheet after this conversation, call me. Olivia will tell me because I will ask her who do I need to put some one on one time with because you didn't pay attention. Okay, um, You will go on to my not quite on my shit list, but you will be in that range. Um, so if you did not pay attention please look at this recording follow through, you know things like that. I have been, F inished one video for Empath for you guys on how to use the uh time machine. I am working on the MTX guide now and I will upload those to Empath as well. Okay, I promised Olivia, do it. I might be about six months behind on that but it is getting done. So thanks Chris,
Speaker 13 00:47:00
Thanks for joining today as well. No worries. Okay we only have a minute left Matt who is our next.
Date & Time: 2026-05-05 17:01:02
Location: [Insert Location]
Customer: Foothill
## Overview
This was an introductory meeting between Crimson IT (consultant) and Foothill’s IT Manager, Mathys (also referred to as Nasees/Meses). The primary goal is a comprehensive IT assessment for Foothill. Mathys is concerned that a previous assessment failed to address core issues, which he believes are organizational and procedural rather than purely technical. He emphasizes the IT department’s struggles due to the absence of a clear business strategy, undefined internal policies, and a reactive, task-based workflow. Key challenges include staff shortages, knowledge concentrated in a few individuals, and difficulty aligning IT with ambiguous business needs. The desired outcome is not just a technical report but a strategic roadmap that addresses structural problems so IT can function effectively and support the business.
## Background
Over the past five years, Foothill has shifted from a “mishmash of things” to a more robust “enterprise infrastructure.” Mathys has been with the company for four years, starting as a system administrator and recently promoted to IT Manager. The IT department is understaffed, short one system administrator for over six months, increasing the team’s workload. An almost identical IT assessment was conducted less than a year ago, but Mathys found it lacked value because it ignored internal organizational and procedural root causes. The current assessment, initiated by business leaders (Chris and Jim), is intended to comprehensively review IT operations, policies, procedures, personnel, budget, and cybersecurity.
## Pain Points
The IT department is overwhelmed and cannot operate strategically due to a lack of defined internal policies and clear business direction. This drives a cascade of issues. The team is forced into reactive work, addressing tasks “off the cuff” instead of executing planned, business-aligned projects. As a result, they cannot establish a proper security framework or align IT structure to business needs because those needs are unclear or poorly communicated. The impact is significant: IT cannot proactively improve systems or free time for high-value projects, leading to constant firefighting. Mathys and Chris have tried defining processes “from the bottom up,” but “it just doesn’t work.”
The team is understaffed and overburdened, exacerbated by knowledge silos. They have been short a system administrator for over six months, increasing pressure on the team. A major risk is that departures have a “huge impact” because knowledge is “thinly spread” and not documented; institutional knowledge often “sits in the hand of very few people.” New enterprise technologies increased complexity without added staffing, raising support overhead. Resource constraints limit capacity to implement known improvements, let alone new strategic initiatives.
Work is purely reactive and task-oriented, with no project management discipline. “Right now we do not do anything as a project. Everything is basically a task that pops up somewhere.” Problems get quick fixes rather than being part of a “larger solution to a repeating problem,” preventing root-cause resolution and lasting improvements. Even items from the previous assessment were handled as discrete tasks. This unstructured approach fragments effort and blocks strategic progress.
There is no proper governance structure, such as an IT steering committee, to prioritize work and align resources with business objectives. Without it, there’s no formal process to evaluate and queue critical projects based on available resources. Mathys notes that even if such a committee existed, it would be ineffective without a clearly defined “operating organization from the business perspective.” The absence of high-level direction and prioritization leaves IT directionless, unable to focus efforts or push back on unmanageable requests.
## Expectations
The assessment must focus on and provide actionable recommendations for deep-seated organizational and procedural issues, not just technical findings. Mathys hopes “most of the focus is going to be on that area.” The final deliverable should be a strategic roadmap to “address those structural things” and “build off of it.” Success is a “solid concrete direction” tying IT structure and policies to the business’s actual needs and future direction. Simply listing technical gaps (already known) is insufficient.
The process should be minimally invasive and highly collaborative, with full transparency and client control over any actions on systems. A prior assessment installed endpoint agents that caused a “nightmare,” so Mathys is “very concerned.” Agent use must be “very limited,” and high-level administrative access granted with extreme caution. He expects to work directly with the consultant team, running commands himself if necessary, to avoid production impact. The client must have time to “review that project plan and provide some input.”
The deliverable should be a prioritized list of recommendations on how to solve identified problems, not just a report of issues. It should include practical steps to address structural, procedural, and staffing challenges, with guidance to become more “organized, way more goal-oriented, project-oriented.” The client also expects advice to bridge the IT–business gap, potentially including recommendations for business leaders as well as IT.
## Other Information Summary
- Mathys has a software engineering background with over thirty years in IT.
- The previous assessment is considered low value by the IT Manager; consultants will still review it to measure progress.
- Chris will coordinate contracts, costs, and scheduling interviews with business executives.
- Mathys is the primary contact for technical aspects, including data center access and system scans.
- Mathys proposed splitting the vacant system administrator role into two specialized positions: on-prem VMware and Azure/Office 365, but believes this is insufficient without fixing structural issues.
## To-Do List
- [ ] April (Crimson IT) to contact Chris (Foothill) to schedule 1-hour interviews between Zor and business executives.
- [ ] April (Crimson IT) to schedule a meeting between Zor and Mathys to coordinate interviews with IT staff.
- [ ] Crimson IT to prepare and send a comprehensive project plan to Mathys for review and feedback.
- [ ] Pete’s technical team (Crimson IT) to contact Mathys to coordinate the technical side of the assessment (scans, access, etc.).
- [ ] Chris (Foothill) to compile a list of business-side personnel for Zor to interview.
> **AI Suggestions**
> The AI has identified the client’s biggest pain point as the complete lack of defined internal policies, project management discipline, and clear business direction, which leaves the IT department overwhelmed, reactive, and strategically adrift. Here are some possible solutions for your consideration:
> 1. Implement a phased, lightweight IT Service Management (ITSM) framework (e.g., ITIL foundations or a simplified version). Start with formal service request and incident management to quantify incoming work, separate reactive tasks from planned projects, and generate data to justify a project intake process and steering mechanism.
> 2. Facilitate workshops between IT and key business leaders to define and agree on 2–3 critical business objectives for the next 6–12 months. This creates a “North Star” for IT, aligns efforts, and provides a basis for prioritization and a simple strategic roadmap.
> 3. Create an “IT Governance Lite” model: a monthly IT–Business Sync with Mathys, Chris, and one or two key stakeholders to review workload metrics, showcase progress on agreed goals, and make joint decisions on next-month priorities. This introduces discipline and shared ownership without full bureaucracy.
> 4. Develop a “Portfolio-on-a-Page” template. Translate the current list of issues and improvements into a one-page visual portfolio categorized as Run (keep the lights on), Grow (new capabilities), and Transform (structural change). This helps communicate scope and the consequences of under-resourcing to business leaders in a clear, non-technical format.
May 5, 2026
Speaker 1 00:00:00
Ro und of how this usually goes, and then we can kind of go from there.
Speaker 2 00:00:04
Perfect, perfect. Okay, well let's do this. We'll just do a round of intro messages. So you kind of would get to know everyone on the team. I think this will be a good start. So I'll start with myself. I am Zor Zurchaev, I am CEO and founder of Crimson IT Been in business for many, many years, right? From, Small organizations to enterprise, very large multi- billion dollar organizations in various capacities and including. CIO roles for a number of large organizations. Pete, take that.
Speaker 3 00:00:44
Good morning, Nasees and Chris. Nice to see you. And my name is Pete Breich. I am the Chief Operating Officer for Crimson IT, and happy to be here and happy to meet you. Awesome. April. Hi, good morning, Chris and Mathys. My name is April Palacios, and I'm the new Administrative Services Manager. And I'm with Crimson for more than four years now. So I oversee daily admin operations, including billing and agreements. Nice to meet you.
Speaker 2 00:01:15
Perfect. All right, Maurice, do you want to take a sec introduce yourself?
Speaker 4 00:01:22
I've been with Foothill about four years. I started out as the system administrator. And I was recently promoted to this new position as the IT manager and automations. And, basically, we have a series of What I consider internal issues that are causing IT problems, we're trying to identify or get confirmation more than identify.
Speaker 4 00:01:56
Of these types of issues and how we can proceed. So I think that's really the focus from my perspective of what I would like to get out of this.
Speaker 2 00:02:05
Got it. Okay, perfect, perfect. So. Soum I'll just kind of at the high level, I will walk you through on what's going to happen during this assessment. And then we can make sure we're all aligned. And I think the next conversation will really be, One on one of coordinating everything, right? But at the high level, We are we obviously have a scope of work that we agreed with Chris and Jim. And we effectively going to do full IT assessment, right? That includes IT operations, policies, procedures, personnel. Right? So I will be talking to you and your staff to understand their skill set. Right? And how they're.
Speaker 2 00:02:53
Whether they're in the right position on organization, how overloaded they are, right? One of the things we hear. It's. Because of these issues, there is a substantial load on the team and many team members. are the only member that has information. So institutional knowledge, right, sits in the hand of very few people, which could be very impactful. We will also interview the business executive side to understand their. Perception of it and how well, they see it being a partner and truly a strategic partner for the business. So, it'll be interesting perspective for you guys to also have from that standpoint. A lot of times, Being an outsider, We get to see and hear things that internal IT might not be exposed to. So it will.
Speaker 2 00:03:48
Effectively go into all areas of IT, right? We'll want to understand the cost of IT, the budgets, the agreements, right? So, we can Come back and correlate you to what we're seeing in other industries. For example, we might come back and say, "Look, you guys paying premium for your cell phones, right? Or for your contract management? " Or, it could be the other way around : " Y ou guys doing phenomenally well here, and you don't need to worry about cost savings." Exercise in this particular area, but you should look into cybersecurity concerns, right? So, we're going to analyze IT operations. And obviously, we're going to look into cybersecurity posture. Right, so there will be a number of people on the team, and we will cover. I am going to be handling the interviewing process with people, and the rest of my team will be coordinating with you, right? On figuring out.
Speaker 2 00:04:45
The timing to install our tools, to run the scans, right? Clearly we're going to put together a comprehensive project plan. We're going to have you guys review and approve it, right? We're not going to do anything that will impact production, right? Any scans will be scheduled for after hours, and you're going to be in charge and in control of entire process, right? So at any time if you feel uncomfortable, you're going to tell us that," Hey, we should do things differently and here is why."
Speaker 4 00:05:18
I don't know. I'm sure you're aware that we went through almost an identical process. Less than a year ago, right? And, one of the huge problems that we had were these agents that were installed. On endpoints, cleaning all that up. So I'm very concerned about that. That needs to be very limited because there's already information out there from the previous one. And you don't need, you know, all of our systems are standardized. So everything's built on the same image. So you need basically just a sample of right.
Speaker 2 00:05:54
Yeah, yeah, yeah. Exactly right. So, our plan. We're going to bring our nuke, right, a laptop with our software that will effectively scan the network, and we're going to install an agent on one of your domain controller, right. That's it, right? Yeah,
Speaker 3 00:06:09
We're not going to be putting anything like on all the endpoints or anything like that. That's not that's not the that's not the approach at all. So it's much less invasive than Atmosi. So there there's there that's not a concern.
Speaker 2 00:06:22
Right. Also, even though you've had an assessment before, right? My feedback to both executive was, While, we can totally review and confirm whether the progress was made compared to that assessment, where you are now. We're not going to be able to comfortably say we're confident with your cybersecurity posture based on that report. We will still do all of our review and assessment, right? To be able to confidently state that we know this work is solid because we did it, right?
Speaker 4 00:07:00
Yeah, in fact, I personally don't put much value in the old assessment. So again, because it didn't really look at our organization from the inside. Like I said, majority of our, I would almost say, almost all of our issues are due to internal lack of policies. So proper structure, you can't build security around something. That's undefined internally, you know. So that's where a lot of issues come from. So once even those issues are resolved and defined, at that point there is a staffing issue, right? Right now we're short a system administrator. And it's been this way for over six months, right? So we have a lot of things that are already built up too. Every little thing that gets added. Is extra pressure across the board on everybody right now, right? Right. Including this assessment, right?
Speaker 4 00:07:59
So, my hope is to actually identify the real problems, right? Not from the outside. You know well you need uh. You know, your cybersecurity, you need certain policies set up. We already know that, right? The problem is, you don't know how to set up those policies or how to structure yourself. To match the business's needs, right? Right.
Speaker 4 00:08:25
So That's where the majority of this comes from. Yeah, and I am hoping that's where the focus is going to be a lot. Most of the focus is going to be on that area.
Speaker 2 00:08:32
Right. We're gonna, I mean clearly that's going to be a focus area, right? It's not going to be the only area, right? Like we are doing a comprehensive assessment, right? So but clearly what you've discussed is a very big and important component. Right, and this is where you and I we're going to talk in depth, right? So I can understand your view. And then correlate it to what I'm hearing from organization.
Speaker 3 00:08:56
And part of what we're delivering, Moses is is not just, um, here's the, here's, here are the issues. But here's kind of a list of prioritized issues. And how you can solve them, right? Here are some recommendations. as far as priorities and, you know, some recommendations to how you can address these. Right. And and that. That's part of the deliverable, right? Is here are some recommendations on how you can solve them. And, you know, if you need some help, we can potentially help you in some of these areas or not. Or you can do them yourselves. But here are recommendations on how you can solve some of these things.
Speaker 2 00:09:40
And we've been in many situations like this, right? So we've been in many environments where IT is overloaded, right? And in some cases, it's exactly what you've said, right? It's where you have undefined policies, undefined strategic direction. Right? So IT is kind of a is not sure where to concentrate their efforts. Right? It could be that you guys understaffed. It could be that you overloaded because there is no process for steering committee, right? That identifies these are the critical components. Here is amount of resources we have on IT.
Speaker 2 00:10:17
Right, and we're going to queue up these projects, right? Because you can't put too many. We also know that not all work could be outsourced to someone else because to do the work you have to understand internal workings. And a lot of times, it takes longer to train external person on what needs to be done than for you to do the work. And you kind of going okay. I can spend 10 hours explaining or I can spend two hours that I already don't have and just do it myself. Right, so we've been through that as well. Right, So we're going to be very respectful of your time and time of your team. Um, and we're going to try to minimize the impact as much as possible.
Speaker 4 00:10:56
Yeah, along those lines, it's not so much just the IT, right? So the same goes for I mean Chris and I have been working way before I even took this position officially on trying to figure out what our processes are. We've made almost no headway. From my perspective, I see at least right. I've tried to define some things that we can do, to try to. Make some impact from an IT perspective, right? To free up our own time to be able to take on higher value projects, right? But that is extremely difficult when you don't really understand or the business itself, it doesn't really like you mentioned some things, right? So some sort of oversight committee, right? None of that stuff exists here. Right.
Speaker 4 00:11:46
It's all kind of off the cuff, right? From where I sit, you know. I mean, I don't know what else is going on, but from the end results that that's what I see, right? So that's really where we need all this clarification. We've spent a lot of time. Chris and I talking about this stuff, and we've tried to do something almost like managing from the bottom up, right? It just doesn't work, right? And. Then the last thing we tried to do was to one of the big concerns that the organization has and I have. Is that when someone leaves it, it's a huge impact on us because we're thinly spread. We use a lot of technologies, all of it is solid. That's not the problem. The problem is, all these things were introduced without any additional staffing, right? I mean, compared to five years ago.
Speaker 4 00:12:43
This place looks nothing like it did five years ago. Five years ago, it was a mishmash of things. They couldn't hold video conferencing with more than three people. Right? So, the entire infrastructure, every aspect of it has changed. Into more of a enterprise infrastructure, right? And that has a lot of overhead, right? I mean it provides a lot more but it requires a lot more. Right. So none of that, you know, all of this technology that was never addressed, right? So when we try to address it this time around, uh, I it's turned into uh basically at this point a a review of everything, right? But again, it doesn't seem to me like the review is focused on the right place. Right, there is definitely issues in it. Right, but they can't be solved without understanding what the Business.
Speaker 4 00:13:42
Needs are, right? What the procedures are. Why are they not structured, right? So those are the kind of the ties that we need to establish, right? Even if there was an oversight committee, they could really do not much about it unless they have that. Operating organization, right from the business perspective, not just it right. So that's where we lack a lot of these things. You know I understand that you have to do a full review. And I'm glad that you weren't going to be installing things on endpoints, because that was a nightmare to deal with. But again, I'm sure you're not going to find. You know, whatever you find is going to be very similar similar to the last one. But even knowing all of that, it gives us no it no solid concrete direction. Because in order to implement.
Speaker 4 00:14:37
Most of what we need to do, we need to understand where the business is going, what it needs. Right? And this is where our problem is, right? So I am hoping that Chris agrees with this. I don't know if he does, but you know, this has been my experience working with Chris that that's what we've identified. That's what we've been trying to fix.
Speaker 2 00:14:55
So, so, this is perfect, right? Like, this is exactly the kind of a conversation I am going to have with you. I am going to take your notes, right? Because this assessment, this is assessment. Not for it. This is assessment for the business leaders, right? It's effectively it's going to service it and business leaders at the same time. I guess should have said it's not just for IT assessment, it's also for the business leader, right? It's going to go both ways. It's going to be presented to the business leaders and to it, So you guys can see like the concern of yours right is exactly what I am going to be presenting to Chris and Jim right saying, hey.
Speaker 2 00:15:35
This the what we're seeing, The view of the world in I, T, right? And this what we're seeing in business right? And you are mismatched or maybe you are aligned, but this the way the business decides to accept a risk. Right, so so, But what you are saying, we will clearly capture all of that, and we're going to come back. And we're going to give you recommendations on what we know works well for others. Right, we have a lot of expertise in it. In managing IT at various sizes, right, for profits and for nonprofits. So we can come back and give you our set of recommendations and say whether we think IT is excelling or business is excelling, right, or needs some adjustments. All right. Make sense? Yeah. Um, okay. So, with that, so this is great. Thank you. Thank you. I really appreciate it. I think you guys will see right.
Speaker 2 00:16:34
Ultimately, our job is we're actually that right. We're not like purely this is cybersecurity. You don't have MFA, make sure MFA is enabled, right? It's going to be there too, but that's not going to be the emphasis of this assessment. Right? It's going to be all around IT understanding your areas of responsibility, understanding the weaknesses, right? The open positions and effectively given our feedback. On, what needs to happen to bridge the gap between where IT is seeing the things and where business is seeing the things. So with that, we'd like to I think. At this point, moving forward, right? Uh, anything it related. Meses. I'll be coordinating with you. Right, And my team, as far as coming on site, looking at data center, right installing the.
Speaker 2 00:17:31
Age nt getting global admin to Azure, like all of those things. The technical side will be done. I'll start the coordination and then we will switch over to you know, to my team. On the business side, right scheduling time with executives, Chris. I'll work directly with you. Right.
Speaker 4 00:17:55
One issue I have though is given these types of.
Speaker 4 00:17:59
Access, right? So high level admin access and things like that. We can give you read access to what you need, but we don't want to give out just yeah yeah yeah.
Speaker 2 00:18:09
So. So so so you effectively we're gonna. We have some tools right that we're going to install and runum and you can ultimately, we will tell you everything that we're doing, but for us to collect information from Azure, we'll need like global reader.
Speaker 4 00:18:26
Yeah, right. Plus,
Speaker 2 00:18:29
You're gonna create our own account. So you'll have a log, so you'll be able to see anything we do anyway, right? Yeah,
Speaker 4 00:18:37
But that's not the issue. Last time around, we actually had some problems by things that the auditors did that actually caused us problems. So we do not want to go down that path again.
Speaker 2 00:18:48
Yeah yeah yeah yeah. Look look for sure right? And if we do need administrative access, right, we will make sure you're there and you can see exactly what we're doing. Right? We're going to request it from you obviously, right? For us to have it. You'll have to provide it and you'll have to work with us. Alternatively, We'll schedule time to work directly with you, and then you run the command and you give us the outputs. Stuff like that. So again, right? We do not impact production. Okay, I can tell you this much.
Speaker 2 00:19:20
Both Pete and I, We come from twenty four by seven enterprise world where a minute of production downtime is Not acceptable. So that's the mindset we're bringing to all of our engagements.
Speaker 4 00:19:33
Yeah, also, you know, I didn't give you this background, but my background is in software engineering. And so I am very familiar with systems. I have over thirty years now of experience in IT. Al together, so I am definitely I understand what you are saying, but I've also seen. Problems by the most experienced people, right? So that's why I need to be extremely cautious. Yeah,
Speaker 2 00:19:59
Yeah, yeah. Absolutely, absolutely. We understand that. It's I mean it's what we do for a living.
Speaker 3 00:20:05
That's that's why we want to coordinate with you, Miss East, right? We want to. We want to work with you as opposed to. We're not going to work in a vacuum.
Speaker 1 00:20:12
Okay. Yep. And then, theum. Anything regarding contracts and um cost and things like that, that can go through me. And then also echoing what he was saying about understanding the With, the business and IT, and syncing that up and getting that clarified, and working in that direction along with the other items. But Like you said, the focus is something that we can actually we take can take from this. And kind of build off of it and kind of address those structural things.
Speaker 2 00:20:46
Right. So, so for example, We're actually going to review your previous assessment, and we'll see how much progress you've made, right? And if there is no progress, We're going to bring this up as, hey clearly, there is a an issue that needs to be addressed. Right. Which will fall I think in line with the pattern you're describing. You know what needs to be done but you don't have resources right? Um. So so so again, right, like all of this will come together to paint the picture um of where we are. Where we seen the issues and what are our recommendations to address them.
Speaker 4 00:21:21
Resources are one part of it. Like I said, we could even add, I recommended splitting up the systems admin position. Into two separate ones. One kind of focuses on our internal on- prem VMware cross- training with our network guy, And then getting a separate person for Azure and Office three hundred and sixty five. Even if we were to do that, right, That's going to go a long way without any other changes to begin with because we just have deeper knowledge in the different areas, right? Because they're more focused, more specialized. But even that is not sufficient, right? Without fixing the structural issues, you're only going to go so far. There is no way there is no magic bullet, right? That it can fire to fix these problems, right?
Speaker 4 00:22:14
So that's why I am so focused on procedures, right? And policies and kind of being way more organized, way more goal oriented, project oriented. Right now we do not do anything as a project. Everything is basically a task that pops up somewhere. Right? So, you know, we need oh this problem happened. You know, let's fix it by performing some task. Right? It's never within the Scope of a larger solution to a repeating problem, right? So, many of the things from previous assessment that we addressed were things like that. They were kind of like task oriented, right? There are other things that we absolutely know we need to do, right? But we need some context before we start them, right? It's kind of repeating what we talked about before. But anyway, so the point here was that even adding resources by itself is not sufficient.
Speaker 4 00:23:12
Right, and that needs to be identified. Right, if the thing just comes back and say you need one more person, that's not going to help us any at all. Right, because that'll only Help us on the margin, right? But not at the core.
Speaker 2 00:23:26
Got it. Got it. Awesome. We we're going to have in detail discussion, right? And that's where we'll take your feedback, your staff feedback. Business executive feedback, right? And we'll correlate the findings. Um, excellent. So, I am good. I think you guys now have understanding right of the next step. So, what's going to happen? April will reach out to you, Chris, And we'll schedule right. You'll just need to come up with a list of people. On the business side that I need to interview, and I'll need an hour with each person.
Speaker 2 00:24:05
And April will also schedule my time with you, so I can meet with you and coordinate IT people interviews. Right? And then Pete and his team will be reaching out to you, Misses on technical side. Right, all right, perfect. And I will present you guys with a project plan. So you obviously, you'll see how we operate because we do things via projects, not a task. Yeah,
Speaker 4 00:24:33
I mean I would like to. Be able to have some time to review that project plan and provide some input, you know,'cause I have I generally understand what you're going to do, but yeah, we need some time to review that and give you feedback.
Speaker 2 00:24:46
Yeah. Yeah. Yeah. And once you see our project plan, If you see something that you think we're missing, uh right, we're very flexible, right? The project plan you'll see is not set in stone. This is what we're thinking of right. You will have a power to add to it. Okay.
Speaker 3 00:25:04
All right.
Speaker 2 00:25:04
Okay. Thank you, everyone. Thank you so much for your time.
Speaker 3 00:25:08
Okay, thank you. Bye- bye. Uh.
08-24 Lecture: Foster Care Support for Teenage Parents, Shared Responsibility Plan, Boundaries, Funding and Advocacy
Date: 2026-08-24 09:48:32
Location: [Insert Location]
Instructor: [Insert Name]
## Summary
This series of lectures provides a comprehensive guide to the care and support system for teenage parents within the foster care system. It emphasizes the legal intent to keep the teenage parent and their baby together, detailing the roles and responsibilities of foster parents, social workers, and the broader support team. The discussion covers the critical "Placement with a Shared Responsibility Plan," a dynamic document outlining duties and facilitating access to funding. Through personal anecdotes and case studies, the lectures explore the complexities of generational trauma, mental health challenges, and the importance of setting clear boundaries to prevent enabling behavior. Key themes include breaking negative generational cycles, the necessity of advocacy for financial resources like the basic LOC rate, stipends, and lesser-known "Stock Funds," and the ultimate goal of supporting young mothers toward reunification or other stable life paths. The speaker stresses the need for caregivers to have a clear personal mission, practice self-care, and actively advocate for the needs of both the teen and their child.
## Knowledge Points
### 1. Legal and Foundational Principles for Teenage Parents in Foster Care
- **Intent of the Law**: The primary goal is to ensure a teenage parent can stay with her baby unless significant risk factors are present.
- **Risk Factors for Separation**: Severe mental health issues, disabilities, or conditions on the severe end of the autism spectrum can lead to the removal of the child.
- **Respecting the Mother's Values**: Foster parents must respect the young mother's culturally instilled and personal values, avoiding the imposition of their own.
- **Developmental Education**: Foster parents should educate the teen mother about her baby's brain development and be aware that the mother's own brain is still developing.
### 2. Roles, Responsibilities, and Boundaries
- **Primary Responsibilities**: The foster parent's primary responsibility is the teenager in their care; the baby is the responsibility of the teenage mother. The foster parent's role is to guide and support the mother.
- **Establishing Guidelines and Boundaries**: Clear rules and boundaries are essential for safety, as the teenage mother is still a minor under protective custody. This helps prepare them for independence.
- **Balancing Independence and Support**: A key challenge for caregivers is finding the right balance between promoting the teen's independence and providing necessary support.
- **Caregiver Boundaries and Modeling**: It is crucial for caregivers to set clear boundaries and not become "glorified babysitters." Enabling behavior prevents the teen parent from learning responsibility. Caregivers should model responsible parenting.
### 3. The Shared Responsibility Plan
- **Purpose and Structure**: The "Placement with a Shared Responsibility Plan" is a formal document outlining shared duties and expectations between the foster parent, the teenage mother, and the social worker. It is essential for managing care and accessing funding.
- **Review and Revision Frequency**: The plan must be filed with the court every three months. However, it can and should be revised more frequently as the needs of the mother and baby change (e.g., newborn vs. six-month-old, mother returning to school).
- **Connection to Funding**: A signed, approved, and filed Shared Responsibility Plan is essential for opening up funding channels, including an additional stipend for the baby.
- **Adapting to Transitions**: The plan must account for significant transitions, such as the mother's post-recovery period and her return to school, detailing how challenges will be managed.
### 4. The Support System and Environment
- **The Multidisciplinary Team**: The Department of Children and Family Services (DCFS) provides supervision and services through a team effort involving the social worker, supervisor, child's attorney, therapists, relatives, school personnel, and parent partners. The team's composition is dynamic and can adapt to changing needs.
- **Child and Family Team (CFT) Meetings**: CFT meetings are a crucial tool for addressing concerns and creating a support plan. They can be initiated when a teen parent shows concerning behavior and can include a wide range of support members.
- **Parent Partners**: A parent partner can be introduced to support a teen parent, helping with practical tasks like appointments, accessing resources (e.g., WIC), and discussing birth control to prevent the baby from entering the foster care system.
- **Personal Mission in Foster Care**: Foster parents should have a clear personal mission (e.g., supporting reunification) to navigate the system's challenges. Providing a loving, structured environment is key to breaking negative generational patterns.
### 5. Financial Support and Advocacy
- **Funding Breakdown**:
- **LOC Rate (Level of Care)**: The basic rate paid to the caregiver for the foster teen (e.g., $1,236 for Level 1).
- **Supplements**: Funding that belongs to the caregiver to compensate for extraordinary care and overhead expenses.
- **Stipends**: Funding designated for the child's needs. This includes a stipend for the infant (a "non-custodial child") and clothing allowances.
- **Caregiver's Financial Responsibilities**: From the basic rate, caregivers must provide the foster teen with a weekly allowance (e.g., $1.50 per year of age) and a monthly budget for personal items (minimum $80).
- **Stock Funds**: A separate, one-time use fund (up to $10,000 per family) to remove barriers to permanency, such as paying for a housing deposit, rent, or essential furniture. Caregivers may need to advocate for this lesser-known resource.
- **Advocating for Resources**: Caregivers must advocate for necessary resources by questioning social workers, detailing budget shortfalls, and researching funding rates on official channels like the LA County letters website. If needs are unmet, contacting the child's eligibility worker or the child's attorney is a critical step.
- **ILP (Independent Living Program)**: For foster youth aged 16 or older, ILP classes provide access to significant financial resources.
### 6. Case Studies and Generational Trauma
- **Case Study 1: Melissa (Bipolar Disorder)**: The speaker's foster daughter, a teen mother with mental health issues, required a CFT meeting and placement in a specialized facility. After temporarily placing her baby with the father to avoid the court system, she successfully worked her program, achieved reunification, and broke negative cycles in raising her own daughter.
- **Case Study 2: The Valedictorian (Enabling Caregivers)**: A 14-year-old was enabled by her caregivers, who took on all baby-related duties. After realizing she didn't want the baby, she surrendered him for adoption, and the caregivers adopted him.
- **Case Study 3: The Grandmother (Lack of Boundaries)**: A grandmother who became the primary caregiver for her teen granddaughter's baby saw the teen have two more pregnancies in quick succession due to a lack of boundaries and responsibility.
- **Breaking Generational Cycles**: A key goal is to prevent the next generation from repeating patterns of trauma and neglect. This involves providing stability, positive role modeling, and ensuring children are not forced into caregiver roles for their own parents.
- **Impact of Trauma**: The lectures highlight how unresolved trauma, such as parental abandonment, can lead to significant emotional and behavioral challenges for teenage parents.
### 7. Self-Care and Practical Advice
- **Avoiding Overwhelm**: Caregivers are encouraged to "not drown in a glass of water" and to pick their battles.
- **Practicing Self-Care**: It is essential for caregivers to nurture themselves, be assertive, and take steps back to avoid burnout, as "you can't pour from an empty cup."
- **Being Present**: Breathing and being present with one's actions and words can help manage overwhelming situations.
## Questions
- [Insert Question/Confusion]
## Assignments
- [ ] 1. For caregivers, establish and communicate clear boundaries and expectations regarding the teen parent’s responsibilities for their child.
- [ ] 2. Create and regularly review a "Shared Responsibility Plan" with the teenage mother to adapt to changing needs, ensuring it is filed with the court every three months.
- [ ] 3. Identify the deficiencies the teenage parent is exhibiting and assemble a support team (e.g., therapist, parent partner) to help turn these into strengths.
- [ ] 4. If concerns arise, schedule and conduct a Child and Family Team (CFT) meeting to create a formal support plan.
- [ ] 5. Research available financial resources, such as the "whole family licensing stipend" on the LA County letters website, and inquire about "Stock Funds" if significant one-time expenses are a barrier.
- [ ] 6. If needs are consistently unmet, contact the child's attorney to advocate for support in court.
- [ ] 7. For caregivers of youth 16 or older, sign up for ILP (Independent Living Program) classes to learn about available financial resources.
- [ ] 8. Practice self-care techniques, such as taking a step back and being present, to avoid feeling overwhelmed.
Aug 24, 2026
Speaker 1 00:00:00
Sorry. The intent of the law is to make sure that this.
Speaker 2 00:00:05
This teenage parent is able to stay.
Speaker 1 00:00:19
Sorry. The intent of the law is to make sure that this this teenage parent is able to stay. With her baby. Because in the past, the children were removed. And if you saw in the intent of the law, It also stipulated that we are going to try to keep these babies with their parents unless there's a significant risk factor. And yes, unfortunately we do have certain children that pose significant risk factors.
Speaker 1 00:00:58
Because of their severe mental health or disability. We have children that have the autism spectrum that may be in the severity spectrum. We have children that maybe have severe mental health issues that then themselves are at risk. So it would be really risky for them to have that baby. And. So we are going to try to stay within the intent of the law and the goal. Um, we have to remember there's goals. There's going to be a lot of differences. There's going to be a lot of similarities. And, we have to remember the try to straighten the basic values. Remember, your values are very important, and you're going to share those values with this mother. But this, at the end of the day, this is the mother and the mother.
Speaker 1 00:01:55
May already have some fundamental values of her own that she's, you know, culturally has been instilled in her that she herself has, you know, built within herself that she might want to teach that to her child. And so we need to remember that this is her child. So we cannot put our core values or our base values to her. Okay? We need to remember to train her that her baby's developmental brain is developing, and there's certain expectations that need to be met so that, that brain develops healthily, That her brain herself is being developed and that there's going to be some days where it's going to be rougher than others. Definitely we're going to have some challenges.
Speaker 1 00:02:50
And we are going to have to establish guidelines. Those are really important for her safety and yours, as well as for the baby and all the other children in your home. Remember that, even though she is a mother, she's still a minor. She's still under protective custody. There's still expectations and rules for safety purposes that have to be maintained. She is just because she is a mother That doesn't mean she's emancipated or she's a full blown adult. So you we have to establish, um, guidelines and rules. You know and boundaries. Boundaries are very important also, especially for teenagers. You know they're testing the waters. They want to see how much they can expand their wings, and we do need to set some boundaries so that.
Speaker 1 00:03:46
They're ready to leave the nest when they're ready and their wings are fully developed to fly. And so just keep that in mind. And also we need to promote their independency at the same time. So where do we find that balance? And so we're going to try to learn that skill. So today, We're going to talk a lot, and we're going to review about the placement with a shared responsibility. Okay, we're going to review it every six months. Is that correct? How often should you be creating it or how often should it be reviewed? Every three months. Remember I told you that the social worker has to file it every three months. Why? Because every three months there's a hearing in court. So that shared responsibility has to be what filed in her documentation for the court review.
Speaker 1 00:04:44
But the shared responsibility plan can be reviewed and executed and revised as often as you need it, because the baby's needs are going to change, the mother's needs are going to change, correct? The household dynamics is going to change. So remember, That, a baby isn't going to need the same care when he's a newborn than when he's three or six or nine months. There's going to be things that are going to be implemented. It's not going to be the same thing if she just had the baby, and she may be staying home for her, you know, Recovery for 40 days and then transition and then the transition is going to be hard. How are you going to transition her back to school if she's breastfeeding? How is that going to be handled?
Speaker 1 00:05:43
What is it exactly that you are going to be able to do, to assist her with that transition? How, are you going to make sure that this baby is being taken care of while this mom is extending right.
Speaker 1 00:06:38
To whatever her regular schedule or life is, and so with that said, We're going to talk about our shared responsibility and how to create our contract.
Speaker 1 00:08:35
But we need to remember one thing. Who is your responsibility? The teenager is the one that's in foster care. The teenager is your responsibility. The baby is mama's responsibility. You're there just to help her, like you would help your daughter with her grandbaby, just to instruct her, just to guide her. Just to support her in the areas that you see are stress factors or um a need or an aid. Okay. So we're going to breathe through this, and it's going to be really easy to understand. So remember at your home for any foster home care.
Speaker 1 00:09:34
And because we have other types of foster homes, we have relative placements, we have regular foster homes, we have group homes, we have small family homes and we also have FFA placements. So we do have an abundance of different types of placements. But what.
Speaker 1 00:10:04
Every placement this child is in, They deserve to have a safe environment and to still be able to be taken care of.
Speaker 2 00:10:21
In the.
Speaker 1 00:10:22
Way that she needs to be taken care of. Okay, so you become the parent representative. Okay, and, This experience can be overwhelming, but it can also be life changing. Okay, for the teenager, remember she came from a different background. She came from a home that was probably, you know, not the best environment. And that's why they're in foster care. It could have been an abusive home. There could have been a lot of neglect. There could have been a lot of.
Speaker 1 00:11:01
Physical or sexual abuse. And so therefore, You have a child that is going to come into your home and she's going to be guarded, correct? And it's going to take you a while because she's overwhelmed. Her experiences as a teenager and her short lifespan were not the healthiest. Okay. So, it is going to be your responsibility as well as the DCFS to provide her supportive services, you know, and appropriate supervision. And DCFS is mandated through the court to provide the supervision. And so therefore we need to work with the team.
Speaker 1 00:11:53
And that team is going to be the social worker, the supervisor, Possibly child's attorney and any other person that you need to bring into her team. It could be a parent, a relative. It could be school support. It could also be therapeutical support, medical support. It could also be a parent partner. It could be a teenager, support group of other parents. Whatever that is needed is who we're going to include in our team. We're going to be revising, remember when we're in crisis, we're going to be needing more services in place. But as we.
Speaker 1 00:12:44
Start healing and things start getting better. We might be able to release some of those people from our team because they're not needed anymore. Okay.
Speaker 2 00:13:25
So keeping that.
Speaker 1 00:13:28
In mind, Remember, the teenage parent receives DCFS services and must be assessed. Okay. Regarding his or her ability to provide a safe home for her baby. So even though the baby does not have an open case, it is still the responsibility of the social worker, To make sure that her baby is safe and that the services being implemented and the care are appropriate. Okay, because they are still in a sense, legally binded to protect the well-being of this baby. And if they see that this mother is unable to provide, provide care and provide um.
Speaker 2 00:16:10
Some some.
Speaker 1 00:16:11
Crucial things that the child can be removed. And when I say things is sometimes, these parents are neglectful themselves. They're not feeding their babies appropriately. They're not caring for them appropriately. They're being neglectful in many other areas and guess what you're stepping up, you're complaining you're voicing out. And so at one point or another, the social worker needs to make that call if this. Placement with the teenager and her baby is the best scenario for both of them. Okay, so with that, Remember that the fact that the teenager has a baby doesn't mean that she herself or the baby doesn't qualify for child abuse or neglect. And so once again, social worker might.
Speaker 1 00:17:09
Have no other choice than to also remove that baby or remove the parent, and you become the full caregiver of that baby. So, with maintaining a normal setting as a family setting, I do want to remind you three things. There's going to be a CFT meeting with Mama. Like I told you guys. Complaining your baby doesn't um mean that she herself or the normal setting as a family setting. I do want to remind you three things.
Speaker 1 00:18:07
There's gonna be a there's gonna be a CFT meeting with Mama. Like I told you guys, when my daughter she she had she was bipolar, She had some deep depression, and she just locked herself in her room for like four days. She wouldn't open the door. She wouldn't let me come in. She wouldn't let me let me do a baby well check. She was redundant, it's you know shutting me out and her baby was already eighteen months. Wasn't like she was a baby, but the baby was already crawling. I can hear her and the baby wanted out, and she was not allowing that baby to come out. And so I said, you know, I kept knocking on the door. So after the second day, I gave her that twenty four hours because remember she's young, she's going through her waves whatever. And, she was never really neglectful towards her child, and she was still breastfeeding her. She breastfed her until she was like almost two months two years plus.
Speaker 1 00:19:03
And so my concern was that she wasn't taking care of herself. She wasn't coming out to bathe, she wasn't coming out to eat, she wasn't doing anything for herself. And so I called the social worker and the next day I said, "Hey, it's day number two. You guys need to come. We need to figure something out." She's not wanting to talk to the therapist. She was here, she wouldn't open the door. She's concerned herself. What are we going to do? So on day three we had a CFT.
Speaker 1 00:19:33
I knocked on the door. I said, "Everybody's coming, Melissa. Whatever's going on, if you're upset with me, if you're upset with your boyfriend, If you're going through some issues personally for your daughter's sake, we're going to have a CFT. It has nothing to do with you. Your therapist has tried to reach out. You're not letting her in. You're not letting me in and we're concerned about your baby's wellbeing." And you leave me no choice. And so when the social worker came, we all sat on the table, therapist and everyone. She was redundant. So, then we had to have an official CFT, where we actually had it in the DCFS office. And when we had it at the DCFS office, We also included baby's daddy and baby's daddy's grandma and her whole mental health team.
Speaker 1 00:20:25
As well as the supervisor, the social worker, and myself, my husband and my housekeeper. And why? Because we were all the adults that were there to give her some support. But she was closing us all out. So from that meeting and her being completely unwilling to bend or to do anything. And the father was not willing to take the baby.
Speaker 1 00:20:55
Because, he didn't feel he was adequately ready, and grandma didn't want to take the full responsibility of the baby. It left us no choice then to place both of them. And this was a thing, the social worker said, if we put her in a 5150 hold and get her treatment, if she's successful in can you take the responsibility of the baby? And I knew that if I took the baby, Melissa would be in the same place, angry, resentful and would not work the system. She would not go through her medical mental health treatment. She was going to be upset. She was going to be angry. She was she was going to be just not willing to do anything. So I knew because of the agency that I worked for, that the agency had a facility in Orange County that took teenage mothers.
Speaker 1 00:21:55
That were in mental health crisis, and it was a protective area. So, we were able to secure a place for her, and we placed her there. Just like I had said, she was upset. She blamed me. She felt you know, but at the same time, I wanted she was a good mother. I wanted to give her the opportunity to say this not the life I want for myself. And this not what my daughter, you know what I want for my daughter, and, Fight for her, and so a month into her program, She had an altercation with her roommate because she felt that the roommate was not feeding the baby .. She was being neglectful to the baby. And she spoke up for the baby and she said, "You take care of yours. I'll take care of mine." She got a match very sassy, and they enter they had some you know.
Speaker 1 00:22:54
Bad words and some emotions. Melissa was carrying her baby. The other girl came and lashed at her. She ended up hitting her baby's arm, and Melissa went into attack mode. That made her violent. That made them do a fifty one fifty on her, and so.
Speaker 1 00:23:32
They asked me to take the baby, and I was willing to take the baby, But not as a placement because Melissa's mental health was already a high concern of the department or the court stipulating that she was not mentally able or capable of taking care of this baby. The SB500 law was new.
Speaker 1 00:24:02
It was something they were test piloting. And I had to ensure that my daughter Melissa had the best opportunity to be able to raise her baby. But she was irregularly emotionally. She was not taking her medication because she was breastfeeding, and while she was breastfeeding, She didn't want to poison her baby's brain because that's what she would call it. And so at this end of the day.
Speaker 1 00:24:32
That's, when she had to stop breastfeeding, so she could regulate herself with her medication. And then that way she could reunify with her baby. Cause the whole thing of her and the only thing I had on her was she wanted this baby, she wanted to be a good mom. And so when she got out of her 24 hour hold, um, She still didn't feel her baby was safe at this facility, and she was willing to work the program. But. I was not willing to take the baby, So dad stepped up and the baby was placed with father because the baby's not a court. I did not want this baby to come into the court system. And so that was my particular case, But I did have a another case that happened close to 10 years after my daughter, and her case was this girl got pregnant.
Speaker 1 00:25:30
She was a valedictorian at school. She was an excellent student, but she was a cheerleader and some of the boys, you know, teenagers are teenagers and she wanted to be, you know, known or whatever. So, a couple of the boys in the football team had a couple of rounds with her, and she got pregnant. And when she got pregnant, her counselor said, "This girl is smart. This girl has potential. She wants to be a doctor." But the household environment was very neglectful. Mom was divorced, undocumented, didn't know how to read or write. She was struggling. She had all these other children. And so DCFS came into the loop because she was very young. She was 14 and she was pregnant.
Speaker 1 00:26:27
And, there was some evidence of physical abuse, and there was some other evidence of neglect. And so they we we took her from her parent. So this counselor said, I really believe in this kid. So, the counselor took on the child as a no from and her husband was retired, and she wanted her to have the education and the teenage experience. And the biggest mistake was, When she had the baby, there were finals three days after she had the baby. She got ready and went to school and left the baby without telling anybody. So that was a first red flag. Then she realized like hello, I can't just it's not like a puppy or it's like a rag doll. I'm I I you know, the baby needs to be taken care of.
Speaker 1 00:27:26
And so, And the counselor was at shock that she was at school because she just got up and got the bus and got to school. Didn't even tell her or wait for her to go with her to school. And so she called her husband and said, "Hey, did you and this girl make arrangements? You know, do you know the baby's feeding schedule?" Et cetera. He goes, "What are you talking about?" And so he had no clue that the baby was inside the room. And so that was alarm one. Alarm two was, they allowed her to have that school experience. She was still going to cheerleading, she was still going to dance, she was still going all her sports. She was still doing while the husband was taking care of the baby because he was to stay home. He was staying home anyways. He retired and so um the girl did her life. The baby was about a year, he started dating, she wasn't an actual effective parent.
Speaker 1 00:28:24
There were other things that were happening, and so there was concerns. And when they had a CFT, she pretty much said, "I didn't want this baby. I didn't have a choice." And so this baby is more his baby than my baby. And I just want to live my life. I want to go to college. I want to be a teacher. I want to be a doctor. And having a baby is. Is not going to allow me to do all that stuff. So she told her social worker she was going to surrender the baby. And. So the counselor was like reaching out to me because I run a support group and she's like, what do I do now? And I said, I kept telling you, you were enabling her. You weren't giving her that responsibility as a mother. You were allowing her to be a normal teenager with a normal life that, and.
Speaker 1 00:29:20
This baby was not a puppy. It was not a toy. She can just put on the side and play with it when it was when she was ready for it. And so you are where you are now. So your choices are, you either keep the baby, Adopt the baby and care for him, or you allow the department to find a permanent forever home for that baby. And. So the husband was so in love with this baby, they ended up adopting the baby. And, the girl ended up and she's a doctor and she's lived her life, and she does not regret anything because she said, "I was fourteen. Um, culturally my mom and everybody didn't you know pro life, pro life. I didn't know about I could have aborted. They didn't give me those choices. I became a mother, and then I was part of the system, and I just ended up in a good home and I just had it all." And so.
Speaker 1 00:30:19
You know, that's where you have those certain cases. I had another grandparent since we're talking about like being an proactive and advocating for them and guiding them. I had another grandmother who took in her granddaughter. She was 15, got pregnant, and grandmother, Was already retired, stayed home. So, it wasn't like the baby's going to go to daycare, because that way makes your responsibility. You have a you know, this guideline, this this is what's going to you know a a routine. Grandma just felt it was more of a nuisance to go drop teenage mom to school and then the baby, and then having to go pick up the baby. So she's like I'm home anyways, I'll just say you guys can pay me to take care of the baby. And so she got um Crystal Stairs.
Speaker 1 00:31:14
And they were home providers, so she they were giving her a minimal stipend, but she was home. This way, Mama could just go on the bus or walk to school and come back. And. She lived like in the projects. And, in the afternoon when she got home, she'd do her homework, Play with the baby for five, ten, twenty minutes, maybe a half an hour, and then she'd go out and hang out with all the kids from the neighborhood. And sure enough, she got pregnant again. And the baby was only less than five months. She was pregnant again. And this time she had twins. And so here you have grandma overwhelmed because now she has three babies, she did not put boundaries, things weren't happening the way they should have.
Speaker 1 00:32:11
Grandma was afraid to tell the social worker because they were, she was afraid they were just going to take the babies. And so there was a lot of inconsistency. And when this girl got pregnant, she was still hanging out with the guys hanging out with the girls partying doing her thing, because grandma was the glorified babysitter. And the worst part was. When those twins were about six months, she got pregnant again. And here you have it that not this time did she have twins, but she had triplets. And when she had the triplets, her grandma said, "I can't take on these babies. I can't continue to take on the care of my granddaughter." And she finally released everything. So she was like, "Why didn't you tell me? There's no documentation."
Speaker 1 00:33:08
There's nothing here. Well, we were doing the share plan. You were you you know, you kept saying she does this, she does that. But, you know, because she goes to school because she does this because I get paid through CCR This is what I do. She goes, You never told me there was an issue. And. So they had to do a safety plan. And she was pregnant from the triplets. And when she had the baby, she chose to give him up for adoption.
Speaker 1 00:33:38
Because she said she wanted to live her life, she wanted a party. She might want to go to college, and if her grandma wasn't willing to take care of the babies, that she wasn't going to be able to take care of five. So she was going to get rid of three and keep the other three. And once again, that comes from the what immaturity of the brain. And. So there are certain circumstances that because we enabled them because we weren't able to set. Clear boundaries because we weren't able to separate. And the separation came really clear to me as a foster parent and as a role towards my daughter Melissa, that was my foster child at the time that I was Melissa's mom, but Destiny was Melissa's baby, and it was Melissa's responsibility to see her day to day through.
Speaker 1 00:34:47
And I modeled that because, like I told you, I also had my daughter who I got when she was six days old. She's only about eighteen months older than Melissa's baby. And so I kept referring to Angelica is my responsibility. She is my baby. I am the one that changes her diapers. I am the one that makes sure that she's safety. I am the one That makes sure, That she's being taken care of. Destiny is your baby, she's your responsibility. Take care of her. You know, I would help her out. She would go to school, I would drop her off at the bus stop, I would pick her up at the bus stop or I would if it was raining or was really cold or the or we had appointments, I would go drop her off. Her school was about uh 12 miles from the house, so it wasn't like it was around the corner.
Speaker 1 00:35:43
And so I also had five other kids. I had to drop off at school. And so I we were, I would work around her needs, But I also needed to make sure that I fulfilled the needs of the other children that I was responsible for. And so, I was very clear on the expectations i expected from the department, from her social worker, from her therapist. She also Um, Had a parent partner and I included a parent partner once she had her crisis, because a parent partner is to make sure that the child does not enter into foster care. That, there's somebody there that's going to come and give her parental tips because why? Because she wasn't wanting them from me, right? She was upset. She was resilient. She just.
Speaker 1 00:36:40
You know, like I said, sometimes they get they take it from others, but before they take it from you. And so I she wasn't mad at me. And we have to remember that. She was mad at the role that I did. I was that mother figure. I was that person that was helping her and giving her nurture and guiding her, and she was, Being reflecting that mother hatred, you know. And so I did take a Robert was working on it. Yeah.
Speaker 3 00:37:28
Um, Hang on one second. We were we were talking with him about Nord. I I was out last week, so I didn't get a chance to talk to him yet. Yeah, No.
Speaker 1 00:37:39
And. So having a parent partner really helped her because a parent partner took the role of, "Hey, did you already make your appointment for your baby? Hey, you have your WIC appointment. Do you have enough milk? Do you need me to take you to your self-care? Are you what are you on birth control? What kind of birth control are you on? You know, do you need any appointments?" So that parent partner really came in to help her. And.
Speaker 1 00:38:14
And so, once again, those are part of your implementation and your team. Identifying, who is going to be able to come in and support your child in the different areas of the deficiency that she's exhibiting so that they become strengths. Because they already have strengths. Don't get me wrong. It's just sometimes they're blindsided, By the inability of accepting their new role.
Speaker 2 00:39:08
Of A provider. And.
Speaker 1 00:39:13
That can be really difficult when they didn't have a good healthy role of a provider. You know, that self-doubt, that resentment, that anger. And. So we want to make sure that, yes, there is a grand grand and unfortunately circumstance that you may be put in a situation. That, you will have to make a choice between taking on the role of responsibility for this baby. If that baby enters the foster care system. But it's very minimal. It doesn't happen as often as we would like. My, my personal experience, like I said, my full I want to say commitment because we all have missions.
Speaker 1 00:40:11
My personal mission is, I didn't come into becoming a foster parent to keep these kids. I came into becoming a foster parent to support the kids through the process of reunification services. And so with that said, I wanted this SB500 to be successful. And so I was flying blind just like everybody else. But I wanted to give my daughter Melissa the best fighting chance of her being able to keep her baby and developing a loving, nurturing, protective, you know, self-awareness of herself because she had it in her. She just needed to develop it. And her mental health was a disability, but it wasn't.
Speaker 1 00:41:12
The full thing, you know, it wasn't keeping her from doing it. I can't put it into words right now because I could see that potential. She was very nurturing, she was very loving, but she was guarded. She was hurt, and she was wounded internally, and it was taking her a little longer to heal from the trauma. But it was trauma. And so, she she she, unfortunately made choices for her baby's sake, that had her have relapses. You know. But, She's pushed forward, and my granddaughter is eighteen and I am going to tell you, my daughter Melissa. As a mother, we make a lot of mistakes, and I am not saying she certain children. Damn it!
Speaker 3 00:42:07
I hit the wrong button. I am in an hour long training. I, I messed it all up just now. I clicked on the wrong button, so I've left the meeting instead of just muting it. Yeah, in a moment. What's up? Just trying to get this meeting done and trying to get caught up from last week.
Speaker 3 00:43:07
Stick It, stick it in my queue. Uh, put it on. Under the VCIO board.
Speaker 1 00:43:13
Yeah. To question and to be in the position you are, to put yourself back in that little girl's body. I remember her mom walked out on her when she was six months old, leaving a note on the crib to her bio father saying, The only thing that holds me to you is your children. So, I'm leaving them so I can go live my own life. Because we all have missions. My personal mission is, I didn't come into becoming a foster parent to keep these kids. I came into becoming a foster parent to support the kids through the process of reunification services. And so with that said, I wanted this SB500 to be successful.
Speaker 1 00:44:10
And so I was flying blind, just like everybody else. But I wanted to give my daughter Melissa the best fighting chance of her being able to keep her baby and developing a loving, nurturing, protective you know self awareness of herself because she had it in her. She just needed to develop it and her mental health was.
Speaker 1 00:44:42
A disability, but it wasn't the full thing. You know, it wasn't keeping her from doing it. I can't put it into words right now because I could see that potential. She was very nurturing, she was very loving, but she was guarded. She was hurt, and she was wounded internally, and it was taking her a little longer to heal. From the trauma, but it was trauma, And so she unfortunately made choices for her baby's sake that had her have relapses. You know, but she's pushed forward, and my granddaughter is eighteen. And I am going to tell you my daughter Melissa. As a mother, we make a lot of mistakes. I am not saying she's perfect because she's not.
Speaker 1 00:45:41
As a mother, she's learning. She's growing with her daughter, making mistakes. We all do parenting mistakes. We all have things that we wish we could have thought through or had a second chance to to, you know, revamp. But at the end of the day, she is an excellent mom. She's an excellent provider. She's very nurturing, and she has this strong bond with her with her daughter, and they kind of she has that.
Speaker 1 00:46:11
I'm friend role because she's young and you know, she's hip and she's still the partying kind of thing. And she connects with music and stuff like that, but she still remembers her mother role. And her daughter knows not when, She could be friendly and very like easygoing and very understanding, but she still knows that this is mom. And when I say no, it's no. And you know, she sets boundaries really well. And she says, "I do that because you enforced them in me, And so now I enforce them in my daughter for her safety and her well being. And so once again they role model." And so like I told Maria Granados this morning, and I'm just going off script right now. I got a call from my daughter Melissa at three o'clock in the morning at four o'clock in the morning yesterday. And.
Speaker 1 00:47:05
At first, I didn't know what was happening because at four in the morning, you're still your brain is still half asleep. You're not sure what's happening. And the first thing she told me was, she died. She died. And I'm thinking, oh my God, it's just her and her daughter. So I'm like who died? And my husband wakes up he's like what happened? And I said it's Melissa and he says who died? Cause we automatically think it's our granddaughter right? Cause, it's just her and my granddaughter and she says my bio mom and I said. Oh my God, and she said, They called me. I got home from work at one thirty. She was my phone. I couldn't. I was deep sleep. My phone rang. I didn't answer it. It rang again. I picked it up, I said, Mom, I don't know how I got to the hospital. I am sure i ran like three or four, even more than that light red lights just, but i got to the hospital. And my mom, literally, like three seconds after that because she just waited to go and.
Speaker 1 00:48:05
She said, "I am numb. I am angry. Why does she want me now when she never wanted me?" And I said, "She wanted you, Melissa, But she was unhealthy. And so she wanted to have closure at the end, and that's why she waited for you. She waited just for you to come so she can leave." I said, "So that was her way of." Acknowledging you in her life, I said, and I understand you are angry and I understand you are resentful. Understand you have a lot of uncertainties, but at the end of the day.
Speaker 2 00:48:46
I said she gave me a lot more. Then. You.
Speaker 1 00:48:53
Can understand. And you have to release and let go, you can't carry the what ifs, what did I do why wasn't I enough, Why didn't she? I said, it's too late. Just release her and just love on her and let her go. Because if not, it's taken you 18 years of your daughter's life and longer, 33 years of your life to question and to be in the position you are, to put yourself back in that little girl's body.
Speaker 1 00:49:32
I remember her mom walked out on her when she was six months old, leaving a note on the crib to her bio father saying, "The only thing that holds me to you is your children. So I'm leaving them so I can go live my own life." She never turned back. And as an adult, Melissa reached out not once, but at least five times and mom always made her feel unwelcome. Unneeded and whatnot, and so for her right now, she's going through a hard time. But at the end of the day. I have to give her her space of mourning. This was her bio mom. I have to be able to understand that she has to close those things, and so for my granddaughter, I get a message and I and in the in the morning at six o'clock, and she says hi grandma, so I say hi honey.
Speaker 1 00:50:32
And then she said, um, I think my mom's going to need help. And I said, she's going to need, she is going to need help. But she also is going to need just some time. And she says, should I call her team? And the reason why is because my daughter grew up with a bipolar mom who sometimes meds weren't working. So she has a team. She has a team she can call. You know, her psychiatrist, her therapist, whatnot. And I said and I told her you don't you're eighteen Destiny. You don't take the role of a mama. You let your mama take her own role. I said you just be with ma her daughter and support her through her loss. I said, but don't overstep and I said, give her space. And we have a lot of that. We have a lot of young.
Speaker 1 00:51:31
Teenage moms that unfortunately their brain don't fully develop, they have a lot of trauma and stuff, And their babies tend to outgrow them and become the the ones that call the shots. I don't know about you guys, but my mom was sixteen when she had me. And she was I was about seventeen when she got divorced. And my mom went through a rough patch, and she had five children. And so I became the mama. I became the dictator. I became the one paying the bills. I became because I didn't want to end up in foster care, because I didn't want my siblings in foster care. And because my mom was going through a severe depression, she tried to commit suicide twice. We didn't report it because reporting it meant we were going to be under the department's loop. And so I became and so I haven't fully let go of that role. I call my mom every day in the morning and then evening and night, did you eat?
Speaker 1 00:52:29
You know, I'm like that sergeant, because I love her because she's my mom and I want to instill and ensure that she's safe and that she's taking care of herself. And because I also know that from that trauma, my mom does suffer from depression. And so we go back to, you know, generations. Right?
Speaker 1 00:53:00
And sometimes, like it's hard to cut that generational pattern, right? And, so we want, and that's what I don't want my granddaughter to become her mother's caregiver or her mother's crutch. She's going to go off to college.
Speaker 1 00:53:27
She Has to live her own life. My daughter has to be able to live her own life. She's thirty three, she's just barely started dating a year ago, because it took her that long. She decided she didn't want another baby. She didn't want a stepfather role for her baby. She didn't want someone to come and tell her or her daughter, what was wrong or not wrong or whatever. So she always said When Destiny turns 16 or 17, I might consider dating again. But until then, And I have to wait and find the right kind of guy that I might want around my daughter. And so she's barely been dating for a year, you know? And she doesn't let her boyfriend stay over. My granddaughter comes over on the weekend so that they can have their special, you know, their individual time. But at the end of the day, she wants to set a good role model.
Speaker 1 00:54:23
She wants her daughter to go to college. She wants her to have experience. My granddaughter just started dating three months ago, you know, the first thing she's actually I put her on pregnant birth control. I'm like that's a conversation you should have with your daughter. She may not be ready. It's it's her first boyfriend, you know, She waited long because you didn't, you know the patterns or whatever. So once again, many things are going to arise. I've only had my daughter Melissa as a teenage mom, but I've supported over 30 relatives and foster parents raising teenagers. I actually love this because it's been about three years that I've done foster care. Excuse me, four years that I've done foster care, but three years approximately that I haven't done a WRA class. And.
Speaker 1 00:55:17
I encouraged a couple of my caregivers in the Spanish sector to take the W rate. And I have a set of sisters that decided to foster, and they were only fostering babies. And that idea of fostering mama with the babies was kind of like a little, oh, that would be a really good thing, But it would be really scary because we don't know if we're because they've never they never got married. They didn't have they don't have children of their own. And so now that they're in their fifties and sixties, they decided to foster, right? Because they live together as sisters. And so they went ahead and took the W-RAIT class. Once they were certified and they were on the system, they got a phone call. And they took in a pregnant teenager and she was about six months.
Speaker 1 00:56:12
And they were waiting for the baby, And then they got a call for another teenager that just had had a baby, and they took her in. So successfully, they are raising four teenage mothers with their babies. And she said it is such a pleasure because we're able to support them, we're able to love on the babies like grandmas. But at the end of the day, we're supporting the moms to be, Successful and loving and nurturing to their babies. And she said, this was like, We're so happy that you encouraged us to take this class, and it opened it up to this opportunity because a lot of times they were getting the babies, and they were holding them for a month, two months, three months, and then they would go to a family member or they would be reunified. And she says, this has been such an amazing reward. And so we had a in person event in LACC. And she.
Speaker 1 00:57:11
They came in with the teenagers, and they come to my warehouse for diapers and different things. And these girls are thriving. And the reason why they're thriving is because they have a loving environment that's supporting them, but still allowing them to grow in their own family structure. And so we can do anything we set our minds to. Okay, anything. We just want need to have intent. We also need to have our own personal mission. Okay. I believe in that. My mission was to help Melissa with her baby so that she didn't end up losing her baby in the system, But at the end of the day, it was Melissa's choice when she found out that she was pregnant.
Speaker 1 00:58:10
And she had that ability to make a choice. She had a choice to keep the baby, to abort the baby, to have this baby and put it up for adoption.
Speaker 1 00:58:39
I did co raise another teenager. I would only do respite for the care provider. So he was a foster father, he was a stepfather. He got together with his, With his this girl's dad and she was about nine and Crystal was about nine when she got together, when her and her mom moved in with Martin. And Martin was a very nurturing father, and they had one child. And she was not very healthy; she was drinking, she had chronic depression. And so, off and on, Martin became the full role. But she was an extremely hard worker; so she was a functional alcoholic, but but she was a professional.
Speaker 1 00:59:32
And so it came down to the point where she moved out. She paid for all of the expenses, But he was the one that was taking care of her daughter and their son. And her, her daughter got pregnant and she was only twelve. Nobody knew. Her mom on her, Her mom would have her on the weekends, and she would leave her with her friends because she'd go partying. And there were some boys in the apartments. This little girl didn't know what was going on. She got pregnant and she ended up having a baby before her thirteenth birthday. And Martin became the full caregiver of this because of the neglect and other things, he became a full caregiver. So he was taking care of this baby. Jasmine was going to school, she was doing all her life, she was doing her thing, and she and he was taking care of his son and this baby. And.
Speaker 1 01:00:30
When Jasmine was in high school, she started dating, got pregnant again. And she ended up giving that baby up for adoption. She was in college. She was doing really well. Second year of college, she was living her life. Martin was still co- raising her baby and being raised with her brother, and she got pregnant again. And she decided this time because she was in school, she was going to abort. Okay, she was only nineteen at this point. And, she decided she was going to abort. And when she went to Glendale Adventist and the doctor did an ultrasound, he told her you are three months and you have twins. And she said I still want them out. I still have to abort them. I can't have them. I want to finish school. I want to like I already had.
Speaker 1 01:01:27
I already gave one up for adoption. I don't want to have to go through that again. It was rough on me. It was rough on my, on my, my, my stepdad and I just don't want to go through that again. And so the doctor's like, I just want you to sit here and give me a minute. And so another doctor walked in and said, My wife and I cannot have children, and we would be privileged to adopt your babies. And so she decided, To let this doctor have her babies, and she put them up for adoption. And right after that, she decided to tie her tubes, because she said she didn't want to go through that again. And so now she's raising her daughter. And that pattern of inconsistency, Now she's not only raising her daughter, but her daughter is I want to say her daughter is 17, and she has a two year old.
Speaker 1 01:02:24
So now Jasmine's like, it's funny how life works. Now I am raising my grandbaby. And, you know, I gave up three for adoption, not wanting to raise any more children because I didn't feel I was capable. But now like, I am getting a second chance. And so she was able to go to school. She was able to get that support through the foster care system through her stepfather through everything that thing. And so I do see. How unfortunate some of these girls make choices, but they make it for their. It's their life at the end of the day. They're the ones that are going to have to live with that choice and those babies, you know, We just want them to have the best outcome possible if they come into this world. At the end of the day, if they come into the world, they deserve to be bonded. They deserve to be cared for. They deserve to be loved and nurtured.
Speaker 1 01:03:27
So we're going to come into the whole family, foster home section two, and we do have this video that I'm going to play for you. It says back. Let me figure out what happened.
Speaker 1 01:03:56
It won't allow me to play it because it says it's not, it's not uh private. So guess we're not having this video. So we're just going to move to the facts. We talked about several different facts from one to seven. We we already talked about this video, um this picture. We don't want to drown in a glass of water, and you can't pour from an empty cup, correct? So, You have to remember the fact that you need to be able to learn to pick your battles, but at the same time you need to be able to nurture yourself. Be assertive and be and take that step back to do self care. Be able to breathe and be present with what you are doing and saying, because sometimes we are drowning also in a glass of water with.
Speaker 1 01:04:55
Uh, you know, because we're just overwhelmed. And so, um, remember we talked about earlier about what did you learn? Remember I didn't have the slides. So now I'm going to have to go through the slides. What did you learn from your previous day? And I believe everybody was good. Nobody had questions. Nobody had concerns, But if something changed now is the time to ask that question or share with what so far, what you've learned. From your previous day, your additional four hours that you've already invested.
Speaker 1 01:05:35
Well, We're going to go through that. Our we're going to go through our share responsibility plan. And so on your share responsibility plan, you have very specific uh boxes that gives everyone their specific, Responsibility and who's going to come in to support with what need okay. And so um you can make that social worker responsible and providing A B C or C, you know, A B C D F services or connections, right or assistance. And remember she's going to have to sign off on it and initially.
Speaker 1 01:06:19
She's there to advocate for her client, and her client is your teenage mom, right? And so yes. So if she needs to make a referral to CCR, She needs to make a referral to Crystal Stairs for for whatever agency, they're utilizing for childcare. She needs to do that. If she needs to help your daughter, your daughter do a referral for welfare food stamps WIC, she needs to do that. If she needs to do a referral for a, Parent partner because it's a different agency that is similar to mental health. She needs to do that because she is the case manager, she's going to have more emp and more pool. And also she's going to be able to find out financial resources to be able to provide those services.
Speaker 1 01:07:18
Because if you're pushing and you're pulling, that's going to be a problem because you're financially limited. They're paying you a dollar and six seventy cents a day to take care of this teenager. And you need to, provide a roof over her head, all the basic essentials water, gas, utility food clothing etc. and you're also helping her with this baby, this infant. And the supplemental that they're giving you for the infant, realistically comes to about less than a dollar a day. And. So it's it's obvious that you're going to be able or request outside sources to support. So those additional needs that you're not able to provide with that minimal resource, you know, limit limit um not resource but financial.
Speaker 1 01:08:16
And so it is the social worker's responsibility, as well as yours to identify those needs. Cause that social worker comes in how often? When you're in crisis? Uh, How often once a month to pick up documents so that she just can her responsibilities. That leaves you on with the full load load on your plate. And so once again. Her involvement in creating this plan stipulates that it has to be filed every three to six months. It used to be every six months. They revised it to every three months because every three months she needs to do a full report for court. You guys already know that the system for court is you have an emergency call, if the children are removed, they go to court within three days, the parents have to go to court. Then it's 30 days, then it's every three months.
Speaker 1 01:09:12
Approximately every three months, unless there's some other, you know, pending things might happen sooner. So that social worker needs to file documentation, a minimal every two and a half to three months. And so that's when she's going to make sure that that contract is revised.
Speaker 1 01:09:46
Because that contract is what opens the funding, and if she doesn't provide it, then you are not going to get the funding needed. So I said it's the basic LOC rate, which is the basic which is one rate. One you cannot. The baby is not a foster child; he is not under DCFS loop. So, therefore, you get a stipend. And the stipend is the basic rate, whatever that basic rate is, which is right now, the basic rate is level one, which is 12 36 dollars for you to be able to get the stipend. You need to have your W rate. Uh, um, certification, and you need to be able to have your share responsibility plan. Um you know, uh.
Speaker 1 01:10:41
Um, all right. I'm so nervous. My brain is functioning. It has to be signed and approved and filed. Okay, honey, but you have a teenager mom in your home? And you're getting you're getting funding for mom. That's something you need to discuss with um the social worker. And this is we maybe um they might not.
Speaker 1 01:11:11
I'm gonna stop this for a second because I need to pull a different file. Okay. Remember when I shared the the funding guidelines, July, the every fiscal credit year when the A when the SEI started? Okay. When the SEI funding started was April 1st, 2021. In July.
Speaker 1 01:11:41
We uh July 15th in July, we received a stipend, you know, an increase of 2. 11 and then the following year, six point sixty something and then six point sixty eight. And then this year, we received an increment of four point, three two, okay, that brought in our amount up. Unfortunately, if you notice the stipend does not that increase does not affect. Our SCI tier levels. Tier level one, two, three or four did not increase. That stayed at the same amount because of the resources in the form of the funding that's coming in. So and bear with me, I haven't taught this class for three years, and I haven't actually gone in to see the funding, but you can go into LA County.
Speaker 1 01:12:39
And I'll give you that resource before the end of the class. You can go do your Allegheny County letters, and you can Google "whole family licensing stipend," you know, for the infant, the non-custodial child. And it should give you the specific rate that you should be in. Okay? I normally, in the past, it was always the same minimal. Funding for the child, But with the SCI things could have changed and it didn't grow with the increases. You know what I'm talking about? The annual fiscal credit year increases. It might have stayed in the same plateau flat rate of your SCI funding regiments because those are additional fundings. And so for me, I'm I'm good. Now you, you you planted something in my head and I can't.
Speaker 1 01:13:38
I'm going to go and research it and try to find out. So maybe you guys did not get that additional increase, but that's not something I can tell you, only the eligibility worker. So, you can also call your child's eligibility worker because he's the one that connects the funding and say, can you explain to me the additional stipend for the noncustodial child? And he can kind of break it off for you. Okay, because he's the one that connects those those fundings. And so he's the one that can actually tell you, on Alley County letter, you know fifteen through thirty six stipulates blah. You know. And so that's how I normally go back and do my homework or I just go into Alley County Google it and find it myself, because sometimes, if I ask the social worker, she doesn't know. She just knows that. That's what they told her. You know, she processed it, and that's what they told her.
Speaker 1 01:14:37
And so you never get the actual like how do, but how did you come about that? So, it comes back down to you, becoming knowledgeable and finding those resources and following through with those resources. But all I know is that once you file your shared responsibility plan, you're entitled to an additional $200.
Speaker 2 01:15:08
Entitled. Let's.
Speaker 1 01:15:15
Not get confused. Initially, you would get about$ 800 for the mama, which is a supplement. All supplements belong to the caregivers. That's for you, for that extraordinary care, supervision, attention etcetera. Supplements are for the caregivers. Stipends are for the baby to provide the mother or the baby some form of support either for clothing. So when you guys are asking for a clothing allowance, it's a stipend. I need a clothing stipend. Okay, because it's to buy clothes for that teen to for your foster child. The 200 stipend is for you to.
Speaker 1 01:16:07
Invest in the needs that the child provides because your supplemental should be all for you, for you to pay your overhead bills, for you to pay for your gas, insurance and whatever you need because you need that car. You can't drive that car without tags. You can't drive that car without gas, and you can't drive that car without insurance. And so how are you going to cover that expense? Your supplemental part right?
Speaker 1 01:16:46
It's supposed to be whatever the basic rate funding is allocated. That's why I told you, you would have to take $400 out of your 12, which keeps you at how much? $800. Correct? $800. So, that was the math. And the way that I looked at it from the last time that in 202 1, that in April. 2021 with the with the new SEI LOC funding allocation. That's what it that's what it stipulated. If there's adjustment or whatever, that's a whole different thing. So once again, I'm I'm going to research it and I'm going to give it to you for reals and documentation with the letterhead of LA County letters. Because when you're fighting for funding, You have to go based on whatever the LA County letter says, you are what deserving.
Speaker 1 01:17:45
So, if you need to go ahead and do an appeal to get that money, they owe you, you have legal standing under the LA County letters. Okay, because it's federally funded money. And so it has something that ties you into that particular funding. So for my purpose and so we can move forward, You're supposed to get the basic rate. If the basic rate right now is S C I.
Speaker 1 01:18:15
Level one, that brings you to 12:36. Correct? Four hundred of that 12:46 is to go to the child. And let me just tell you why, because even if you just had your foster child with you, And I don't care if Priscilla has whatever she wants to do with the money, she needs to respect two things: the child's ward allowance. Which is a dollar fifty per age, so if she has a fifteen year old, she's going to have to give her $22.50 a month. Excuse me, $22.50 a week. Twenty two fifty a week, $45, every two weeks, $95 per month. That already leaves her with $1,100. Right? Eleven forty something. She has to provide additional.
Speaker 1 01:19:10
Subsistence to that child, so she needs to spend a minimum $80 on that child, on shoes, clothing, personal hygiene items. And maybe her nails makeup whatever it is that that she needs okay. That is Priscilla's responsibility. How much does she have left over? Priscilla has left over.
Speaker 1 01:19:41
$1,050 something a month. I'm not going to do them. I'm doing it off my tip of my head. Those $1,000, Priscilla decides how she's going to divide it. $200 goes for food, $200 goes for the for for um uh the cable, the gas, the utilities whatever. The other $300 goes towards rent and the other $100 for the extraordinary stuff that comes up. She decides how it goes. As long as she respects her ward allowance, she's respecting the allocation for her to increase personal items or hygiene products. She's under compliance. She's going to spend the rest of the money however she wants. But when you have a baby, that baby is not your responsibility. Your supplemental is $800. The additional amount.
Speaker 1 01:20:38
That you are given as a stipend is to be invested in the baby. Okay. You don't determine, what gets invested in the baby. That's Mama's determination. And that does that is not part of her allowance. So you need to keep straight, you get $95, you can go get your nails done, do whatever that's your money, you spend it as you please because that's your allowance but your baby, You need to spend it and prioritize on your baby's needs. Okay. And so, remember we're parents. Maybe she got a bassinet initially, and she got a really nice stroller to compensate, but now the baby needs a full onset crib and the crib costs $200.
Speaker 1 01:21:32
So maybe out of those $400, we're going to invest in the crib, and then we only have $200 for diaper formula, whatever. And the next month, you know, we can figure out where we're going to expand the baby's needs. That's something that you are going to help that parent develop because she needs to learn to prioritize her baby's needs before her own because that's what being a parent is.
Speaker 1 01:22:01
Correct, she's never going to develop that skill if we don't show it to her, model it, or give her the opportunity to do it. So for many kids, The caregiver and just and it's easier for the girls where the caregiver will go to Costco, buy the formula, the wipes, Whatever and say this is how much you have left over, so we can buy baby some clothes or some little shoes or. What do you think your baby needs? You know, where do you want to go get it? This how much money we have to stay within. This the allocation period because it might be easier on you. Okay. But at the end of the day, it is for baby's consumption. So maybe you're only getting $800 right now, and once you um, you know.
Speaker 1 01:22:56
Do your Shared Responsibility Plan. That opens you up automatically to $200. So I would question the social worker, where does the other supplement come in? The other not Be careful with your wording. Supplemental is a portion you keep. Where is the other stipend for the additional stuff or where are the other stuff coming from? Are you going to connect us to other resources? Are you going to bring me the diapers and formula? But Diapers and wipes and additional things because babies to babies gives it to the county and to other organizations? Or are you going to be giving me a referral so that I can go and supply those? Because if you ain't getting the money, you can't invest in it, but if you're getting free diapers and formula and a car seat and a booster or wipes or clothing.
Speaker 1 01:23:55
Then that's saving you money, right? So have that social worker either do one of two things. : is they're going to provide you a stipend to cover those additional expenses, Or are they going to give you a referral that will provide those additional expenses on a monthly or weekly or tri-weekly or three-monthly as the baby is expanding.
Speaker 1 01:24:22
That's your part to advocate. That's your part to make sure that you put it on. This is the need. This is the thing. Where's it going to come from? Because the money you're giving me is not enough to cover those expenses.
Speaker 1 01:24:55
It comes back down to I. Don't want to make it about the money, because at the end of the day is not about the money. But the money plays a big role. And keeping you afloat and keeping a house running, especially when you're already getting chump change. You're just getting a basic supplement, and like I said, it's less than $800 less than a $1 a day. You can't provide everything a baby needs for $1. An hour. They're paying you $42 for the basic rate for, for a teenager. If you're getting basic rate. That doesn't even feed them, especially if you have one like my Melissa would eat every two hours and, You know big consumption eater, You know cause she her anxiety and her medication and and she was growing.
Speaker 1 01:25:53
And so, once again, like we need to put that on the table. There are additional funding. So yes, you want me to increase A, B, or C? Where is that funding going to come from? And when a social worker comes and tells you, well, that's why they give you the money for the kids. Then you need to be able to say take your class, On, I have a class that I put thirty three percent and they're like, "What does that mean?" I divide everything thirty three percent. If you are giving me $1,200, $200 of it is already gone. So I only get to keep $1,000. That means that I have $333 that goes towards rent and basic bills, another $333 that goes for food cleaning supplies.
Speaker 1 01:26:48
Toiletries, shampoo, conditioner, et cetera. And it doesn't doesn't leave much for anything else. And then I have the other thirty three ah $333 that goes towards school. The kids need um things for school. You know when if it's not a uniform or something that they're asking, um kids need extracurricular stuff. They get invited to a birthday party. They need to take a little at least a $20 little gift. You know, they have some special celebration or something. You know, You want to go stop by McDonald's and buy them a ice cream or a meal. I mean, the money goes quick. And so everything else you're providing. So no, you're not paying me. You're refunding me a portion and out of my pocket. This is how much I'm still paying. And so that's where you need to learn how to advocate for yourself.
Speaker 1 01:27:43
There are additional fundings. It all comes down to knowing how to request them. And if you're not getting much, hello, you have a child's attorney. Call the child's attorney and said, hey, I'm taking care I'm taking care of her and she has a child. And these are some of the needs that have come across and they're not being funded appropriately. And. So what he's going to do is he's going to go to court, and he's going to say, my client has these needs that we need to demand DCFS covers under. And then there's different pots of money of money. So I'm not going to give you the names because then I don't want you coming back to the social worker and saying, but.
Speaker 2 01:28:30
You have Stock Funds, Stock Funds ladies.
Speaker 1 01:28:34
So guess what? You need a crib. Um, I want to know. I want you to utilize Stock Funds because I need a crib for that baby and I need a dresser. So when she tells you that's something that you should have already in your home, you're like, yeah, I do for Mama. But I, you have to remember that. Now we have an additional little person that also needs a dresser. And uh, uh uh, changer because I, it's you know for her to. Hello.
Speaker 3 01:29:07
Um, I can't open the door from your call. Um, There is a key code in the instructions, and you use the little black keypad to punch in that code, and it will open the door.
Speaker 1 01:29:49
Change the diapers and have all of that little stuff in there, um. It needs a crib to be able to be safe. So either do you have Stock Funds for that?
Speaker 1 01:30:06
Because That's a separate pot of money. If uh Miss Priscilla is auntie, and she took on her niece, and she had a two-bedroom, and she has her own daughter. That means that Priscilla is going to sleep in the living room to be able to accommodate her her niece with her baby so that she can give her that privacy and that space as she needs, to not over. Uh, exert her own daughter's space and, and things because it would be really unfair to put her niece in there with a new baby. And maybe she has a twelve year old. She doesn't want her daughter exposed to that.
Speaker 1 01:30:46
Being, a mom at a certain age and normalizing it as it's okay kind of thing. And so that puts Priscilla out in the living room. So if Priscilla was going to be giving this niece a space, and Priscilla came to me, to my nonprofit organization that I work with, I would say okay let's bring it back to the two things. Let's ask for Stock Funds because you're able with the funding that they're going to give you you're able to provide that additional rent. You just don't have the money to move now, And you won't have those funds to be able to buy the initial stuff that you need. So I would bring I would go to a DCFS uh meeting and a CFT, and I would say Priscilla needs Stock Funds. And the Stock Funds are for, and I would say for deposit of her new apartment, first and last month rent, and possibly um.
Speaker 1 01:31:45
Uh, moving fees. You know, she needs to rent a van. She probably needs to hire somebody to help her with that stuff or first and last deposit. And first and last. And, she also needs um uh uh, furniture allocation because she needs a crib for this girl. She needs a bed for this girl, and she needs a changer, and she needs. This stock funds can be up to $10,000 for family one time use only.
Speaker 2 01:32:30
But none of.
Speaker 1 01:32:31
You guys have ever heard of Stock Funds, right? It's to stock you up, to get you rolling. Especially if you're going to give this person a permanency. So if she's going to adopt or do legal guardianship, and that's going to hold her from doing legal guardianship or adoption or even foster her because she's not going to be able to pass ASFA because she can't. Doesn't have the stuff she can request Stock Funds. She can request additional funding from a different pocket for a supplemental for there's different things. Ladies. So I'm not going to give you all my thing, because at the end of the day, I only utilize those big words and that, like uh-huh thing when I'm like saying.
Speaker 1 01:33:24
This family needs it for the sake of this child and for permanency purposes. And this is something that is a need. And you guys have funds, so utilize them. And guess what? A lot of those funds are really restored for last minute purposes, But then at the end of the year, they need to get rid of them because it's use them or lose them. So if they got $10 million this year and they only used $6 million next year, you only get $7 million. And so why are they holding it? When they could have used and supported so many families, And the reason is lack of knowledge, because the same way you guys probably didn't know about it, your social workers don't know about it.
Speaker 1 01:34:10
And Probably their supervisors don't know about it. And so sometimes you just got to. Hey.
Speaker 3 01:34:35
Okay, and let her know the cameras never capture sound. So just a heads up for you guys. Um, but yeah, I'll put the it just moved to away mode. So let me put in home mode. Okay, so just that one. Let me just put in home. Let me put in home mode because it just switched over automatically. Yeah, And just let her know no audio is recording. So because I have audio turned off from recording ever All, right. Do you need me for anything else? Okay, awesome. Thanks. Bye.
Speaker 5 01:36:08
Hmm.
Speaker 1 01:37:03
Push the envelope and say, "Hey, this is a need. Where's the resources?" Take your ILP classes, guys. There's money in your ILP. A lot of money that's in the ILP for if you have kids that are 16 or older. Take your ILP. I'm going to be giving a class for um uh ILPS SILP and AB 12. Take your class. All you got to do is go Go to DCFS website. Go into your sixteen.
Speaker 4 01:39:17
Can you turn the LED off?
Schedule a Child and Family Team meeting if concerning behavior arises from the teen parentEstablish and communicate clear boundaries and expectations regarding the teen parent's responsibilities for their childIdentify teen parent deficiencies and assemble a support team including therapist and parent partner+4
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n/a - non-CW type (Foster Care / Kids). Personal/foster content, routes to C.A.R.E. v2 per standing rule. No ConnectWise entry.
No CW ticket. Foster/child-welfare training lecture - teenage-parent placement under the intent of the law, shared responsibility plan, household boundaries and safety guidelines, funding and advocacy. Meeting Type assigned from CONTENT (transcript body is entirely child-welfare training), not from the Plaud title. Reviewed 2026-08-25 EOD sweep. Transcript left in the drop folder root, consistent with prior foster-care rows; it does not route to a client folder.
2 - Internal Operations\Meeting Recordings & Transcripts\Meeting Transcript - 08-24 Lecture Foster Care Support for Teenage Parents, Shared Responsibility Plan, Boundaries, Funding and Advocacy.txt
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05-08 Training: Windows Hello, Google Passkeys, and MFA Setup for HIPAA Compliance
## Meeting Information
> Date: 2026-05-08 09:59:34
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 3] [Speaker 4] [Speaker 5] [Speaker 6] [Speaker 7]
## Meeting Notes
- Topic Title: Windows Hello Setup for HIPAA-Aligned Device Security
- Trainer presented a 3-part walkthrough targeting ~30 minutes.
- Part 1: Set up Windows Hello on Windows desktops/laptops via Settings > Accounts > Sign-in options.
- Available options: Facial recognition, fingerprint, PIN, security key, password.
- Primary focus: Create a PIN (minimum characters vary; example used 8 digits).
- Confirmation behavior: After setup, the screen returns with a “Change PIN” option; no explicit success dialog.
- Note: Windows Hello setup establishes device-side HIPAA compliance.
- Conclusion: Attendees were guided to complete PIN setup; multiple confirmations received.
- Topic Title: Using Windows Hello Passkeys for Google Sign-In and 2-Step Verification
- Navigation: In Chrome, click profile > Manage your Google Account > Security and Sign-in.
- Go to Two-Step Verification > select “Passkeys and security keys.”
- Create a passkey using the Windows PIN set earlier; entry appears as “created just now.”
- Some users needed to sign in with a password first; an optional “not require password” setting may exist.
- Guidance: Do not share or write down the PIN; desktop users should keep the PIN private.
- Conclusion: Several attendees successfully created Google passkeys; individual issues were addressed.
- Topic Title: Setting Up Google Authenticator for MFA
- Audience: Company-issued phones preferred; personal phones allowed with manager approval and with caveats.
- Install the official “Google Authenticator” app from the app store; demonstrated on iPhone; Android similar.
- In Google Account Security, add “Authenticator” under more sign-in options; select “Set up Authenticator.”
- Scan the on-screen QR code using the app’s plus button > “Scan a QR code.”
- Enter the time-based code on the computer; codes refresh with a visible timer.
- Multi-account support: Authenticator can store many accounts; trainer uses both Google and Microsoft versions.
- Conclusion: Process demonstrated end-to-end; several participants completed setup; others planned to finish later.
- Topic Title: Individual Troubleshooting and Support
- Carl: Struggled after PIN setup and with app download approval; remote assistance provided to complete PIN and passkey; follow-up by Gaston/Robert planned regarding the purchase-approval issue.
- Jessica: Faced sign-in prompts; advised to sign in with a password before passkey creation.
- Mary Ann: Requested steps to reach the Authenticator QR; guided to Security > add more sign-in options > Authenticator.
- Vanessa: Self-guided, indicated progress; will reach out if needed.
- Conclusion: Immediate support provided; further help arranged for unresolved issues.
- Topic Title: Training Schedule and Recordings
- Current session shortened to ~30 minutes.
- Additional training: One session this afternoon; more sessions available next week.
- A recording of today’s walkthrough will be sent next week.
- Separate Microsoft Teams training at 3:00 p.m.; attendees can join via email invite.
- Conclusion: Multiple opportunities offered for additional training and reference.
- Topic Title: IT Office Availability and Help Desk Support
- IT office closed 11:00 a.m.–12:00 p.m. and again at 3:00 p.m. for vehicle servicing.
- Three techs on standby via the help desk for assistance.
- Instructions for Windows Hello PIN setup were emailed (noted by a participant planning to use them).
- Conclusion: Attendees informed of support windows and resources.
## Next Arrangements
- [ ] Send the training walkthrough recording next week.
- [ ] Schedule and send invites for additional training sessions next week; include an option for a slower-paced session.
- [ ] Host the afternoon session at 2:00 p.m. for attendees needing a slower walkthrough.
- [ ] Provide Microsoft Teams training at 3:00 p.m.; share invite upon email request.
- [ ] Help desk to contact Carl regarding the app download approval/purchase issue.
- [ ] Ensure admins enable passkeys for sign-in for Balsam users where not yet enabled; confirm enablement across affected accounts.
## AI Suggestions
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. Some users may not have admin-enabled passkeys (noted for Balsam); confirm and roll out enablement to all affected accounts.
> 2. Clarify policy and approval process for using personal phones with Authenticator (document caveats and manager sign-off steps).
> 3. Provide a step-by-step guide with screenshots for Google passkey and Authenticator setup to reduce live troubleshooting.
> 4. Address app store “purchase approval” blocks on managed laptops with a standardized resolution procedure.
> 5. Share the exact link or location of the “not require password” setting in Google Account for consistent configuration.
May 8, 2026
Speaker 1 00:00:05
The first is the most important. Good morning. Good Morning.
Speaker 3 00:00:17
Good morning. Hang on one second. I have I can't in front of me. Well, a cat in front of me trying to uh. Grab things from me.
Speaker 1 00:00:43
The first is the most important. The film was released on 24 July 2015. The name of the genus is derived from the Latin word ""cervus"" meaning deer." Yes, you can have a rest.
Speaker 1 00:01:14
The film was shot in black and white.
Speaker 3 00:01:25
The city is located on the banks of the river. The city is located on the banks of the river. I have two of my cats sitting here, thinking that they're about to start doing the training themselves. That night. Wanted my water. Apparently they all decided to come into the bedroom at the same time.
Speaker 3 00:01:46
So you get to see all of them today.
Speaker 1 00:01:48
The name of the town is.
Speaker 3 00:01:54
Derived from the river. Hey, I know you guys are only here because of the kids. So here is Miss Bree. Oh, now you're camera shy. Or not.
Speaker 1 00:02:29
I'm not sure. The first is the most important.
Speaker 3 00:02:32
Hi Tara. I promise you guys, I am not a crazy cat lady. I just happen to have three adorable ones. And one that this the third one is one that I literally was an impulse adoption. Last three weeks ago.
Speaker 3 00:02:55
All right. We're going to give everybody a little bit more time to attend. You know, they didn't get. They just woke up all of them from their nap. So, are you guys able to hear me okay? Yes. Perfect. Hi, guys. Christy. Yes, ma'am. Are we having any more trainings next week? Cause I just got pulled into something. We have one this afternoon. Um and I can do more this week so oh. Next week, I can do yes. Next week, I keep forgetting today's Friday. Okay, cause yeah, I have to finish something um. So, I wanted to see if I can do a different training.
Speaker 3 00:03:46
Yeah, not a problem. I will send out one or two. I'm also sending the instructions out as well, so you guys can see that. Okay, okay. Thank you. You're welcome. All right, and today is going to be mostly a walkthrough. We're not going to take the forty-five minutes that I Mentioned before, it's probably going to be uh it's probably gonna be thirty minutes. Just depending on how it's gone so far with everybody else. So I am going to share my screen, and my screen is all the way far off to the right. So bear with me. Pull that one up. You'll see right now. I don't have much on my computer, but I'm going to share some things for you guys. Um, this is for desktop and laptop users. The very last part of this walkthrough, If you do not have a Sharp company phone and you don't want to install anything on your personal cell phone, you don't need to stay for that one. Um.
Speaker 3 00:04:46
But for everybody else, we have three parts to this. So first, we're going to set up your Windows Hello, which is a system on your laptop or desktop. That secures your computer. It is HIPAA aligned and HIPAA certified, so it meets all the requirements that we need for HIPAA for all computers. So just a quick heads up on that. Then the second part is how we're gonna we're gonna show you guys. How you can secure your Google with Windows Hello, and then the third part of this is how to secure your computer. With uh authentic or secure your Google with Authenticator. So, uh bear with me. I got a little bit word dyslexia going on today. It is actually not uncommon for me, so just bear with me. I am gonna walk you guys through every piece of it. And feel free to follow along.
Speaker 3 00:05:41
Or if you if you want to later, if you just want to see how it goes walking through it. Um, I will also be sending out a recording for next week. Um, I'll be sending out a recording next week on how we did it today. So, uh, anybody have any questions before we get started? And Bree is behind me for all of those, all of you who attended just to see Bree. She is. Taking her. Second, third, fourth nap. I can't. I've lost track of how many naps on my bed behind me so. Um, the other kittens are wandering the apartment right now somewhere. All right. Real quickly, if you've never used Teams before, I'm going to give you guys a quick overview. At the top, I'm going to show you my Teams screen. But at the top where you see everybody's faces, uh you'll have a raise hand and you'll have a reaction hand. Art reaction icon.
Speaker 3 00:06:40
So, I will have you guys do raise hands at some point just to make this a little bit more interactive. And then for reactions, I'll have you guys do some reactions here as well. So you have both of those. If you click on notes, you'll see the past notes from the previous trainings, but there'll be some more notes that will get added through here. And, you're free to go in and check that out, if you can see it. Sometimes people can't see it, and that's okay as well. So. Um, real quickly, let me put my Teams window back where it was. And we're going to go ahead and get started. Um, I want everybody to click on your start button on your computer. Now that's this little button down here that looks like a window pane. And if you, I am going a little bit more basic than I normally do on training, but that's only because there are some people that. Um, they've asked for me to just go a little bit slower.
Speaker 3 00:07:36
So I'm gonna go a little bit slower. I may go a little too slow for some of you. Please promise don't get bored, don't fall asleep on me. I will try to make this as interesting as possible. We're going to click on the Start button, and your Windows uh your menu should come up, and you should see somewhere on your screen a Settings button. Or if you don't see settings, just type in "settings" up here in the little search bar. We're going to open up our settings. And let me pull it over here.
Speaker 3 00:08:08
And let me do this real quick. I just realized my screen is going to look way too small for you, for all of you. So I am going to bump up my screen just a little bit so that everybody can see it. All right. And now let me go back to settings. So once well, hello to you too. Um. They are very active for this time of morning. It's like someone gave them coffee or something. So under your settings, you should see system. You should see the name of your desktop or laptop. And then you've got a couple different options here, but we're going to go into accounts right here on the left. And then we're going to go to sign-in options right here center. Okay, once you go to sign in options, you're going to see a couple different options here.
Speaker 3 00:08:59
Um, you're going to see Windows Hello on facial recognition and fingerprint recognition. Some of you guys have those options. I'm currently on a desktop computer, so I don't have that option on this computer, but my laptop does have facial recognition. So if I use my laptop I can use facial recognition. You'll also see PIN, which is what we're going to be doing today. And then you're going to see security key. And password. So these are your options. Now, security key for most of you will not be using a security key. Um, some of you will get the option to do a security key later. What a security key looks like is this. You guys see my my uh camera? This is my security key into my computer. I actually have it um There are three. One's actually attached permanently to this computer, but it's like a fingerprint recognition. In a way.
Speaker 3 00:09:51
So even though this one says fingerprint recognition is unavailable, I actually have one in my security. But for all the rest of you guys, for today we're going to do pen, and then you are welcome to go back. And uh, you can use fingerprint or facial recognition. If you have those options later on, but to set it up, you're just going to click on it and set it up. You'll click the setup button. So for PIN, click that setup button if it's never been set up. And I have done it. So. When you go in here, you'll see a window that looks very similar to this Windows Security, and you're going to set your PIN. Now you can do include letters and symbols, or if you leave it unchecked, it's only numbers. So for me, I am a number pad person just because I. I've been in this industry way too long. Twenty eight years I've been in this industry, and. I use a number pad. Probably James does too because he's used to using a calculator.
Speaker 3 00:10:51
So, I use aum, your PIN can be a minimum of four characters. I mine's all numbers just to make my life a little easier on me. Mine's eight characters. So, uh, once you get that pen in, Go ahead and get your and do a raise hand on Teams like I did. Just let me know you're finished. Awesome.
Speaker 3 00:11:26
Yours is asking for a password. Go ahead and put your password in if it does. Sometimes it does that, sometimes it doesn't.
Speaker 1 00:12:00
All right. The first is the most important. And just a heads up,
Speaker 3 00:12:09
If there is anybody else on your teams that wants to attend this meeting, we do have one. Two p. m. I couldn't remember if it was two or three. I have a, I have a Microsoft Teams training at three p. m. If any of you guys are interested in Microsoft Teams. I will more than glad let you guys jump into that training. Um, if you have a Microsoft Teams account. If you're just here because you clicked on the uh. Connect using your browser. You're welcome to attend that as well. Just send me an email and I will send you that invite. So. All right, once I think everybody is good, you don't get a confirmation. It just goes back to this window and you have a change PIN option. Carl. Um, it's very basic.
Speaker 3 00:13:06
All right, I'm gonna. I'm gonna go. Does anybody want me to pause? Nope. Okay. I'm going to, I've already lowered my hands. Um, I'm going to go to the next piece. So now that you've got this set up, Your desktop and laptop have been fully set up to be compliant with Windows Hello. And be fully HIPAA compliant on the computer side. Now, second step to this is making your Google. Compliant. How, many of you get tired of typing your password every time you need to go into Google? Or almost every time you need to go into Google. Yeah, some of you guys, some of you guys are feeling me on this one. So I've got some tricks for you. Now that we set up Windows Hello. So let me minimize this and let me bring my Sharp account back over. All right. I'll show you guys where we're at.
Speaker 3 00:14:02
So I'm gonna open up a new tab. Here's my tab. And what I'm gonna do is I'm gonna click on my picture. For some of you guys, you have a picture here, for some of you guys, you have just your initials. Um, you're gonna click on that. You're gonna see this screen pop up, and you're gonna say manage your Google account. So click on that. Just a heads up, if you want to change your picture, you just click on your on that. Icon right here, and you can add your picture into that. Just a side note. All right, once you're at this screen. I want you to click on Security and Sign-in. The name of the town is derived from the river. You're going to see recent security activity. But what we're going to do is scroll down to two-step verification. And I want you guys to click on two-step verification for me. Now, I'm not typing in my password because I'm gonna use my passkey.
Speaker 3 00:15:01
And my passkey is my Windows PIN, which you guys just set up. That's what I'm at. Um, I'm gonna let me back up for you guys. So, I'm gonna go. I open up Chrome. And this is my homepage of Chrome. You guys might have something else, but if you have something else, just go to Google. dot com Apparently, I can't type today either. Okay, Google dot com. Click and type in that, and then it just takes you to the Google. Homepage. And you're going to click on your profile picture right here or your initials. And then you're going to click on manage your Google account. Does.
Speaker 1 00:15:53
That help?
Speaker 3 00:15:60
Okay, Carl, are you good? I just want to. I don't want to go too fast for you guys.
Speaker 1 00:16:05
The first is the most important. Alright,
Speaker 3 00:16:18
I'm hoping he's good. I'm gonna keep going. You guys are welcome to also talk to me. I am not mean at all. I'm not scary, I promise.
Speaker 3 00:16:32
Alright, so once you're at this page, you're going to click on security and sign in. And then you're going to scroll down to two-step verification. And I'm going to click on my two-step verification. Okay, then your second step's here. You've got a couple of options. And we're going to choose pass keys and security keys for this. Now, once you get in here, you're just going to create a passkey. And so I was, I'm going to delete mine just so you guys can see it from scratch. So I'm going to delete one. Deleting the one I just signed in with. I've got a few here, so you guys can all we are going to do is create a passkey.
Speaker 3 00:17:27
So once you click on create a passkey, you're going to click create a passkey. And then type in your Windows PIN that you just set. And then once it accepts it, you're just going to say okay. And then it's going to pop up here. You hit done, and it'll pop up right here. Where it says created just now.
Speaker 1 00:18:01
Did it work for everybody? The name of the town is derived from the river. Oh Jessica, I can't hear you. I'm sorry. Alright,
Speaker 3 00:18:15
Good. Vanessa's got it. You guys are feel free to type in the chat, meeting chat, if you want to. Jennifer's got it. Hector's got it. You can also throw up a thumbs up. It's not working for you, Jessica. Okay. For you. Okay, Carl is not working for. All right. Um, Jessica, could I have you share your screen? Oh, it's it is asking you to sign in to Google. Yeah, it.
Speaker 3 00:18:58
It will. I had already authenticated, so that might be why. Um, it will ask you to sign in with your password. My apologies. I always forget that because mine automatically signs in. Once you sign in, it should allow you to do it. James, did you have a question or are you just saying that you're done? Okay. All right, perfect. Real quickly, guys, if you get a sign in, go ahead and just sign in with your account. Oh, um, heads up for you guys as well. There may be an option somewhere on here where it'll allow you. To sign in, it'll say "not require password." You can you can turn that on. I don't remember where it's at.
Speaker 3 00:19:56
But it's somewhere in here, where it allows you to set it to not not require your password. And you guys are welcome to flip that switch on. I turned it on for everybody to allow you to make that decision. That way you never have to sign in with your password, if you don't want to. Um. And it will only require the passkey. And please, uh, if you're a desktop user, please don't write your PIN down or share it with anybody. Please um. Keep that only for you.
Speaker 3 00:20:30
Carl, are you able to get through? Did it allow you?
Speaker 2 00:20:43
No, I wasn't able to. I'm sorry.
Speaker 3 00:20:45
It's okay. May I sign in to your computer real quick? And take a look. Sure. Okay, bear with me one moment. Let me log into my system.
Speaker 2 00:20:55
It's just a little fast for me because I don't go well with going through multiple screens.
Speaker 3 00:21:00
Got you. I completely understand. Hang on one second. The first is the most important. Carl, when you clicked on settings, uh, or when you opened settings, did you Do you remember what your computer name was?
Speaker 2 00:21:29
Yeah, after I set up the PIN, that's where I got lost.
Speaker 4 00:21:32
Okay, gotcha.
Speaker 3 00:21:33
The name of the town is derived from the river. Let's see if I can try to find your computer real quick.
Speaker 3 00:21:60
Are you using your Basma computer or your Sharif computer right now?
Speaker 2 00:22:07
Yeah, I don't have a Sharp computer. I'm with Bathma.
Speaker 3 00:22:10
Okay, sorry. I showed two computers and then I realized it was not the right system. All right, hang on one moment. There we go. Um, okay, So what we're going to do is I want you to scroll down just slightly on your computer. Wait, hang on one second.
Speaker 3 00:22:29
Check something. I can um. I'm going to. I'm going to minimize this screen. I'm gonna go over here. I am going to scroll down. And I'm going to say, create a passkey. Oh, your device doesn't support. Okay. Hang on one second. Let me take a look at something. Yours is an interesting error that I've seen only once before. So let me see if I can fix that real quick.
Speaker 1 00:23:00
The first is the most important. Ah,
Speaker 3 00:23:15
Okay. So let's set up your PIN real quick. Type in your computer password real quick.
Speaker 3 00:23:29
And then hit OK. And then I want you to pick a number pin from anywhere from four characters to eight. So you're going to type it and then you're going to convert it. The name of the town is derived from the river. Just so everybody else can see what we're doing, just in case you got stuck on that part. Oh, I see. It has to be at least six characters. Some people can get away with a four, and some people can't.
Speaker 3 00:24:18
Perfect. Alright, you can start using that PIN number now to sign in to your computer. And then I'm going to say, create a passkey. I'm going to say, create a passkey. Now type in that PIN you just created. The city is located in the.
Speaker 1 00:24:36
Central part of the island. Perfect. Alright. So we're going to say okay.
Speaker 3 00:24:43
And we're going to say done. So now here you go, you're already set with MFA with your Galaxy computer or phone. And then you've got your Windows Hello. And. If you see your admin hasn't enabled pass keys for sign in, this is only for Balsam people. I need to go in and fix that, and I will fix that soon. So for everybody else, you can enable passkeys for sign in. Okay. All right, now Carl, I'm going to leave your computer because I don't like having access to people's computers longer than I have to. How many does anybody else need help?
Speaker 3 00:25:32
Hi Chris. Hi Nadia.
Speaker 5 00:25:35
Hi, I may have to come back to your two p m session. Is that okay? I'm a little lost and I'm having a hard time trying to sign in into my email, and it's asking me to create a passkey and it It's okay. I need to go at it slower. Is it okay if I come back at two?
Speaker 3 00:25:55
Yes, and if you want me to, we can use the same link. Yes, it's going to be the same link. Um, and just a heads up. What I'll do is, if you want me to, I can walk through it on your computer. So everybody can see just like I did with Carl just now. Yes,
Speaker 5 00:26:11
The thing is that I don't I don't I don't have a pin because my internet was not picking up and I just joined in. So I realize that you need a pin to move on to the next step, which is the Yes. The uh sign in andum security sign in. And, that's that's where I'm stuck because in addition to me not having a pin, I'm also having a hard time trying to set up a, a key or signing into my email. So I rather just figure that on my own. And come to you ready at two p. m. Is that okay?
Speaker 3 00:26:43
That would be great. Um, and the email I sent out today. Not a problem. The email I sent out today that it's the one that says the IT office is going to be closed for a little bit. U m. Yes, there is instructions on how to set up your PIN using Windows Hello. So beautiful.
Speaker 5 00:26:59
Thank you so much. Then I'll I'll work on that on my own. And by the time I come back at two p m, I should be It should be set.
Speaker 3 00:27:06
Okay, amazing. And just see you later. Oh, Go ahead. No, I was just going to say you're also welcome to reach out to the help desk because I've got three techs on standby to help you guys out if you guys need help.
Speaker 5 00:27:19
Okay, we'll do. Thank you so much.
Speaker 3 00:27:22
No worries. All right. Anybody else need help with this part before we go to the next section? Um, for the next section. Now, if you've gotten to this part and you're on a desktop computer. You're welcome to drop if you don't want to set up the next part. Um, Now I am going to say this : I'm going to show you how to set this up on a company issued cell phone. However.
Speaker 3 00:27:52
Um, if you want to set this up on your personal cell phone, you're welcome to do that as well. Just understand that there are some caveats to doing that. Uh, make sure you got manager sign off. Make sure that you know everyone is aware, but for everybody, I'm gonna I'm gonna walk you guys through installing. Um, Google Authenticator. So if you guys have a phone, I have an iPhone. I don't have an Android. I do apologize in advance. But it does work the same way on an Android. So on your phones, I want you to go into the app store. And so I'm pulling up my App Store on my iPhone. And then I'm going to go into search, so I know my screen is Blurry. I'm going to go into search on my App Store, and I'm going to search for Google. Authenticator. Now, if you um, if you only type in Google, you're going to get a million hits.
Speaker 3 00:28:49
But if you go into type it out fully, Google Authenticator, you're going to see some come up. Where my middle finger is tapping against my phone, you got to see that colorful icon right there. This the Google Authenticator you want. Don't try to get any other kind. You want this one right here, Google Authenticator. With this icon, and the reason why is because this the official Google one. And so once you get there, you're going to install that on your cell phone. And so it's going to look just like this. And let me know when you guys are ready. Alright.
Speaker 3 00:29:35
Okay, Perfect. All right. Now you're going to open Google Authenticator. Okay, so mine's open. Sorry, my uh. My screens are reflecting. I have a bunch of passcodes because I use this all the time. I got, I got a million, and this is not even my primary one. But you're going to click on this little plus sign, and you're going to choose. Uh, scan a QR code and it's going to open up your camera. But when it opens your camera, I'm just going to set my phone down. With the camera on, And then I'm going to go over here to my computer that you guys see the shared screen on. And I'm going to choose Authenticator.
Speaker 3 00:30:18
Now I'm going to set this up again. So I'm going to remove my authenticator app so you guys can see it. And I'm gonna click on setup authenticator. You guys see on my computer, don't don't scan my QR code please, but you guys see uh scan a QR code. And so I'm going to take my phone and I'm going to take a picture of the QR code. You.
Speaker 6 00:30:40
Left me. You left me.
Speaker 3 00:30:42
I'm sorry. Uh, take your phone. And you're gonna. Add on your phone, you're going to click the plus sign down here, and you're going to say scan a QR code. It's going to pull up your camera. And then you're going to scan your own QR code that's on your screen. And you're gonna scan that one right there. Well, don't scan mine.
Speaker 2 00:31:04
Can you show how to get the QR code on our own screens? Yes.
Speaker 3 00:31:09
So when you're in this screen where it says Authenticator app. I'm not going to see this. Let me go back to the main, my the main screen. So I think yeah, I think. Yes, I'm sorry. I just realized I skipped one. Um, on your Google account and you're under security sign on. You're going to go down to Authenticator. If you don't see it on this list, you're going to go down here and say you can add more sign-in options. And then choose Authenticator.
Speaker 3 00:31:44
And then you're going to click Set up Authenticator. And it's going to pop up a QR code on your computer. Don't use mine. And then in the Authenticator app, you're going to click on this little plus sign down below. And then you're going to choose QR code. So scan a QR code is on here. I don't know if you guys can see my camera well, but it's the bottom option. So I'm going to click on that. And my camera is going to open up.
Speaker 3 00:32:15
And so, my mind got a little too. I'm going to go back to authenticator. Um, I'm gonna scan my QR code. If it says, "Is this really you?" and ask you for your passkey or password. Just put your information in. Sometimes it'll do that. So now I'm going to scan my QR code. And I'm going to say next.
Speaker 2 00:32:45
Ex Cuse me, Christy. Yes, sir. Mine is saying that I need to have approval to purchase the app on my computer. On your phone? That's not letting me. On my computer.
Speaker 3 00:32:58
Oh. Um, are you on a desktop or laptop? I'm on a laptop. Okay, um,
Speaker 2 00:33:07
It's saying it doesn't approve. In app purchases or something like that when I tried to download Google Authenticator.
Speaker 3 00:33:15
Okay. Um, let me get Gaston come visit you, James, for that part.
Speaker 2 00:33:22
No, this is Carl.
Speaker 3 00:33:24
I'm sorry, Carl. Uh, I'm sorry. I thought you said James. And I know James. Um, let me get Gaston to come visit you.
Speaker 2 00:33:32
Yeah, I'm not in the office right now. I'm I'mum at my home office so. Okay.
Speaker 3 00:33:39
Yeah, no problem. Um, I'll have them reach out to you. Andum, And they'll come out and help you or they'll either walk you through it remotely or come out and help you with that part. Because the purchase part, we need to find out what's going with that.
Speaker 2 00:33:53
Yeah, yeah, that's where I got stumped.
Speaker 3 00:33:55
Yeah, not a problem. Um, how do you get to the QR code? Mary Ann, no, you're welcome Carl. Um, so when you get to the authenticator app, are you at this part or do you need me to go back further?
Speaker 3 00:34:11
Sorry. Yeah, I need I need you to go back further to get how to get to the authenticator app in on my screen. Okay, not a problem. So once you are you in security and sign on again. Um, I can be. I'm in. I'm still in pass keys and security keys. Okay, perfect. Under, um, so you're gonna go backwards by clicking this little button here. Okay, and then. Um, You are going to go look for Authenticator, where it says you can add more sign in options. And click on Authenticator, and then Set up Authenticator. And then it's going to ask you to scan that code. So you're gonna scan it from your phone.
Speaker 1 00:35:09
Okay, got it.
Speaker 3 00:35:11
Perfect. Okay, and don't scan my QR code, guys, cause I don't want to add you guys to mine. Now, if it asks you to sign in, uh feel free to sign in. Um Anybody else having an issue like Carl was having where he is telling him, he can't purchase it.
Speaker 2 00:35:33
Say it one more time.
Speaker 3 00:35:35
Oh, I was checking to see if anybody else was having the same issue you were having.
Speaker 2 00:35:39
Oh, okay. Okay. Yeah,
Speaker 3 00:35:42
Cause someone else was having it and I know the. Gaston and Robert was able to fix it, so. And we have really bored Bree, she is uh sound asleep. Oh my God.
Speaker 1 00:36:03
The film was released on 24 July 2015.
Speaker 1 00:36:07
Actually, she's hoping I give her a cheerio I had on my desk. The name of the town is derived from the river. See,
Speaker 3 00:36:19
I pulled it up and she sees it. She notices everything. The film was shot in black and white.
Speaker 1 00:36:31
She has a little throne next to my desk.
Speaker 6 00:36:36
That's where the phrase" curious uh curiosity kills the cat." Yes.
Speaker 1 00:36:47
She's a bigol'baby.
Speaker 3 00:36:54
Vanessa, how was it working for you? Were you able to get into it?
Speaker 7 00:37:03
Hi. Yeah. I mean, I'm, I'm playing around with it, but I feel like I'm figuring it out. It's kind of how I work. I like to play around and see if I can find it, and then if I have problems, I'll reach out.
Speaker 3 00:37:20
Yeah, give me one second. I'm gonna put you guys on mute. I need to answer this call real quick. Mm hmm. Hello.
Speaker 4 00:37:27
Hi, Christy. It's Christina from Alta Beauty. Um, I see youum booked. A curl cut at one thirty tomorrow. Saturday and I was wondering, Is it at all possible to come at two thirty So?
Speaker 3 00:37:40
The appointment is for my daughter. Um and I have an appointment at twelve fifteen with you guys. Oh,
Speaker 4 00:37:49
You do. Oh, I see with Diana. Okay, because I am doing a accent highlight and I know it's gonna run over. And that's the only thing. Um. Did you want to?
Speaker 4 00:38:05
Oh, is there anybody else that knows how to do a curl cut that's available? So,
Speaker 3 00:38:09
We can change it, but we'd need to change my appointment as well.
Speaker 4 00:38:14
Okay, I did want to change Diana's time. Okay. So, uh, because she's like open, you know, it's like how the books are laid out. Yes. But. Person has like super thick hair, and it took me six hours last time, and we're adding more highlights, and I know for. I won't be able to like step away, and I didn't want to mess up your appointment. I could move you toum. Could you come at the same time with Diana and then just she'll just. Thank you, yeah. Right after,
Speaker 3 00:38:51
Yeah. That absolutely so my daughter is got she's got thicker hair and she's a. She is more of a three A, whereas I am a. When I actually curl my hair, I am a, a two C two B. So okay. Um, she just I would rather her get her hair cut by someone who knows how to do a curl cut. Rather than me doing it, and it's been years since I've done.
Speaker 4 00:39:15
Yeah, okay. The other thing is, I could haveum Naomi back, and she does a lot of curl cuts and she's actually available at one p. m.
Speaker 3 00:39:24
Okay, that'll work too.
Speaker 4 00:39:26
Okay, so let me move you over to uh Noemi at one p. m. Okay. Let me see if I can do this. Change teammate. And.
Speaker 3 00:39:41
While you do that, I'm uh I'm teaching a class, so hang on one second. You get to hear me teach. Oh okay,
Speaker 4 00:39:48
No worries. You know what I'm gonna just move it and then you'll get a confirmation. Okay,
Speaker 3 00:39:53
Perfect. And this is for the curl cut right?
Speaker 4 00:39:56
Yes, correct. Andum, I might have to move it twice because of the way the system works. Butum, I'll have you under. She does a lot of girl cuts. She was out for a while and she's back, so that's why she's open now. Okay, wonderful. I'll see you then. Okay, bye- bye.
Speaker 3 00:40:15
Okay, sorry guys. Um, I have been trying to get my daughter's appointment made for months, and they want to change my equipment. So, teenagers.
Speaker 3 00:40:28
If anybody is a parent to a teenager, please let me know because I got lots of questions. Um anybody else having any issues? Or is everybody pretty good? Um does anybody need me to take them back through anything again. So that code, once you see that code pop up, You're going to hit next on your computer, and it's going to ask you to enter that code in. Now, the great thing about this is it does refresh, so that code will refresh if you've got a C here. Uh, it looks like a little timer. Um, and then once it gets close to changing, it'll turn red. So these change quite frequently. But Maryann, once you hit next, it'll ask you to put that code in. Just type that code in and it will be done.
Speaker 6 00:41:22
Christ y, I have multiple multiple email emails. So, will this? Will this? This? Authenticator? Will it work to be the same all of them?
Speaker 3 00:41:31
Mhm. Uh, each so I have a bunch right here. Um, so this is one per application, and that's not even my main authenticator. That's just my Google one. Um, this is my main authenticator. It's a Microsoft Authenticator because I use Microsoft. Uh, hang on. Let me sign in.
Speaker 3 00:41:53
So if you look at this one, you see all the codes. It's it's it's longer. I have six emails on that authenticator. I have three on the Google authenticator. So you can have as many as you want on that same authenticator. Louis, you have your hand raised. Is there a question I can ask or? Did you get it finished? And you're muted, just in case you're trying to talk.
Speaker 3 00:42:26
No, no worries. All right, guys. If any if no one has any other questions, Uh just a heads up. And a reminder, uh, the IT office is going to be closed from eleven am to noon because they've got to take some of the company vans in to get fixed. Um. And so they both because one's got to give the other one a ride, So they're gonna be out, and then they're gonna be out again at three to go pick up the van. And I'm not in the office, if you can't tell. I am definitely at home in my bedroom because I'm getting dirty judgmental looks from Bree over here, because I haven't given her her cheerio yet. So, I promised her a cheer room if she behaved. So she is definitely judging me. She is on her throne. I'll show you guys this throne because She's got two thrones. So this is her throne woman, and then the basket right here. There is her actual throne. Yes, I'm going to keep this. She is a knight, so.
Speaker 3 00:43:25
But she's determined. She's going to get that churro in a second. She's giving me very, very judgmental looks. Um, if you guys are good, feel free to jump off. You really want this, don't you? And I will see you guys later.
Speaker 6 00:43:46
Happy Mother's Day. Have a good weekend, everyone. I don't know if you have kids, but obviously you do. You have your your mom would breeze one of your kids.
Speaker 3 00:43:55
Oh, I'm a foster mom and I just adopted my last foster kid, and we have another foster kid coming in a couple weeks. So I'm teen, I do only teens.
Speaker 6 00:44:04
Okay, okay. They need everybody needs love. Everybody needs love. Yes,
Speaker 3 00:44:08
Yes. I I don't do diapers, so I've always been a foster parent to teens. Where possible. I just think.
Speaker 3 00:44:18
Thanks guys. I will see you all later. Anybody else need help? Hi, James. Vanessa, how are you? Marion. You guys are all good?
Speaker 1 00:44:34
Oh, hi, sweetheart.
Speaker 3 00:44:41
All right, I'm gonna I'm gonna go ahead and drop from the call. Thank you guys very much. I'm not going to be able to do that.
08-24 Training Strategy Pivot from Live Sessions to Asynchronous Modules Due to No Client Attendance
## Core Synopsis
The training session collapsed due to zero client attendance, exposing a dependency on live participation that is not being met; Christi pivoted to an asynchronous strategy and committed to re-recording Copilot modules (and later Claude and ChatGPT) for website publishing via Stephanie, with sample data and opening graphics included. The proof is explicit: invited clients (notably Tolly) did not show; internal attendees (Maggie, Speaker 2, Speaker 3/Stephanie) confirmed needs for recordings; Christi already produced one Copilot module, shared it with Stephanie, and plans to complete the rest this week despite personal constraints (PTO, college drop-off, dentist appointment, heavy workload). The stakes are operational clarity and client enablement: continued reliance on live Zoom/Teams formats yields low engagement and poor content quality, whereas structured, edited recordings can scale training and remove scheduling friction; we are taking the bet on high-quality asynchronous modules to stabilize delivery velocity and reduce churn in training attendance.
## Training Delivery Reset: From Live Sessions to Edited Modules
- Attendance Reality
- Clients who RSVPed did not attend; the primary expected attendee (Tolly) was absent.
- Internal attendees present: Maggie, Speaker 2 (Robert), Speaker 3 (Stephanie).
- Maggie has already completed the covered portion, reducing marginal value of repeating the live session.
- Current Assets and Scope
- Copilot program: four modules; Module 1 is recorded and shared with Stephanie.
- Decks and sample data exist to support learner practice; decks have not yet been sent to Stephanie.
- Additional programs pending: Claude and ChatGPT modules to be finished after Copilot.
- Publishing Workflow
- Stephanie is responsible for hosting recordings on the website.
- Christi will add opening graphics and prefers clean, purpose-built recordings over raw Zoom/Teams captures to avoid the typical low-signal training experience.
- Operational Constraints and Intent
- Christi’s time is constrained (10 hours logged on ConnectWise, PTO on Friday, college drop-off, dentist appointment), yet she is determined to complete recordings this week to close the loop.
- The session was canceled to reclaim time for recording and content completion.
## Action Items
**@Christi**
- [ ] Re-record Copilot Modules 2–4 and deliver files to Stephanie - [This week - TBD]
- [ ] Add opening graphics to Copilot Module 1 and re-send final to Stephanie - [TBD]
- [ ] Send all relevant decks and sample data for Copilot training to Stephanie - [TBD]
- [ ] Record initial modules for Claude and ChatGPT programs and deliver to Stephanie - [TBD]
**@Stephanie**
- [ ] Review Copilot Module 1 (already received) for website readiness and provide feedback if needed - [TBD]
- [ ] Publish finalized Copilot modules to the website upon receipt from Christi - [TBD]
Aug 24, 2026
Speaker 1 00:00:51
If Nobody shows, we're gonna. No Maggie's here. We will have it. Hi. Hi Maggie.
Speaker 1 00:01:03
Let me let me see if I can get more people to come in. Because if you guys are if it's only crimson people, I may do part two that needs to be recorded.
Speaker 2 00:01:48
Let me see who else. If.
Speaker 1 00:02:03
Not, if it's just Maggie. I think Maggie, we've already done this part of the training. Oh okay. But let's wait and see because if um.
Speaker 1 00:02:18
We could also cancel it, and I could finish up some things I needed to get done today. All right. I also have a dentist appointment, so. I hear you snickering in there, Robert. You.
Speaker 2 00:02:40
Always have like you always have like ten thousand things to do at once.
Speaker 1 00:02:45
I am already at ten hours today on ConnectWise. Because I was multitasking earlier today. At least I ate my dinner or my lunch. I got my lunch eaten, which reminds me, did I? I made pesto chicken. And with penne noodles.
Speaker 2 00:03:10
That sounds good.
Speaker 1 00:03:11
It was very good. Have.
Speaker 2 00:03:16
You ever heard of marry me pasta?
Speaker 1 00:03:18
Yes, I have a recipe for that.
Speaker 2 00:03:22
I got me some over the weekend.
Speaker 3 00:03:24
It was delicious. Yeah,
Speaker 1 00:03:26
That's hence the name" Marry Me." Um, but yeah, this is still warm though. I demolished my lunch. Uh, Angie made uh wings yesterday and steak fries, so I have that probably for tomorrow or Wednesday.
Speaker 1 00:03:49
And up steak. I have a whole week's worth of lunches made because my two of my girls love to cook and. Although I'm making chicken dice tonight for dinner.
Speaker 2 00:04:03
Lucky you.
Speaker 1 00:04:06
Hey, it's nice to have my my house shrinking. I love having a bunch of kids, but right now house shrinking is the best thing mini break. All right, let's see who else we have coming. I did invite Pete. All right, so.
Speaker 3 00:04:30
Hi, Chrisi Suri. I'm sorry? Sorry, I just wanted to confirm will there be recordings of these or?
Speaker 1 00:04:39
I am so I am making uh recordings. And if you guys hadn't shown up, I was just going to make the recordings tonight and get them put up for Stephanie because Stephanie is taking my recordings and putting them on the website. But I don't like to do recordings that are Zoom calls or Teams meetings to put on websites mostly because I have to. I have to get all my training uh as a foster parent. I'll show you guys it's annoying um all my foster parent training. And so when I attend these trainings, they're all just recordings of Zoom calls.
Speaker 1 00:05:13
And they cut out a lot of things, so it's not really fun and understanding understandable. So this is my current um class that I am supposed to be taking, And I literally just listen um because there it's just a recording of a Zoom call, and it's so annoying. I have to have to put the screen down, and just listen.
Speaker 3 00:05:40
Yes, I understand. I was just asking as I usually have calls scheduled over this time or currently it's end of day for me now. So I was just wondering and I would like to attend these. But if the calls run over, so I was just wondering if there will be recordings available for them.
Speaker 1 00:05:57
There is going to be recordings. Um, I got Stephanie, I got you one right? Yes. Okay. Um, I'm working on the rest and I'm trying to get those done. I was trying to get them done this weekend, but took a kid to college instead. That's the one you included me last Friday? Yes. I need to add the um opening graphic to it, but take a look at it and see if that will work. And I'm going to record the other trainings because I've got a whole bunch of trainings. In fact, um, I'll show you real quick what I have.
Speaker 1 00:06:40
I haven't gone back to it because I was PTO on Friday, but I will check it. No worries. So these modules right here is what I'm working on uh record well, sorry, I'm re-recording these four modules. I already did the first one. You have a copy of the first one. And so these are the ones I'm doing. And that's just for Copilot. I still have Claude and ChatGPT to finish.
Speaker 1 00:07:09
So and I'm trying to get them done this week, so that I can just not have them anymore. Get them all done. Did I send you the decks? Not yet. I haven't had the decks. Yeah, I will. Because, we have sample data for people to use while they're going through the training, as well. So, all right, We have none of the clients actually showing up. That said they were going to attend. Which the main one that I was hoping that would attend today is Tolly. I guess she's abandoning us. So, I am going to let you guys go and I am going to re.
Speaker 1 00:08:04
I'm going to work on recording these later this evening and get these all over to you. How's that?
Speaker 2 00:08:14
Okay, that's fine.
Speaker 1 00:08:15
Thank you. All right, thank you, thank you, thank you. Thanks guys. Bye bye.
Re-record Copilot Modules 2-4 and deliver files to StephanieRecord initial modules for Claude and ChatGPT programs and deliver to StephanieSend all Copilot training decks and sample data to Stephanie+3
Crimson IT (250), project ticket 967282. AI training strategy pivot from live sessions to pre-recorded asynchronous modules after repeated zero client attendance. Non-confidential. Client verified from content: Crimson-only attendees (marketing and delivery staff), no client entity present.
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08-05 Lecture: Microsoft Copilot Training — Outlook, Word, Excel, Agents, and Data Security
Date Time: 2026-08-05 13:55:57
Location: Pacific room / Pacific Conference Room
Instructor: Christi, Chris Brown, John Carlo (Giancarlo)
## Summary
This text compiles several training sessions and conversations about Microsoft Copilot, an AI assistant integrated into Microsoft 365. The sessions, led by instructors including Chris Brown (CIO at Crimson IT) and Christi, cover a wide range of topics from introductory concepts to advanced features like creating and sharing Copilot Agents.
Initially, a pre-meeting conversation details the logistics for an AI-focused call, with participants coordinating whether to join from a physical meeting room or remotely. This is followed by a series of lectures and practical demonstrations.
The core of the content introduces what Copilot is, its functionalities, and its limitations. Key themes include its dual access points (in-app vs. Copilot Chat), its secure operation within the Alere tenant, and its role as an efficiency-boosting assistant that requires human oversight and judgment. The training emphasizes that users must always verify Copilot's output, particularly with numerical data. Practical demonstrations showcase Copilot's use in Outlook for summarizing emails and drafting replies, in Word for creating and refining documents ("vibe writing"), and in Excel for data analysis and visualization.
Advanced topics include building reusable prompts called "Agents" to perform consistent jobs, complete with best practices for creation (limiting sources, writing clear instructions, using an "honesty rule") and a standardized naming convention (`[XXX] Descriptive Name`) for sharing within the organization. The sessions also touch on cross-application integration (e.g., creating a PowerPoint from a Word document), data security "guardrails" (DLP), support procedures via the Crimson help desk, and the use of voice commands. Throughout the training, the instructors stress a hands-on approach, encouraging users to experiment with the tool on completed tasks to learn its capabilities and limitations safely.
## Knowledge Points
### 1. Meeting Logistics and Initial Discussions
- **AI Call Planning:** An "AI call" led by Christi from Crimson was scheduled, with participants joining either from the "Pacific room" or remotely. This coordination mirrored a previous meeting on Monday, August 3, 2026.
- **Participant Issues:** One speaker experienced a video feed issue from the Pacific room, while another worked from home after forgetting a laptop, using a virtual background to hide their kittens.
- **Expense Tracking:** A brief, unrelated discussion touched on the need for a centralized view for "the full expense" and a process for handling "other changes."
### 2. Introduction to Microsoft Copilot
- **What Copilot Is:** An AI assistant integrated into Microsoft 365 applications (Word, Excel, Outlook, etc.) that acts on the context of the open file or email. It is compared to an intern that gets a user about 70% of the way to a finished product, requiring human review for the final 30%.
- **What Copilot Is Not:** It is not always right and can be "confidently wrong." It is not a replacement for human judgment or a security risk, as it operates within Alere's secure Microsoft tenant and does not train public AI models with user data.
- **Instructor and Context:** The training is led by Chris Brown (CIO at Crimson IT) and Christi, with John Carlo providing Alere-specific context. The sessions are recorded, with summaries and replays provided to attendees.
### 3. Copilot Access and Interfaces
- **Two Access Points ("Front Doors"):**
- **In-App Copilot:** A button within applications (e.g., Word, Outlook) that is "grounded" on the content of the currently open file.
- **Microsoft 365 Copilot Chat:** A standalone app (`office.com`) for searching across all of a user's files and data, similar to other chat-based AIs.
- **Copilot in Teams:** Copilot chat is available directly within Teams, allowing users to start new chats and reference files using the forward slash (`/`) command. The Library and Search functions from the main app are not available here, but chat history is searchable.
- **Work IQ Toggle:** The former "Work/Web" toggle is now "Work IQ," which, when enabled, searches both internal Alere data and the public web simultaneously.
- **Voice Commands and Dictation:** Copilot can be operated via voice on both mobile and desktop. Native dictation is also available in Word and OneNote, with headsets recommended for accuracy. For specialized needs, external tools like Whisper Flow can be used.
### 4. Data Security, Privacy, and Best Practices
- **Enterprise Data Protection:** Copilot operates under Alere's existing data protection policies, indicated by a non-disableable shield icon. User data is not used to train public AI models.
- **Permission Inheritance:** Copilot only accesses files and information the user already has permission to see. It respects sensitivity labels (e.g., "Highly Confidential").
- **Data Loss Prevention (DLP):** A "guardrail" is in place that blocks prompts containing sensitive information like social security or credit card numbers, requiring the user to rephrase the prompt.
- **Honesty Rule:** A key best practice is to instruct the AI: "If it's not in the document, don't guess" (or state "not specified"). This prevents the AI from fabricating information and makes it a more trustworthy tool.
- **Human Oversight:** The user is responsible for verifying all AI-generated output. About 30% of the work relies on human judgment to review, edit, and validate the content to prevent errors.
- **Effective Prompting:** Prompts should be specific and contextual, breaking down complex tasks into single steps. Vague prompts yield poor results.
### 5. Copilot in Outlook
- **Summarizing and Replying:** Copilot can summarize long email threads with citations linking back to specific emails. It can also draft replies, which users should always review and refine rather than accepting the first draft.
- **Email Prioritization:** Users can create rules to have Copilot mark emails as high or low priority based on sender or content, helping manage large volumes of messages.
- **Personalizing Tone:** "Custom Instructions" in the Chat settings allow users to define a personal tone and style, making Copilot's generated text sound more like them.
### 6. Copilot in Word
- **Vibe Writing:** A concept of having a continuous conversation with the AI to draft and refine content, such as a document or creative piece.
- **Content Generation and Editing:** Copilot can generate content from a prompt, which should include a source, task, and format. It can also rewrite, shorten, or change the tone of existing selected text.
- **Document Processing:** Copilot can process long documents like meeting transcripts to extract specific information (e.g., notes from one person) and reformat it from a different perspective (e.g., a technical CIO).
- **Referencing Files:** By typing a forward slash (`/`) in the Copilot pane, users can search for and reference files from their OneDrive to generate new content.
### 7. Copilot in Excel
- **Core Rules for Excel:**
1. **Use Tables:** Data must be in a properly defined Excel table (Ctrl+T) with clean headers and no blank rows.
2. **Work _in_ the File:** Use Copilot within the Excel desktop app for reliable operations. Copilot Chat can't effectively analyze workbook data.
3. **One Thing at a Time:** Break down requests into single, sequential prompts.
4. **Don't Paste Large Datasets:** Instruct Copilot to perform actions on the data in the file rather than pasting the data into the chat prompt.
- **Analysis and Visualization:** Copilot can create formulas, pivot tables, charts, and executive dashboards from table data.
- **Verification:** Always verify numbers. The analyst agent may estimate totals, so for financial workflows, it's crucial to force computation and validate outputs against known figures.
- **Platform Limitations:** Copilot in Excel for the web has limited functionality. The desktop app is recommended.
### 8. Copilot Agents
- **Definition:** Agents are reusable, shareable prompts that teach Copilot a specific job to perform consistently.
- **Creation Best Practices:**
- **Limit Sources:** Use 4-6 representative files for knowledge; more will dilute focus.
- **Write Clear Instructions:** Treat the agent like a new hire, providing specific details on role, format, tone, and applying the "Honesty Rule."
- **Test Thoroughly:** Validate the agent's output against a previously completed manual task.
- **Naming Convention:** Shared agents should be named using a three-letter department code in brackets (e.g., `[PMG] Lease Abstract Assistant`) for better organization.
- **Use Cases:** Examples include a PMG lease abstract generator, a security report summarizer, a password generator, and a "water cooler bot" to summarize Teams channel chatter. Microsoft has also released a feature to run Agents on a schedule.
### 9. Other Features and Integrations
- **Cross-Application Integration:** Copilot can create a PowerPoint presentation by referencing a Word document.
- **Library and Search:** The Copilot library stores generated outputs like documents and images, and past chats are searchable.
- **Image Generation:** An image generator can be used to create visuals for engagement, such as the cat images the instructor uses in client emails.
- **Co-work and Integrations:** The "co-work" feature is not enabled for Lear but can be requested. Future integrations with tools like Asana and Canva are possible.
- **Model Selection:** Users can choose specific models (e.g., ChatGPT, Claude) or use "Auto."
### 10. Support and Learning
- **Getting Help:** For support, email the help desk with "Copilot" in the subject line. Include the app, prompt, and output (with screenshots). Direct emails to instructors may be missed.
- **Learning Strategy:** The best way to learn is to run Copilot against a task you have already completed to compare the results in a zero-risk environment.
- **Sharing Knowledge:** Users are encouraged to share both "wins" and "weird results" with colleagues as learning opportunities.
## Questions
- [Insert Question/Confusion]
## Assignments
- [ ] 1. Attend the AI call led by Christi from Crimson, either in the Pacific room or remotely.
- [ ] 2. Investigate and resolve the issue with the video feed from the Pacific room.
- [ ] 3. Establish a process for handling "other changes" related to expense tracking.
- [ ] 4. Experiment with Copilot by summarizing a long email thread and drafting a reply in Outlook.
- [ ] 5. Practice setting up email prioritization rules in Outlook to manage your inbox.
- [ ] 6. Explore the Custom Instructions in Copilot Chat settings to personalize its writing style.
- [ ] 7. In Microsoft Word, practice "vibe writing," reformatting existing text, and generating a summary by referencing a file from OneDrive.
- [ ] 8. Apply the "honesty rule" in a prompt to ensure Copilot does not invent information.
- [ ] 9. Convert an existing Excel dataset into a proper table and use Copilot to create a formula, chart, or executive dashboard.
- [ ] 10. Practice breaking down a multi-step request in Excel into separate, single-action prompts.
- [ ] 11. Test document retrieval in Copilot Chat using coworker-style queries (e.g., "find meeting notes from last week's AICOP meeting").
- [ ] 12. If you build a useful Agent, share it with others using the `[XXX] Descriptive Name` naming convention.
- [ ] 13. When seeking help, email the help desk with "Copilot" in the subject line and provide necessary details.
- [ ] 14. Apply sensitivity labels to confidential files to ensure data is handled correctly by Copilot.
Aug 5, 2026
Speaker 1 00:03:35
To Break it out that way. Um, but we still want one spot where we show.
Speaker 2 00:03:39
The the full expense. And then in the other changes, yeah, we that we need to have a process for because we don't have anything.
Speaker 3 00:03:50
I think it'll be there's not that many of them.
Speaker 3 00:04:15
Hi, Christi. How are you?
Speaker 4 00:04:17
I'm good. How are you?
Speaker 3 00:04:19
Good. I'm gonna grab some water real quick.
Speaker 1 00:04:25
Okay, it's.
Speaker 2 00:04:30
Probably from the amount of meetings I've been in today. Probably.
Speaker 1 00:04:39
Guys, I am going to grab me something to drink real quick. I'll be right back.
Speaker 4 00:04:43
Sounds good. Hey, Charl,
Speaker 4 00:04:48
Would you prefer everybody to meet in here for the, are you doing the AI call? Um, Christi from Crimson is leading it. I'll be on it, butum but yeah, I mean, anybody who wants to do it in the Pacific room is welcome to. That's kind of how we did the one on Monday. Okay, a group of people in there, a group of people remote. Um, for some reason I can't see you guys in the Pacific room. At least on my end, there's just no video showing.
Speaker 1 00:05:16
But okay, I'll probably then just take it from my office then. It might be easier. Okay, sounds good. See you in a bit. John Charl.
Speaker 2 00:05:36
You remember that meeting in which I worked from home, and my kittens uh decided to have a little fun. Yep. Unfortunately, I'm working from home again. Okay. I'm choosing to put a background up because while they're sound asleep right now, that might change in a few minutes.
Speaker 4 00:05:56
Okay, yeah, um yeah whatever is good for you, I'm sure everybody enjoys seeing the the kittens running around but, Maybe make it harder to focus, I guess, on the training. Yes.
Speaker 2 00:06:11
It wasum it was funny. I got to the office today. I was going to my Willowbrook office and I got there and I realized I left my laptop in the Pasadena office. Ahhh There's no way I'm going from Compton area all the way up to Pasadena So, i'm at home with my desktop Got it.
Speaker 2 00:06:35
Do you want a water re No,
Speaker 3 00:06:36
I got it.
Speaker 4 00:06:43
Um, It's hard to tell how many people are on because I can't really see who's in the Pacific conference room, but maybe we give another couple of minutes here. No worries.
Speaker 5 00:07:01
Hi, John Charl. Rachel and I are the only ones right now in the Pacific Conference Room.
Speaker 4 00:07:08
Okay, so it sounds like we may need a few more people. Like, um, no Andi and Michaela are going to join here. Um, but we've got probably another seven or eight people on the invite list that, Haven't arrived yet.
Speaker 3 00:07:44
So Rachel,
Speaker 5 00:07:51
We have no option to control the camera in this conference room because this is a.
Speaker 4 00:08:02
Yeah, For some reason, we don't see at least I don't see you at all Suzanne. I don't see any camera on for the Pacific conference room, but um. That's fine. We don't need to see you guys. I just wasn't sure if, if you guys knew that was happening.
Speaker 4 00:08:27
Now I see you guys. Um, I think it's on mute though.
Speaker 5 00:08:34
Can you hear us now, John Carlo?
Speaker 4 00:08:36
Yep. Yeah, I can. Great. And I can see you some of us okay?
Speaker 5 00:08:42
Okay, Well, um Christi, why don't we go ahead and get started? Um yeah, there's just a couple people, and they may be I know that the PDC is around today. Maybe.
Speaker 4 00:08:55
There's a couple of people that um have uh other things happening. So if they aren't able to join, They can, they can watch the video, or we can um figure something out if there's a handful of people that that need to have another training. But um but yeah, If you don't mind, uh Christi uh recording this again and um and we can get started.
Speaker 2 00:09:21
All right. I'm, I hope all of you can hear me because I didn't realize my headphones were up. Hi, my name is Chris Brown. For those of you guys who don't know me, I am the CIO at Crimson IT and I am the one who does a lot of the AI training and the AI experimentation and things like that. So, want to welcome you guys here today. I want to go through a few things with with you guys. Before we get started, so real quickly, all of you should have access to uh Copilot on your computers. Has anyone tried playing with Copilot just yet?
Speaker 4 00:10:04
You know it just when I open up certain applications it automatically pops up. Is that normal?
Speaker 2 00:10:09
Yes. Yeah, it it likes to do that um, I'm going to go through what that looks like for the rest of you guys who haven't seen it, and we'll go through what it looks like in those applications. So, but yes, it is very much normal. Um and then so most of you have not played with it yet. That's fine because some some of what we're going to do today is a little bit of hands on if you would like, But if you're not, um, we will be sending out notes and transcripts and videos for you guys in a bit. Now I am going to turn on facilitator as well.
Speaker 2 00:10:42
So, facilitator is going to start. It's going to make notes, and you'll see those notes um in you in the chat of this of this team's call. Okay, um so it'll go through it'll take notes for us and things like that. In fact, when I send out notes um after the meeting is over, It'll be the notes that Copilot has created so that you guys can see that. So and then a couple of housekeeping items for you guys um, In the next ninety minutes, We're going to have you guys watch Copilot do real work in the apps that you already use. We're not giving you a features tour. You are going to see how it works, see how easy it is, and leave with the prompts that you can try today. John Carlo is here. He's going to be in all three sessions, and he's going to add some Alere context as we go where possible if he needs to just because I don't work for Alere and I can make things up.
Speaker 2 00:11:41
But you guys are, you know, you guys might need some context that I may not know. So he's good about jumping in for me. Um, number one, this is recorded. You are going to get a replay and a written summary via email. And number two, Um I have been teaching IT for many, many, too long to say, uh years. I know that Teams makes me look a lot prettier than I am in person and a lot younger. Um I can tell you I've been in IT since before Y2K for those of you guys who know what? What that is. Um, So the one thing I have found in all my years in IT and teaching IT stuff, there's no dumb questions. There really is not no any dumb questions. My job is to make sure that you guys understand what you're capable of doing, and if you need to ask a question, Ask it because the chances are you might feel like it's a dumb question, but half the people in the call may have that same question. So please.
Speaker 2 00:12:39
Drop them in chat if you want. Um, if you don't want to drop them in chat, you want to just email me later, feel free to email me. In chat I am putting my email address. Um, if I can type. And my cat just jumped off my desk onto my chair. Um, so that is my email address. If you have any questions you want to send me. Uh, feel free to do so and I actually love questions. So all right.
Speaker 2 00:13:09
And then, if you you will get an email from me later today with this. Going to be sent to all of you that were on the meeting. And if you cannot find it, John Carlo has it, so be aware. All right now we're going to go over what Copilot is. I am going to give you some because I've been working with Copilot and other AIs for probably two years now, since it first came out, maybe three. I can't remember. Time flies. Uh, Microsoft Copilot is an AI assistant. It's built in the apps you already own and use all every day. Okay, it's the same Word, it's the same Excel that you're used to, the same Outlook, the same PowerPoint. But, now you got that Copilot button that reads what is in front of you and helps you act on it. Um, One thing I do want to mention is AI. Any AI is like an intern. How many of you remember being interns?
Speaker 2 00:14:10
Okay. Uh, I did something very stupid as an intern. Uh, and because I had the ego of someone who did not know better, And I thought I was all that because I was twenty years old, and I was working for CBS as an intern. So, I almost got arrested. Uh, I did something that was not very legal, and I had the ego to think that it was quite all right. AI has that same ego. However, it will get you seventy percent of the way there, and the last thirty percent is all on you to work on. So that part that's still all you it still needs human touch. It is still yours. So, one of the things you are going to hear me say, over and over is that uh, you got to be very careful, watch what you say, but at the same time watch what it says back. You want to double check everything, right? The other last thing for you is it does run inside the Alere's tenant.
Speaker 2 00:15:09
It is it's got the same enterprise data protection that we already had in place for you, so it's very secure. Your work that you do is not going back out to the internet to train any public AI model. We've made sure that we've put safeguards in place to protect not only your data but also you as well. Now with Copilot, there's two front doors. You have inside the app Copilot and that's your button In all of your apps. I keep putting Word, Excel, and Outlook on here, but is in a lot more apps. How many of you use OneNote? It's in OneNote. How many of you played around in Microsoft Loop? That's a class for another day. Uh, but is pretty cool. It's like OneNote on steroids. It's in there. It's in PowerPoint. It's in pretty much anything you can think of that Microsoft has made and wants to put in, it's in there.
Speaker 2 00:16:08
All right, when you open it up in those documents or in those sections, it is grounded on the file or the email in front of you. It understands that text. So when you tell it summarize this document, it knows that you mean the document that you're currently in. Analyze this rent roll, it knows what document you're in. Okay? Now that's one front door. The second front door is Microsoft 365 Copilot chat, It is a app on your computer, But also you can get to it at M365 dot cloud dot, microsoft or office dot com. Just to make it easier, uh Microsoft wants me to tell you the other link. I am going to tell you go to office dot com. This what it looks like. This the app. I love this app. I have MS Copilot Premium. My license is right there, um.
Speaker 2 00:16:59
I chat in it, just like you would chat in Claude or ChatGPT or any other AI out there. It does a lot of really good things, okay? Um, if you are working only in one file, use the button in the app. That's how you know which door to go through. If you're searching across everything, use Copilot Chat. Okay? Um and I'll show you that when we come back to when we hit Excel. I might even show you that in PowerPoint. So be aware. Any questions before I go into what Copilot is not? No. All right. I told the last group, if we were in person, I'd throw candy at all of you because you're too quiet. Um and I got the good candy, at least what everybody tells me. So um just imagine I'm throwing candy at you. I want you guys to stay awake. I do talk fast so if you guys need me to slow down, just let me know now.
Speaker 2 00:17:56
I am going to ask for volunteers, and if I have no volunteers, I am going to start picking people at random. John Carlo, I did that in the last session; it was quite fun. So be ready to unmute yourself. And if you are falling asleep, um, I am so sorry but I will wake you up accidentally. Um, let's do this. What? I am going to ask you guys to tell me, what do you think Copilot is not? Any volunteers?
Speaker 2 00:18:32
Nobody. All right. Um, the lovely gentleman in the blue shirt that's in the SF conference room. What is Copilot not?
Speaker 6 00:18:40
It's me. I'm Andy. Um, hi. Uh, Copilot is not uh it's not a way. It's not a it's not someone to replace all the work that you're going to do, right? I don't think you could just tell it to do something and not check it. Um and uh yeah like I I think. It's, it's not. Yeah. It's not a way for uh you to get your work done without any input or thought.
Speaker 2 00:19:08
Exactly, that's one good thing. Um anyone else what is copilot, not the lady in the lovely black short sleeve shirt in the pacific conference room. Yes, she, oh, you. Yes, yes, long hair that's down.
Speaker 5 00:19:25
Ah what what do I think that copilot is not um. It's certainly not a replacement for everything that human beings can do. Um, it certainly will not take the place of my writing style or will it? Because I've never used AI before to compose any email or anything in the written form.
Speaker 5 00:19:58
I take pride in my writing abilities, but now I'm concerned.
Speaker 2 00:20:06
No, and that's a great uh that's a great statement. I love that. Um, I will tell you, you can teach it how you write, and it gets pretty close, not fully there, but it will get pretty close. Uh, but that's a that's conversation for lathe on in this training. So um I'm going to show you guys, If if my mouse will click, there we go. Uh, what Copilot is not it's not always right. Okay, It can be like I said very confidently wrong and produce a number that looks very reasonable. You need to read before you send always. I made a mistake. I have two friends named Kamyaab. One of them is my client Kamyaab, and one of them is a friend Kamyaab Totally different jobs that they do, uh. But in the same first name the, the you know different last names.
Speaker 2 00:20:53
I sent off an email, or I had Copilot create an email to a Kamyaab, And he called my client Kamyaab by the wrong last name because I had both Kamyaabs in my contacts. So you got to check that. And I didn't check it. And it happened four times because I didn't check it. So make sure you're always checking it. Always read before you send, okay? It is not sending earlier data off to train the public AI because it runs in Microsoft's secure tenant. It does not send information out, but it will bring information in. So just be aware, what is yours will stay yours. Now the biggest thing is not here to replace your judgment, okay? Which variance matters and which tenant is a problem is your job. And it cannot replace that judgment. It cannot replace the judgment of finance. It cannot replace John Carlo's judgment. We need all of you guys around. It is not going to take your job.
Speaker 2 00:21:50
Uh, trust me, It's not gonna take my job because there is still millions of people that cannot find their on switch on their phones. Okay, So until people start figuring out what their on button looks like on a computer, I am not gonna lose my job anytime soon. So uh now is this like ChatGPT? It's a question I get asked all the time. It is in the same family of technology. But what we do differently is Chat. Gbt cannot see your email. It cannot see your files. And Copilot can do all of that. It keeps everything in the walls, okay? Free public tools cannot and should not read the layer data. Some public free public tools like Grok, And I'm going to use Grok because my understanding at this time is Grok still sends your data to train other AI models, and there's no way to opt out of that. So I want you guys to be very aware of that.
Speaker 2 00:22:48
ChatGPT and Claude, if you're using the free versions, be aware that unless you turn that feature off, it's going to send all your data back to the internet and train. Copilot will not do that. Okay? That feature cannot even be turned on. Be aware of that. Okay? Um now your files do stay your files. Copilot only sees what you already see. It inherits your permissions; it never widens them. Do we have any HR people in this call? Do we need to find in this call? Okay, all right, perfect. So let's say you have some spreadsheets that contain sensitive. Yes, you can take that. One of my kids heard me training in here, and she wants to come in and sit and listen to the training. Now she's stealing some of my snacks. But Copilot, if you have a file, a finance file that contains sensitive information it will.
Speaker 2 00:23:47
Not share that information to other people unless you already share that information. Okay, So if you have a file or a folder with a bunch of files in it and no one can see it, but you, Copilot is not going to tell other people that. It keeps everything behind closed loops. All right, shared folders and drives stay as accessible as they are today. So if you have a team's file out on Teams The only people that Copilot will give that information to is the people who already have that shared folder access. It will not open a door that is not already open to you, okay? I have staff that gave me a heads up that salary information was somewhere. It was not supposed to be. This was about a year ago when we turned on Copilot for everybody, and we found it. It was actually something; it was old salary information from someone's old OneDrive.
Speaker 2 00:24:40
That somehow they uploaded into a team's file that we had no clue. So, that is the only reason why people saw it. Thankfully, it was like a five-year-old. So, but it did not open that door; that door was already open. So, do not do that instead. Make sure that you are applying sensitivity labels automatically to your files, if you do not know how to do that. I want to pull one up and I'll show you where it is. This is some notes I was taking in a class that I was in. Um, I want to enable editing. If if I've got this saved, which I do, I'm going to click on this title bar, and there should be sensitivity for you guys. Clemson doesn't have it turned on. Um, that's something we're changing. But you'll see that this you'll be able to click on it. There's some sensitivity options there uh and Copilot does respect those.
Speaker 2 00:25:34
A highly confidential file is not going to surface to someone who should not see it. So be aware of that. Okay? Now, I'm going to show you Outlook. How many of you Sorry,
Speaker 6 00:25:45
Chris, can I ask a question? Yes sir. Um Does that also apply to emails? So uh because we have Copilot integrated into our Outlook. Uh, can other people theoretically try to query information that was sent to us in an email or no? They cannot. Okay, cool. Asking for not not for myself.
Speaker 2 00:26:09
No worries. Uh it it treats email just likeum it treats your files. So unless somebody was CC'd on that email that works in the Lear Copilot is not going to surface it. So um now for right now, I'm going to show you a live demo of Outlook. Um this is what we're gonna go through. We're gonna go through and summarize a long thread. Um, I do have some emails in my Outlook that I am going to show you guys. Um, so we're going to show you guys how that works. I am going to show you how one click will read the entire chain :, who said what, what was decided, and what is still open. It does it in seconds. I say ten seconds because sometimes when I'm at a certain office, my internet's super slow and it does take a minute. But here my internet's a little faster uh so it'll be pretty quick um.
Speaker 2 00:27:00
It will show you citations that you can click on to double check, what was actually said. It will draft a reply, and then you can tell it to iterate it. You could say, "you could argue with Copilot." That's my favorite phrase: argue with AI. Okay? It talks back if you have that personality set in it. But tell it what to change, argue with it, tell it when it's wrong. All right? You're going to hear me say this again: never accept the first draft.
Speaker 2 00:27:31
You can tell it what to change in plain English. All right, now, real quickly before we get into this, I realized in the last training and then it was brought up again just now. You can tell Copilot how you want it to be. You can give it custom instructions. So I'm going to show you guys that real quick and I'm going to give you my custom instructions in the chat. So let me open up the chat real quick, Uh, we're going to go through this chat in a bit, but I'm going to show you. If I click on these three little dots, I can go into chat settings. On the chat settings, I'm going to go into personalization. You have custom instructions in here, so I'm going to edit those custom instructions. This is where you tell it, what how you want it to sound? Okay, tone and style right in a balanced tone professional enough for business settings, but friendly and approachable.
Speaker 2 00:28:26
All right, so these are all my instructions. I've spent a fair amount of time making these instructions better. And these are the same instructions I put in all my AI. So, I did put it in chat in there so that you guys can see what you want it to look like. What I basically did was i threw a bunch of emails that I personally wrote, some long ones that I wrote, and i gave Copilot Well, technically I did this on Claude first. I gave Claude, here is what I want to sound like. I want to make sure that I am talking to people not at them. I don't want to sound passive aggressive. You know, I gave all of this. And so it created my custom instructions, which worked perfectly for me. So just a heads up if you want Copilot to sound a little bit more like you, it's never going to be perfect. Play around with custom instructions. Now in Outlook let me pull up Outlook real quick.
Speaker 2 00:29:24
Here's my Outlook. Um, I have a lot of emails. Uh, a lot of this in here. I've got one that is a very long email. Here's the email. Um, I am going to make this a little better so that you guys can see it. This button right here is your summarize button for Copilot. Copilot button is way up here, But I'm going to ask it to summarize and it's going to generate that summary Oh, I'm on a VPN today, It might be a little slower than what I said earlier. Here it is. Um, this the summary. Here's what's going on in it. There's some unresolved issues and so in here I click on the citation, uh, and it pulls up the email that I responded with. Okay? So these are your little citations. If you click on it, it will pull up that email. Uh, And it gives you a pretty good summary. This one thing you can do in Copilot It's very helpful. Sometimes I get.
Speaker 2 00:30:22
Sometimes I go take a day off and I come back. And there's like a thread of 50 people replying back and forth within Crimson. I'm definitely going to be summarizing that. So it does come in handy. Now the next thing I'm going to show you is um one of my favorite things up here in Copilot. I'm going to click the cell button. I'm going to ask it to summarize and reply. And you can do it right here now the One thing I want to let you know is when you summarize and reply, it's going to give you a suggested reply. You are going to have to copy and paste it into your email once you get it set the way you want to. The other thing you can do is you can choose to reply here, and you can hit your Alt key on your keyboard, hold it down, and hit the I as in igloo. And I'm going to say write a short friendly message.
Speaker 2 00:31:20
That I will. All right. I didn't take out the square brackets. I never do. Now it's going to write my email. Yes, sir.
Speaker 7 00:31:34
So you said you're gone for, you take a day off, you got 50 emails in one thread, You want it to summarize. So then do you recommend us to then later actually go through all the emails? Or is the summary function good enough where it'll capture everything?
Speaker 2 00:31:49
It's not good enough. I will summarize just to make sure and see if there's like basically to see where uh, if I'm mentioned in it anywhere or if it's something I need to read through, um and then I'll go to the next one. So basically when you were in school, Did your teachers teach you to skim a book and then go back and actually read it? Anybody? Okay.
Speaker 7 00:32:13
Can't remember.
Speaker 2 00:32:15
And sadly, I remember. Um, I also taught my daughter that not too long ago. So it's basically the skim and then reread function. Copilot is going to take care of your skimming and give you a high level Cliff Notes overview, and then you are responsible to go back and reread it. That's what I tell my staff. Um,
Speaker 8 00:32:38
A quick question in regard to that. So you had said that youum, Go back to see where you're mentioned. Can, you ask Copilot to, like basically tell you where you've been mentioned and like what you need to respond to? Yes, okay,
Speaker 2 00:32:56
Absolutely. Um, I actually have a tool to do that in Microsoft Teams.
Speaker 8 00:33:01
Oh wow, okay.
Speaker 2 00:33:03
And I'll show you guys that uh in when we get to the chat version, because uh I I need to do that pretty often, especially when I'm traveling to client sites and I don't look at my. Teams for about an hour. Teams is very active in Teams, so just a heads up. Um, so this one it actually made the reply like I would normally reply. So I would say keep it and then I would send. Um, but I will read it. I was delayed by a few minutes in that meeting, um but this is how I would respond and then I'd say sent. So.
Speaker 2 00:33:43
I am going to discard that. Let you guys see. One of the other things I do with Copilot, I'm going to move on to the next item, is I'm going to prioritize. So prioritize, if you guys see there's some up arrows and down arrows. Prioritize tells you if it's urgent or not urgent based on rules that you've created. Uh, I said I actually added one for Giancarlo, and we'll take that one out real quick. Um but you can see there is some low And then this one right here is a high one. Um, I have not read it so it's filled in, but the low messages you can when you're skimming that actually helps. Um, I can put in my instructions if it's about if it's from So, if it's from Kinney and Lear.
Speaker 2 00:34:40
Sorry, Giancarlo. I chose Kenny this time for the stream. It'll pop up and say hi. Say hi. And you can put in as many of these as you want. Now note, The high priorities also, it reads the email as well, and it looks to see if it's something you should react to pretty quickly. So it'll also make it a high priority, lower priority. You got to click on the apply one You can put in rules as well. If it's an invite to a conference or a meeting from a vendor, I do not have a relationship. That's so low priority. I get those all the time. People want me to come to a conference. There is a lot of people who want me to come from a conference, and until they pay my airfare and my hotel cost, I am not going. I am cheap, so I do mark those as lower priorities. If it's from a security tool, I mark it as low priority. Don't ever show my boss this, because this is how I am not doing my training when I am supposed to.
Speaker 2 00:35:38
Uh, don't take a page from me on that one. I get a lot of emails. All right, I'm going to hit save so it's in there. So Kenny is now a high priority. Giancarlo usually gets high priority as well, just don't tell him that. Um, The other thing with Copilot is, you can click the button here, and you can actually talk to it within Outlook. Okay? So, you can click on an email, and that's the email. It's going to look at or um. I forgot how to unclick one, but it'll pull it up here. Now I am going to unclick that, And now I can look at any email and ask it to look at any email and send the response. I can also tell it, "I need to write an email to," let's say, "we're going to do nickvamp@alier.com" and give him.
Speaker 2 00:36:36
A summary of today's meetings. And then it's it doesn't have enough context, but it's going to try. You got to give a little bit more context for it to do that. All right? It's going to build out that email. I'm going to copy and paste it into a blank email. So here's the email, and you can edit it or send. You can click this button right here It's going to open it up into a whole new email message. Here's the draft of it. Right there. And I did open it up in new Outlook. I hate new Outlook, so I'm going to close that out, but I could save that as a draft and push back. I do really hate the new Outlook. i i broke my outlook yesterday switching back and forth um any questions about.
Speaker 2 00:37:32
Copilot in Outlook. There's not much to it, I'll be honest.
Speaker 3 00:37:46
All right. Um, I am going to show you there is Copilot here, no matter which version of Outlook you use, you can have a Copilot chat in here. Uh it works just like the other chats. So if you ever uh wonder like do I really need the app on there?
Speaker 2 00:38:02
Can I just do it in Teams or Outlook? It's right here for you to utilize. Um, it has all the ages that we're going to go through in a bit. Okay. All right, so next we're going to do Word. Um, how many of you show of hands and if you're not on camera, you can use the little raise hand icon. How many of you have ever heard of vibe coding? Okay, one of you has um, So, vibe coding is for those of you guys who don't know. It's where someone who wants to do something like build an application will tell AI, "Here is what I want to build," and AI starts writing the code for you. And you just give it all the information and you tweak, and you are constantly having conversation with AI about it.
Speaker 2 00:38:58
So there is vibe coding, but in Word you have something called vibe writing. In fact, I've had a novel in my head for many years that I wanted to write, and vibe writing is amazing. That novel is slowly coming out of my head onto a Word document. So basically, oops, let me go back. Basically what you're going to do is you can give it a source, you can give it a task, you can tell it what format you want in. Um, now when you do that, that's gonna make it a very good prompt. If you do something vague, it's not going to be as good. You do also want to add an honesty rule. Okay, I want to advise you guys honesty rule. I'm gonna go over it a couple times. This is where you tell AI if it's not stated, Do not you know, You want to write ", not specified " rather than guessing, because AI will guess okay, That one line.
Speaker 2 00:39:54
Is the difference between a tool you can trust and one you can't. So be aware of that. You can have it fix something you already wrote. You can select a piece and then tell it what to do. It could either rewrite, it can shorten, it can change tone, it can turn into bullets. Okay now heads up. I had a meeting last week and I asked Copilot to find that meeting notes today because I was in another meeting where we were referencing it. Um. And it found the notes for me because I couldn't find it. Because as organized as I am, sometimes I still can't find anything. These are the transcript notes from it. Okay, I know it looks all weird, But uh my mean, transcript writer, uh if you saw my name is mentioned in there, it's a long. It was a long meeting. It was two hours right? So the transcript what I did was I asked Copilot, I gave it and referenced it in Word.
Speaker 2 00:40:54
I needed just Jonathan's notes from in the meeting. Jonathan is someone who's like me, builds an AI, he builds video games and stuff. And I asked AI to take those notes and write it as a CIO, and someone who's very technical. And so this is what Copilot did. It wrote it into a two page document, gave me all the information, and all I had done was I had opened Copilot on the side. I referenced the document. So I hit the forward slash and I put in whatever Copilot has said that name was. Hang on, let me find it again. Name was meeting transcript seven twenty nine. So in here, I'm going to type meeting transcript and I'm going to look for my meeting transcripts. These are all my meeting transcripts that i've had that i've worked on today, and I can tell it to write something. In fact.
Speaker 2 00:41:53
I'm going to pull up a new document and I'm going to make, I'm going to have it create a new document based on the earlier training I did on Monday. So, I'm just going to click Copilot. I've got a blank document. Use the following transcript to create very detailed notes from the follow from the training class.
Speaker 2 00:42:23
And then my forward slash and then meeting. And there it is. And I'm going to hit the go, and it's going to read through that and make notes. Okay? Now, In PowerPoint, you can actually reference a Word document and tell it to create your presentation based on that Word document. So just a heads up.
Speaker 2 00:42:53
Um, now I'm going to go back to Jonathan's CIP notes. Christine, yes?
Speaker 4 00:42:58
Can you can you do me a favor? Can you go back and show me how you uh accessed uh the document?
Speaker 2 00:43:05
Sure. So if you look down into the text, hit the forward slash on your keyboard and then under that search, you just type in what you're looking for. Does that make sense?
Speaker 4 00:43:21
Yes, is that going to be tied to like so for instance like our network?
Speaker 2 00:43:25
Yes, anything in your OneDrive or any file that you have access to.
Speaker 4 00:43:30
Uh, cool. Thank you. Sorry about that.
Speaker 2 00:43:32
No worries, Justin. You're good. Um, it does write it out and you can tell it to change things up. You can tell it to change how it looks. You can ask it to put in a table So. I asked it to put a table together of key takeaways Um. Now one of the things. I can do is go in here and I'm going to highlight current limitation and I'm going to say, can you make this slightly shorter? And it knows which selection because I highlighted it. Okay. Now, if I like it, I can click done down here.
Speaker 2 00:44:18
Or I can click undo. It's going to reason it, and it's going to tell you what it did. Now, what am I not going to do?
Speaker 3 00:44:30
Not read what it rewrote.
Speaker 2 00:44:33
Exactly. I was about to tell you anyway. So I'm glad you spoke up. You can tell it, and this is something I do constantly. I want to tell it, hey, make it sound.
Speaker 2 00:44:47
Especially my emails. So I'm going to hit undo because I actually like that paragraph. I'm going to minimize this and I'm going to go back to the Word document so that you guys can see it. All right, it's still going. So it's at page four. So it's going through all my notes. Once it's done, I can tell it to look prettier. I can tell it to give me certain formatting if I wanted to, okay? Now It's like I said, it's still going. It's probably going to get to five pages, so I'm going to let that keep going. Make sure that you put in that honesty rule. I did not do it this time around, but you do want to put it in as much as possible. Okay? How many of you have a love-hate relationship with Excel? Okay, I know internally, you guys are all thinking about that love. - hate relationship and how many times it failed you.
Speaker 2 00:45:43
Or how many times it just froze and then you lost all your data. Copilot cannot fix that issue, I promise it cannot. But, it can help you with formulas, and it can help you with a few other things. So I am going to go into my demo data and I'm going to pull up a dataset that I made. It's a workbook, I actually had Copilot make this for me. Copilot can make files for you so, Um, here's some properties. Here's some leases. Here's some vendor contracts, change orders, work orders. This not a table. So uh, here's some answer keys to things. I will uh I'm going to use that for today. Now this not a table. How many of you know how to make a table in Excel nobody?
Speaker 2 00:46:40
So what I'm going to do is I'm going to highlight because tables are really important to Copilot. I'm going to highlight this and I'm going to drag over. Now when I do, I'm going to hit the control or hold down control on my keyboard and hit T as in Tom. And it's going to bring up an option that says create table. It's gonna ask me data, I had already highlighted it. So it's in here what I highlighted and my table has headers. So i'm gonna say okay to that.
Speaker 2 00:47:10
Here's what my table looks like. When data is in a table, it's much easier for Copilot to do a lot of things. Now, that being said, Copilot has gotten a lot better. So, just want to be aware right now, your data should be in the table, not must be in the table. You want to give it clean headers, no blank rows. And if you give it a loose range, it'll give you strange results. You will not know why. I will not know why so just heads up on that.
Speaker 2 00:47:40
Uh, rule number two, work in the file, not about the file. Copilot chat does not open your workbook. It does read the headers. It does read the sheet names. It might pull the first hundred characters of your document, but it's not going to give you anything good. So you really want to make sure that when you're using Copilot in Excel, you're using it actually in the app. One thing at a time is my rule three. Multiple questions in a single prompt does currently fail You want to break them into separate steps. We've tested this, we've failed it many a times. Some of my pilot users there with Alere have tried this, it did not work. We actually had a small meeting about that. So just be aware. Number four, never paste a large data set into a prompt. It will truncate it, right? And it will hand you the wrong totals with no warning.
Speaker 2 00:48:36
Sure, you're not pasting anything into chat. You're just telling chat what it wants, what you want it to do. So those are my four rules. Um I'm going to go into properties and I'm going to actually tell it to analyze this. This is one of my favorite things I do in Copilot. So I'm going to open up Copilot right here. Now you can have it do a lot of different things. You can tell it to add formulas if you, I do a lot of VLOOKUPs in my Excel worksheets, I don't know how many of you do VLOOKUPs?
Speaker 2 00:49:06
Okay, one of you does V lookups. Good. Um, I will tell it to do my V lookup now. I do a lot of concatenating. I will tell Excel to do that. If you don't know what concatenate is, uh, it's fun. Okay? Look it up, I promise. Now, what I'm going to do is I want it to analyze. So what i'm going to do here is i'm going to go to this very bottom row. I'm just going to highlight everything.
Speaker 2 00:49:35
Just of that table. I'm going to tell it to analyze this. Summarizing using pivot tables or charts. It's going to do that for me. Now, this one might take a few minutes. I tried using the smallest table we have on here, but it is going to analyze that for us. It's going to make it very, very pretty while we're waiting, I'm going to show you what it did for one for me on another screen.
Speaker 2 00:50:04
So, this is another one that I made. I'm going to do an actual spend analysis based on financials. And, if you sit here and think that I am a Star Trek and Star Wars fan, you will be absolutely right. So, here's a spend analysis from my financial data. Sample data, guys. Ferengi is not an actual client of mine ;. I would not have a client named Ferengi. Wayne Enterprises, yes. Isengard, yes. Starfleet, yes. Uh, but not Frank. Okay? I promise. So this is what it did. It gave me some, it gave me a chart. It gave me some really cool visuals. This one is going to, uh, this one will take a moment It's going to ask you, what kind of way do you want built and I'm going to say, executive dashboard, because that's what I prefer Ask you a few more questions. Okay Agent chat.
Speaker 2 00:51:02
Um, Let the questions it has, give it a little bit more context where you can. Context actually matters. Um, I do have a video uh that I will be sending out probably at the end of this week of how to do good, effective prompts. So I'll have John Carlos send that to all of you guys so you can learn how to do prompts. Um, but we want to give this a moment. This will probably take about ten minutes, so I'm not going to sit here and bore you.
Speaker 2 00:51:32
Any questions about Excel? All right. Uh, if I had a Nerf gun, I'd shoot it at some of you. Some of you guys are very expressive and I. See your faces and I know you're interested. Uh, some of you not so much. All right. Now, um, here are some prompts that you can do. Oops. Do five highest revenue properties in the data? Okay? You can create a formula for the days between the lease start and the lease end columns. For you guys that do things like that, you can tell it to flag every lease ending in the next ninety days. I actually do that for my Crimson clients. I will tell it to flag any licenses that are expiring soon, so that my team knows to make sure that they get done renewed. Okay, it will flag things, it will make charts, it will analyze all you have to do is ask.
Speaker 2 00:52:29
Now, you do want to make sure your questions are clear. You give it context. So just make sure one giant paragraph for the wordy. People does not work very well. I'm not wordy, so I wouldn't know what that looks like. Very wordy, ignore me. Make sure that you verify the numbers. The analyst agent can estimate a total instead of calculating it. It will look completely reasonable, I promise you. It will be wrong, I promise you. Okay, When you're working on your yearly budgets for any of you that are department heads, you want to double check all those numbers. Okay, force it to compute. If for those of you guys who do a little bit extra Excel macros and Python in Excel, you can tell it to run Python to calculate this. Do not estimate. And then if you're doing workflows, check any new workflow against a number you already know. So if you already know numbers from financials last month.
Speaker 2 00:53:28
Run it first. Make your workflow look at that first, and then because you already know the answer, you can verify where things are going wrong. Okay? That way you can trust your own workflow. If it does not, you caught it before anyone ever did. All right? Um, if you are in Excel on the web, Copilot does not work as nicely. I don't like Excel on web because you can't do a lot of things in Excel on web. Use the button that says open in desktop so that you can work on it in the full app. All right.
Speaker 2 00:54:04
So, Real quickly, if I could tell you anything, make sure you verify all your numbers. That's part of the thirty percent that I mentioned earlier. That is you. That's your judgment call because if AI ran the world, there'd be a lot of mistakes and a lot of screw- ups. Okay? So you want to make sure that you verify. All right? Now, I did show you parts of this already, but we're going to go back over it. And this is Copilot Chat and the forward slash trick. So the forward slash trick, I think Justin, you were the one who asked me about it. Is that right? How I found that document? Yes. Good because I forget names. And if it wasn't for the fact that you had a name there, I would forget. All right. So um You want to You can do things and find things the way you would ask a coworker.
Speaker 2 00:54:52
In my Copilot chat that I showed you guys earlier, I was looking for this document because I was in the meeting and I wanted to remember what Jonathan said. And it found it. I told it, "I am looking for meeting notes from AICOP meeting that was last week." I told it, "It is a txt file somewhere," because I knew it wasn't in a Word document. And it found it pretty quickly. All right? So then, I asked it a bunch of questions because he gave me some information. I want it only to give me the notes from Jonathan's portion. And it did that, okay? Now, I know a lot of this looks like uh a foreign language, but trust me, I understand it. All right. And then I told it put these notes into my own verbiage on how I write things. I want to send it over. So it did. Okay? I did have it correct a few things? And then I said, can you put this in a Word document for me? And he created the Word document.
Speaker 2 00:55:49
Now, I did go back and I said, " A re these notes as detailed as they should be for me to send over to some others?" And then it gave me its reasoning behind it. All right, I told you what I want it to look like. It's technical CIOs who am sending to. So, It gave me some information, and then I said, which i ignored the information, i just said, update the document with the specifics and everything." And so it did. And then I went in and i edited, And then I asked it some other questions that are not applicable to this. I'm going to just scroll past that. Write a blog, and I needed some blog ideas, and it gave me blog ideas. All right, that is one really cool thing we can do. It does open up in its own window so you can see it. Um, if it's a Word document, you can actually click on Open in Word or Open in Excel. Okay? Now the fun thing is I'm going to ask it some questions. It's going to base its information off of what I ask it.
Speaker 2 00:56:49
Who is O'Leary? And, it's going to look at all my files to tell me who O'Leary is. And so, it's going to take a few moments. Based on your files, emails, meetings and public information, O'leary Property Group is a commercial real estate investment development and property management company focused on industrial real estate throughout California. Is that right or wrong?
Speaker 2 00:57:24
Is it right? I'm asking you guys. You guys work for Lear. All my clients are nonprofits, so all right, so it is right. What is Crimson doing for them? Copilot deployment, security remediation, a bunch of other things. Here are my key contacts: Giancarlo, Kenny, Daniel. Okay? Nick, you're in here as well. And then it gives me the size and scale. Now, it is writing as a CIO because I am a CIO. So, it's taking on that persona. Okay? And it gives me some more information. Now, At times when I have a new client that I am working with or not clients of Crimson, I'll ask for this right here. I'll ask for that full client briefing. So and I have done that a few times. Um and you guys can see I did the Lear Company overview earlier on Monday.
Speaker 2 00:58:23
This is just a basic chat. Now, in this chat, you can choose a model. How many of you are fans of Chat GPT? Raise your hands. All right, how many of you are friends of Claude? How many of you don't use AI just yet? You're going to wait and see what happens here. Okay, if you like a specific model, uh, you can choose it from here. I always keep mine on auto unless I need it to think deeper. Okay, you can make changes to how you want it to go. I keep it on auto because auto is just just as good. Um, This little shield up here, uh just means the enterprise data is pro is protecting your work. You cannot shut this off, okay? I've clicked on it; it will not shut off. And, then you can go in here and look at other items uh that you can do. You can have it create an app and download it, okay? So.
Speaker 2 00:59:23
Just a heads up on that. Over here, there is a co-work option. We did not turn that on for Lear, so just a heads up on that. I am going to click on co- work because I don't think Ansor turned it on for me just yet. He may have, he may not have. He has not. So you won't be able to use co-work, but if you are familiar with Claude's co-work, Something you've going to have to very nicely, ask John Carlo and team if they're willing to consider. Um, at this moment we're not considering it, but later on if you have a real business need, we we will consider it. Um You also have agents here and you have library here. So I want to show you this. Also search Search allows you to look into your past chats, what you've chat for. So if you made a chat Okay So if you had a chat or anything that you're looking for, You can click on search.
Speaker 2 01:00:21
You go to library, Library is going to show you all the different things it had made for you. So here's some things that it had made for me. Um I can also look at images, and some of these images are pretty fun. Like the cat ones. There is a reason for this, I'm going to go over the chats in a moment or in the cats in a moment. Okay? Uh You can create agents in here and there's more agents if you click on more agents. Some of them are built by Microsoft, Some of them we have built and shared. Some of them are built by other companies. So if you guys use sauna, we can make that connection. If you use Canva, we can make that connection not right now, that's later on down the line but it can create agents. I have agents in here. I do have a generator, an image generator. And the reason I have this image generator is because I have two main clients that I work with. I spend about sixteen hours a week with them both of them.
Speaker 2 01:01:20
Uh, so Giancarlo, please don't do the math in your head. Knowing how much time I spend on Lear stuff, I do work a lot. Um, but when I send out an email to them, I always include a cat picture. And it's because people actually read it. If I don't send out a cat picture within a week, they come and knock down my door. Seriously, they want to see the cat pictures. So, what I do in here is I will take and write an email and then copy and paste it into my image creator. It's going to make me that image based on it. So if I go back to my library and I go look at images, this is EFA. Efa is uh she is the mascot for the security team or one of my clients. And so here is EFA, here's the image. Um she's a very smart kitty, she likes her whipped cream. Uh would you guys like to see EFA in real life?
Speaker 2 01:02:17
Yes, She is, Right here, and she is a kitten. So her bed is right in front of my monitor. Um, And she just gave me a look like how dare you wake me up from my nap? And now she's back asleep. Uh, Ifa does like whipped cream. Um, But my agent here has instructions on how to make each of these pictures look. It knows to always put a bug with a statement in by.
Speaker 2 01:02:47
And all I did to do that was I clicked new agent. And I gave it instructions. Now, I'm going to show you guys PMG lease abstract because that's the one I made for you guys. So, I'm going to edit so you guys can see it. Here's the instructions I gave : Act as a property management analyst when given a lease, produce a one page abstract with these headings in this order: T erm * * : Not specified - * * B ase Rent E scala. Tions * * : Not specified - * * O pti ons * * : Not specified - * * S ecu rit yD epos it * * : Section 3.1, Page 4 - Default Provisions: Section 8.2, Page 9 - Notable Exceptions: Not specified.
Speaker 2 01:03:45
That you can do. You can tell it to create images, You can tell it capabilities that, and then you click on preview and you can upload and test it out. So these are the kind of things you can do with the agents. Um I have I'm going to close out of this. I have a couple different agents I do. I have a password generator will tell it to list. And I do this every Monday. So if you ever call me say, hey Chris, I need your Set my password, change my password. I'm going to pull it here. I know what you like. Um, then I will add that as a type of password. So I'll say, give me give me five unique passwords that play on bourbon. Okay, for any of you who liked doing bourbon.
Speaker 2 01:04:43
If I know if I know somebody who called me and they're asking for a password reset, and I know their favorite drink is bourbon, I'm gonna do it like that. I have one. Remember earlier in the conversation, I said, "I have one that keeps me caught up with Teams messages." So, I have that in here unless i deleted it. Uh, i do have one for my security monthly reports. Oh here it is water cooler bot.
Speaker 2 01:05:13
What's the buzz in the napping team? The napping team is a channel on my Teams. Okay, all the staff talk. In a star or Star Trek theme. I can't type today. Going to go in and take a look at the napping team. Napping team is is huge, we talk about everything in there. We talk about video games. We ask for help with different things. We we joke around, so this is the napping team. We talk about a lot of everything, so you can see all the gifs. The napping team is a lot of fun. If I am out for a day, I will miss all that conversation. So here you go, captain's log start date twenty twenty six two eighteen.
Speaker 2 01:06:12
Okay. Yeah, they've been kind of quiet the last twenty four hours. So it just has a, um and you can you can have it do a lot of anything. There if you guys saw I had one that formats my security monthly reports. Okay, these are things that you can do. I have project profitability is actually one that I wrote for projects, I will send over the project data And the profitability information because I get that as an Excel download and I'll have it formulate my project profitability. There are different things you can build in here. With what I showed you besides the image generator, Is there any of them in here that you can think of that might help you with your day-to-day job or any agents that you can think of that you would make?
Speaker 2 01:07:08
Call on John Carlo this time because I didn't call on him the last time.
Speaker 4 01:07:13
Agents that we can make. Yes.
Speaker 4 01:07:17
Um, you know, I think what we talked about, we were talking about this in the context of maybe the property management group, But I think we were talking about trying to create an agent that helped us maybe keep track. Of our vendor interactions, like how many times have we used a certain vendor? You know, what what sort of projects have they done for us? Maybe what are the costs been over time? Something that that you know, maybe can go out and and be reproduced at different time periods. And maybe across, you know, certain property managers can use it within their portfolio. And then another.
Speaker 4 01:07:57
A property manager can use it on their portfolio as well. So it's something that's hopefully repeatable, that can be utilized by multiple people and doesn't have to be rebuilt, you know, multiple times. We can leverage off of the work that was done by the initial person.
Speaker 2 01:08:14
Yes. And uh John Carlo reminded me of something you can share your agents out with other people.
Speaker 2 01:08:23
Heads up, I have a daily briefing agent that I created. A briefing, I actually do this in my car on my way to work. You can go in here, I got to remember how to edit from this window, But you can go in here and edit and share it with other people. So there we go. Click on share. You can choose to do anyone in your organization.
Speaker 2 01:08:54
You can also send them a link. I'm going to close that, And then you can just send it in Teams, like you would any other message. So I'm going to pop on in here, and I'm just going to hit paste. And I sent that over, and now people can see it's a Copilot agent, and now it's in the chat. Any questions about agents?
Speaker 2 01:09:20
There is a way to set it to run on a schedule. I have not done that yet, But just a heads up that, that is something that Microsoft just came out with. So I want to make you guys be aware of that. Okay, all right. In here you also have the ability to pull up apps from in here. So if you're ever trying to get somewhere, you can pull them up there. Also in Teams.
Speaker 2 01:09:52
I'm gonna go back to my teams. You have Copilot agent chat in here as well. Um, and you can go in and use it, just like you would use it on the app itself. So you have it in here, you can do new chat. The only thing you don't have is library and search from here, but uh you can't search your chats from this location as well. All right? And that's in Teams now um, Copilot in chat can pull every copy of a document it can see, whether or not that's last year's version, a duplicate in another folder. And it will blend them without telling you. That's, why putting the forward slash in will allow you to pick the file so that you know exactly which one you mean. Um, the work web toggle and it's not there anymore. It was there the other day but they have turned that off. So there used to be a.
Speaker 2 01:10:48
In new chat, there used to be a toggle up here. Now it's just Work IQ. So you can turn on or off Work IQ. And what that means is if you have Work IQ toggled on, it's going to search Alere data, but it also now does also search the web at the same time. So be aware of that. They just changed that. I wrote this document months ago, and they changed it within the last couple weeks. So. Uh, well, I've edited the documents since then, but I wrote the initial version a couple months ago. Um, you can do prompts. So I do some of the prompts that I do. Uh, I rewrote them for you guys. What did we email last month regarding the property? Whatever property's roof repair? You can do that. Find the latest rent matrix for something property. Um and then you can pick you can pin that file by hitting forward slash All right um.
Speaker 2 01:11:44
For agents that I showed you, everything you've been typing is a prompt. An agent is something where you teach Copilot a job once, and it does that job the same way. Every time. I had a security report agent; you guys saw that. I showed it to you with that security report. What I do is i point it to the files that I've been given, and these are the same four reports I get for every client every month, and I have that Report agent, write me a summary of what all of those files look like. I've given it the wording and the verbiage I want it to use. And then all I have to do is copy and paste that in an email and attach those reports to that email. I won't edit it, but it makes my life a lot easier because before Copilot could do that, I would spend probably two days a month going over security reports for my clients. So it makes my life a lot easier, okay? And.
Speaker 2 01:12:37
If you want to share it out, Make sure you share it. So other people at Lear can find your agent and use it. I built the lease abstract last week. If, if it's something that you build that, you know that someone else is going to use, share it with them. A private agent will help one person ; a shared agent will help the entire company. This one that I built ; I am not going to build it for you guys live ;. I just showed you already, but this where it came from now. To add to the knowledge, which I wasn't capable of doing, you want to add four to six representative files. Okay, no more. I want you guys to understand anything over that amount is not good. Copilot will struggle with it. So you want to make sure it's something around six to eight or less. Less is more in this case, okay? Um now four rules for you guys so that you are aware : fewer sources not more, six or ten files.
Speaker 2 01:13:35
I try to live under the eight rule. More does make the agent worse, not better. It will dilute what it pays attention to if you do more. Thirty files, no, okay? Instructions like you are onboarding a new hire. All right, very this one is very important to remember because, Your AI agent is like a new hire. They don't know anything about the job. They think they know. They're overconfident, but you want to write it your instructions like you're onboarding a new hire. You don't want to say help with leases. You want to give it the role, the exact sections, the order, how you want it to sound, the tone, the verbiage including the length. I tell when I am writing a blog post, I tell it two thousand words or less okay every.
Speaker 2 01:14:33
Every time you're specific, it's one less bad decision it will make. Make sure you build in the honesty rule. And this one's important: if it's not in the document, don't get in. Very important. This this the highest value statement. I can give you in the training. That way, you're keeping it from acting like me when I was an intern, okay? I won't tell you what I did; that's a story for another training. You have to go to another training to find out. It's not going to be a training this week. It's going to be an advanced training. Make sure you test it against the work you've already done, okay? Run it on some on last month's completed work and compare it. That's how you're going to know it's good. I want you guys to be aware. We want to name it, so people can find it. This came from Giancarlo.
Speaker 2 01:15:30
Because agents have no folders, there's no way of organizing. Um, the name is the following system for you guys. If you're building an agent to be shared with the company, You want to make sure that it starts with a three- letter department code in the brackets. Right? Giancarlo, did I fix that bad one?
Speaker 4 01:15:53
That looks good to me now. Yeah, on legal. Thank you.
Speaker 2 01:15:56
You're welcome. I had to ask because I just now remembered you to ask me do it. I thought I did it, but I want to make sure. All right, so PMG lease abstract assistant. You guys saw that I put that in there; it was for property management, but you guys have your own. I am going to be sending this out to everybody this page so that you guys can see it. And how you want it named. This did not come from me; I promise. Um, I would name it Star Wars names if it came from me, so this is more than what I would create um You guys have any questions about this? I am going to send you back to my fearless cohort in crime, and that's Giancarlo. Give me labels, Copilot. I want to remind you these are your guardrails. Copilot respects files labeled confidential or highly confidential. Will not put restricted content into an answer someone who should not see it. Okay. It is automatic. You don't have to think about it. We.
Speaker 2 01:16:55
Put what is called DLP, but it's called data loss prevention block. Have that in there. So if you try to put a social security number, credit card or bank number into your prompt, it will stop you. The normal feature, nothing wrong. Rephrase it without the sensitive number. Now, we did these guardrails one, so you can experiment freely two, so we protect Aire's data, clients' data. So. Because we've put these guardrails in play, the system is not going to let you accidentally do the wrong thing. Now, As much as I've told you that Copilot is not perfect and don't trust what it gives you back, The one thing you can trust is that it knows its guardrails well, and it's not going to open doors. It should not open. Now, We are ending a little earlier because you guys are a little quiet and I don't have any candy to throw at you guys.
Speaker 2 01:17:53
So, I am going to accept questions, but before we end, I want to say how to get help. All of my guys at Crimson have been trained in Copilot. In fact, we forced everybody to use Copilot for a year. So they know the ins and outs of Copilot. So, if you are sending me, if you want to send an email to get help, uh, start the subject line with Copilot. That way. It is actually routed to. Most of our texts can answer most of the questions, but we actually have a select few that I call my AI human minions. They are a special team of people who have had advanced training because we paid for everybody to go to advanced training, not too long ago. Okay, and so they're going to route those tickets to them. That address does open a ticket automatically. We require tickets for my guys to help you guys, so we do want to make sure that all your questions are tracked.
Speaker 2 01:18:52
Do not email me or Giancarlo directly for support. I will ignore you. Okay, I get I get hundreds of emails. I have three inboxes I have to look at daily for Crimson, so just be aware. I don't know what Giancarlo is going to do. Um, I gave him permission to throw candy at you guys. Marshmallows do wonders and are very good to throw. Okay. Um Just be aware, it does not open tickets, and it will fall through. I i will be out to take my daughter to college in. Less than two weeks. So be aware, if you email me, I am not answering you. I'm going to be crying my eyes out while I'm unpacking her dorm room so that she can move in. Okay? You do not want me emotional trying to answer your question. It does not work. Um The Copilot prefix lets us group every Copilot issue as well. In the body of that message include three things: which app that you're using, what you typed and what came back screenshots.
Speaker 2 01:19:50
Help us immensely. I like pictures. I am a pattern thinker. I like pictures. All right, where everything lives in your one challenge, all right? Every recording, every transcript, every summary is going to live somewhere. John Carlo is going to put it in a place for you guys because I while I do have access to your Teams, I don't prefer, i prefer not to log in because that's one more thing. I got to log into uh Post your wins and your weird results. Weird results help people, I promise. Also send me your weird results. I like those. Run Copilot against something you've already finished, right? Pair it. It's zero risk for you to do other than your time. And sometimes just taking the time to do this is a better training than anything. I could tell you because you already know the right answer. I don't know your answers, okay? Trust me, you'll learn more in 15 minutes than any training.
Speaker 2 01:20:48
If you guys get up and you're meeting in different rooms, the break rooms, different things like that, have those conversations because trust me, people have weird results and they're fun. So ask it. Okay? Uh if you try stuff this week within Copilot, You're going to be the ones that are continuing to use it and make it better. I promise. All right? Do you guys have any questions? These are questions that. And some of these you guys have already mentioned. Does anyone. Do you have any questions for me?
Speaker 7 01:21:23
Can you talk to Copilot instead of typing to it?
Speaker 2 01:21:28
You can. Nick, were you in the last training where I got asked that question?
Speaker 7 01:21:33
Um, I no, this is my first one.
Speaker 2 01:21:37
Okay. So you can talk in Copilot and thank you for bringing that up. I forgot when I drive, I live in the South Bay. I live between El Segundo and Hawthorne, right next to LAX. So when I have to drive to Pasadena, you guys know that's a haul. Um, I will turn on Copilot on my phone. Okay, here we go. There's Copilot on my phone. There is a little talk icon like you. Can't it actually will read my emails to me or partially it will give me my schedule for the day. It will tell me what has been said in Teams or anything along those lines.
Speaker 2 01:22:14
You can also do it in chat. Um, here and you could start a new voice chat or you could start dictation. That being said, I am going to show you something. John Carlo don't get mad at me; I'll send you chocolates for this. I have rheumatoid; some days my fingers don't work, and when I am bi-podding, my fingers need to work or I have to do something else. So, I have something called Whisper Flow.
Speaker 2 01:22:44
I dictate to my computer all the time. If that is something you are interested in learning, it is HIPAA certified. I only use things that are that are HIPAA certified because, like I said, my clients are all nonprofits and they're all HIPAA. So I do make sure everything I'm using is HIPAA. If John Carlo and anybody else within the management team will allow it, it's actually a pretty good tool to use. Um, now that being said, most everything in Microsoft has dictation and it's getting better. I do a lot of technical terms, which is why I use Whisper Flow. If you're in Word. Where's my mouse? All right. I have a big monitor. If you're in Word, there is dictation in here. Dictate from here. I don't know if anybody ever saw that or anyone's ever used that, but dictation works great.
Speaker 2 01:23:42
Wear your headset when you do it, especially to transcribe. Um, if you are in OneNote, which I have not opened OneNote yet today. If I am in OneNote a lot. Um. Uh, if I am in OneNote, I'll use dictation in here as well and start dictating. Uh, I'll look through things; you've got a lot of features in here. Um also Seems to be crashing, but you have the Copilot button in here. I have a lot of notes in my OneNote my OneNote. I do a lot, so if you guys use it, you can go into Copilot and use it. Um test it out, but you can dictate in there as well. Any questions on that? Nick that was a good question. All right um.
Speaker 2 01:24:40
Other than that, I'm going to give you guys 10 minutes back to your day. Thank you guys for joining me again. Any weird things you see, email me. Anything else, email the help desk. Uh don't email John Carlo unless you've got a good joke for him. Um if you need cat pictures, I will send them, but right now, all three cats are sleeping peacefully and not fighting, which is good.
Speaker 4 01:25:02
Thank you Christi You're welcome Thanks Christi.
Speaker 2 01:25:09
No worries, And I will send out everything to you guys in the next couple of days. Thanks a lot. Thank you.
Speaker 5 01:25:16
Thank you.
Alere users to build and share useful Agents using the [XXX] Descriptive Name naming conventionConfirm whether the co-work feature can be enabled for Alere and submit request if desiredInvestigate and resolve video feed issue from the Pacific room+2
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06-06 Lecture: Foster Youth Transition and Disability Support
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n/a - non-CW type (Foster Care / Kids). Routes to C.A.R.E. v2 per standing rule, never ConnectWise.
Backfilled row 2026-08-12 sweep - file was in the drop folder with no ledger row (pipeline drop).
08-26 Meeting: AI Governance, Agent Identity, and .NET Modernization Updates
> Date: August 26, 2026
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 3] [Speaker 4] [Speaker 5] [Speaker 6] [Speaker 7] [Speaker 8] [Speaker 9] [Speaker 10] [Speaker 11] [Speaker 12] [Speaker 13]
## Meeting Notes
### AI Group Catch-up and Recent Developments
- Participants shared updates since the last meeting.
- Highlights included OpenAI price drops, Gemini 3.7 Flash, Grok 4.6 and Grok Build.
- New Mac Minis and Mac Studios were noted for AI workloads, with higher starting prices; one member ordered a 32GB RAM model, another considering a higher-end $11,000 version.
### Project: Modernizing a VB.NET Application with AI
- A 20-year-old VB.NET app (1.5M LOC) is being upgraded to .NET Core 10.
- Agent swarm attempts were close but broke ~30% of views and disabled tests.
- A human-in-the-loop strategy improved results:
- Converted VB.NET to C# via a Roslyn-based tool.
- Used AI to repair/clean code, reducing ~6,000 compile errors to eight core issues.
- Cost-effective approach by charging per tool call rather than full rewrites.
- Two developers achieved near multi-quarter outcomes in ~15 days.
- Major hurdle: AutoMapper upgrade from v10 to v12 due to breaking changes.
- Considering an API layer to avoid fully rewriting the large web front-end.
### HIPAA Compliance Challenges with Plaud and Mobile Access
- Clinics use Plaud on phones for HIPAA-compliant intake recording.
- Plaud lacks SSO, allowing transcript access on personal devices.
- Risk of users exporting transcripts to personal AI tools, bypassing governance.
- Existing controls rely on SSO and managed devices, which Plaud does not support yet.
- Team is exploring ways to restrict transcript export and personal AI use until SSO or alternate controls are available.
### Approach to Enterprise AI Adoption and Governance
- Emphasis on continuous value identification and a federated operating model balancing security, scalability, and usability.
- “Redesign and build” as the new paradigm; integrate an AI stack as the operating platform.
- Governance should enable speed and innovation, not merely restrict.
### Framework and Tiers for AI Governance
- Proposed governance tiers:
- Everyone: general users.
- Power Users: using tools like Claude or ChatGPT Work.
- Builder: developers using coding tools.
- Agent: autonomous AI agents.
- Group agreed governance must evolve; overly restrictive rules drive shadow AI.
- Enforcement challenges persist, especially with personal devices and accounts (e.g., Grok on phones).
### Governance Needs for AI Agents (Build-time vs Runtime)
- Distinction between how agents are built vs how they operate.
- Agents may be web tools invoking LLMs with context and jobs, not fitting neatly as users or service accounts.
- Conclusion: Agents need discrete governance at build-time and runtime.
### Agent Identity: Defined vs “Squishy” Implementations
- View 1: Treat agents as identities with scoped permissions (APIs, databases, ERP; read-only vs read-write).
- View 2: Some agents are “squishy” (simple pages invoking LLMs), complicating user-like management.
- Builders must define authentication, openness, controls, and operating domains regardless of agent clarity.
### Lateral Permission Escapes and Multi-Agent Risk
- Agents can route requests through higher-permission agents to bypass limits.
- Guardrails must prevent lateral movement and containment escape with stricter controls than typical identity systems.
### Ease and Misuse of “Agents” and Need for Definitions
- Non-experts can inadvertently spawn agent swarms with simple prompts.
- “Agent” is inconsistently defined; nearly any context+job+LLM tool qualifies.
- Clear, precise definitions are needed to underpin governance and controls.
### Cost and Governance Considerations Across Tiers
- Tiers have distinct tools, inputs/outputs, and cost management strategies.
- Governance impacts spend (e.g., tokens) and operational boundaries.
- “Everyone” use may need scoping out of enterprise APIs.
### AI Agent Identity and Governance Principles
- Key principles:
- Unique identity per agent; least-privilege access; avoid shared credentials.
- Defined execution boundaries (remote vs desktop).
- Segregated authorities (read/write/execute).
- Trusted execution via approved connectors/plugins.
- Human-in-the-loop for evidence review and shutdown capabilities.
- Organizations are developing policies aligned to these principles.
### Human Oversight and Agent Autonomy
- Greater autonomy correlates with higher oversight needs and risk.
- Oversight typically resides with power users and builders.
### Autonomous Agent Platforms and Usage
- Platforms in use: Power Automate, Zapier, Vercel-based solutions, MSScout; OpenAI and Claude platforms are very new and primitive.
- Paperclip (open source) recommended as an orchestration layer; MSScout used for autonomy; Copilot Notebook explored for research/compilation.
### Application Foundation Standard (AFS) for Builders
- AFS establishes consistent methodology for AI app development:
- Observability, logging, alerting, security (e.g., NIST), scalability.
- Enforces MACH principles (Modular, API-based, Cloud, Headless).
- Tool “Dev Central Cadence” provides chat-based build workflows and AFS compliance checks across source and environments.
- Recommendation to include alerting, not just logging.
### Organizational Governance on AI
- Many IT orgs struggle with effective AI governance; early ChatGPT-era policies are outdated.
- Governance should enable innovation while preventing issues.
- Practical guardrails example: prevent AI from writing directly to ERP while allowing data provisioning for quick action.
- Some policies developed with HR and documented in employee handbooks.
### Sharing of Reference Materials
- Speaker 1 will share AFS, current slides, and eight reference documents from Ira’s presentation (~45 days prior).
- Interest expressed in receiving these materials.
### Jonathan’s AI Journey at LifeWave
- Rapidly scaling startup lacked formal IT processes, policies, data architecture, and clean data; owner strongly pushed AI adoption.
- Strategy:
- Build a single internal AI application layer to avoid a “wild west” of tools.
- Two pillars: high-velocity internal build team and predictive models to demonstrate ROI (millions in growth).
- Learnings:
- Built cross-functional nearshore team for velocity and handoffs.
- Governance challenge: RBAC doesn’t pass across Microsoft multi-tenant boundaries; infrastructure must align with the correct tenant.
- AI team risked becoming a bottleneck; pivoted to enablement—teaching business functions to build tools while AI team maintains infrastructure.
### Marina’s Experience with AI Adoption and Trust
- Challenge: Experienced end-users and sponsors distrusted “black box” models (CatBoost), frequently overriding predictions.
- Solution: A Tic-Tac-Toe demo starting with minimax, shifting to Q-learning after several games to visualize learning, predictions (green lights), memory logs, and simplified concepts (nearest neighbor, Q-learning, win chances).
- Chatbot answers “how to win faster” and “how AI predicts.”
- Built for STEM/science fair and adapted with son’s data to reach non–data scientists.
- Reported adoption increased from ~50% to ~80% after introducing this approach, though some overrides remain.
- Sharing the prototype is under consideration; platform and access approach undecided.
- Takeaway: Visual, simple, hands-on demos materially increase user adoption and reduce skepticism.
### Meeting Users Where They Are and Leadership Enablement
- Many users are not early adopters; empathetic, tailored onboarding and relatable demos bridge the gap.
- Co-creation sessions (“hold their hand”) for leaders spur understanding, funding, and support.
### Community of Practice
- Regular internal show-and-tell sessions (weekly/biweekly “AI lunch club”) help sustain learning, spark ideas, and drive self-starting behavior post “aha” moments.
### Logistics and Scheduling
- Host privileges were switched for screen sharing during the session.
- Next meeting scheduled for the 23rd; topic suggestions requested.
## Next Arrangements
- [ ] Define and document a discrete governance framework for agents covering build-time and runtime.
- [ ] Implement tighter guardrails to prevent lateral agent permission escalation.
- [ ] Evaluate options to restrict Plaud transcript export and access from unmanaged devices; assess feasibility of SSO or alternative controls for Plaud.
- [ ] Clarify and standardize the definition of “agent” for governance policies.
- [ ] Review and update federated operating model with parameters for agent identity, permissions, and observability.
- [ ] [Speaker 1] to share AFS, today’s slides, and Ira’s reference materials with the group.
- [ ] Incorporate “alerting” as a requirement into the AFS.
- [ ] Share Marina’s Tic-Tac-Toe prototype or a recording/walkthrough with the group and define the distribution platform/access controls.
- [ ] Schedule/co-host hands-on co-building sessions for leadership and key users; identify target leaders, scenarios, and timeline.
- [ ] Set up weekly or biweekly internal show-and-tell (“AI lunch club”) and assign a facilitator.
- [ ] Collect and compile topic ideas for the next meeting on the 23rd.
- [ ] Document adoption metrics and remaining override cases; establish diagnostics and remediation steps.
- [ ] Revisit and update organizational AI governance policies to reflect current capabilities and risks.
## AI Suggestions
1. Develop a strategy to upgrade AutoMapper from v10 to v12, addressing breaking API changes that block the .NET modernization.
2. Define enforcement mechanisms to prevent use of unapproved AI tools on personal devices, including Plaud transcript export controls while SSO is unavailable.
3. Establish criteria for when agents must have formal identities versus when parameterized controls suffice; standardize agent definitions.
4. Create a detailed plan to detect and block lateral agent behavior, including routing through higher-permission agents; implement containment-focused guardrails.
5. Limit or govern agent creation with builder-tier permissions and processes while acknowledging democratized tooling; define approval workflows.
6. Map cost governance and token management per tier to specific monitoring and budget controls; implement spend dashboards and quotas.
7. Set a timeline and plan to collaboratively update AI governance frameworks, engaging Legal and HR for sustained participation.
8. Consider standardizing on a subset of agent platforms to simplify governance and oversight.
9. Define the method, platform, and security for sharing Marina’s demo; ensure appropriate access and data protections.
10. Build a standardized starter kit for non-technical users (slides, scripts, FAQs) aligned with the demo to support broader adoption.
11. Outline implementation plans, success metrics, and training timelines for LifeWave’s enablement model; identify business champions.
12. Prioritize a discussion and remediation plan for AI technical debt as a critical risk to ongoing projects.
Aug 26, 2026
Speaker 1 00:00:11
Barry, my old friend.
Speaker 2 00:00:13
Jamie, it's been forever, huh?
Speaker 1 00:00:16
I know, right? It's been forever in a day. Good to see you.
Speaker 2 00:00:19
Yeah, I mIssed I thInk I mIssed the last two of these these ones. So I was able I'd make It to the COP, but not not to thIs or to the regular COP. But thIs one, I keep mIssIng It, just uh keeps mIssIng my schedule. But uh, I'm glad to be back.
Speaker 1 00:00:32
Oh, I'm so glad to have you back. You've been you've been traveling out and about or just been. Uh busy.
Speaker 2 00:00:37
A little bit of both, yeah. So like I think the last couple I was like I was traveling. And then um one of them, I just had a conflict.
Speaker 1 00:00:45
So yeah. Awesome. Good to see everybody. What's up Adam? Hey John, Rob, Hey, guys ABD, we got we have three, the Johns have it. We have a new John joining today. So.
Speaker 1 00:01:07
I'm out number two with with uh with my lonely H in my in my name. So two Jonathans are with us. What a what a what a couple of weeks in AI you guys, what's been going on in AI? Let's see. Uh we had the pricing drop from for OpenAI that was a big one. Uh do we have any new models? We have, Since our last meeting, we had Gemini 3.7 Flash is out. Let's see, Grok 4.6 dropped, Grok Build dropped. So that's kind of a big deal. Uh let's see I figure Elon's kind of spending a lot of money in AI. So I suppose you got to pay attention to it, whether or not you like him or not. He's he's here. So he's got Grok build, which I've been using and is is actually pretty decent.
Speaker 1 00:02:04
You guys done anything, anything new and cool and different in the last since our last meeting. Come on, this is the AI group. You guys have to be doing new and cool and different things.
Speaker 3 00:02:18
Uh yeah, I got a couple thingsum so got a new uh ThinkPad with AMD's Ryzen uh AI Pro. So it's got a dedicated NPU, and you can download lemonade to run. A local LLM server, which actually will assign the entire NPU to whichever model you want, and that's really great because obviously no graphics card on this. But it means I don't need to bloat my CPU or my integrated graphics chips when running a local LLM. So the dedicated NPU will actually do all the inference. It does spike the RAM, but.
Speaker 3 00:02:58
It seems okay with sixty four gigs. I was running versions of Qwen through Lemonade and connecting it to GitHub Copilot. I also was checking out Pi Dev as a harness, and there was another one started with an A, only because I can't remember what it's called right now, but it was a lot better at like multi file work. We're in the middle of taking a, VB .NET from four point seven, all the way to .NET core ten, um which it's a like twenty old code bit, twenty year old code base, about one and a half lines, uh million lines of code that we've been chugging through um but we've actually got almost the entire back end of the application projects converted and lifted.
Speaker 3 00:03:52
We did it a few ways where we ran, like 40 plus agent swarms at it and just said, here's the goal and looped it. And it got pretty close. But it also just like turned a lot of tests off to work, which like left 30% of the views broken and other issues as well. But he gave us like seven really good guidelines for guardrails for our next attempts. And we tried doing it like 150 file slices But that's not really helpful because you can't even build an application properly with the way it's architected like that. So, like, the core application project is like just over three thousand files. So we ended up just doing a sort of true human in the loop, which wasn't intentional; it was just easier. So instead of outputting.
Speaker 3 00:04:47
And ingesting the .NET and outputting and rewriting every single file in modern framework, which was like $75 of Claude Opus cost for about 150 files. We actually took a C# teams converter code, which is an extension in Visual Studio. And we could actually convert each project using Roslyn directly from .NET VB into C#. And then we pointed AI at the C# compiled version, Did some slight repairs and cleanups. So it was more like C# idiomatic, rather than just a converted project that ran. Um and what was really cool was we weren't getting charged for outputting every single file. We're just getting charged for the tool call. So we had like a loop where we'd point the AI at the project, it would ingest the namespaces, references, dependencies.
Speaker 3 00:05:43
I would run the tool and then I'd say, go fix all the errors. And it would take the 6,000 compilation errors and boil it down to eight core issues, fix those, and then all tests would pass and they ran no problem. Which was not the result I was actually expecting. Um, which was pretty great because now I can point AI at the C sharp code and say, lift it, put it into a modern .NET ten solution. And then let's create a GitHub issue for each dependency, and I can kind of steer it from there. Which was really great with GitHub as like a project automation sort of feature. So as it runs through, it'll create whether it's a cleanup task, whether it's a dependency or an architecture issue. And, we're lucky enough to have the original architect of the application still with us. So I can basically just ping him on all the big name ticket items.
Speaker 3 00:06:40
And we've from everything we've done in the backend, there's only one major like speed bump, which is our automapper from version ten. Technically does work because it's supported by net core two point oh, But it relies on strict checks that the .NET framework didn't do. But now it does do so. We need to go to at minimum automapper twelve, which. Has some breaking API changes, so I mean that's been a deferred work. But in terms of how cleanly it lifted everything else, This is something that you know would have taken us quarters and months, and we were looking at even hiring a developer for this. But me and one other dev were able to kind of put it away in like fifteen days, which is incredible. We still doesn't address our huge web front end, which has no path forward because it is old.
Speaker 3 00:07:35
And VC dot net Razor syntax, but we're looking at putting an API layer anyway over our tasks and controllers. Which if we build it in the right shape, We could actually just point our old legacy web at the API layer and not have to really convert a the web projects like twice the size of the back end. So I mean that saves us an insane amount of time.
Speaker 1 00:08:01
Adam, I love you and I got every word you said. But I am not sure everyone else did, And I am looking at Andrew Van Dellen actually specifically because he and I had a lunch, and he goes," What was what did you say? You are like, I got a bicycle. You have a what? What did you say?" JB.
Speaker 4 00:08:17
Had a similar prose of all of the language that you just used, and he's like," Well, what do you think?" Buddy. I love the AI group. I love everything that this stands for. I am still doing like this job over here with this, you know the paycheck, and you are telling me how to, How to buy, you know, a rock, you know, which galactic spaceship between model A B and C. Meanwhile I'm pedaling a bicycle down here on planet Earth. So I love that like the nuances of all these things you're talking about exist and that you know that they exist. But you and your warp speed need to realize like I still have this job to do and like me, and my bike are just trying to get down the road. So it's awesome. You get, this is a very humbling group for me to be a part of and aspire to learn all that you just talked about Adam.
Speaker 1 00:09:03
I got a bunch out of that actually, Adam. And the conversion of a VB, what I got, I just did a zoom out is if you're going to do a big project like that, where you've got a million and a half lines of code, It's an approach to just chip away at it and to just set up the pieces on the game board to just go at it. Yeah. And that is really the fun thing about it.
Speaker 5 00:09:28
It Would have been daunting or just something no one would ever start. Oh,
Speaker 1 00:09:32
It would be a consultant's, you know, dream to come in there and bring an army of people to convert a million and a half lines of code instead.
Speaker 2 00:09:39
Which is like a two year project that may or may not get done.
Speaker 1 00:09:43
Scope increases, I mean, you can just imagine it'd be just a complete dream for for a consultant. So now it's become a fun project for you. New Mac Minis dropped, anybody preorder Mac Mini?
Speaker 1 00:09:57
Guys saw those maybe maybe not wasn't there a studio as well. There's a new studio. They now start. They used to start at 500 bucks right 4. 993. 99, if you're an education discount person and now I think the starting price is 800 or something like that. Yeah,
Speaker 5 00:10:13
It's 8. 99, okay,
Speaker 1 00:10:15
Nine hundred bucks there you go eight hundred, if you're cheat, if teacher or student and then they go up to like there's no leasing payments I mean, it's like a Honda Accord payment. It's like three hundred bucks a month. Yeah, which kind of makes sense because they're like," Look, you can run a model on this. So run your model. Lease the hardware from us." I.
Speaker 5 00:10:35
Just saw some guy post on Reddit this morning. He says," I wasn't planning on spending ten grand this morning when I woke up, but I just did." On a Mac Mini? It was. I think it was a Studio. It was a Studio. Okay, all right.
Speaker 6 00:10:50
Pretty sure now I'm going to be lobbying my boss Charlie for the uh. Eleven thousand version. This is the one that's specked out at about eleven thousand bucks.
Speaker 5 00:10:58
Like up on one of your screens right now, is it?
Speaker 6 00:11:00
We'll see if he goes for it. I am on a Mac Studio generation one right now and it works great, but uh I've been waiting for the new ones.
Speaker 1 00:11:07
ThIs Is It. I mean you sort of got your wIsh, rIght? Because It's M fIve serIes or the M sIx regular as theIr base model, whIch Is kInd of lIke waIt what? So It's lIke the M sIx and then It's M fIve Pro StudIo Max. DId I get that rIght? SomethIng lIke that. Anyway, that's wIld. I ordered one. I'll admIt, I dId order one. I just dId thIrty two gIgs of RAM though, whIch Is lIke, I couldn't go over two grand. I am lIke, I just two grand Is my lIke mental lImIt, because to get the more RAM you have to get the more processor. And I am lIke, I don't want the processor. I just want the ram. So why don't I just get the ram? Well, they won't let you do that. So okay, um.
Speaker 1 00:11:50
I had two topics to hit today, and we only have time for one. This call my asks we do this for 90 minutes today, which means we have 80 or 78 minutes left. So hour and a half instead of two hours. So we'll keep it to that that time. Um, I wanted to come back to governance. It's one that we just keep coming back to. I've heard about it a lot um, And I wanted to present a frame and then just use it as an interactive discussion, not so much as a show and tell, We have two guests with us. One, I want to give a special warm welcome to Jonathan Cook. Jonathan, say hello.
Speaker 7 00:12:32
Hello, hi guys. Thank you for inviting me.
Speaker 1 00:12:35
Yeah, of course. Maybe where you are hailing from?
Speaker 7 00:12:39
Yeah, so I am based out of Utah Silicon Slopes, you know, I work for LifeWave. It's a MLM that is, depending on you know how you characterize size, We're kind of towards upper middle market. I would say is kind of where we're at. So, and we're enjoying uh all the uh pace that AI brings as a as I'm. Sure it. Very good.
Speaker 1 00:13:07
Well welcome. Great to have you Jonathan if you are in the let's see, San Fernando Valley group, your colleague Paul Dawson, your CIO is in that group. So great to have you here. Okay, so we're going to hit governance and do it from a different perspective. We've done it from I would say more of a policy forward perspective with some tooling, which is what Ira led. And then we did a deep dive on that. Today, I'm going to do it from a frame of like user and agent segmentation. Cause this is like how I'm starting to see this more and more. It's just sort of maturing this in this way. And I thought it would be a good frame to talk about, And then we can use it as an opportunity to just to discuss how we're doing it in our respective environments. Okay? So I'm going to share this screen.
Speaker 1 00:14:07
So, I think of governance first of all just as an enabling thing. I don't think of it as something that slows you down. I think historically in IT we think about governance as stopping somebody, And I think about it, more as roads and bridges and tunnels and stop signs and speed limits and on- ramps, and where freeways go and where they don't go. Like you don't want a freeway running through your backyard, right? Ideally it's over there, And then you don't want a gas station You know, next to a house. You you ideally want to have this zoned in a different way. And so that to me is governance, Is that we as as AI leaders and and builders think about what tools we can use, what tools we shouldn't use, what goes into it, all that kind of stuff. So. So that's what I wanted to talk about today was the policy in action. And it's through four I think frames. And this what is sort of surfacing.
Speaker 1 00:15:05
Everywhere I go, at least these three, which is the everyone tier. Okay, so that's all y'all, everybody in the organization. The power user tier, which is typically not a builder but not a chatter. So they're typically in like a Claude Co-work, a ChatGPT Work or in a Copilot Co-work. That's that power user band and then builders which is most of you. You're using a coding tool of some kind. And then the last tier would be agents. So I kind of feel like where we started with AI and governance and policy was in this everyone tier, where it was sort of like, these are the approved tools. Thou shalt not use any tool but these tools. And everyone went to their ChatGPT and generated an AI policy and were like, all right, we're done with governance solved. And it was like, no.
Speaker 1 00:16:03
We were just getting started actually. In fact, We probably just put that in a file somewhere and it got out of date very, very quickly because these tools keep changing. I'm going to pause there actually on the frame to see what you all think about this as a frame. That there is almost like a separate set of laws for each group because they just matter different. It's like, You got federal, you got state, you got local. It's, just like there's just different things that happen depending on the usage of AI. So I want to pause there for a minute and see if you agree with this frame. Yeah, go ahead. Go ahead, John.
Speaker 7 00:16:45
Oh, sorry. I was going to jump in. I didn't know where the hand raising button is on Zoom You're good It's,
Speaker 1 00:16:49
A free for all popcorn Yeah.
Speaker 7 00:16:51
So free for all, uh asideum yeah I really appreciate that framework because one of the things that I keep coming back to isum. Your governance is only as good as its ability to zipper in with the business as it sits. Right? So if we have power users and different needs with our user groups, If we're not giving them enough freedom within the governance, guardrails and parameters that we're setting up, Then they're going to go outside and have shadow AI everywhere and do whatever they want anyway. And then you're going to have a whole separate problem, right? So I love the framework of breaking down different user levels. We've.
Speaker 7 00:17:29
You know, looking at a very, a very similar thing. So I think you stole my slide really, you know.
Speaker 8 00:17:34
I think, you know, Jeremy one other thing is here is that this is also evolution of the tool itself, right? You know the earlier AI was more of a chat interface versus now. It is like if we want to do continuous work, you have the desktop, the build platform and then the agentic platform. So like until like 2026, there was no like real desktop build, it was all chat. Right, so as we evolve, the governance also evolves with it. Do you think so?
Speaker 1 00:18:04
Gosh, I that's such a great point Tommy. It's like we haven't we didn't have cars that could go 100 miles an hour. We had like buggy, we had just horses. So now we have cars like so now you need it. So I think that's the right analogy is that as the technologies improved, and now these tools are a thing, and they have the superpowers can do so much. I mean, they can do a lot. Anyone disagree with this framing?
Speaker 5 00:18:34
John, maybe just a nuance is that like everyone's got an agent now, right? So right? So if we were thinking about what Tommy was just saying in terms of like as the tools have grown, right? The tools are now giving, Everyone the ability to create an agent, a scheduled task or something like that, right? That can go off and do something. So I guess maybe it depends on like what that agent has permission to do, right? If that agent has permission to do things that like everyone has permission to do, then maybe that still fits what you are getting at. Right? But it really kind of.
Speaker 5 00:19:16
Follows with what the agent is authorized to do. If it's just work locally and build a spreadsheet or compare spreadsheets or, you know, take input from another team and do something with it, But it's all like the work that an individual may have done in the past, Then I can see how you know that's the everyone agent versus a power user or builder agent.
Speaker 1 00:19:45
Chris, I'd like to bring you into this. Do you want to speak on this as you take a bite as I just did?
Speaker 9 00:19:56
Um, One hundred percent, the biggest, uh the biggest conversations I've had just in a week alone, um especially for my attorney clients is how do we enforce the governance? How do we know thatum some, Let's say Andrew is on his computer and not, you know, having his phone under his desk where he's checking everything with Grok. And, those are the questions like they're asking questions that totally make sense, but things we've not ever thought about before. We've got the information on computers. We've got the applications for computers, but there's still a way around it.
Speaker 9 00:20:44
And for one of my attorney offices, you know, they're they're very much Claude and Copilot. But they have two staff members that are 100% about Grok. And they have personal accounts, their free accounts. And you know, they walked in and caught them sending stuff to Grok on their phone. And how are we stopping that?
Speaker 1 00:21:05
Grok is what I call Grok, right?
Speaker 9 00:21:07
Yeah. Sorry. I don't.
Speaker 1 00:21:08
XAI Yeah, XAI Okay Got it Got it Got it Yes.
Speaker 9 00:21:12
So, those are the things we're trying to, you know, how do we securely tie things down, especially for our attorney offices or our or our clients that are HIPAA. You know, How do we tie it down to even prevent the phones? And is there a way we can do it? Those are the questions that are plaguing us this week. Especially because we do have some clients that are clinics and you know, they they use Plaud on their phones. Because Plaud is is HIPAA compliant, and they'll do intakes with. People coming in and they'll record the intakes with Plaud. Um, but.
Speaker 1 00:21:47
Plaud with a p, right?
Speaker 9 00:21:48
Plaud with a p. And so uh, you know how do how do we prevent them from taking those transcripts and accessing them and then putting them through their personal AI? Right. Yeah. Different things like that because Plaud is not a single sign on, And with single sign on, we can make it only sign on with that computer. You know, we've got the compliance policies in place. But because Plaud's not single sign on yet, It's not, you know, they can take their information and sign on to it from their home computer. And then push it through. So, these are the things that are plaguing us that we're trying to come up with solutions.
Speaker 8 00:22:26
And also you know after that you know AI adoption of AI is, Is an ongoing capability. It is an ongoing capability, right? It's not a one-time project. In that sense, you know, when somebody tried to adopt AI, we are looking for value identification on the go, right? So, let's say, if you have a value for a particular opportunity that comes and this AI can do it, you use it. Now how you use it? You have a federated operating model where you say some kind of a governance about.
Speaker 8 00:22:60
How do you set the priorities in terms of security, scalability and usability? And you know, redesign and build becomes the new build. And then you have the integrated AI stack that becomes your operating platform. That's kind of the approach we are taking about adoption of AI in our space. Yeah.
Speaker 1 00:23:26
Tommy, I love what you said there too. I mean, I think the, I think the idea that agents, because I hesitate with the agents thing, because I think the left three are people oriented, but the agents are created by people. Yeah. Right. So I feel like I wear almost two hats as a builder. I'm thinking about what's going to produce the best results. But then when I'm creating an agent, did the economics of that agent, The observability of that agent, The.
Speaker 1 00:23:57
The human in the loop, how that agent is engineered, is sort of different and it's going to be at runtime. So I've got like build time and runtime. And so what how I build versus what I built are two very different things. You know, using my car analogy, It's like I've got NHTSA for crash tests and seat belts and fuel economy standards and all the things to build a car. That's the governance on the car building. But then once that car is on the road, it's going to have different rules that are applicable to it. And so I kind of think that is a missing piece right now, is that we are really focused on what people do and they don't do, But not necessarily on what we build and how we build it and how it behaves built.
Speaker 8 00:24:48
Yeah, no, that's good thought JB. But my thought around that one was more like, AI is an identity. Oh, sorry. Agent is an identity. So, if I build this agent and say, set the governance framework to say the visibility for this agent is this particular, let's say dataset with these connectors, With this particular access to my backend, where it is read- only access to my critical data versus it is read- write data to this space where it can operate freely, and the identity is monitored across a layer.
Speaker 8 00:25:22
Whether it is API connection, whether it is backend database connection or connection to your ERP, it's all managed by the identity and the identity's permission that goes with it. That's how I look at it.
Speaker 1 00:25:38
I see. I see. But sometimes it doesn't have an identity per se. In other words, Sometimes it's not like we think about it where it's a service account or something like an agent could literally just be. Because it's just a context and a job, right? So it could just be a tool that invokes an LLM that's been created. You see what I mean? I can create a webpage, any of us can create a webpage that invokes an LLM. I would argue that's an agent. It has context, it has a job. There's an LLM checks the boxes and by the way, it could consume tokens. By, the way people can use it in ways that they shouldn't be using it. It could also behave in ways that it shouldn't and so.
Speaker 1 00:26:21
I would love to put it in the same box as a service account and say, see, I can just manage it like a user. It's like, but sometimes these things are sort of squishy. It's not necessarily an entity in that way. But maybe the hope is Oh, sorry. Go ahead Tommy.
Speaker 8 00:26:39
Yeah, no, I'm sorry. I'll add to that. What Javi just said is Javi my thought is when you create that web page. What it can do, whether it is to be authenticated, whether it is to be open, whether it is to be controlled, is a parameter that is set by building that web page. So, you still have the control on what that agent its domain is and the operating capability. And who can run it.
Speaker 1 00:27:05
That's right. What I'm saying is it needs a discrete set of governance.
Speaker 8 00:27:10
Yeah. It.
Speaker 1 00:27:12
Needs a discrete It's different from the others. It has its own, It's actually it leader's responsibility. Agents, because they're in the operating environment, like you said, I think that's where it crosses over because then now it's part of our operating system. So like dude, I know it was cool that you're a citizen developer, and you created something neat, but like guess who has to who's responsible for it? Like thanks for the puppy. Like I I got to own that now. Yeah yeah John what do you got?
Speaker 6 00:27:42
Yeah, I think it's an interesting challenge that we've been trying to wrestle with for a while at MWD, Metropolitan Water District where I work for those who don't know me. You know, because these agentic identities are not necessarily users. It's not appropriate to call them a user or scope them like a user, and they're not service accounts. So there's some like weird third category, right? And one thing they've shown time and time again is their capacity to You know, If they're asked for the wrong thing or they're asked for something that's kind of beyond their scoped purview, is to kind of work laterally. And so once you have multiple agents, Now the problem kind of compounds, because if you have one agent, that's not locked down, All the other agents are going to know that, that agent has this, the scope of permissions that they're looking for and they're going to bring their requests to that agent. And you know, have that agent run things on their behalf. Of you know we've we've seen examples of that. Um.
Speaker 6 00:28:38
Taking place, so, Uh you know, it's it's almost like the guardrails need to be more tightly scoped than in any other sort of identity system because of that, you know, propensity for, you know, lateral uh and and escaping containment.
Speaker 1 00:28:58
Yeah yeah. Any other thoughts on the framing here? This agent one is I I was hoping would be controversial. I love what you said there too John about, The risks and the risk vector that it creates.
Speaker 2 00:29:11
So in this frame, in that framing though, The everyone can create an agent, and an agent is essentially a power user and a builder, right? So it itum you kind of like or you it. The agents allow people that don't know what they're doing to skip all the details and just become chaos agents. So yeah no real fun.
Speaker 1 00:29:34
Well maybe that's part of, Of of that third tier, of the builder tier is is who can create agents, right? And maybe that's part of that framework.
Speaker 2 00:29:45
Well, I agree that yeah, there could be, but I feel like that the at least the big players you know are making it so that they're pushing so that anybody can create an agent. Anybody can create it, you know, like so so you're they're taking away the controls. Yeah. With the tools they're releasing, and so it's a challenge. Like, And then to Christie's point about, you know, people, ultimately, if even if you had the regulations in place, if you have the right accounts or that can control it, Then people just are copying and pasting over to whatever personal platform Grok or whatever they're using.
Speaker 1 00:30:22
Or Perplexity.
Speaker 2 00:30:24
Yeah, just jumping around everything. And. So it's really really hard to control likeum that's what I've found anyway. Soum and so the agents like, By pass all the theum governance that that we have in place or or are basically creating that capability anyway. So and I.
Speaker 1 00:30:41
Think go ahead, John. Oh, Rob.
Speaker 5 00:30:43
Yeah, That sort of everyone user that spins up the agent. They don't they they don't even know they're doing it. Right? I mean to Adam's point earlier, You know, hey, we set up like an agent swarm of like forty agents and off, they went. And I was explaining something to that effect to a friend of mine who's relatively new to developing in AI. And he's like, hey, I'd like to set up some time to see how we how I go about setting up those agents. And I was like, well, it just happened as part of the prompt, right? We just said spin up an agent team or whatever. He's like so but no, I need to know how to configure them. Like no you don't.
Speaker 1 00:31:28
Yeah, I think agents is probably the most misunderstood and misused word. I think we're using agents more and more because it's easier to do them, to invoke them. It's less mysterious. And at the same time, it's sort of it's taken on, it's like what is an agent? Like anything is an agent. It's a job in a context. Like there's really that's kind of it. Like how do you define? Like a lowercase a. Like I don't I don't know. Everything's an agent. Your chat window is an agent. I don't know what to tell you. Everything's an agent, so, you know, I think defining it is important with governance. I'm just going to keep flying through this a little bit. So this was the frame that, that I kind of came up with here, which was now kind of pivoting on another axis, which is in each of these. There's different considerations, right different tools that can be used.
Speaker 1 00:32:24
What goes into those screens and then what comes out of them and then how you manage spend and what it costs, right? We did this on the token walk through a few meetings ago where we took the everyone thing like that's out of scope because it's for you. And now it's at the API level. There's depending on on how your governance is stood up. It's going to really impact. The cost, So these are just sort of the considerations that are different at each one of these tiers. And this is why I certainly support having separate governance for each of them because.
Speaker 6 00:33:20
He Just froze. Yeah, we're losing JB.
Speaker 2 00:33:24
Okay, I was curious if it was just me. So JB's frozen. Yeah. Nope, he's gone now.
Speaker 5 00:33:32
He was starting to go and then boom. Sure he'll jump back in.
Speaker 2 00:33:39
I wonder if it was an agent?
Speaker 5 00:33:41
It could have been right?
Speaker 1 00:34:04
My back. You're back. My internet just went out completely. I'm on my hotspot. Thank God for the hotspot. I'm glad like nobody dropped. That's good.
Speaker 5 00:34:14
You know, while it was glitching like that, I was already pulling up my Cox screen to see if there was an issue with it Was you or me? Okay, Sorry about that Goes out all the time.
Speaker 1 00:34:24
Okay So where was I? I was just on segmentation, right? So this is why it sort of supports segmentation. And then again, to this segmentation concept. It's you've got, and Tommy, you were just mentioning this. This was the service account ID on agents. There's some squishy middles in there. But what's the identity? What establishes identity based on that tier? So it's typically the login except for on the agent side, maybe it's a service account. Maybe it's not. Maybe it's running in its own context. Maybe it inherits the context of the user, just depends on how it was built.
Speaker 8 00:35:03
No, I think you know, to be clearer, The agent scope in what I mean by identity is, you know what data it can access. So that's on the data scope. What identity and permission level? Least privilege, no shared credentials, nothing. So basically it is a kind of unique identity. Then set execution boundary Like what it can, you know, run whether it can run remotely, whether it can run on a desktop. What about that boundary you set? And then you say action authority, right? You know, read write execute. You separate that layer and then trusted execution. Whether, you allow it to be run independently or you, you know, approve connectors only. Yeah um whether through plugins, uh.
Speaker 8 00:35:55
Whatever means you are going to run, trust it. And then, you know, If you put a human in the loop in terms of evidence and shutdown capability, meaning if you see anything boundary broken, then you interfere and stop it. That's kind of how we think about the governance on this one or the AGI side.
Speaker 1 00:36:17
Do you have a written policy?
Speaker 8 00:36:20
We are developing along these lines, you know, because we are planning to use limited scale rollouts. And when we roll it out, we are not developing, we are adopting and using AI to drive the business. So we identify cases where this is a value. And, if you are having a value. And if you're going to use agents, for example, then this is the boundary we are going to use. That's how we are taking that approach. Yeah.
Speaker 1 00:36:47
So this is, I think, the intent of this slide, which is more or less the human, the need for human oversight goes way up as the autonomy goes up. And unfortunately, the human oversight is rarely there because they're operating. The exposure goes up with agents. The exposure certainly goes up with builders. But But from an oversight perspective, The power users are typically and the builders are usually the ones that are overseeing the agents unless they've been given in the hands of. The every user which, I haven't really seen that it's typically the power users that are that are managing the agents or up. Okay. So we've been talking about this one um which is sort of, The control vector.
Speaker 1 00:37:46
And and who's responsible for running it? Andum, is anyone actually using any autonomous agents in this in this group? I know Chris says. Is anyone else using actual autonomous agents and what what platform are you using to do orchestration? You're on is it mostly N 8 N, Chris?
Speaker 9 00:38:10
N 8 N Power Automate uh and Zapier are my three mains. And then I have some home built ones. On Vercel.
Speaker 1 00:38:19
On Vercel. We've been dabbling with Paperclip as an agent orchestration layer. You just mentioned Barry that the OpenAI's and Claude's of the world have rolled out their own agent platforms. This is in the last 90 days, I'd say that they've done that. And, Like OpenAI's is an example, is only available to enterprise. I think it's enterprise and teams accounts. They do not expose that agent capability below that. Grok Bot just got released, which is more of a personal agent I guess, but it doesn't it isn't its own agent orchestration layer per account. Doesn't seem like you can do that between accounts yet. Looks like it's boxed in a virtual machine environment for you, but these agent orchestration layers I think.
Speaker 1 00:39:13
Seem to be very primitive to me. That's just my observation. They're very new. They're very primitive. The one open source one that we've been playing with is Paperclip, Which can host anything from a native Open Claw or Hermes agent or anything that you can instance with any of the CLIs, all the way to its own bespoke agent. And then Paperclip can orchestrate between them. And has like a whole workflow thing. If you guys haven't tried that one, it's really worth doing. And you don't even have to know how it works. You can just use your Claude code or your Codex or your Kiro or Open Code or whatever, and it can talk to it via CLI. But it or it's very, It's a visual representation of it, and then it puts all the tasks into a queue so that the agent has to actually grab the task, and then it can only be assigned to one agent at a time.
Speaker 1 00:40:10
It's a pretty interesting concept if you haven't checked that one out.
Speaker 5 00:40:14
Yeah, I think theum the anthropic stuff, like you said, It's only about 90 days old. And and uh, when I started to play with it, It was like Claude didn't even know how to how to get started with it.
Speaker 1 00:40:26
Like he goes what are you talking about? We don't do agents. Right.
Speaker 5 00:40:29
It was like no actually you do right here.
Speaker 1 00:40:31
Here's your doc.
Speaker 5 00:40:33
Oh you're right Oh of course we do Yeah yeah.
Speaker 5 00:40:39
And that's exactly where where you go, assuming everything runs through APIs, right? And you pay your tokens via API. And that that's kind of where we're all headed, right? Like, that's that's kind of the challenge is if you want this stuff really automated and autonomous, That's where you're going. So I want to present.
Speaker 3 00:41:00
Sorry. Go ahead. I've been running MSScout on my desktop as a autonomous agent with uh, Schedule Tasks and I am working on. I want to have like the more use of the Copilot Notebook, which is like NotebookLM. So like when I see things on the internet, I like to send a link to Scout who will like verify research and kind of compile details for me into a notebook. Yeah,
Speaker 1 00:41:28
Nice. You are both in the you are in the Microsoft ecosystem and on the home built. Super computer running my model, local ecosystem. Dude, you're like, you have your foot in like both ends of the AI spectrum I'm.
Speaker 3 00:41:42
Just going to tell you that most of our users are on cloud, but we have, like uh almost a 5050 split between Anthropic and and Copilot.
Speaker 1 00:41:51
Okay, gotcha I want to present something to you. Some of you may have heard me talk about this. Um I'll make this available to you all, too. If you guys are interested in it I've been thinking about. These last two tiers. So this not the power users. This more of the builders and the agents. So sort of the, and not even so much the agents I guess, but in in the builder tier, if you're going to onboard somebody a developer, what is their methodology? Right? How are they building what they build? What are their standard skills that they have installed? Like are they all using Ponytail?
Speaker 1 00:42:34
Are they using Caveman? Like, what are they all using? And then the more important thing is when they build something, is the application that they're building, does it have observability? So going back to my, does it have logging? Does it have, does it respect NIST security frameworks? Is it well architected? Is it running on some chintzy database or is it like, is it a MySQL thing? Is it a Is it a PostgreSQL thing? Is it SQLite? Are we doing Microsoft? Like, what are we doing? And so these standards, I would challenge each of you to come up with this and use your tool to come up with it and then create your MD file that is your AFS for your organization. Whatever that is. But it's got to have a seatbelt, right? You're going to build a car. It's got to have seatbelts. It's got to have headlights. It's got to have windshield wipers.
Speaker 1 00:43:32
It has to have hazard light. Like there's no question that a car should have those things. Like there's no debate about it. And actually, it must. And if you're going to sell the car, got to have new tires on it, like all those things. We take those things for granted when we purchase a vehicle. I think we take those things for granted when we use software in the enterprise that they're going to be observable, they're going to be secure, they're going to be scalable. And so anyone who's developing without defining this, and you all know this, because you're building. If you don't define it, it will define it for you. Even if you say, hey, I want to use PostgreSQL, it's going to go great. PG16. I'm like, dude, we're on 18 now. Why are you doing an old version? Like because you were trained on six or whatever it was. Like it just it chooses what it's going to choose. And so without you taking the control of it, It will define for you how it is built. And I think more and more as prompting is becoming smaller and smaller.
Speaker 1 00:44:30
Like I've noticed that over the last these bigger models, yeah, the guidance is to prompt less. It's not bigger prompts. It's actually just defining your outcome and your goal and letting it do its thing. And. So this to me is an even more of a reason why we kind of have to do this. And I think this is foundational for that builder tier of governance that we've got to come up with what I'm because calling an application foundation. Standard. So I'm going to show you what that looks like. As you can imagine, I've created some tools around that because why the heck not, right? So. So this the let me see if I can do the right desktop here. Uh oh it's going to be here. Let's do that. See if that works. Okay so you guys see this? So does it does it show you mock architecture standard on the screen? Awesome so it's changing it's changing tabs. So this the AFS that.
Speaker 1 00:45:28
That I came up with, me and my friends, you know, Claude and Codex came up with. And I've been playing with this. But, the idea is that you're going to start a build that you reference this markdown as just okay, I'm trying to accomplish this. And then here is the Application Foundation standard that I need to follow. And this is just the nickel tour of it, but it's essentially like classifying the application itself, Like, is it a production app? Is it a critical app? You know, just like putting it into a classification. And then based on that, what tier it's in. So where where it sort of lives? And that goes to how much governance it really needs. Is this a bicycle? Is this a car? Is this a semi trailer? Like what is thing? Is it a boat? Like what what is thing that we're actually building right.
Speaker 1 00:46:24
And then from there, it sort of cascades of like, okay, is this a system of record? And then based on that, these are the controls that we have to have in place. And they're really, really simple kind of stuff. And, it's where this is I'm going to thank Kathy Linares' teacher Sean who introduced her to this. And then for her to me and then me to and Barry, you know about this too. But this this mock standard, which is just essentially modular API based cloud and headless. So that anything I build has to have a CLI, it has to have an API. It's like you're going to build it, It's got to do, and it has to separate the database from the application layers. Because if you don't Yeah,
Speaker 5 00:47:12
In the MCP right?
Speaker 1 00:47:14
The headless yeah And it has have to have an MCP exactly right so, Having just that architecture to just say, look, You are going to build something and I am not going to bore you with the rest of this. But it essentially is a how should this thing behave? How should this look and feel so that there is some level of consistency in it. And what I actually had this do was I took a couple of my reference apps, and I said, "I want to build a standard. I'd like you to build it around this app. " And, you all know this because you have some builds that are a little crappy, and you have some that are like your reference build.
Speaker 1 00:47:46
Do it off of that. You go like, dude, this what good looks like to me. I want to come up with something that's repeatable. So that's what I'm calling this AFS. I think this so central to governance and I'll end it here. So then from this, we built this tool. We're calling Dev Central Cadence as a tool. And in it, you can see what the standards are. If you're a developer, it's a place to go and then when you start a build There's a workflow to take you through what you're going to build. So it's a chat-based workflow. And then once you've actually built the thing that you've built, you can then see whether or not it's compliant with the AFS itself. And so that way your developers, once they've built it, they're checking their source code into a known spot. This tool is a third party that's looking at that source, looking at the sandbox that it's in and then looking in the production environment.
Speaker 1 00:48:42
And saying whether or not this thing actually complies with the AFS or not. So it was as of this version 1.1 that it was built, and then it complies as of 1.1. So this is a newer concept. I don't think anything like this exists in the market. I'm not trying to sell it or anything like that, I'm just like coming up with, I want your all's feedback, how do you think about governance? When you have builders building, what's your methodology? Are you logging stuff like it goes beyond just prompting and getting the outcome. It's is the thing that you built supportable, sustainable, secure, worthy of your production environment.
Speaker 5 00:49:31
Rob, you have some thoughts on that? I just have a couple and, Like you said, the smaller the prompts, right? Like our prompts are getting smaller and smaller. So like what what we're building, we have a little bit less input today on than what we did before. There are things that are getting built that we might not know have been built until well after the thing is live. And I just had a situation where I kicked off a process.
Speaker 5 00:50:04
And it failed on me this morning. And and I said, hey, what's going on? The last time I kicked this off was like a month or so ago. And it was fine. And it goes back and says, no, I've been logging everything and it actually failed three times in the past. And here's why. And I said, well, why didn't I know about it? Right? So now we have alerts that are set up. So it will monitor this monitor for failures. And. So part of what I was going to say is i i was looking as you were sharing some of those items is. Is alerting in there? So there's logging, But like can you get like alerts so that you know you're the first to know that the system's down or that something is is pushing at a limit before the customer does?
Speaker 1 00:50:46
It's not. So I love that you just added that because logging is, but alerting is not.
Speaker 5 00:50:51
Mhm. Like alerting we know that like it could it could just be like crazy. You're not going to spend time on it, but But that's the thing that AI is good at, right? So I created an alert ingestion process, or it did, I should say. It's bringing it in. And now it'll monitor that and it'll look for a fix and recommend a fix and drop it into, you know, the the backlog. And so it's, that sort of thing where if it's building something, it needs to know that we need to monitor. Or is, is it monitor the logs or review the logs on a regular basis, which could just be an agent right?
Speaker 5 00:51:29
Review the logs daily and and then recommend fixes.
Speaker 1 00:51:35
I feel like with AI we are back to, what I just call our like first order primitives. You know it's like what does good look like for an app? Like asking that question, we didn't we kind of got away from that and I think this is exposing it a bit, and that's where many of us have anxiety over. A citizen developer with a tool like this in their hand, we have this old dogs amongst us know that muscle memory. We came up through that space. Anyone now can sit at a prompt and create an app, and it's a pretty damn good app like for what it is. You know,
Speaker 5 00:52:13
It's interesting though. Like, sometimes the old dogs are so hung up on like I know how it should be built that they'll take like months and months and months to get something, you know, close to what you could prompt in a week. Yes. Or less, right?
Speaker 1 00:52:30
Yeah. And I'm not saying it in an elitist way, like, yeah, those us old dogs amongst us. It's actually the opposite. It's actually more like we've not. If you've been in IT for a long time, These are things that we've taken for granted, and we actually have to go back to sort of the beginning and go, We got to figure out our governance. We actually. This is exposing that we don't have that. We haven't really needed it because Because we're buying off-the-shelf software, we haven't had this capability. So it hasn't really been a thing. And now it's a thing. And now it's a thing. So I have not seen a single IT organization that has this figured out. Not one. Not one. I can't say that about other disciplines, I can say that about a lot of other things, but governance is one of those things that we are, I think this group, I think this is one of these things. We come back to a lot. And.
Speaker 1 00:53:25
And should come back to because as Tommy, you rightly said, we haven't really needed it because the tools weren't that capable. But now they are. And so now what? And they're going to only get more capable. And Barry, to your point, There's only going to be more Vercel and whatever else is out there that are vultures and whatever else that's out there that makes it super easy to just consume or host it outside the four walls of your organization. Yep.
Speaker 5 00:53:53
Yeah, It's like the the antidote to shadow I T is to be able to embrace more quickly kind of, you know, bless solutions that people want to implement. But that's it all takes bandwidth that we don't have right. Bingo.
Speaker 1 00:54:11
So this this hopefully this meeting is a or this topic. I should say is a wake up call for you, to dust off that policy that. That you had ChatGPT 3.6, right? You know, two and a half years ago, there was like, "Hey, I got an AI policy." It's like, okay. I think you got to dust it off, and then almost look at it through this lens. Like is it good governance? Governance that enables that helps you go faster without crashing into each other.
Speaker 5 00:54:43
Is it sort of a scenario where we sit back and we say, okay, look, to do governance, These are the roles of individuals that need to be at the table when we're defining our governance for the organization. And many of those roles aren't sort of living this day to day. So, they might be sort of ready to wipe their hands of it. Once we click publish, right? As opposed to coming back to the table monthly or quarterly. To get a new fresh look at the things that have come at us and be willing to kind of live this from that role, you know, on an ongoing basis. Like, is there part of that like does the legal and HR team like, are they ready to just put a policy in place and then let it sit for? However, long it takes?
Speaker 1 00:55:33
Yeah, I mean I this would be a good question for this group. Jim, I'm going to pull you into this conversation. How are how are you, At Bay Cities, thinking about this is this is this an IT legal partnership?
Speaker 11 00:55:48
I haven't gone anywhere with it on legal. I have talked with HR and we've written some stuff up. We've done it in comparison that way to make sure it just ends up in the handbook and in people's hands. So it's still a general policy, probably back from the chat GPT days like you kind of expressed. It's definitely something you got to go back and look at. You know, going down some of these paths that you're going, These have definitely been some of my battles I've been lining up on and making sure for us that the rules are in place and trying to guide the people the right direction. One thing that I have set up, Everyone works in somewhat the same environment, so the guardrails are all set up for them. And I haven't done a lot of agent on its own updating systems.
Speaker 11 00:56:37
In that way, you're familiar with our systems here a little bit. And we don't have great APIs in our ERP, for example. But, what we can get is very quick reactions to the data that's in the ERP. So the guardrails. Are you cannot write into the database of the ERP because it'll freak out the whole company that runs our ERP. But we can get data in people's hands to actually action against very quickly. So for instance, Most of our costing analysis and end of month financial reports are AI driven, being done by our CFO as an example. So, But do I need to address that more as far as the policies themselves and what's written for people to understand? Absolutely. I definitely have to go back on that. Everything's moving so fast, you know, we've blown way past I believe what's even written there. So it's a great reminder. Yeah.
Speaker 1 00:57:37
Somebody else want to chime in on this one? All right. Thank you all for engaging on that one. Again, we will come back to this. If, you all want some slides and if you want that AFS that I started, I'm happy to uh I'd.
Speaker 11 00:57:55
Love to take a look at it.
Speaker 1 00:57:56
Yeah, I'll send you guys both just shoot me a note, and I'll send it to your or I can send it as a whole group if you guys want the AFS and the um and the slides from today. And by the way, If you missed Ira's presentation from I, think it was 45 days ago or so, it was phenomenal. And he had slides on that too. And I can give you that reference material. He gave us help me gang, it was like eight documents. It was incredible.
Speaker 11 00:58:23
I would love that if you could because I yeah hit a hard stop that I couldn't do anything else.
Speaker 1 00:58:27
Shoot me a note and I will send you all this all this stuff, and you can ingest into your tool and and it will go here. It was it was a different look on governance. It was more which tools should we use and what should that look like. And so he spent more time there. Okay, okay, all right, I'm going to keep flying on the agenda. Um Jonathan, I asked you, if you wouldn't mind sharing what you're doing with with Pepper, maybe if you could take 10 ish minutes and uh and walk us through that Is it Jess Cook?
Speaker 7 00:59:03
Are you yes, Uh, so John, you are freezing up on my end again. I don't know if that's just for me or for everybody, butum, if I am freezing up. Is it audio and video or?
Speaker 2 00:59:15
It was just audio. It was just audio for a moment there. Um, okay, the last few things, when you told him how much time to take it cut out right there. So I don't think he heard that.
Speaker 10 00:59:27
If you wouldn't mind roll right?
Speaker 1 00:59:30
Yeah, maybe ten minutes if you wouldn't mind and do a Pepper walkthrough for us, kind of a show and tell. We do that here sometimes. And it's as I said, I think we spoke. It's it's not just uh what's working. It's also where you're having challenges.
Speaker 7 00:59:45
Yeah, So I haveum you know, five things that I'm hoping to point out that were things lessons that I kind of learned along the way. Um but i want to give you a little bit of contextum as well to help understand the situation and kind of the reality of on the ground. What. I'm looking at and dealing with. The organization that I work for, as I said earlier, is more towards the upper middle market. We are like almost a twenty year old startup is how I would describe it where we have grown more recently at a very rapid clip over the last five, six years or so. But we did so without a formal IT department, right?
Speaker 7 01:00:29
So we got to a large size and then said, Oh, wait. Hey, we probably should have this right. So I think I was I've been at LifeWave for two and a half years now roughly. And I was the sixth hire in the IT department right? We happen to have a an owner of the company that really is a fan of AI really wants to drive it forward and have a presence there and was asking. The newly formed IT organization. Hey, let's bring in an AI person. I want somebody there, right? And as I'm coming in, please feel free to stop me and ask questions at any point, but I'm trying to run through this 10 minutes. As I'm looking at what role I can play in the organization, I'm thinking, this is an org that we may not have all the processes ironed out.
Speaker 7 01:01:21
We may not have all the skills and the lanes defined for how people work together and build things in an efficient way for the organization, right? We don't have policy from a technical standpoint to speak of yet, right? We don't have maybe all of the data architecture or the clean data in a way that we would want. So, there's a lot of like groundwork and legwork that we really have to undertake before we stop adopt or start adopting AI at scale, right? But I know that we have an owner that very much wants to lean into this, right? So I'm trying to look at the landscape and understand how can I approach this. One thing that I wanted to do was I wanted to be able to build an internal AI application that would give us one surface plane that would help me control governance. So that because I know that we don't have a lot of these systems, processes and everything in place, That is going to be one of the big challenges. I don't want to just bring in a bunch of.
Speaker 7 01:02:21
Third party tools and connectors to let everybody go wild west, because then we're going to have to be looking at how do we pull these things back right and and have a uh, one slate to manage, right? So I know it's going to take me time to build out an internal application to be able to have a delivery mechanism that allows me to have more control of governance as well as the UI that eventually I know there's going to come a day where we need to have workflows represented in an application layer that allows people. Kick off workflows and agents that hand off artifacts between one another. Have a human in the loop to say, hey, yeah, that looks good. That doesn't look good. I approve this. Send this on to legal. Don't approve this, you know, Send this back to HR and be able to have the opportunity to create an interface to do that right? That's going to take time. How do I build in air cover? Right? I spend a lot of my time. I haven't written, I haven't been coding in the last like almost year right?
Speaker 7 01:03:17
So I am way less in that weeds at the current moment. So I look at it from a perspective with that in mind, right? So I'm thinking, How do I build air cover to give me the runway necessary to be able to get to the end of that build and still be able to deliver business value and ROI in the meantime that the business understands, hey, this is what we're doing. Well, Because we're a 20 year old startup. There's a lot of green or really brown grass opportunity, right?
Speaker 7 01:03:47
We took the strategy, let's focus on two pillars. One, I'm going to build a high velocity team to build out the internal AI application layer. And at the same time, I'm also going to build out what my background leans itself towards is the data science part, predictive machine learning model. Right? We haven't done that. The company has barely had an IT department. They haven't there's a lot of opportunity there so um, That's what we're looking at, The strategy that I tried to take on was, let's show the business, the ROI and the business value by building predictive models that say, hey, We're identifying growth here opportunities in millions of dollars that you could go and take part in. And, now you just have to build a user interface around to deliver that to the sales force or whatever. However, you choose to use that.
Speaker 7 01:04:38
And meanwhile, That gives me cover to build up the platform and do the governance and the data architecture that needs to be done on the other end. Looking down maybe a couple months later, we're able to get some models out. We're getting our internal application is now built. We have the beta version out. We serve about 800 internal users, right? It's all internal facing application. We have an international User base that I forget how many different countries we have like represented, but mainly you know the US and Europe, Ireland in particular. We have a heavy presence in. But we were able to get the first build out there. What I found in this environment because we have so many, there's a lot of friction that can happen when an organization is growing rapidly. How do we.
Speaker 7 01:05:37
Build these things quick enough, knowing that there's a huge demand for AI. It doesn't stop at the door from my company. How do I build fast enough that I can meet the business demand in an environment with a lot of friction where everybody's got their elbows out trying to grow as an organization, right? Um, the the what I found was um, The handoffs are really important with with between architecture between engineering between my team AI, right? So. We took the strategy of building out a cross-functional team that spans the handoffs. I have team members all the way from the business analysts up front to the platform engineering, architecture, machine learning engineering, To the QA testing full - stack developers kind of run the gamut so that I can have a team that will adhere to the standards being just developed by the business in real time.
Speaker 7 01:06:35
Because we're growing rapidly, But also be able to enforce governance by way of talking about it in our daily sprint cycle. Right, Enforcing those standards that we need to hit internally as the technology is moving, and we're trying to keep up. And also be able to make sure that we are enforcing the standards coming out of the normal like the larger QA org, the development org, to make sure that we're Lining up with the business as best as possible, right? So we took the route of doing a nearshore, um, a nearshore team uh and building that out cross functionally to achieve velocity. So uh one of the things that we found were Microsoft based shop. We have a Microsoft, multi - tenant organization and looking at that governance challenge our back controls.
Speaker 7 01:07:34
Won't pass across the governance, the tenant boundaries, right? So, it's really important that we keep that in mind when we're thinking about, we're going to have to have agents that have our back tied specifically to an Entra environment in another Microsoft tenant. Everything that we build has to be over there, right? So that was an important lesson for us, you know, On our side of what we need to do is as far as from a governance standpoint, the on behalf of authorization. For these agentic workflows, We had to make sure that we tied all the infrastructure that we built from an AI perspective into the right tenant, where that part of the business functions. Right? From that perspective. And I know I only have one more minute. One of the things that I found was because we realized that typically things.
Speaker 7 01:08:29
Workflows die at the handoffs between different technical teams where there's ambiguity between what your team does and what it needs as an input and output, right? So, how can we speed that up when I know there's a big handoff happening right now across the industry in AI, right? Different business functions, everybody has different definitions for agents, different definitions for assistance. Half of them don't know what AI is. Like fundamentally, right? So the only way that I could prevent us from becoming a challenge and a bottleneck as an AI team is I realized. We need to switch into this enablement mode where we start to teach our business functions. How to start building their own tools and their own solutions. As an AI team, even though I have all this velocity, we can't go fast enough to meet the demand.
Speaker 7 01:09:28
And, we will die on the vine, and we'll end up doing performative AI all the time as we select five different projects and one of them works, right? We're just going to be singing a song and dance every time in front of the board. Um, We are now switching into a mode where we are uh building running an enablement program so that we maintain the AI infrastructure underneath, Teach our business champions, how to build agents themselves in these workflows because it's way easier. For me to teach them AI and how to build this in a busy way, than it is for us to be able to understand every business process. So it'll take us five years to get there, right? It's just never going to happen. And in the meantime, the whole the board is going to be looking at me and saying, hey, I don't see any ROI. Right? So that is our pivot strategy condensed very very quickly. I know I went through a lot there. Um.
Speaker 7 01:10:23
We're working on the governance for Power Automate and all that stuff now. As a result, it exposes the governance challenges very quickly when you take that approach.
Speaker 1 01:10:32
Well, thanks for that, Jonathan. It's great to have you here and excited to hear about your journey as it goes. We were all trying to adopt this stuff as it changes. It's just wild. It's such a moving target. It's just a crazy time to be in this space. So we're all, as we talked the other day, we're all just trying to figure it out. So it's great to have.
Speaker 7 01:10:52
You here, And the AI tech debt along the way, that's a whole nother like three hours worth of discussion that we ran into.
Speaker 1 01:10:58
Right. I love it. I want to welcome a special guest. Say hello to Marina. Marina, would you would you introduce yourself?
Speaker 12 01:11:07
Can you guys hear me? Yes. Hi, I'm Marina Surfas. I'm a process engineer working for Waste Management currently, but we actually John and I go way back We, And I worked together about, I want to say, 20 years ago. Yes.
Speaker 1 01:11:27
Marina was my auditor.
Speaker 12 01:11:29
I was the auditor in a Deloitte Enterprise Risk Services on IT audit SOX compliance. Oh gosh. So yeah, That was uh and it was completely random, because uh, both of us ended up in the AI space. I don't know how and then but, John saw my post, and he reached out, and we started talking again. Uh, 20 years later,
Speaker 1 01:11:55
Like you're an ontology and contextnerd I really need to reconnect Marina. Let's do it. I love it.
Speaker 12 01:12:01
Yeah, yeah, no.
Speaker 1 01:12:03
So glad you made it I'm. So glad you made it,
Speaker 12 01:12:05
Yeah, we reconnected,
Speaker 1 01:12:06
Yes, me too me, too. Um well, we just spent. The hour talking about governance, which is always a fun topic, but it's even more exciting with with AI. It's all of a sudden it was like a sleeper topic before, But now all of us are like, oh shoot, yeah I guess, we got to figure that out. So uh I sent the deck. It's in the chat. You all can see that um we're doing a little bit of show and tell and I am having the newbies to the group. Uh do like a uh, this what I'll call you have to get jumped in. This how you are getting jumped into the gang.
Speaker 1 01:12:38
Go t to show us a little something and what you're working on with with AI. And, you intrigued me the other day on our conversation with tictac tac toe idea. Do you want to share that with the group?
Speaker 12 01:12:48
Yeah, So um a little bit of background fortic-tac-toe and how it came about. Um so I uh I want to say roughly three years ago is, is is when we started with our AI journeyum at my current uh company andum one of the. That were struggling with. And I was the product owner for the AI system implementation for supply chain. And, were focused on the use case around cost predictions and enabling machine learning kind of prototype mixed with our ERP ontology and the recommendations that were coming out at the time.
Speaker 12 01:13:35
Were generally grounded on correct context, but it was more of a black box. We used I think something called a CatBoost model, which was very tough for end user to really comprehend, but it did give reliable estimates. But for somebody who's been in the industry for over. You know, we have some folks been working here for 40 plus years since. Since they graduated high school. So for them to trust an AI recommendation was kind of our biggest at the time, one of the biggest challenges. And it wasn't just at the end user stakeholder level, but also at the kind of the sponsor level. So, that was a big one because we're making production decisions off of the recommendations, and it definitely accelerated the work. But how do you get.
Speaker 12 01:14:32
People to stop overriding things. That was kind of and we're talking like small nuanced up and down, like where we went up 20%, low 20% on certain markets, certain region. And so what we and we struggled with that. So I ended up kind of listening to an advice I got off of, I think a LinkedIn post somebody put in something about And that was like about two years ago, I think. It was Alexander Wang that came out AI chief of Meta and said he gave an advice to his 13 - year- old followers and any teenager getting into AI, You just need to get your hands dirty and get in the platform and try things like Replit and Cursor. And like all these, you know, Claude.
Speaker 12 01:15:26
All these different things. And I think the audience was the teenagers, but I kind of jumped into it on a weekend and I'm like, you know, I'm just going to act like I'm 13 years old. Um, I'm just going to do it. And so I kind of randomly had an idea of how do you get people comfortable is to show how AI truly learns? Because that was the biggest thing. Like they can see the historic that it's based on historic data, But they just don't trust like how it's learning their patterns. They don't see how AI is learning. So. So what I did is I made this tic-tac-toe game and initially the user kind of plays the first, I think five games are min max like traditional deterministic way of gaming, and it gives you like, hey, you know, Here's here's the patterns that AI is starting to and I know it's very small sample. But.
Speaker 12 01:16:24
It's just more for a conceptual example for the end user that I kind of created this game. And then after so many plays, Then you have I used the Q learning as a mechanism to show how AI is learning. And then I had this memory bank that it was showing how it's learning. And then pop-ups, "Hey, I'm seeing trends." And then the trends would be, Tied to the nearest neighbor KNN data science learning kind of pattern that nobody could understand either. So now they had it at a more very basic level. So as you are about to win or about to lose, You start getting predictions once AI kind of learns.
Speaker 13 01:17:11
The pattern and you.
Speaker 12 01:17:13
Get like pop- ups that tell you, um. You know,
Speaker 2 01:17:18
I'm not a big fan of like.
Speaker 12 01:17:21
Something like something fun. Um,
Speaker 1 01:17:25
It really shockingly.
Speaker 12 01:17:27
Was was one of our biggest drivers. And, actually our adoption rate went from roughly 50% uh late last year to like almost uh, you know, 80% adoption. Still some overrides, but it was a big jump for for something that's silly. Uh, But I think it's some psychological aspect of like seeing how AI learns shockingly made a difference. But yeah, I have the prototype. I'm not exactly sure how I can share it. Oh, everyone,
Speaker 12 01:18:12
Um, I did change it for my son's data. Um, like,
Speaker 13 01:18:16
I did a STEM camp exhibit last year.
Speaker 12 01:18:21
So I made it more kiddified so.
Speaker 13 01:18:23
Kids could like, uh, play on the screen. Share it up. Share it up. Yeah. How do I share here?
Speaker 1 01:18:31
You'll hear I have to I have to I think I have to like enable sharing. Hang on a second. I have to go to sh Oh actually Rob, I made you host while i switched over my uh deal here.
Speaker 12 01:18:42
And I'm on a Mac, so I don't know. Rob,
Speaker 1 01:18:45
I made you, I made you Zoom host while I switched my Wi-Fi. There you go. Now you're on. You're good. Yeah. Mhm You're back Hi everyone,
Speaker 13 01:18:52
I am a voice to help bring your audio and video projects to life Use generate audio to go from. Let's see here.
Speaker 12 01:18:59
Um Hi everyone, I am a voice to help. Trying to see the controls Um Hi everyone,
Speaker 13 01:19:06
I am a voice to help bring your audio and video projects to life Use generate audio.
Speaker 1 01:19:09
While you're while you're pulling that up, i have to say this is, Like I I. The question that's been rattling in my head for a long time.
Speaker 13 01:19:15
Is why people are stuck like,
Speaker 1 01:19:18
Why are organizations stuck with AI and I? Think a lot of it is, is that we have to meet the users where they're at.
Speaker 13 01:19:25
Hi, everyone I am a voice to help bring your audio.
Speaker 1 01:19:28
And that's what I think this demonstrates. That's why I think it's a really important thing. You know. Hi everyone. I am a voice to help bring your audio and video projects to life. Use generate audio to go from text to realistic speech in seconds.
Speaker 13 01:19:37
Hi everyone, I am a voice to help bring your audio and video projects to life. It's a little bit of that where we've got to kind of stop.
Speaker 1 01:19:45
Sometimes and go like,
Speaker 13 01:19:47
This group right here, where we are just this group right here, take the average,
Speaker 1 01:19:52
And we're at different levels here, but all of us are curious and interested, and we're doing it and we're taking risks and we're in it. And that puts us just right at the jump, In the ninety fifth percentile because most people are not there. And and we think at least i think because it's we can do it, it's easy. This is easy. You're just doing it like what's the big deal?
Speaker 13 01:20:12
You just click here to do it. But what's the problem with that like there's a lot more than that? There's a lot more than that. And and we gotta stop. Sometimes these guys, you know, people are sort of not here yet.
Speaker 1 01:20:24
Now the the other ninety five percent are not. And and it's it's not because they're ignorant. It just this thing moved so this alien technology just showed up. It just showed up a couple of years ago, and it keeps evolving so fast, like we're having a hard time keeping up with it. So what about everybody else, the 40 year employee as you said Marina, who's been at the organization a long time? You know how do you how do you meet them where they're at? And. So this is where we can use our tools to create tools and use it as a thought partner to kind of develop some of that stuff. So.
Speaker 1 01:20:59
That's my that's my spiel. That's my my soapbox meeting the users where they're at. I think that's a big reason why organizations are stuck. John, you want to add to that?
Speaker 7 01:21:09
Yeah, I love that so much. At least from that's so salient from my experiences and in particular with what you're trying to do with thattic tac toe application, how do you get leadership to understand? And one of the things that we have done is make sure that we, We can't just give a tool. We actually have to have someone sit down and show somebody how it works and have them build something with them alongside holding their hand. So then they understand. And then all of a sudden the light bulb clicks and you go, oh, this has huge implications. And we need to make sure that we're funding it properly, right? Yeah,
Speaker 11 01:21:47
Well said. I absolutely agree with that. It's that aha moment you're trying to get. You can tell when someone sees what you show them the tool can do. It's that turn that they take, We call it an "aha" moment in our group. And usually, once that person sees what it can do, that's where they take off and start creating some of the items themselves. Another thing we do on top of that, Just to throw it out because that was kind of thrown out there about the learning, Is weekly or every two weeks. We have a meeting of all those guys and gals that are part building dashboards and solutions.
Speaker 11 01:22:26
Coming into a meeting and seeing what everyone's doing, because that actually helps people come up with different ideas that maybe they haven't even thought of to see how others are using it almost like what we're doing here, right? But internally,
Speaker 1 01:22:38
Yeah, yeah, like an AI lunch club. Yep, all right. What what do you got Marina?
Speaker 12 01:22:43
Can you guys see this?
Speaker 1 01:22:44
Yes, yes,
Speaker 12 01:22:45
Awesome. So the first two play sum play five games to train your AI.
Speaker 1 01:22:52
Um, Got to go middle square. I mean you got to.
Speaker 12 01:22:54
Yeah, you got to go middle square, right?
Speaker 1 01:22:56
Got to go middle. Come on.
Speaker 12 01:22:58
Don't tell me it's going to freeze. Um,
Speaker 1 01:23:01
This is why Gary doesn't like Versailles only that. Okay,
Speaker 12 01:23:04
There we go It's learning. So I'm going to go this way. Okay, so it it. It used the min max, it it it. But it's also like showing me like, hey, I'm about to win. So it's giving me like these green lights. Oh,
Speaker 1 01:23:20
So the green light is that's where it would go. It's predicting AI is close to winning.
Speaker 12 01:23:24
Yeah, So it's giving me that FYI I'm about to win unless I block the move. And then it's like telling me okay, you know, hey I'm saving to memory so I can get smarter. And so I'm like okay fine, It looks like I have no other place here. It's going to be a draw. So it'll say, okay, tie game. And, then you just kind of go through the iterations using kind of the traditional kind of play. Sometimes it's going to say, okay, hey I'm starting to kind of remember this. It's going to start creating the memory log after like roughly five games. It'll you know you can try to.
Speaker 12 01:24:11
Uh, uh, Try to now the first five games are hard because it's that min max and in tic tac toe. It's very hard to win. Um, But it's trying to force you to play smart uh because it knows that like this is the hard place. So you have to um kind of be your best to try to uh kind of create some patterns. And then you go one more. I think this is the fifth game before it starts doing the predictive.
Speaker 1 01:24:40
You basically took war games, and you made it made it more friendly is what you did. Exactly. This is do you want to play a game? That's what this is.
Speaker 12 01:24:48
Right, and then now that you're kind of past your five deterministic games, now you're into the Q learning mode. So now it's saying, okay, now I'm going to start predicting, I'm going to start being a little more, You know, I'm going to try to learn from what I've learned in the first five games. And initially you could technically win fairly easily. And when you beat it, you get like the. I made it for my. I kiddified it for my son so he can win his data science. I mean, the science fair and he did actually. We did this really cool thing with the board that like the brain and the knowledge and all that stuff.
Speaker 12 01:25:30
Uh, but yeah, so that's kind of the idea. Uh, and then you kind of keep going. And the cool thing, yeah, I I I think it's awesome. You see kind of the memory. Yeah,
Speaker 1 01:25:41
I was going to see. So what is what is it actually storing here? Like which.
Speaker 13 01:25:46
Welcome. Today, we're going to get you oriented in Power Automate, The workflow automation tool built into Microsoft, 365 This session assumes you've never opened Power Automate before, So we'll go slowly and explain every screen button and term as we hit it. Nothing is assumed. If you've ever wished an email would file itself, an approval would chase itself down. Or a report would land in someone's inbox every Monday without you touching it. This is the tool that does that. By the end of this session, you'll know what Power Automate is, where to find it, How the screen is laid out and the handful of settings worth knowing before you build. And, then you can kind of go back and say,
Speaker 12 01:26:23
Okay, let's say, if you have a question, I added the little chatbot here, and you could say, like, how do I win faster or how do I I win faster or whatever you want to ask or. You know, you can say, you know, what features are important to the learning? Like how do you predict? How is AI predicting the next moves? And, then you can kind of iterate, and it tries to teach you about like the different concepts that I loaded into the logic.
Speaker 12 01:27:04
And I don't know if you can see this, But it kind of explains the the nearest neighbor a little bit. And then the Q learning and the win chances and how it's arriving at them. Um And, then it gives you like a little battle log that you can kind of keep going. Um So.
Speaker 1 01:27:22
That's This came from Marina, your just understanding that the users had skepticism over AI learning.
Speaker 12 01:27:32
Exactly right. And they The thing is, AI predictions are a lot, a lot of it is rooted in data science concepts. And being able to explain the concepts to someone who has no background in data science is, and myself included, I just like dabbled in it at Deloitte when we did some forensic analytics and data mining like 20 years ago. And I've done, you know, a lot of data work since then in compliance. But it wasn't data science per se. And. So the best way I could explain it is to make something that's like dumb it down to the level where a fourth I have wrote it for the fourth grader. And, that's what was like fine, because you know, we've all been out of school forever, right? Like yeah, I can only do you know, I can't do all these crazy uh you know.
Speaker 12 01:28:28
Algebraic equations anymore. So.
Speaker 1 01:28:31
Who among who among us hasn't done that prompt? Explain it to me like I'm I'm a I'm a fourth grader. So that's the who among us has not done that. Right. This is great. Well, Marina, thank you so much for for sharing this. This is great. Um, We are unfortunately right at time gang. Uh, as always, these meetings go very, very quickly. I want to thank you. Uh, Marina for sharing Jonathan for sharing for joining us. Looking forward to our next meeting. Our next meeting is on the 23rd. And if there's any ideas for topics, send them my way. We only learn when we show and tell. And so I would ask you all to be willing to be vulnerable. So you get some feedback from this group, and we'll all learn from what you're doing and the challenges that you're having. So thanks everybody. Good seeing you guys soon Thank you All right, take care Bye Thank you.
Crimson IT (250), internal ops ticket 956831. External AI Community of Practice session (industry peer group, participants from multiple organizations). Logged as Crimson internal AI practice development, not to any client. JUDGEMENT CALL FOR CHRISTI: if you would rather this not sit in ConnectWise at all, delete entry 902469.
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05-19 Training: Microsoft Excel and Microsoft 365 File Management for AbilityFirst Staff (HIPAA-Compliant Collaboration)
> Date Time: 2026-05-19 12:59:40
> Location: Fair Oaks
> Instructor: Chris Brown (Christi), VCIO for AbilityFirst through Crimson IT
## Summary
On 2026-05-19, Christi delivered a recorded, practical training for AbilityFirst staff on foundational and intermediate Microsoft Excel and Microsoft 365 file management. The session focused on keeping files safe via AutoSave and cloud storage, organizing data with lists and tables, performing basic calculations, and leveraging collaboration features in OneDrive/SharePoint/Teams. Participants were oriented to Excel’s interface (grid, ribbon/search, Name Box, formula bar, number formats, sheets/workbooks) and learned best practices for saving to OneDrive/SharePoint/Teams to enable AutoSave and version history for recovery and collaboration. Productivity techniques included converting ranges to tables, freezing panes, filtering, sorting, conditional formatting basics, Text to Columns, date/time formatting, VLOOKUP for ID-to-name mapping, PivotTables (counts, percentages, averages), AutoSum, COUNT/COUNTA/COUNTBLANK, fill handle behavior, and using Crimson AI via Teams Help Desk for formula assistance. The training emphasized HIPAA compliance: store client data only in AbilityFirst OneDrive/SharePoint/Teams and apply appropriate document classification. A follow-up reference guide and recordings will be emailed, and the same content will be repeated Thursday at 2:00 p.m., with advanced Excel training planned for June/July.
## Knowledge Points
### 1. Training Context and Logistics
- Instructor role: Christi (Chris Brown), VCIO for AbilityFirst via Crimson IT, providing strategic enablement and training.
- Goals: not to make spreadsheet experts in 60 minutes; ensure participants can keep files safe, organize simple lists, and perform time-saving calculations.
- Housekeeping: camera off due to local slowness; session recorded; use reactions/hand-raising; facilitator maintains meeting notes and chat summaries.
- Follow-up: step-by-step reference guide emailed and refined after Thursday’s session; recordings sent to all staff; repeat session Thursday at 2:00 p.m.
### 2. Excel Interface Orientation
- Grid: columns (A, B, C…), rows (1, 2, 3…), cells (e.g., A1).
- Ribbon and search: use tabs (Home, Insert, Draw, Page Layout) and search to jump to commands (Find/Replace, Freeze Panes).
- Display adjustments: optimize for visibility; use meeting controls as needed.
- Name Box: shows active cell address; type an address (e.g., D25) to jump there.
- Formula bar and number formats: General, Date, Time, Fraction, Text, Currency, Accounting; Currency vs. Accounting differ in dollar sign placement.
- Sheets/workbooks: multi-sheet workbooks; example mapping sheet for IDs to names to support formulas.
### 3. Saving, AutoSave, Version History, and Sync
- AutoSave: turns on for files stored in OneDrive/SharePoint/Teams; does not work for local files (e.g., Downloads). Enables protection against data loss and supports collaboration.
- Moving/uploading: enable AutoSave by moving/uploading local files to OneDrive; choose appropriate folders (e.g., internal operations, Agentic AI).
- Version history: available only in OneDrive/SharePoint/Teams; shows edits by users over time; preview and restore prior versions to recover from mistakes or collaborative changes.
- OneDrive sync: desktop status icons—green check (synced locally and cloud), cloud icon (online-only). Contact help desk if sync isn’t set up.
### 4. Opening and Sharing in Microsoft 365
- Modes: Open in App (full features, preferred), Open in Browser (most features, quick edits), Edit in Teams (minor changes during meetings). Opening mode does not change storage location.
- Saving to Teams/SharePoint: File > Save a Copy shows Teams locations and channels; Shared tab in Teams channels hosts all documents.
- Sharing and permissions: OneDrive links follow link settings; SharePoint/Teams links restricted to team/site members; collaborative editing supported with simultaneous updates.
### 5. Efficient Data Entry, Tables, Filtering, Sorting, Conditional Formatting
- Navigation: Tab moves right; Enter moves down and returns under the starting column when cycling a row.
- Headers and column organization: concise headers in row 1; keep one type of information per column; format columns appropriately (e.g., Short Date).
- Freeze Panes: Freeze Top Row to keep headers visible.
- Convert ranges to tables: Ctrl+T; confirm range and headers; apply readable table styles and bold headers; tables add built-in filter/sort dropdowns.
- Filtering and sorting: filter by keywords or department; clear filters to restore data; sort IDs/Names A to Z.
- Conditional formatting: highlight cells based on criteria (e.g., dates within April); tables enhance combined filtering and conditional formatting.
### 6. Text to Columns, Date/Time Formatting, and Lookups
- Text to Columns: Data > Text to Columns; use “Delimited” with “Other” (e.g., delimiter “T”) to split combined date-time; label resulting columns; format dates via Short Date or custom patterns (e.g., DD\MM\YYYY).
- VLOOKUP for ID-to-name mapping: insert a “workflow name” column; VLOOKUP(lookup_value, table_array on Sheet2, col_index_num=2, FALSE) for exact matches; use fill handle to populate through filtered lists.
### 7. PivotTables, Percentages, Averages, and Counting
- Pivot filters and counts: filter by Status (e.g., error); view counts of status; adjust to show errors vs. success.
- Percentages: create formulas (success/total), format as Percentage; use relative references and fill handle to propagate; sample success rates per row and grand totals.
- AutoSum and averages: use AutoSum dropdown (Sum, Average, Count Numbers, Min, Max); compute overall averages (e.g., success rate).
- COUNT functions: COUNT (numeric), COUNTA (non-blank), COUNTBLANK (blanks); use status bar for quick counts; note differences when counting within PivotTables.
### 8. Crimson AI via Teams Help Desk
- Access: open Teams Help Desk, authenticate, start a chat, ask plain-language Excel formula questions (specify “in Microsoft Excel”).
- Workflow: AI provides formulas and creates tickets; copy formulas into Excel; request ticket closure when done.
### 9. Data Governance and HIPAA Compliance
- Storage: client-identifying information must reside only in AbilityFirst OneDrive, SharePoint, or Teams; do not store in Downloads, personal cloud services (Google Drive, Box, Dropbox), or USB drives.
- Classification: apply appropriate document classifications (Unrestricted, Restricted, Confidential, Confidential view only); consider Protect Workbook features for PII.
- External sharing: follow secure methods required by partners (e.g., DMH using Microsoft).
## Assignments
- [ ] Save all active Excel workbooks to OneDrive/SharePoint/Teams; avoid working from Downloads or local-only folders; verify AutoSave is enabled.
- [ ] Practice using the Name Box to navigate to specific cells (e.g., D25); confirm understanding of cell addressing.
- [ ] Experiment with number formats on a sample table: apply Date, Time, Fraction, Text, Currency, Accounting; observe display differences, especially Currency vs. Accounting.
- [ ] Use ribbon search to locate commands (Find/Replace, Freeze Panes); execute at least one search-driven command.
- [ ] Create a two-sheet workbook: Sheet1 with a list of IDs; Sheet2 with an ID-to-name mapping; prepare for lookup formulas.
- [ ] Move any existing local files needed for collaboration to appropriate OneDrive/Teams folders; confirm sync status icons and contact help desk if needed.
- [ ] Open Version History on a cloud-saved workbook; preview available versions to understand recovery options.
- [ ] Practice saving a copy of a file to a Teams channel via File > Save a Copy; confirm it appears under the Shared tab; share OneDrive and Teams/SharePoint links to observe permission differences.
- [ ] Open a Teams/SharePoint file using Open in App, Open in Browser, and Edit in Teams; note feature differences and choose modes for tasks.
- [ ] Convert a range to a table with headers using Ctrl+T; verify range, apply a readable style, bold headers; use Freeze Top Row.
- [ ] Apply filters and sorts on a table (e.g., filter by “cleanup,” sort IDs/Names A to Z); clear filters to restore the dataset; test basic conditional formatting (e.g., highlight dates in April).
- [ ] Split combined date-time values using Text to Columns with delimiter “T”; format dates using custom “DD\MM\YYYY.”
- [ ] Build a PivotTable showing counts of status (error vs. success); compute success rates with cell-referenced percentage formulas; use AutoSum to calculate the average success rate.
- [ ] Explore COUNT, COUNTA, COUNTBLANK on non-pivot ranges; compare results with the status bar Count.
- [ ] Use Teams Help Desk (Crimson AI) to request plain-language Excel formulas and close the ticket after receiving help.
- [ ] Review and apply AbilityFirst document classifications for workbooks containing PII; audit storage to ensure all client data is only in AbilityFirst OneDrive/SharePoint/Teams; remove any instances from prohibited locations.
- [ ] Attend the repeat Excel training Thursday at 2:00 p.m.; review the emailed summary and training video; prepare questions for the June/July advanced course.
May 19, 2026
Speaker 1 00:00:30
Oh yeah, almost has like the the air things. Good morning,
Speaker 2 00:00:59
Afternoon, all of the times of day. We're going to get started in just a moment. I am going to wait and see who all joins. Just a quick heads up, I am going to keep my camera off today. I am in Fair Oaks; however, I am going to keep my camera off today just because I've been having some issues with slowness on my side. But.
Speaker 1 00:01:23
No worries for you guys. I'm going to do some introductions and things in a moment, and we're going to see who all joins. I'm going to put you guys on mute for one moment. So I can go remind a few people that we are about to start training. I'm not sure.
Speaker 1 00:02:25
You know, even searching. Oh yeah, yeah, yeah. He stole it. He said he was cold. I.
Speaker 2 00:02:36
Mean that that was not a gift. You, there was a moral statement in that. And it was it was you were taking off with it. Oh no. Uh,
Speaker 1 00:02:46
So those go to Chris, please run me. Yes, okay, scratch that you can.
Speaker 2 00:02:57
All right, I'm gonna pull my door shut just slightly. I've got a few people about to join. I think, I hope. I've given them grief, so we'll see if they join. Darnell, anybody you're talking to right now can also join us.
Speaker 3 00:03:17
No worries.
Speaker 2 00:03:23
And I am going to record this, so I'll actually turn it on so that people can watch. I'm going to take one more bite of pretzel because I'm hungry. I haven't had lunch yet. And then we'll get started. I'll give people time to jump on, while I chew up this little tiny pretzel.
Speaker 2 00:04:10
Team, I am doing some Excel training and if you would like to jump on, I could appreciate the help.
Speaker 2 00:04:18
For anybody here is the meeting information, and this is going from 1 to 2 p m, feel free to jump on, but I need an assistant for this training.
Speaker 1 00:04:37
It is a Microsoft Excel training.
Speaker 2 00:04:47
All right, we're going to get started. I am going to bring up a few things. I'm going to be sharing my screen. Let's go over some housekeeping things real quick. Just a quick heads up, sorry, I was about to sneeze. We are going to go over quite a bit of information. So I am going to send out a summary later today with some links for you guys. I am also going to send you a link to this training document To this training video because it is going to be recorded. I am going to turn on facilitator. So facilitator will be available in in the chat, and you'll see them come on. Facilitator, I call her she, She is very good at sending out notes and doing summaries and things like that. So I am going to add her to this conversation.
Speaker 2 00:05:41
And then just another heads up for you guys. If if you guys have attended any of my last trainings, you know that I am very much about reactions and hand raising. So feel feel I cannot speak today. Feel free to utilize those features. So I'm going to share my screen so you can see it. You guys get to see Adrian on here for raise your hand, it's located right here, For React, it's located right here. If you want to change your view at any time, you can change it from here. If you have access to notes, you'll be able to see the notes as the meeting goes along. These notes will get filled out by Ms. Facilitator and then she's also going to enter our chat and keep us on task. I did not give her an agenda for this training, but just be aware that she is going to.
Speaker 2 00:06:34
Remind us how much time we have left and put any notes out there that we have. Okay. Now, I want to introduce myself, just in case anybody watching the video doesn't know who I am, but everybody on this meeting knows who I am. I know they know who they are, because Darnell has easy access to my office and knows where I'm at right now. So good morning or afternoon, it is afternoon. I haven't had lunch yet, but that's okay. I'm Chris Brown. You can call me Chris or Christy. I'm the VCIO for AbilityFirst through Crimson IT, and just a heads up of what that means, it doesn't mean I'm a tech. I am technical, but I'm not a tech. What it means is I help AbilityFirst on strategic business strategic items where it relates to IT. So things like giving you guys training, giving you guys the tools you need, working hand in hand with the business. That's what my job is.
Speaker 2 00:07:31
And I love it 'cause you guys do amazing things here. So today's session that we're going to be doing is about Microsoft Excel. There is another training on Thursday at 2:00 p.m. not 1:00 p.m. it's actually at 2:00 p.m. You're welcome to attend both of them, but it is the same information. I will also be recording both trainings, and we'll be sending out the recording to all AbilityFirst staff. I do want to be upfront. We're not going to turn you guys into spreadsheet experts in 60 minutes. That's not the goal. The goal is to make sure you walk out of here, virtually walk out of here, knowing how to keep your files safe, How to organize a simple list of data and how to do a couple calculations that is hopefully going to save you some real time every week. Now I also put together reference guide with everything we're covering today. I will be sending it via email.
Speaker 2 00:08:27
And after the session or after Thursday's session, I am going to fine tune some of it based on this meeting. So just be aware, You don't have to take notes on everything that guide has everything written out step by step. But we will have hands on moments throughout today's session. So if you want to follow along, you'll be able to follow along. If you hit a snag, you can raise your hand and we'll sort it out in the meeting or Feel free to reach out to the help desk. I'm going to show you guys some really cool things about the help desk in a moment that might help you with this training. All right, so um I am going to get started on here, but show of hands, how many of you are pretty comfortable in Excel already? Somewhat okay.
Speaker 2 00:09:19
No worries. If you do see people joining in this meeting, just says that they're my staff at Crimson, so they're going to join in to help out with some stuff. We're going to show you all of this from a Crimson point of view. Let me get meeting out of the way so that you guys can see some of the things that we'll work in through together. There will be people jumping in and leaving that might help me out with some things. So, I'm going to give you guys a quick orientation so that you know what we're looking at, and we're all looking at the same thing. I'm also let me do this. Let me change my display settings so that you guys can see my screen better because I have a large screen and I can see things, but suddenly it might look smaller to everybody else. Okay, all right, so I changed my display settings.
Speaker 2 00:10:11
My meeting note taker is up, so we have that. And now we're in Excel. Now this should look the same for everybody throughout, but I'm going to go over how it all looks. What you see here is Excel grid. Columns run left to right, and they're labeled usually A B C D E F G all the way over. And then the rows run top to bottom and that's labeled with numbers. And then everywhere that A cell or everywhere that a column and a row meet is called a cell. So each of these blocks, each of these squares are a cell. Okay, the very top leftmost cell is A1, and that's the title and the name of the cell. That's also where your cursor lands when you first open a new file. Okay, across this top right here, this is the ribbon. Um it's also called menu and.
Speaker 2 00:11:06
Microsoft is really good about changing things up on here, so I'll talk to you guys about that in a moment. But you are going to want to think about this as your toolbox. It's organized in tabs, so Home tab, Insert, Draw, Page Layout etc. If you ever can't find something that you need, um you can always go up to the search. So sometimes I um I lose track of where the Find or Replace is. And so what I can go in here, I can go find. Or I can do replace and it'll pop up. So you do have that ability. Sometimes when I forget how to freeze a row, that happens a lot, I'll see that up here. Okay? And I can search for it in the search thing. And Excel does jump right to it when you search and click on it. All right? So three things I want you to notice : First at the top left corner. There's a toggle. This says AutoSave.
Speaker 2 00:12:04
Okay, We're going to spend a lot, and we're not going to spend a lot of time on it, but I want you guys to be aware of it. It's the most important thing in this entire training. How, many of you have worked on a document, and then power went out and you lost your document? Autosave is going to protect you from that. So just a quick heads up on that part. You also have a save button in here, you have an undo button which is a lifesaver. Also, you can click on your keyboard. You can hold down the Control key and hit Z, and that'll undo things. And then you have a redo. Let's see, let's say you Control-Z too many times, you can undo the redo. And so that's a Control-Y. We can't do it right now because we've not undone anything, but that's there. All right? Second is the Name Box. Okay?
Speaker 2 00:12:59
So this right here is your name box. This is the next thing I want you to see. If I click on a different cell, it's going to change the number in that name box. So right here, that's your name box. It shows you the address of whatever cell you're currently in. That's how I like to think about it. It's an address. Now my daughter will tell you it's like a chessboard to her, So if you play chess, that's to her, that's how it's similar. I don't play chess that often. She beats me too much. So I stopped playing with her. I play with a ten-year-old, the ones I can beat with chess, but that's how you want to think about it. Okay? When you click on things like this, It will update automatically, and you can click here and type in any number you want to.
Speaker 2 00:13:57
And press enter and it jumps right to that cell. So just a heads up for you guys on that one. That's a fun one. Um, I also want to show you guys the formula bar that's right here. So let's say I'm putting in numbers and facts and figures, and I want this number to always be a date on this entire column. So I can just click here and highlight all of them, and I can go to general, and I can change it to dates. I can also change it to time.
Speaker 2 00:14:28
Um, I can also put in a couple different things I want it to be. If I want it to be a fraction, I can do fraction. If I want it to be just straight text, I can put straight text in. Currency and accounting just shows you the differences in the two displays. All right? So once you guys will be aware of that, um if you want to do a dollar amount, you've got let's say i want to do 1200 right here and right here I can put one in as currency, and then I can put one in as accounting. And now, if I go here and I go here, you can see the differences in it just where the dollar sign is put. Okay? So be aware of that. I'm going to undo right there. Okay? So, I had to back up.
Speaker 2 00:15:24
So I want you guys to be aware of that. It is pretty cool, but it is a little different. So it's how you want those saved. Now let's talk about, Let's go back to the auto save for you guys. Since people are joining in. If I'm in here, if I save my file to OneDrive or to SharePoint or to Teams, then auto save is turned on automatically.
Speaker 2 00:15:54
Darnell, it searches only in the sheet that you're on. Okay. So I'm going to save this file and I am going to call it. I'm going to save it into my OneDrive. Now, for today, I'm going to switch from OpenDocument to Excel. Oh, I had to scroll up. There's my Excel. Some of you guys might see open document in there. And I'm going to put in there training, not trash training. I'm just going to call it training fund. And I'm not going to give it a sensitivity label because and I am going to talk about sensitivity labels in a different training in the future, but I'm not going to do that right now. I'm just going to leave that as is. I can choose what folder I want to put this in. So i'm going to go crimson IT oops, not that one got gotta go back.
Speaker 2 00:16:52
Okay, Going to go to my documents and then I'm going to go and look for my Ability First folder because that's where I do all my training materials. And I'm going to scroll right past it and ignore it. And I'm just going to save it right here. Now, it's now saved up to the cloud. And, if something was to happen and I accidentally dropped my laptop off of my balcony, and it crashed. Everything that is in my computer that was saved to OneDrive will automatically get loaded on another computer. Everything that's in downloads or anything that's in another location, it's not backed up by OneDrive won't get moved over. So make sure that all your files that you're working on is saved into OneDrive or saved into Teams or SharePoint. Now because I saved that into OneDrive, Darnell, what happened up here?
Speaker 3 00:17:57
Um, So you had to click the auto save because you didn't.
Speaker 2 00:17:60
No, it automatically turned on because I saved it. Because it saved into OneDrive, it automatically turns on auto save. Oh cool. So just be aware of that. Um want to point out a few other things for you guys. Now that auto save is on? Oh by the way, this is the catch, Auto save only works when your files stored in OneDrive or SharePoint or Teams. It does not work on a file sitting in my downloads folder. So just a heads up, all right? Now, I want to show you guys a few other things down here at the bottom left. You have sheets. You can open up as many sheets as you want and work on them. This is called a workbook, the complete file that we're in and the bottom is sheets.
Speaker 2 00:18:50
I'm going to pull up something I was working on earlier today. It's not going to make sense to you, but I want you guys to be, to see it because we're going to work on some things in here. Um, So just so that you're aware of this is a list of triggers that I've been working on. Um, it's a report. So um, I just want you guys to be, to be aware that it's here and I have different sheets in here. So in here in my sheet sheet one is a pivot table Which we'll talk, we'll touch slightly on pivot tables later on. Sheet two is another set of data and I use it for formulas. So, it's just random IDs from my database and then the actual name of what they are. My version of, that's the layman terms for what it is. Okay?
Speaker 2 00:19:39
So just a heads up on this. I want you guys to see this because this is how I work in files when I'm in Excel. So I'm looking at this report and all I had was workflow, IDs and I needed to match my workflow IDs to the actual names because I don't know what L8ZGUQ, I don't know what that is. I'm human, I don't speak this. So, i needed to see actual workflow name. And so that's what I did. I made it match. Now, I'll go into how to do that in a moment when I talk you guys through formulas. All right? So, sorry, I'm about to sneeze and I do want you guys.I do want to show you guys some things on this. This file is not saved in my OneDrive. So because it's not saved in my OneDrive, Adrian, what do you notice about this file?
Speaker 3 00:20:42
About the entire file?
Speaker 2 00:20:43
No, just about what we've been talking about so far.
Speaker 3 00:20:48
Um, about the. sorry, I haven't been paying attention. I'm just confused on the question.
Speaker 2 00:20:56
Okay. Uh this file is actually saved in my downloads. So because it's saved in my one in my downloads, what do you notice about this document? What is not automatically turned on?
Speaker 3 00:21:09
Oh it'll say autosave.
Speaker 2 00:21:10
Auto save Yep, Okay, so because it's not in here, if I try to turn on auto save, what does it give me?
Speaker 3 00:21:20
A message. And I've had this message so I'm very happy that you're going over this. Yes.
Speaker 2 00:21:26
So one auto save only works if a document is saved into OneDrive, SharePoint or Teams. So this is further proof. So I'm just going to click on OneDrive and it's going to upload it. It's not going to ask me where to save it. It's just going to upload it, And that's so that's a quick and dirty way. Now, if I click on this down arrow, I can actually change the location of it. So I'm going to go and I'm going to save this. I need to save this into my internal documents. So I'm going to click on documents. I'm going to go find my internal operations and my Agentic AI because that's where I want this to be, and i'm going to say move it here. So now it's been moved And because it's moved to another location within my OneDrive, autosave is still on.
Speaker 2 00:22:09
It's not going to change. Now, Another pretty important feature I want you guys to be aware of is version control or versioning. Version history is another way to talk about it. So, the reason why I want to show you this is if I'm in a document and other people have access to this document, and they're making changes to the document, then I, Can go back and change what they've updated. Or what if I make a mistake? What, if Moose jumps on my keyboard while I walk away and go to the bathroom, and I'm clicked on a random cell. He's going to change what's in that cell. And then if I get back and I don't notice that he's made that change, because there's a lot of data here and it's not that pretty, it's not that noticeable, then I need to figure out what happened. And so what I can do is I can use version history. So if I go here and i go to version history.
Speaker 2 00:23:07
It's going to bring up a little button on the side, and it's showing me only this version history. Now, what happened with this version history? Why don't I see what all I did before?
Speaker 1 00:23:27
Anybody? This.
Speaker 2 00:23:30
Is where you guys can make a guess, a hypothetical.
Speaker 4 00:23:32
Okay. No, I think I know because, There are others that have been saved. So this is saying for this moment, this is the one that was saved. And if you want to see what happened before that, you would look at the older ones than this one.
Speaker 2 00:23:48
Someone You did you explained it well, butum let me go give you guys a heads up. Version history does not work if it's not saved to OneDrive or SharePoint.
Speaker 2 00:24:02
So it only showed what happened since I saved it to OneDrive. Now, I have a document here and I'm going to just scroll up in here. If I go in here and I click on the down arrow and I go to version history here, this is a file that's been saved into Teams. I can see who all modified. So, I modified, April modified. I can go all the way back, all the way down.
Speaker 2 00:24:33
And I can see all the modifications since the beginning of the year because that's when the document was created. January 6, 2026. Okay. We've been we update this almost weekly and sometimes several times a day. So version history only works if the file is saved in SharePoint or OneDrive or Teams. So I'm going to close out of this, I'm going to minimize this, that way you guys can see it is very similar to the auto save. Okay. And I want you guys to understand every time autosave captures a meaningful change, SharePoint will save a snapshot of that moment. That's what the version history is. It is your safety net if something goes wrong, someone deletes a batch of rows by accident, a formula gets broken, A cat walks across keyboard, or you change your mind about something you did last Tuesday. You can click on any version to preview it.
Speaker 2 00:25:31
And it will open up in a new window. And if you want to go back to that point, you just click restore. Takes about 10 seconds, costs you nothing other than the fact that you've now overwritten everything you did. Okay? Now I want to show you guys something within saving in Teams and SharePoint. So that file that I had opened up for you guys, let me go back to it.
Speaker 2 00:26:01
It is saved in SharePoint, okay, or actually technically Teams. If I go into Info here, I can see a lot of information in here. I can even see the version history. I can see who authored it, who was the last person who modified it, which was me. Um, I can open that file location as well. Up here I can see where it's saved. So OneDrive Crimson IT Operations Leadership Documents Operations Leadership And then here's the name of the file. So that's a team folder. What, if I want to take this file right here that I'm working on and I want to share it to Teams? It's very easy. All I do is go to File, Save a Copy, And my Quick Access will show all my Teams files or all my Teams locations. So I've got Crimson IT Projects Admin. So if I go in here to My Teams and click on it, um.
Speaker 2 00:26:58
If I go down here to my channels, you're going to see all the same images here. So Crimson IT, MS Projects, Admin General. So there's a bunch of them in here. I'm going to minimize this back again. And I can see they line up with this. Okay? I can show more so I can see all of them, all my teams, all my recent locations where I can save things. So if I want to save something into one of these, all I need to do is just click on. MS. I'm going to use MS as an option, and then I have options in here that I can go to. Okay, so I can go in here, I can choose what folder applies to it. Now, I'm not going to save a copy right now because nobody wants to see this report. But for you guys, It's pretty important for you guys to realize that it's very easy to save and open files in Teams. Just from the document itself. Okay? And this is where a lot of your shared files should be living.
Speaker 2 00:27:57
Oh, sorry. Now quickly, just to remind you guys, if you guys attended last week's training, I'm going to show you guys this again. Teams files to access a file that you saved. So let's say I save this in our SOPs. If I click on SOP and up here there's a shared tab. That's where the files live. It used to say files Microsoft recently changed it to shared sometime this year. But everything is in here, and you can click on a document and you can edit it. So like there's an SOP list here. Um and so on. So there's a lot of detail and information here. Um, any questions so far?
Speaker 4 00:28:41
So if I save something to my desktop, It's not going to be on autosave.
Speaker 2 00:28:46
Unless so most people's desktop is auto syncing to OneDrive. So you should be good but, A quick and easy way to check it is, if you go in here, I'm going to click on ability first. This is a folder in my OneDrive. If you click on your desktop, click, you can see there's a status field here. I don't have very many files up here. Anything with a green check mark means it's residing on my hard drive and in OneDrive.
Speaker 2 00:29:20
It is residing on my hard drive and in OneDrive. Anything with a cloud means that it's only on the cloud, But there's going to be a shortcut here so that you can see it, and you can click on it and open it. Does that make sense? Yes. Awesome. All right, I don't save much on my desktop. Most of my stuff is in My Documents. So that's how you can tell if it's syncing, If it's not syncing call the help desk, they can set it up to sync. Okay.
Speaker 2 00:29:51
Um, all right. So we've gone through a little bit of that. Um, But I do want to make sure a key thing to understand that files on a Teams channel are shared with everybody in the channel automatically. So if it's a location like I'm part of the HR team for AbilityFirst, um, Any of the files that are located there is sh- that I save. There is going to be shared with Alma. With Michonne and anybody else that has access to it. However, because I've saved it there, Adrian and Darnell can't see it because they're not a part of the HR department. So that's the key thing to remember. Everyone can open in that location, and everyone can edit it at the same time. In fact, this document that I showed you earlier, uh, the operations one right here? Everyone updates up and when we're in a meeting together.
Speaker 2 00:30:46
We'll all be updating it all at the same time and share our screen. So just be aware of that. It makes life a little bit nicer. Now, if I want to, if I want to share a file, What I'm going to do is I'm going to click up here and go to Share and I can either share or copy a link. And if I copy a link, anyone that I share that link to will be able to access it. If it's saved to my OneDrive. Now, If I share a link and create a link for anything in SharePoint or Teams, The only people that can see that link is the people who are part of that team. So be aware of that. All right, I'm going to oops, I'm going to put a file up here. It's in the chat and you guys can click on this file. If you make changes, I can undo the changes by going into.
Speaker 2 00:31:43
Version history. So just be aware of that. Now, if you want to open that file, Go ahead, and you guys can will see that anywhere that you've clicked and anywhere I've clicked will be changed in colors. And that's intentional. All right? Now, there's three ways to open a Teams file compared to something on your computer. I want to outline this. You have the option to open it in app, Which is basically what you see on my screen. I would rather work in the app, and this is just personal for me because I get the full Excel experience. Every feature is there. Autosave is on. If I'm going to spend a lot of time in a file, I'm going to be using this system. If I am on a borrowed computer or I don't have Excel installed, you can do open in browser. You get most of the features but not all of it.
Speaker 2 00:32:41
That system's fine for quick edits in a pinch. Okay, now if you edit in Teams, That's good for tiny changes during a meeting when you don't want to switch windows. Not for anything that requires real formatting or formulas. So just be aware of this. However, that's only where you open the file. Where the file is saved at makes no difference on that file at all. Okay? All right, let's get into the actual spreadsheet. This is where Excel actually lives. You're entering, you're organizing information in here. I want to give you a few habits that's going to save you a lot of cleanup later. First, I use the tab button on my keyboard to move from cell to cell and I use enter to go down. Okay? Enter always goes back to the first cell under the cell that you started in.
Speaker 2 00:33:38
So if I change over here and I'm on this column, if I press enter, it's going to just go straight down. But if I'm on B2 or not B2, but let's say B 13 and I tab over to H 13 and then I press enter, it's going to take me to B22. Now the reason why I'm skipping numbers is have a filter on. I want to select all. And i'll undo my filter so that you guys can see it.
Speaker 2 00:34:09
If anybody else is in the document, It's going to pop up that error message letting, you know other people are in it. You can go on through it. So on this one, I'm going to go to C and I'm going to start C2 and I'm going to tab over. And then I'm going to, I see that there's a report over here. I'm going to press enter. I'm going to go back to C3 now because where i started. So just be aware of that um, You want to put headers into row one and keep them short. So just be aware of that. This another habit. I try to keep one type of information per column. So I have my ID here, I have my started at, the status of my flow in this column, this one type of information per column. So my started at.
Speaker 2 00:35:04
I want to change this one because it's listed as general. I want to change this one, change this one to a short date. And so now that's automatically listed as a short date if possible. Now, Um the formatting is a little off on this, so it may not work and I'm going to show you how to fix that a little bit later. But you have that general and then date. So started at is a date and stopped at is general. Okay, um. And you want to make sure you organize this. If it's only dates, you want to put only dates in that column. If it's for names, only names. If you mix columns, It's going to make it really hard to sort, and you can't run any math on them. All right? Now headers are up here. There is an option to freeze this line, but headers are really good so you know what you're looking at. Okay? Um now.
Speaker 2 00:36:02
I'm gonna delete this information right here. This was a report I was running on. So I'm gonna delete that 'cause I don't need it. Um, I want to turn all of this into a table. Now you're in a sheet right now, But I wanna turn it into a table because a table is going to be uh, a little bit easier for you to edit, to do data things like that. So what I'm gonna do is I'm gonna highlight.
Speaker 2 00:36:31
All of my data. Oh, I forgot how long this is. Let me go back to sheet two. I'm going to highlight all of this. I have my ID and my name here, so this my headers and I only have 55 cells in here. So I'm going to highlight this and I'm going to press control T on my keyboard and I'm going to see a pop-up come up and say, create table. Now, This the data. So i want to verify it starts with A1, which is this first section. And then it ends with C55, which is correct. So I'm going to scroll down here, C column 55. Now, one small thing. I don't really have any data in the C field. In fact, if I look at this, all my data is in the B field. So I'm going to change the C. I'm going to delete that C and I'm going to type B. So now I've edited it to make sure it's right. I'm also going to choose that my table has headers, which it does so my first one is ID.
Speaker 2 00:37:25
My second one is name, and I'm going to say okay. And now it's all in this pretty table. It's very pretty. Honestly, I don't want blue though. I want purple. And I don't really like that purple. It's too bright, so I'm going to hit down. You know what? I kind of like this right here, This medium So. I'm going to click on the medium Oh. Nope, That's too dark Uh Let's go with this one Okay, i like that That's kind of pretty Now, I've just updated my table and made it pretty so I could see it better. And I really don't like the ID and Name just being white, so let me just give that a different color here. I like.I don't really like that one. Well, I kind of do, but I like this green better. And I can't really see the words, So I'm going to change it. So my letters are A and I'm going to boldface it. So i can see it better. Can't really tell a difference but i'm going to keep that. Um.
Speaker 2 00:38:24
I just formatted my table to make it pretty. And that's key when you're giving out data and you want to organize it so people can understand it. When I'm looking at a table, sometimes I go cross-eyed. I'll spend six to eight hours in a document, in an Excel document. And so I do format mine as a table. But there's more to doing a table than just making it pretty. Everything that we're about to do works better in a table. Okay, I just want to tell you that. So let's do this first. When you're spending a lot of time in data, you want to keep your header at the top. All right? So what I'm going to do here is I want to freeze that top row. This is a quality of life feature. So I'm going to highlight this, even though I don't have to, but I'm going to highlight this ID right here. Highlight name just because I can. Don't have to but I want to and then i'll click on view.
Speaker 2 00:39:23
And in here is an option to freeze panes. I'm going to choose freeze top row. All right, so now when I scroll, My headers stay at the top of the page, because when you're scrolling and I'll show you this other one, when you're scrolling, you don't see what your headers are on this one. Okay? All, you see is the data, but I want to know what I'm looking at. 'Cause, sometimes my start date might not be the end date, and I'll look at it wrong, and I'll pull the wrong information. So this is a quality of life feature. All right? And another thing a table does is it gives you these dropdowns. These are not just decorative. They are another quality of life feature. Let me show you what they do. So, let's say I want to search in here and I only want to show any of the items that are cleanup, so I'm going to type in cleanup,
Speaker 2 00:40:20
And I'm going to say okay. All right, here's all my flows. This is actually a it's a naming convention of something I do. So I'm going to look at all this. So anything that started with CL because I typed in CL instead of cleanup, I'm going to fix that. I'm going to do cleanup, so I can just type in part of the word. Okay, That looks a lot better. So i might hit. Okay, Well. Now i only have these cleanups. This is very nice. Now I can go in and say, Oh, okay. I can edit this. I can write my notes and things like that. So, they do allow you to filter out so you can do different things in that. Now, if I want to clear that, I'm going to say clear filter from name and now I'm back to where I'm at. All right? If, this had department information because sometimes i'll get an employee listing from HR, and i only want to see the people that are located.
Speaker 2 00:41:19
Or in maybe say the finance department, I can filter by that department and I can run reports on it. So this is a really useful feature. There's a lot of other things you can do with it, but it will allow you to filter certain things. If I have cost in here, I could filter by anything above $ 5 or anything above $ 3 or whatever my costs are. So it allows you to get granular with your data. Now when it It just hides them. It's not deleted. So when I clear the filter from the data table, everything comes back. I can also sort. So, let's say I am working on something and I need my IDs sorted from A to Z. Well, now it's sorted from A to Z. All I did was click on the down arrow and I choose to sort. Now, I could do the same thing with name. I can click on the down arrow and I can say sort A to Z, and now my name field is.
Speaker 2 00:42:18
Sorted instead of the ID. Okay, you can also do some conditional items from this. If you have things color coded, you can do it by color. If I want to go in here, I'm going to go to Home and I'm going to go back to my other file. Let me just let's see. I'm going to quickly highlight this might freeze us, but we're going to try it. So I'm going to highlight all of this. Oh, no, there's too much data here. But if I was to highlight this and turn it into a table, I could filter. I could say, conditional formatting and I want it to highlight anything from. Let's say between if I have dates, and let's say, I only want to highlight things that came in on April, I could highlight it. So.
Speaker 2 00:43:12
Just a quick heads up. There's a lot of useful features on that. We're going to do a more advanced Excel course in June or July, and we'll get into conditional formatting and different things like that. So I want you guys to be aware of it. All right. Um, I also want to talk about formulas that actually is going to help you. So these start fields right here, They're not really helpful for me right now because there's too much data in it. So I am going to, I'm going to copy my start fields and I'm going to paste them over here. And I'm just going to paste them as their values because I like doing it that way. And this one's not filtered, So I'm going to re- highlight all my stuff and I'm just going to filter it. Now when you do that, It'll turn off filters, and you just go back in and click on it again. Now, I want it to break out this information. Now this information is shown general.
Speaker 2 00:44:09
So what I'm going to do is I'm going to highlight that entire row and I'm going to go to Data. It's one of my favorite features. And I'm going to say Text To Columns. And I want it, because it shows a T and a Z, I want it to do this. I want to go Text To Columns and I am going to go in and do Delimited because I want it to separate each by something. I'm going to click on Other, and I want it to separate at the T. And now it's going to remove the T from here. So I'm going to have a date, and I'm going to have a time. So I'm going to go ahead, I see that it's there, it's going to show me where the line is. And I'm gonna say Next. And that's exactly what I want it to look like, but I'm gonna change it to Date and.
Speaker 2 00:45:09
I, well, no. You know what? I'm going to leave that as general because I'm going to show you what's going to happen in a moment. So I'm going to have that in here and I'm going to say finish. It's going to move all of these right here to dates. And all of these over here is the started at time. So I'm gonna say start at time. That way you have it in here. So I just separated this, and that makes my life a little bit easier, because then I have all these dates here. Now I'm going to highlight this column and I am going to go back to my Home button and I'm going to format this as a date. So I'm going to do a short date. And you know what? I don't really like how this date is, so I'm going to go down and I'm going to say More Number Formats. And I'm gonna open up Format Cells, and we'll click on Date, and i'm gonna decide which way i want it. So maybe i want it to look like this. A couple different things i could do.
Speaker 2 00:46:08
I could do this type of date. I could do this kind of date, and that goes back to where we were originally, sorta. Hmm. Which kind of date do I want? Let me just go back to this or let me go to custom. And I want it to be DD backslash MM backslash Year, but I wanted the four-year format. So I went into custom and this is how I did did the date. Now, you also have some other options. You can go in here and take a look at it. Um, I am going to go ahead and say okay, And now it did day month and year European style, if you guys understand that. So that's how I changed my formatting on this. Now if I go in here and.
Speaker 2 00:47:04
I update my pivot table information, which I have right here. I can go into my pivot table. We'll go over that in more in depth. I refresh. Now I have a new item down here. Oh, nope, it didn't add it. That's okay. I will fix that later. I could go in here and sort by date. I can't sort by date anymore, So I can do that now on that sheet that I was working through So. That's how you can separate text All right? Now for formula, one of the things I did, and this is a key one, is I didn't have this workflow name in here at all. And I did not know what. I wanted to see all the workflows that errored out. So here's my status and I wanted to see all that errored out. So I'm gonna uncheck success and I'm gonna say, okay. And now I can see my workflow here, but let's pretend like this column doesn't exist. So i'm going to hide it.
Speaker 2 00:48:01
And all I know is I have these workflow IDs. This the way my spreadsheet looked before I manipulated it earlier. So, I want to match these workflow IDs with the actual names. So, in sheet two, this that table I have. So, I'm going to go over here to file and I'm going to insert another column here and I want to see workflow name.
Speaker 2 00:48:30
So I'm gonna put my title in here, press enter. And only on these errors do I wanna see the workflow name. So I'm still filtered, which is okay. I want to do that formula. So I'm gonna do a lookup formula. I'm gonna tell the system, I'm gonna do a VLOOKUP and let me go up here, VLOOKUP it's one of my favorite formulas. It's going to pull up here, I want it to do the lookup value, I wanted to look up this workflow ID right there, Okay, now table array, this is where the data lives to look it up. So I'm going to go here and I am going to select this right here. Well, it's not going to let me. Okay, I'm going to click load sheet two A2B. That's exactly what I want it to do. So I want it to select this entire table, and I wanted to bring me back the second column.
Speaker 2 00:49:28
Okay, that was in that table. 'Cause on this sheet, I had ID and name, but I really wanna see what the name is compared. So I'm gonna go back here to file and I want it to bring me back the second column. All right? Now my range lookup is the logical value. If I want it to find the closest match in the first column, and I want it to find the exact match, I'm gonna type in false.
Speaker 2 00:49:58
It doesn't have to be capitalized, but I do that. So I type in false. I want it to find the exact match, not the first logical value. I don't want it to guesstimate. Gonna say false and I'm gonna say okay. Now, oop, say okay, say okay. There we go. Now it's there. Now I'm gonna fill so I've got a fill handle here, and you can see as a hover over it, I change into a plus sign So I'm going to double click that fill, and it's going to go all the way down to the end of my thing and show me. It's going to fill out all of these, which is good because I need to see this. Now I know what systems are failing on me because it fails. Okay? And you guys can do that with anything. It's not, it's going to be very easy for you guys to do. Now, What I did was I made a pivot table from it. And like I said, we'll go into pivot tables later.
Speaker 2 00:50:56
But I wanted to see how many of each item we have, not how many failed, but how many of each item. 'Cause I need to make some calculations. So I'm going to delete my calculations I made. I want to make a count of my status that failed. So, I want to filter by that status. So, I'm going to click on this down arrow. Nope, that's not it. Let me go back to it. And I'm going to do status Let me add it into the filters. I'm going to click on the filters here. I'm going to say error. I only want to see the errors. There's all my errors. Okay, now I know which ones are are failing. Now, I have a count of status. What if I want to see a column? I'm going to go in here, and i want to see this Here's my errors and here's my success. It took away my filter.
Speaker 2 00:51:53
Now I can go in here. I want to see the percentage. I have a couple of different ways, but I'm going to show you with a formula. So, I'm going to say equals this divided by this and press enter. So there's my percentage showing by decimal place. Now, I'm going to go back to Home and I'm going to change that. I'm just going to click on this button to give me a percentage, So my success rate is only 2% on this one. And that's how I make a formula, just to show the percentage. So I'm going to do my math in here and then I'm going to set it as a percentage. And you can see up here, this is my actual formula. It looks complicated but it's not. Now what, I'm going to make this a little different, so I click to pull my data. This time I'm going to press the enter key, not the enter, equal key. So I made an equal mark.
Speaker 2 00:52:49
And I'm going to say, I want the, um, I'm going to still do the percentage of the success rate. So I'm going to do my success, which is C6. There's my cell and it's going to highlight C6. And I'm going to say divided by B6. Oh wait, I'm doing my math wrong. Math is not my strong suit. Uh D6, I'm not a mathematician. And I'm press Enter. Okay, so there it is, 2%. So that is my success rate of the grand total. Now I'm going to take my fill handle and I'm going to drag it all the way down. And this is going to show me my success compared to my failure rate. And if I fill it down, if I click on the next one down, here's my formula and my formula you'll see changed.
Speaker 2 00:53:44
It was when I wrote it in, it was C6 to D6 divided by Z6. Now it's C7 divided by D7. Because when you do a fill, Excel automatically knows that you want to just take the math across the same amount of columns. Now on this one I have a 97% success rate. On this one I have 100% success rate and so on, which is awesome. I love this. All right. So I have this, I've got my success rate. What is my overall success rate? Well, I want to average this. So, what I'm going to do is I'm going to click in the cell and I'm going to click down on AutoSum and then I'm going to ask it to average. What is my average success rate? Now it's going to type in AVERAGE. And then it's going to put in my cells and I'm going to say Enter. My success rate is 71%. That's how easy formulas are.
Speaker 2 00:54:40
Now, If you ever get stuck on formulas and you want to learn how to do it, there's an easy way to do it. Go to Teams, click on the help desk icon right here. It's going to log me in so bear with me. It's going to log you in as well. It's going to try to sign me in. Let me give my right account. And we're going to sing while we're waiting because it needs coffee break because I haven't logged into this today. You're going to see a chat feature come up and I'm going to say, new feature or new chat. I'm going to say help me create a formula to determine the average from cell E4 to cell C 10.
Speaker 2 00:55:38
Z4 and everything in between. Okay, just plain language what you want Excel to do. You I probably should have put the in Microsoft Excel. So it knows which program we're going to do. It's going to create a ticket. It's going to tell you someone will be with you shortly, but if I explained it well, It's going to give you the information. To calculate the average of values from cell E4 to Z4 in Microsoft Excel, you can use the following formula. So just hands up for you guys. If you're trying to figure it out and you need help, AI's got you. Crimson AI's got you. So I can just go in here and I can click that and paste it in there if that's where my data lives, okay? So make sure you do this for me, make sure.
Speaker 2 00:56:35
You tell it to close out. So I'm going to say, perfect. Please close this ticket. And it'll automatically close the ticket. So just be aware that that's out there. It is very helpful. You also have this up here where you can auto sum, auto average, you saw me do the average but I have some options. I can count numbers, I can give me the min and the max, I can also go into sum so you have that all right? Count is actually one of my favorite ones that I'll use. I'll say count, so count, and then I've got options for count A, count blank, just basic count. I use count blank if I want to see all the blank entries on a cell. So that's very helpful for any of you guys that handle a lot of Excel sheets on certain things. And.
Speaker 2 00:57:32
It's really good for a quick total. Now, I stopped using it as much. I'm going to delete this because I also have the option to see the count if I highlight and I go down here and see the count. So you do have that option. So be aware of that. Microsoft used to not have it, So I used the Count feature all the time to tell me how many things I have in here. So if want to see how many workflows I have, just highlight and go down here and look at my count: Count 21, That way I know. But if I want to see it all the time, if I want to automatically know, I'm just going to hit the equal count. I'm going to put a parentheses. My value one where I want it to start is going to be A6. And then i'm going to put a colon, To get my next value or a comma. So, i'm going do a colon because i want it count all the ones in between. A comma is if i want to count individual cells, so i'm gonna do A6.
Speaker 2 00:58:31
To A26. And then I'm going to close parentheses. You always make sure you close. And now press enter, And it gave me a zero because I'm on a pivot table and I forgot, you can't do it that way. But you guys get the gist of it, okay? Pivot tables work differently. So just be aware of that, And then I want to kind of go over a few more things because we're almost to the end. We may go over. Let me double check my calendar because I can't remember if I have a meeting after this. You guys get to see my pretty calendar. Make, I want to make sure that I'm not cutting into anything. Uh oh, I do have a meeting in two minutes that I have to jump for, but just be aware um that this information is out here um.
Speaker 2 00:59:21
I want you guys to realize that a lot of what I've showed you can also be used for different things like expense and budget lists, inventory, staff list, any type of training or certification tracking. I do track certifications for Crimson employees. So all of this is in here. Also be aware, AbilityFirst is a HIPAA covered organization. So make sure that if you have any information about people we serve. Names, dates, service records, anything that identifies a client it must be stored on Ability First OneDrive. Okay. Don't store it in your download folders, not in a personal Google Drive, not on USB drive. Um I want you guys to be aware that HIPAA takes precedence over everything, so you can't be storing it anything. But uh Ability First OneDrive or SharePoint or Teams. Um if you do have.
Speaker 2 01:00:18
Uh PII or personal identification. Um I want you guys to realize that info in here also has the ability to protect the workbook and you could classify um in here. So I'm going to click on ability first. Um so we have unrestricted access, restricted access, confidential and confidential view only. Um be aware of that because this is a HIPAA Aligned company, So I want you guys to be aware and make sure you classify your documents appropriately. All right, so make sure client data should always stay in OneDrive or Teams only. Do not save it in Google Drive, do not save it on your personal Google, do not save it in Box or Dropbox. Those are not AbilityFirst approved documentation document storage locations because we cannot verify if your personal.
Speaker 2 01:01:16
Systems follow HIPAA guidelines. Now, if you're sharing with someone like DMH or things like that, You can share it their way because DMH actually uses Microsoft, and it's very secure. So, you do want to check with them if you got to share it out, how they want to share it. But just be aware of this, all right? Now I want to I'm running over so I do apologize but If you guys have any questions, I am going to send out a email after this and well later today. And just let let you guys know the summary of the meeting, Let you guys know where everything is and how to watch the video, if you want a refresher. And we also have training again on Thursday at 2:00 p.m. not 1:00 p.m. 2:00 p.m.
Speaker 2 01:02:11
U h so just be aware, andum if you guys have any questions, please reach out to me. Okay, any questions, real quick, you're welcome. You guys have a great day.
Speaker 1 01:02:29
Thank you. You too all right, bye.
Staff to audit and migrate any client data stored outside AbilityFirst OneDrive/SharePoint/Teams to compliant locationsStaff to contact Crimson IT help desk if OneDrive sync is not set up on their machinesDeliver repeat Excel training session on Thursday at 2:00 p.m.+2
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04-20 Pulong: Pamamahala ng Vendor Master List at Paglipat sa Boss System
## Impormasyon ng Pulong
> Petsa: 2026-04-20 19:04:12
> Lokasyon: [Ilagay ang Lokasyon]
> Mga Kalahok: [Speaker 1] [Speaker 2] [Sergio]
---
## Mga Tala ng Pulong
### Pamamahala ng Vendor Master List at Paglipat sa "Boss" System
- **Deskripsyon:**
- Ayon kay Speaker 2, lahat ng nasa vendor master list na ginawa ni Elisa ay kailangang ilipat sa "Boss" system, alinsunod sa utos ni Anzor.
- Napansing kulang ang ilang detalye sa Excel file (hal., halaga/amount), kaya hiniling kay Elisa na kumpletuhin ang data para mapadali ang paglipat.
- Nag-download si Mika ng backup na kopya ng master list bago magsagawa ng mga pagbabago.
- Kailangan idagdag ang lahat ng vendors, kabilang ang subcontractors at inventory suppliers.
- Para sa mga vendor na walang kasunduan (agreement), inatasan si Speaker 1 na maghanap sa mga kaugnay na ticket o direktang tanungin si Elisa.
### Pag-update ng Detalye ng Kontrata para sa mga Partikular na Vendor
- **Deskripsyon:**
- **ABM Parking:**
- Tinalakay ang parking reservation contract para kay Anzor.
- Inatasan si Speaker 2 na i-verify kung si Anzor na lang ang gumagamit ng parking dahil wala na si Christie.
- Pinakontak si Elisa para makuha ang buwanang bayad sa parking.
- **Adobe:**
- Pinag-usapan ang paglalagay ng Adobe contract sa system.
- Tinukoy ang isyu sa “Contract Name” para maiwasan ang kalituhan; napagkasunduan na ilagay muna ang “Crimson IT” at tingnan kung tatanggapin ito.
- Nahanap sa Adobe Admin Console ang renewal date na March 27, 2027 at start date na April 27, 2023.
- Ang buwanang bayad ay $174.87.
- **401k (Capital Group American Funds):**
- Tinalakay ang pag-input ng 401k na nasa “per-request basis”; ipinaliwanag ni Elisa na ito ay retirement contribution.
- Napagdesisyunan na ilagay ang quarterly website fee na $187.50 bilang “Plan record keeping fee”.
- Mahirap tukuyin ang eksaktong start date; tinatayang January 2019 ang simula.
- Iminungkahi na “no end date” dahil tuloy-tuloy ito hangga’t may kontribusyon mula sa mga empleyado.
- Nakaranas ng technical issue sa pag-save ng 401k entry sa system.
- **Claude (Anthropic):**
- Pinag-usapan ang pag-alis ng “useless information” bilang attachment (hal., “Terms of Service”).
- Gusto ni Anzor na ang attachments ay mga pirmadong kontrata (signed contracts) lamang.
- Inayos ang entry para sa Claude Enterprise sa pamamagitan ng pag-delete ng hindi kailangang attachments at pag-re-create ng entry.
### Paglilinaw sa Proseso at mga Kinakailangan sa Attachment
- **Deskripsyon:**
- Dapat ang attachments sa "Boss" system ay mga pirmadong kontrata/quotes lamang.
- Ang mga invoice, resibo, at “Terms of Service” ay huwag i-attach sa system, ngunit dapat i-save sa backup folder sa Teams para sa reference.
- Para sa mga vendor na may pabago-bagong halaga (hal., mga subscription), ilagay ang pinakahuling (latest) amount at magdagdag ng tala na maaaring magbago ang bayad.
---
## Susunod na mga Hakbang
- [ ] Kumpletuhin ni Elisa ang mga halaga (amounts) sa vendor master list.
- [ ] I-cleanup ang master list (kasama ang paghahanap ng lahat ng pirmadong quote) bago ilipat sa "Boss" system.
- [ ] Ilipat ang lahat ng vendor mula sa master list papunta sa "Boss" system bago matapos ang susunod na araw.
- [ ] Tanungin si Elisa tungkol sa buwanang bayad sa parking para kay Anzor.
- [ ] I-verify kay Christian kung aling mga account (tulad ng AppRiver) ang nailipat na ang credit card para sa pagbabayad.
- [ ] Balikan at subukang muli ang pag-input ng 401k (Capital Group) sa system kapag naayos na ang isyu sa pag-save at nakumpirma ang eksaktong start date (kasalukuyang pagtataya: January 2019).
- [ ] Magdagdag ng tala sa mga kontrata na may pabago-bagong buwanang bayad na ilalagay ang latest amount at babalang maaaring magbago.
---
## Mga Mungkahi ng AI
> **Mga Mungkahi ng AI**
> Natukoy ng AI ang mga sumusunod na isyu na hindi natapos sa pulong o kulang sa malinaw na mga hakbang; mangyaring bigyang-pansin:
> 1. May teknikal na isyu na pumipigil sa pag-save ng impormasyon para sa “401k Plan record keeping fee” sa system; hindi pa malinaw ang sanhi o kung paano ito aayusin.
> 2. Hindi pa tiyak ang eksaktong start date para sa kontrata ng Capital Group (401k); ang “January 2019” ay pagtataya lamang at kailangan ng kumpirmasyon.
> 3. Hindi pa malinaw ang proseso sa pag-handle ng mga vendor na may maraming produkto at kliyente na may iba’t ibang start at end date (hal., Kaseya); kailangan ng mas malinaw na plano kung paano ito i-breakdown at i-input sa system.
Apr 20, 2026
Speaker 1 00:00:00
Hello. Hello, May. Yazzie. Ano tawag nun? May, check mo nga. Ano bang gusto ni Anzor? Sa boss.
Speaker 1 00:00:14
Ano ang nila? Na-open ko naman. Dinownload ko kaya to. Ginanito ko na lang?
Speaker 2 00:00:21
Yan, iganyan mo na lang siya. Auto-elevate. Yung mga, basta lahat ng attachments dapat. Um, gaya na lang gawin natin Ano, pag may makita kang Yung magulo yung file name, I-rename mo na lang siya Bago mo siya i-attach. And then, Ito nga pala, Monthly ko na nga pala, itong auto-elevate, Na to. Billing cycle, Niya kasi is monthly, type is annual.
Speaker 2 00:00:50
Save natin siya.
Speaker 2 00:00:55
Okay, nasa na ba ako, Dito? Okay. Sorry. Sige lang. Punta nga ako dun sa Master list.
Speaker 1 00:01:05
Ni Elisa.
Speaker 3 00:01:10
Wait. Admin. Admin.
Speaker 3 00:01:19
Vendor. Vendor. Management.
Speaker 2 00:01:33
So, parang lahat to.
Speaker 2 00:01:37
Scroll mo nga papuntang, Yan, pinakauna. Yes, lahat yan. Gawin mo, Mika, kasi i-delete niya yan. Mag-download ka ng own copy mo as backup.
Speaker 2 00:01:49
Tapos, Just in case kasi, para may, Backup tayong kopya. Mag-download ka ng sarili mo.
Speaker 2 00:01:58
Ayan, create a copy ka. Download as, Yan. Create a copy. Download a copy. Yes. Download mo yan. And then, di ba may own copy ka na eh? Oo. Tinamang ako anong subcontractor na yan sa baba.
Speaker 1 00:02:22
Ito yung mga nasa... Wait lang. Sorry. Ito. Ito yung mga... For construction or mga labor installations.
Speaker 2 00:02:35
So, kailangan din ilagay yan. Tsaka inventory. Pwede nga suppliers. Baba, inventory suppliers yung katabi.
Speaker 2 00:02:44
Okay. Akin na nito nanya. So, yan. Lahat kailangan natin ma-add pala.
Speaker 2 00:02:57
Magawin mo, Mi. Ay, bis. Wait lang.
Speaker 1 00:02:60
Ano na yun? Ibig sabihin, so dapat nung mga to, meron yung sa folders. Wala ba vendor? Hindi, I mean yung mga agreement and all, di ba? Oo. Pag wala, punta ka kay Elisa. Tanungin mo kung may copy ba siya. Ah, okay.
Speaker 2 00:03:27
Or may sa mag-check ka din Ang related tickets. Baka meron din doon. Meron doon. Paano to? Iisahan Lang to? Or, 1, 2, 3? Wait lang. How much ba ang amount? Meron ba nakalagay? Scroll ka nga kung may amount.
Speaker 1 00:03:46
Wala. Last increase was...
Speaker 2 00:03:51
Sige pa nga. Wala, no? Notes na yan. Wala na. Sige nga, ano ka? Kasi ang alam ko,
Speaker 2 00:04:04
For, iba-iba siya Ng charge eh. Tanong mo nga ka, Elisa, gantong gawin mo. Pag ganyan, from boss, Wait, nasan ba yung boss?
Speaker 2 00:04:16
Wala pa naman si ABM parking Dito, no? Let's see. Contract name is.
Speaker 2 00:04:24
Um, vendor is ABM, contract name is parking reservation. For example, ito yung kay Anzor, ilalagay ko muna parking reservation. Anzor and Christie.
Speaker 2 00:04:49
Pero alam ko wala na si Christie, si Anzor na lang ito. Check mo nga din kay ano.
Speaker 2 00:04:56
Wait lang.
Speaker 2 00:04:59
Unassigned. CIT owner optional.
Speaker 2 00:05:04
Primary contact optional.
Speaker 2 00:05:08
Ah, lagay ko yung vendor, Contact. Si Julio to eh.
Speaker 2 00:05:13
Oo. Julio Beltrans.
Speaker 3 00:05:15
Wait lang.
Speaker 2 00:05:23
Ano ba ang contact number ni Julia?
Speaker 2 00:05:27
Ayan, office 213613.
Speaker 2 00:05:40
Wait, nakalagay ba dyan Manual? Ay, monthly. I-maximize mo nga daw.
Speaker 2 00:05:48
Ah, monthly auto-renew.
Speaker 2 00:05:52
Month to month, walang nakalagay na ako. Balikan mo dyan sa parking, tanong mo ka na kay Elisa. Start date, meron ba?
Speaker 2 00:06:07
Contract start date, ito lang naman. Every first of the month, paano kaya? Ayan, nakaanod ka.
Speaker 1 00:06:15
So parang nagkaganon. Wait, hanapin ko nga yung folder niya.
Speaker 3 00:06:22
Sino na to? A.M. Ay.
Speaker 2 00:06:29
Ayaw. Bagal. Ayaw na natin April 1st.
Speaker 3 00:06:41
Ayaw niya. Shared.
Speaker 3 00:06:52
Letter A.
Speaker 1 00:06:55
AMV Parking Services. Agreement code or information code?
Speaker 2 00:07:02
Wala naman. ABM. Diyan na natin. Render in. Sorry. Receipts. Diyan natin.
Speaker 2 00:07:13
June to July payment.
Speaker 2 00:07:16
Wait.
Speaker 3 00:07:34
Set up form lang ito.
Speaker 2 00:07:42
Gawin na lang natin Ano? Gawin na lang natin April 1, To May 1 muna for now. And then, ito, mag-reach out Ka kay Jiner or Lisa. Yan, sinanong ko, Dyan sa chat natin. Check my, Monthly parking fee for Anzor, Christy And employees.
Speaker 2 00:08:02
And then sabihin mo kay Elisa hindi na ginagamit ni Christy yung parking niya and naghahanap ng pwede gumamit nun.
Speaker 3 00:08:31
Oo nga na wala pang gumagamit.
Speaker 2 00:08:59
Mas mahal kasi ang rate ng ano, parking rate on-site, 3.8 ng more than ano din to eh. Mga 11 dollars, mas mahal ang parking rate pag sa mismo, USBT, which is yung sa office natin. And then, pag sa West Laud, yung hindi sa office, which is malapit pa rin naman sa office, pero kailangan pa nila maglakad, 3.72. Dollars per space. So, wait lang. Tanong ko nga si.
Speaker 2 00:09:31
Jason regarding dun sa Ano. Kasi dun ko siya sa Westlawn, In-apply.
Speaker 2 00:09:40
Hi, Jason. Following up on your Parking form So I can.
Speaker 3 00:09:58
Submit it for enrollment. Thank you.
Speaker 3 00:10:19
I confirm ko nga kay... Hi, Julio. Meron ba akong...
Speaker 2 00:10:28
Na-replyan dito.
Speaker 3 00:10:31
Hi, Julio.
Speaker 3 00:10:35
Hindi ko pala siya na-replyan.
Speaker 3 00:10:52
Hi, Julio.
Speaker 2 00:10:56
Thanks for the info. We might have someone use Christine's parking space.
Speaker 2 00:11:44
Ay, wait nga. I-clarify ko muna. Kaya ano?
Speaker 2 00:12:08
Monty or Man Marinis sabi niya eh.
Speaker 2 00:12:14
Ang gagamit? Oo, yun yung huli kong naalala. Hi, Pete. Should we.
Speaker 3 00:12:19
Request to remove.
Speaker 2 00:12:33
Christie's, Parking space?
Speaker 3 00:13:08
I'm enrolling Jason to use the West Lawn.
Speaker 3 00:13:40
Thank you for watching!
Speaker 3 00:14:56
Office parking.
Speaker 3 00:15:07
Eh, maliit.
Speaker 2 00:15:57
May habang inaantay mo yung Kay ABM, mag-move On ka muna sa next list Na pwede mong mailagay.
Speaker 2 00:16:13
Walang mga amount, Kim, no? Paano?
Speaker 2 00:16:19
Kasi sa.
Speaker 1 00:16:21
Atin.
Speaker 2 00:16:23
Oo, meron dyan.
Speaker 1 00:16:25
Nandito siya, nandito, diba? Meron ito.
Speaker 2 00:16:28
I-mark mo na lang dyan sa list na yan, Yung ano, diba yung iba dyan nasa ConnectWise? I-mark mo na lang yung mga, Nasa ConnectWise na ilagay mo na sa boss Para hindi mo na siya iintindihin.
Speaker 1 00:16:43
Ito, Adobe. Wala man akong malalagay na.
Speaker 2 00:16:47
Tingnan mo dun sa monthly, ano, Monthly,
Speaker 2 00:16:53
Biling group chats, Nagsasend doon ng mga invoices Minsan sila, Jeannie. Kunari ng Adobe, Ng AppRiver, Ganyan.
Speaker 1 00:17:03
So, doon ko makikita. Kaya lang, Paano tong, End date? Eh, tapos na. 360. Pero annual.
Speaker 2 00:17:17
Contract end date. Hindi, lagay mo lang January. Kung ang start date niya is, let's say, Kung annual siya, ilagay mo nalang, January 16, 2023. Tapos, ang end date niya is, Lagay mo March 16, no? 2026. So, nito lang yan. March 16, 2026.
Speaker 2 00:17:45
Monthly Adobe to. Teka nga.
Speaker 2 00:17:52
Um, ilagay mo nalang end date, March 16, 2026. Ilalagay mo naman dun annual siya eh. So, understood na na-renew na yan noong March.
Speaker 1 00:18:05
Pero diba, hindi na, wait lang, hindi na tayo yung mag-pay nito, sila na dapat.
Speaker 2 00:18:17
Tanong pala kay ano, kay Christian, kung na-move na yung credit card. I mean, kung tayo pa rin ang nag-repayment. I-confirm mo yung Kind of question. Pag hindi, ito lang sa atin. Oo, yung Crimson IT lang. Pero yung Kaya-created gilayan, itanong mo.
Speaker 1 00:18:35
Okay. Next question. Sorry. Kasi diba, dito sa Contact name, Crimson lang to. Kasi ang vendor natin si Adobe, Diba?
Speaker 2 00:18:49
Lalagyan mo sa contract name, Adobe for Crimson IT.
Speaker 1 00:18:56
Adobe pa rin Ang ilagay ko?
Speaker 2 00:18:59
Oo. Kasi parang, kasi hindi mo Naman pwede ilagay ng Crimson IT lang.
Speaker 1 00:19:06
O, diba? Pero yun, ano yung Comment nun ni Answer?
Speaker 2 00:19:10
Ayawag na ilagay yung vendor sa ano.
Speaker 1 00:19:12
Oo, kasi meron na daw dito.
Speaker 2 00:19:15
Inisip ko kasi kung... Sige, pwedeng Crimson IT na lang lagay mo and then vendor is Adobe. Let's see kung paano. Baka kasi makonfuse siya. Pag makonfuse siya, i-rename na lang natin.
Speaker 2 00:19:29
Crimson IT na lang lagay mo sa contract and then lagay mo Adobe. Ano ba ang ano?
Speaker 2 00:19:38
Will you classify Adobe ba?
Speaker 2 00:19:42
Wait, tinan natin.
Speaker 2 00:19:45
Matry ako. Ano ba yung mga nandito na?
Speaker 3 00:20:10
Oo.
Speaker 3 00:20:19
Paa, and we want to thank Primari For annual auto-renewal.
Speaker 3 00:20:48
Wala din tayong.
Speaker 1 00:20:49
Wala din tayong start date And all.
Speaker 2 00:20:57
For ano? Crimson?
Speaker 2 00:21:00
Dito na mga balik ka dun. Sa folder, wala din. Kasi iba-iba tayo. Oo, walang laman.
Speaker 2 00:21:11
Paano kaya? Sa related tickets me. Tignan natin.
Speaker 2 00:21:22
Crimson, Adobe. Adobe. Or misan sa portal nila mismo.
Speaker 2 00:21:30
Portal ni Adobe.
Speaker 2 00:21:34
Crimson, Adobe. May kita mo dun yung List of clients. 2025 ba to?
Speaker 2 00:21:56
Tignan natin sa ITG.
Speaker 3 00:22:05
Excuse me.
Speaker 3 00:22:49
Aka.
Speaker 3 00:23:50
Thank you for watching!
Speaker 3 00:24:22
Punta ka ng...
Speaker 2 00:24:34
Parang yung kay Marvin ata. Saan yung B? Sorry, nga.
Speaker 1 00:24:40
Wait, nagsign in ako dito.
Speaker 1 00:24:45
2020 kasi yung last eh.
Speaker 1 00:24:49
Last.
Speaker 3 00:24:52
Ayan, orders and invoices.
Speaker 2 00:25:16
Sa ating yan?
Speaker 2 00:25:18
Mm-mm.
Speaker 2 00:25:22
Acrobat Pro. Adobe.
Speaker 3 00:25:31
Admin console.
Speaker 3 00:25:38
Tama naman.
Speaker 2 00:25:43
And signing to admin console. Diyan ka ba nagsign?
Speaker 2 00:25:53
I'd sign in Ganit ako.
Speaker 3 00:26:03
Ayan, Crimson ID.
Speaker 2 00:26:22
Di na mga ayos. Dalawa lang?
Speaker 2 00:26:26
Sino yan?
Speaker 3 00:26:29
Diba? Ilan tayo?
Speaker 3 00:26:32
Ha?
Speaker 3 00:26:35
Wait.
Speaker 2 00:26:40
How weird. Partner program? Ito ba? Wait.
Speaker 2 00:26:49
Presenter. Four years.
Speaker 2 00:26:53
Adobe.
Speaker 2 00:26:56
Wait. Tignan natin. Some, CIT account.
Speaker 1 00:27:03
Remove account from Cotsen updated profile. Ano ba talaga?
Speaker 3 00:27:10
Admin. Ay.
Speaker 3 00:27:13
Ah. Adobe.
Speaker 2 00:27:29
Saan ba si Christian? Tanungan natin si Christian.
Speaker 2 00:27:34
Tapos, ano sabi niya?
Speaker 2 00:27:57
Dapat may billing na lalabas. Pero bakit dalawa lang user?
Speaker 1 00:28:01
Ayun. Eleven ba tayo?
Speaker 2 00:28:03
Ayan, eleven. Tinan mo nga.
Speaker 2 00:28:07
Eleven lang may... Oo, hindi tayo lahat. Oo pala, hindi lahat. Oo. Ayan, tama. Ayan. Tingnan mo dun sa... Walang ano.
Speaker 2 00:28:20
Copy of invoice. Kasi dun makikita... Ayun, billing history. Ayan pala. Teka nga, sige, baba ka. Baba ka.
Speaker 2 00:28:35
Ayun o, renewal date, March 27, 2027. So, annual yata. Anong start natin? Annual to? Ilagay mo na lang muna is Monthly. Kailan tayo nag-upcome?
Speaker 1 00:28:51
Kailan ba tayo last?
Speaker 2 00:28:52
Tignan mo ka, kailan nag-start?
Speaker 1 00:28:54
Nag-renew ba tayo?
Speaker 3 00:29:02
August.
Speaker 2 00:29:05
Ang tagal. Sige pa nga.
Speaker 2 00:29:08
Last na ba yan? Hanggang ano ata?
Speaker 2 00:29:12
Ayan. April 27, 2023. Ilagay mo gano'n. For Crimson ha. April 27.
Speaker 2 00:29:22
Tapos.
Speaker 2 00:29:37
Ayan. Tapos, ang end date is nung Kailan renewal? Tinan mo nga ulit yung kanina. May 27. Tama ba? Balik ka din sa account overview. Ay, account pa na. Ay, totoo. Nasa right left mo yan. Kailan ang renewal niya? March 27. March 27, 2027.
Speaker 2 00:30:03
Yun ang ilagay mo sa End date.
Speaker 1 00:30:07
March 27,
Speaker 2 00:30:09
2027.
Speaker 2 00:30:12
Okay.
Speaker 2 00:30:18
Tapos yung amount niya. How much tayo?
Speaker 2 00:30:22
Ito na mismo?
Speaker 2 00:30:26
Upcoming bill, 174. Sige nga, tingnan mo yan.
Speaker 2 00:30:35
Oh, no per month? 174.87 Ayan, annual, annual. Monthly. Oo, monthly siya. Annual.
Speaker 1 00:30:52
Kailangan.
Speaker 2 00:30:53
Ba ito ng... Ay, hindi na. Hindi, okay na yan. In dollars na yan.
Speaker 2 00:30:59
Tapos...
Speaker 2 00:31:06
Ayan.
Speaker 1 00:31:08
Yan lang naman, no?
Speaker 2 00:31:10
Oo.
Speaker 3 00:31:13
At least, makikita pa rin yung main.
Speaker 1 00:31:22
Oo. Yun lang, wala tayong attachment.
Speaker 2 00:31:27
Wala, kasi, Ang ganyan naman ay Mga subscriptions.
Speaker 1 00:31:33
Oo, walang sign-sign naman.
Speaker 2 00:31:35
Oo. Gusto ba niya ng bill? Hindi eh. Ano lang daw dapat eh. Mga contracts. Oo. Mga contracts. Ano nga sabi niya?
Speaker 2 00:31:48
Sabi niya, also we added useless information as attachment. For example daw, Yung cloud may consumer Terms of service. I-remove na daw yun. We should only sign, Signed contracts. Tinan mo nga dun sa cloud, Enterprise.
Speaker 2 00:32:06
Ayun, next may auto-elevate. Ay, sorry. Sa taas, yan. Tignan mo yung, Ayun, oh. Dapat daw yung signed lang.
Speaker 2 00:32:18
Ilagay mo na lang siya sa folder As backup.
Speaker 2 00:32:25
Ayun, i-sign. I-ano mo na lang siya.
Speaker 2 00:32:30
Kasi ito lang yung, Attachment dun.
Speaker 2 00:32:35
Dun sa ano ni With Cloud. Connect twice. Oo.
Speaker 2 00:32:42
Basta kasi invoice.
Speaker 3 00:32:45
Three minutes.
Speaker 3 00:32:50
Sige na to.
Speaker 3 00:32:52
Cloud Enterprise.
Speaker 2 00:33:00
Meron kasi ako invoice lang.
Speaker 3 00:33:04
Ang vendor ni Claude.
Speaker 2 00:33:17
Is si Anthropic.
Speaker 2 00:33:24
Ito na mga sa attachments.
Speaker 2 00:33:28
Ah, receipt. Terms of service. Oo, kaya eh. Ipaglalagay mo yan lang yan. Hindi, huwag mo siyang I-download mo yung tatlo. Ilagay mo sa folder. Kasi yung folder, Magiging backup natin Ng mga Ayaw niyong ipaglagay, Sa boss. Oo, sa Teams folder.
Speaker 1 00:33:45
Sa vendor. Check ko sa vendor ito.
Speaker 1 00:33:51
Ay, bago dito. Paano ko siya i-open as? Ayun. Pero hindi ako laging pumupunta dito.
Speaker 3 00:34:04
Open as... Eh? Neat.
Speaker 3 00:34:32
Ay, wala din siya dito sa folder, yung anthropic.
Speaker 2 00:34:48
Ang anthropic, wala.
Speaker 3 00:34:58
Download.
Speaker 2 00:35:06
Paano yung nandito sa boss? May. Ito, i-remove mo na yan. Nasa folder naman yan eh. I-delete mo na.
Speaker 2 00:35:15
Ay, ay. Ito, edit mo nga. Edit.
Speaker 2 00:35:20
Tapos, Baba ka pa. Sige pa. Eh, paano? Mariremove na. Diba? Paano kayo mariremove? Wait lang.
Speaker 3 00:35:35
Kasi upload na naman ito eh.
Speaker 3 00:35:40
Ano kaya madedelet ka?
Speaker 2 00:35:44
Ano nga na-edelet mo oh? Idelet mo ng buo na lang. Add ka bago. Ganito ko muna.
Speaker 2 00:35:54
Screenshot mo. Oo. Ano nga na-edelet? Mag-add ka muna. Lagyan mo muna lang Cloud Enterprise Copy.
Speaker 2 00:36:09
Ah, lagay mo, Claude Enterprise.
Speaker 2 00:36:20
Gaps.
Speaker 1 00:36:25
Hilang pa lang ito, tas makabigay ng Anzor, ah.
Speaker 1 00:36:35
Pretty.
Speaker 2 00:36:40
100. Wala na yung $100 na contract. 5-2 na lang.
Speaker 3 00:37:20
Tapos, manual renewal.
Speaker 3 00:37:48
Wait lang, saan ko makikita yung...
Speaker 3 00:37:55
Tama ka, ay sorry.
Speaker 3 00:38:45
Ano ang 27? Bakit dito? Tapos nagpapakita 26.
Speaker 3 00:39:36
Okay.
Speaker 3 00:39:42
Let's go to the manual.
Speaker 3 00:39:46
Manual. Okay.
Speaker 3 00:39:51
Delete na kita.
Speaker 3 00:39:57
Delete.
Speaker 3 00:40:03
Save. Okay. Okay na?
Speaker 2 00:40:07
Ayan. Oo, dini-read ko na siya.
Speaker 2 00:40:12
Anthropic. Wala tayo kasing makita Ang ano yan eh.
Speaker 2 00:40:19
Basta yung mga backup mo Nasa folder Dapat lagi. And then, Ayan, Meron ka na dinownload naman, Na master list Ng vendor.
Speaker 2 00:40:29
Ilagay ko sa Downloads.
Speaker 3 00:40:36
Anthropic Tom.
Speaker 3 00:40:47
1, 2, 3.
Speaker 3 00:40:54
In voice. Ano na to? Wash. Consume.
Speaker 3 00:41:02
O, saan yun?
Speaker 2 00:41:08
Pangalan nyo tayo, Edward. Ito na lang.
Speaker 3 00:41:21
Insurance.
Speaker 3 00:41:27
Wow, isa pa lang yun.
Speaker 3 00:41:32
Yes.
Speaker 3 00:41:35
Insurance.
Speaker 3 00:41:45
Ayan. So ayaw niya yun.
Speaker 1 00:42:34
Hmm. Paano itong mga per-request basis?
Speaker 2 00:42:39
Per-request basis, American Funds, 401k, wait lang.
Speaker 1 00:42:49
I mean, may ano, renewal type ito, diba?
Speaker 2 00:42:54
Yan nga eh, wait lang. American Funds.
Speaker 3 00:43:03
Wala nang laman.
Speaker 3 00:43:10
Monthly order rin nyo.
Speaker 2 00:43:15
Per request. Per request basis. Alam ko ano yan eh. Di ba yun yung mga insurance, Ng mga employees? Annual yata ang renewal nyan.
Speaker 2 00:43:29
Wait. Tawagan nga natin si Elisa. Pwede bang maglagay si Elisa dito.
Speaker 1 00:43:35
Ng amount na? Para hindi ko siya mas torbo, no?
Speaker 1 00:43:41
Ikaw nga magsabi niya.
Speaker 2 00:43:42
Wait, wala na tayo. Pansin namin. Kailangan namin tumamove lahat sa ano. Elisa.
Speaker 1 00:43:55
Yung mga iba. Para at least meron na lang. Yun muna gawin ko. Itong mga ito, sana pala.
Speaker 2 00:44:08
Hello. Ayan na sila. Elisa, hello. Hello. Anong atin? We need your help. Kasi, sabi Ni Anzor, lahat tong Mga nasa, yung ginawa mong, Ano, vendor master list, Gusto niya Ma-move na lahat dun sa Crimson, ID Boss. Yung, Nakita mo na ba itsura nun? Ayaw sa contract? Oo, parang na-share niyo po yun. Ayaw nga pala. Ayun. Kaso, may problema kami kasi dito sa Excel na to,
Speaker 2 00:44:42
Wala pala, hindi pala nakalagay yung mga amount for each vendor. Ah, okay. Yung amount niya. Sige, sige po. Pwede bang pakilagay na lang din para mas easier na i-move over dito sa ano? Sige po. May tanong pala kami, yung sa 401k Din pala, For example, yan, Per request basis ka mo nakalagay dyan. Kung empleyado ka Ni Crimson, diba annual Dapat naririnuyan? Tama ba?
Speaker 2 00:45:14
Hindi po. Iba po, Si 401k kasi, Retirement si 401k. Yung niririnu annual, yun po yung Medical insurance nila. Bali si 401k, Retirement, Pet. Siya na contribution. So, Depende kung Magsasign up sila. Ah, Kasi, Pag nag-a-add ka ng new contract, For example, Here, Tinan mo. Kung as per request basis lang siya, Walang option to add as, As per request.
Speaker 2 00:45:44
Um,
Speaker 2 00:45:47
Ayan o. Or let's say,
Speaker 2 00:45:51
Kung, Let's say, Kunwari, Ah, Kasi demand siya. Uh-uh. I wait. Meron tayong binabayaran, For American funds. Yung mismong Fee natin sa website. Pwede yun na lang siguro, Ang i-add. How much yung, Fee sa website?
Speaker 2 00:46:11
Alam ha. Quarterly yung. Kasi fixed man yun. Problema lang, Di ko alam kung.
Speaker 2 00:46:23
Meron re-wall ba ito? Naka-auto-renew kasi ito. Unless, hindi na tayo mag-contract yun. Pero meron sa ating mga nagsign up, diba, for 401k? Oo. Ano na sila? Nasa 50% na na-emplyado yung nagsasign up.
Speaker 2 00:46:40
Iniisip ko kasi, paano siyang ika-categorize? Kung iya-annual ba muna natin siya for now? Annual-annual? May quarterly na parang subscription fee or yung fee ng website. Yun ang binabayaran natin.
Speaker 2 00:46:56
Oo, expense Natin yun. Pero yung Binabayaran ko, Twice a month, Ano kasi yun? Remittance yun? Kung ano yung dinitidak sa payroll?
Speaker 2 00:47:09
Kasi naisip ko, paano siyang, Nagre-relate dito sa Crimson IT Boss? Ang kailangan bang i-input natin, Dito is yung sa website fee? Yung sa website fee na lang, Siguro.
Speaker 2 00:47:21
So 187.50. So let's say American Funds. 187.50. Oo. American Funds or Capital Group. Teka lang. Ano nga? Nakalagay dito sa invoice. Tingnan ko lang ha. Saglit lang.
Speaker 2 00:47:39
Quarterly fee yan? Quarterly po. For the website? Tama? Oo. For the website. Capital Group, American Funds. Capital, ganyan. Ah, okay. Ano pala siya?
Speaker 2 00:47:60
Annual siya, Pero, Annual siya, auto-renew, Pero yung billing niya, Is quarterly.
Speaker 2 00:48:11
Billing, Annual auto-renew.
Speaker 2 00:48:21
Kaya yung amount niya, 187.50.
Speaker 2 00:48:32
Plan record keeping fee po.
Speaker 2 00:48:37
Ilalagay ba yung ano? Anong tawag? Plan record keeping fee.
Speaker 2 00:48:47
Yan na lang.
Speaker 2 00:48:49
Quarterly billing fee for Plan record keeping fee. So, ang start date nun, Anong ilalagay pala natin kung annual Siya? Kailan ka nagbabayad? So, kailan sila, Nagre-renew? Tingnan ko na lang kung kailan yung, Onang payment dun sa QuickBooks. Sige. Ano ba pinaka-ona nito? Wala kasing konta. Capital. Vendor name is Capital Group American Funds. Tama.
Speaker 2 00:49:19
Yan yung complete niyang name. Tapos ito ay Capital Group American Funds. 401k.
Speaker 2 00:49:29
401k na lang inalagay ko. 401k. Lagyan na lang po ng 401k, Plan record keeping fee. Okay. Plan record, Keeping. Kasi yun yung nakalagay, Sa invoice. Sige.
Speaker 2 00:49:48
Tapos,
Speaker 2 00:49:52
Ang pinakaunang Payment dito sa QuickBooks, Is 2019 July. Wala mang description. Wala mang invoice.
Speaker 2 00:50:07
Sir, nagpay tayo nun. Nagpay tayo. So, kung 7-1-2019, Anong quarter Yun? April, May, and June.
Speaker 2 00:50:21
2019. Walang previous dito. Ba't puro future dates, Future years na to?
Speaker 2 00:50:28
Wala ba?
Speaker 2 00:50:32
Sa taas. Ayun pala. Sa taas. 2019.
Speaker 2 00:50:38
July.
Speaker 1 00:50:38
Sabihan mo ngayon kay Adzor? Tiyara. Nakalito. Tiyara.
Speaker 2 00:50:42
Nakalito. July 2019, ano? Alisa?
Speaker 2 00:50:49
Hindi ako sure po. Kasi yung, July 2019, payment na po Yun. Hindi po yun necessarily Na yun yung start ng date. Kahit kasi walang mga Hindi uso yung mga, Attachment nung una.
Speaker 2 00:51:06
Hanapin ko lang. Baka makita ko siya doon Sa portal. Baka, Sakali lang tayo na may mahanap, Tayong.
Speaker 2 00:51:17
Sige. Kasi meron na naman ulit payment, Sa August.
Speaker 2 00:51:25
So, hula ko dito, Nag-start siya ng first quarter ng 2019.
Speaker 2 00:51:31
First quarter, Already around January, Feb, March. Yeah, parang ganun. Gawin na lang natin January 2019.
Speaker 2 00:51:42
Pero hula ko lang siya. Wala pa tayong pang-proof.
Speaker 2 00:51:47
Wala kasing description kung Para anong period. Basta may, Binayaran yung screen zone. Same amount.
Speaker 2 00:51:58
Okay.
Speaker 2 00:52:00
Ngayon kasi, din na-download, Na namin yung invoice, Na nare-receive at din na-upload. Wala mga attachment, Yung mga unang taon.
Speaker 2 00:52:14
Sekret lang. Try kong, Sige, sige. Magi yung mga asterisk dito yung may Meron tayo. Record na Ano. Baka may mapapala tayo. Sige.
Speaker 1 00:52:27
Baka hindi naman asterisk, Tong end date. Charot. Oo.
Speaker 2 00:52:32
Wala naman siya. Pero kaya feeling ko, Kung... Yung sa 401k Parang no end date, Yung ilalagay. Kasi hanggang Nagko-contribute, Ng mga empleyado. Paduli tayong magbabayad. Lagay mo na lang, Maggy, pag wala kang nilagay na end date dito, and then no end date, mag-note ka dito. No end date due to continuous contribution, employee contribution. Tama ba, ano? Continuous.
Speaker 2 00:53:09
Hindi pa ma-forsy ko hanggang employee contribution. Problema nga lang, Hindi ko makita yung invoice dito.
Speaker 2 00:53:23
New payment activity.
Speaker 2 00:53:28
Balikan mo nalang ito, Maggie.
Speaker 2 00:53:31
Sige. Hindi, i-update naman ni Elisa Yung spreadsheet, Na lalagyan niya ng amount, Each Vendor. Tapos pala, Elisa, sa heads up, ang gusto lang Ni Anzor ng mga attachments dito Is signed quote. If Invoice siya or terms and Conditions, ayaw niyang nandito sa ano. Ah, yung mga Quote lang. Oo, yun ang gusto niya. Signed quote lang. Sisave ko muna ito.
Speaker 2 00:54:02
Maggie and then balikan mo. Balikan ka. Tapos pala, Um, Maggy, pwede pa daw to until tomorrow Kasi ang pinapaprioritize sa akin Ni Andrew ngayon is yung... Ba't hindi nag-save? Nag-save ba? Ang pinapaprioritize, Niya is yung, Gaming license ni... Pero, yun. Gusto niya, Mamove na to lahat tomorrow, Elisa. Kasi, ididip na daw niya yung... Wala pala. May concern ako.
Speaker 2 00:54:32
Dyan sa iba. Hindi man kasi yan. Nag-re-vary kasi yung amount.
Speaker 2 00:54:42
But, Timmy, nag-re-vary. Kung ano na lang yung latest?
Speaker 2 00:54:46
Ilagay ko lang ba yung mga naka-fix? Tapos, i-remark ko na lang, Yung mga nag-re-vary. Like yung mga subscription? Oo. Ng licenses? Nag-re-vary kasi yun? Oh. Wait. Pwede natin ilagay yung recent And then mag-a-add si Maggie Ng notes sa baba na monthly, Amount will vary depending On the number of, Monthly license. Major subscription, various din Yung quotes doon.
Speaker 2 00:55:19
Major like Adobe, mga ganon? Oo, like Adobe, Kaseya, Ang nakukuha ko is total, Pero iba-iba kasi yung Start and end.
Speaker 2 00:55:31
So, di ko siya maipigay yung per quote na amount. Kasi, di ko siya makikita.
Speaker 2 00:55:44
Wait, for Kaseya, di ba ang ano dyan is ITG? Ano pa ba? Di ba madami yun? Madami. Madami po. Madami products. Tapos, may client din yun.
Speaker 2 00:55:59
Mayroon pa rin tayong mga client na card natin ang gamit nila for Kaseya.
Speaker 2 00:56:10
Card natin? Oo, Kaseya. Tayo pa din naman nagbabaya. Wait lang. Tingnan ko nga kung ano nangyari sa pinaka-reset. Kaseya ba yung madaming credit memo? Hindi ako sure.
Speaker 2 00:56:26
Kasi may nirecord si Ati Jane nun. Ay, nagbabayad pa din tayo. Credit card ni Crimson, 11,846 Noong April 6. Kung nagbabayad siya per client, And per product, let's say, Eh di Walang choice kundi i-breakdown, Talaga siya. Parang hahanapin yung Quote per client. Ganun. Kasi ang mangyayari dyan,
Speaker 2 00:56:57
I-clean up muna natin yung Master list na yan. As well as kung may mahanap Ng mga attachments, Na signed quote. And then, saka i-move over dito sa ano?
Speaker 2 00:57:11
Sa boss.
Speaker 2 00:57:17
Hala, na-add ba yung 401k? But parang nawala.
Speaker 2 00:57:22
Hindi siya nag-save.
Speaker 2 00:57:27
Ayaw nga. Parang wala yata. Hindi siya nag-save. Ba't ganun?
Speaker 2 00:57:34
401k. Kasi name mo naman. Kaya nga. Ayan. KT. Ayan na. Ano naman pala?
Speaker 2 00:57:44
Annual. Oto.
Speaker 2 00:57:49
Problema nga lang. Hindi ko makita yung history, Ng transactions, Sa American funds. At hindi na ito namimigay ng invoice.
Speaker 2 00:58:01
Confirmation number, Na lang yung binibigay ah.
Speaker 2 00:58:06
Quarterly.
Speaker 2 00:58:09
Altsamari.
Speaker 2 00:58:12
Four.
Speaker 1 00:58:16
Elisa, yung approver ba? Card pa rin natin to? Card pa natin to?
Speaker 2 00:58:23
Approver. Card yata. Basta ang may-ari nung account na yan, Si Emil? Si Emil ba yung nagpo-forward sa amin Ng invoice dyan? Baka.
Speaker 1 00:58:35
Kasi yung Adobe, Ni-read ko na sila.
Speaker 2 00:58:42
324.
Speaker 2 00:58:47
Si Sims, Last payment ni Sims is, March. Securated naman, March. Di pa kami nakatanggap ng April. Possible na na-shift na nga ito. Hindi po ako sure.
Speaker 1 00:59:07
Sige. Atobe, sure na tayo.
Speaker 2 00:59:10
Natanggal na yan. Parang bang dumating na invoice kay, Appraver?
Speaker 2 00:59:18
Service ticket search.
Speaker 2 00:59:26
May note po ba si Christian Yung na-change na po niyang Credit card?
Speaker 1 00:59:41
Yan nga. Dapat nagbigay siya Ng quantity.
Speaker 2 00:59:44
I-mention mo siya din saan. May updated list siya, Ng mga na-move na.
Speaker 2 00:59:51
Di ba ka, ay. Saan na pa nang magsisend, Ng invoice si Abrever? Sa 24 pa po. Ah, okay.
Speaker 2 01:00:02
Sa iti-check ko kung Ah, wait lang. Hanapan nga natin yung Portal nito. Ba't ayaw niya mag-send? Masyadong nga ng list. Mama.
Speaker 1 01:00:19
Companies and products, vendors, capital group, American funds.
Speaker 2 01:00:37
Hindi ko ma-identify. Alin yung nagpa-prevent na mag-save to?
Speaker 2 01:00:43
Nakala naman.
Speaker 1 01:00:44
Ayaw pa din?
Speaker 2 01:00:45
Oo, lahat naman yung asterisk nilagyan ko. Annual, annual. 18750.
Speaker 2 01:00:52
Spire. Look. Wala, saan na yung OTP? How weird. Wala na nagsisend.
Speaker 2 01:01:05
Wait, screenshot ko nga muna.
Speaker 3 01:01:06
Ano na yun?
Speaker 2 01:01:16
Hindi na yung card natin yung gamit.
Speaker 3 01:01:18
Ang gal. Okay.
Speaker 3 01:01:42
Anong mali?
Speaker 3 01:01:50
Hmm. Baka hindi.
Speaker 2 01:01:59
Naman bawal ang 401k plan.
Speaker 2 01:02:13
Try nga natin palitan yung ano.
Speaker 3 01:02:21
Ayaw pa din.
Speaker 2 01:02:28
Balik na po ba sa MFA na Group chat yung mga OTP po? Yung 190?
Speaker 2 01:02:36
Parang meron dapat, Ayun o, 002 Ano mga hinanap mo? Ito may reason na nag-resend. Sa MFA Codes na Team's Channel. Ah, ayan. Pumalik na pala siya doon.
Speaker 3 01:02:48
002.
Speaker 3 01:03:06
Titingnan ko itong Aksariin na ito. Wala na itong aksariin.
Speaker 2 01:03:24
Same, April? Hindi, ayaw. Hindi ako move forward. Ang weird nga. Wait, try ko mag-refresh.
Speaker 2 01:03:37
Pero send ko yung screenshot sa'yo just in case.
Speaker 1 01:03:41
Sige. Ano ba yun?
Speaker 1 01:03:47
Ay, hala.
Speaker 2 01:03:52
Naka-4385 pa din yung Kay Sims.
Speaker 2 01:03:57
Anong subscription?
Speaker 2 01:04:02
Sims na approver.
Speaker 2 01:04:06
Dapat mag-add pa tayo dito ng credit card ni Sims.
Speaker 1 01:04:12
Sino naghahawak nga yan? Appriever na yan.
Speaker 3 01:04:17
Sino ba nga yung admin dito?
Speaker 2 01:04:24
Ayun, may tracker ni Christian.
Speaker 2 01:04:29
Oo, check ko nga.
Speaker 1 01:04:33
Hindi nga rin alam tong appriever eh.
Speaker 2 01:04:38
Ay, Adobe pa lang. Ang na-move. Kala ko pati Duo.
Speaker 2 01:04:44
Hindi ko ma-open. Eh? Ako na-open ko. Duo.
Speaker 2 01:04:55
Oh, FJD, kuma-open yung Connect Booster.
Speaker 2 01:05:02
Usayin yung OTP ko nito. Pinap-cancel yung dubo ninyo Over West Media kayo sa process.
Speaker 3 01:05:22
Ano kung haba ito palitan, Ng MFA?
Speaker 3 01:05:27
Dubo.
Speaker 1 01:05:34
Wala, ayaw na mag-open sa akin. Lahat na lang, nabagan.
Speaker 2 01:05:39
Curated and Avada.
Speaker 1 01:05:43
Two of a Receipt.
Speaker 1 01:05:47
Paces. Ako, parang ito, Ang buong. And so, Bill.com.
Speaker 3 01:05:56
Portal for pay.
Speaker 3 01:06:06
New visitor.
Speaker 2 01:06:08
Auto-desk. Yan pa lang ba talaga? Ang nare-remove?
Speaker 1 01:06:18
Hindi ba niya nilagay yung... Sana mag-confirm siya kay Iron Gate din.
Speaker 2 01:06:38
Ang hinihingi nyo lang, ang sinesend Lang nyo lang naman na monthly Billing At least is Duo, Upriver, Adobe,
Speaker 2 01:06:50
Cisco. May listahan ba Kayo para mabangga Dun sa list ni Christian?
Speaker 2 01:06:60
Mukhang kakagawa.
Speaker 1 01:07:01
Niya to. Me. Ito yung sininito, Sa kanya kanina. Sibaing ko to eh.
Speaker 2 01:07:08
Ngayon nagtataka ako, bakit dalawa lang?
Speaker 3 01:07:16
GP yun eh.
Speaker 3 01:07:20
Aray ko, aray ko.
Speaker 1 01:07:25
Saan yung mga chat GPT din ng IGP?
Speaker 2 01:07:37
Claude. May Claude ba si IJP? Sir, dyan muna kayo tawagan ko si Anzar.
Speaker 2 01:07:44
Sige. Wait lang.
04-21 Weekly Meeting: Access Control System Upgrade and LV System Issues
> Date: 2026-04-21 14:04:41
> Location: [Insert Location]
> Participants: [Christi] [Speaker 2]
## Meeting Notes
### Access Control System Upgrade
- Christi discussed the access control systems with Greg Hayes because the high-tech specialist was unavailable.
- Greg Hayes recommended replacing the motherboards at each site with two doors and estimated the work would take four days.
- The quote from High Tech for the system upgrade is forty-seven thousand dollars.
- Christi plans for Greg to take over all the work and is waiting for Dr. Barber to sign the quote.
### LV System Access Issues
- Christi cannot access the LV system because it does not recognize her phone number.
- When logging in, Christi receives a code but gets an "Authentication code is invalid" error, followed by an "SMS cannot be sent" error.
- Speaker 2 also does not have access and is working with another user experiencing the same issue.
- A support ticket has been opened and updated with Christi’s access problem. The LV support contact, Holly, is reportedly unresponsive.
## Next Arrangements
- [ ] Get Dr. Barber’s signature on Greg Hayes’s quote from High Tech.
- [ ] Follow up on the LV support ticket about access issues and note Holly’s non-responsiveness.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following unresolved items that require attention:
> 1. Progress on the access control upgrade depends on Dr. Barber signing the quote; a timeline or follow-up plan for securing the signature is needed.
> 2. The LV system access issue is blocking Christi and other users; define an escalation path if support remains unresponsive.
> 3. Communication breakdown with Holly at LV support increases the risk of delays; consider alternative contacts or escalation channels.
Apr 21, 2026
Speaker 1 00:00:14
Hello, my favorite people. How is your day going?
Speaker 2 00:00:23
I just got off a call with T- Mobile support. They rerouted me to so many, Different department, I just.
Speaker 1 00:00:34
Oh, damn. Well, I just got off the phone with Greg Hayes because I can't get a hold of the high tech guy and said, what would it take? He goes, we just go in and change out the motherboards. He said I need four days. So that quote that he sent you is one for every site that has two doors.
Speaker 1 00:00:56
The quote I got from high tech because every time I ask for access, They just send me a quote to upgrade the systems instead of giving me access. The quote from high tech is forty seven thousand. Oh. So, I am going to get Greg to take over for everything. I just need Doctor Barber to sign that quote, which you just saw me re email him. Yeah, yeah. And then by the way, I keep trying to get into LV. I think you guys have access, but I can't get access because it doesn't like my phone number.
Speaker 2 00:01:28
Oh, we don't have access. We don't have access.
Speaker 1 00:01:31
I keep trying to get in, and it keeps telling me set LV credentials, and then I log in. And do all the things and let me see. And then it tells me.
Speaker 2 00:01:44
The number that you're using is not right?
Speaker 1 00:01:46
No, it tells me hang on, I'll tell you what it looks like, Have your phone ready. Then it gives me weird code PXJBXPT 1. And okay, SMS was sent. Now now it's saying," Authentication code is invalid. It may be expired or incorrect." Are.
Speaker 2 00:02:15
You getting the code to your phone? Yeah. Yeah, so that's one of the problems that that the users are having. So they I think that's a user account.
Speaker 1 00:02:27
This is my first time accessing anything for them. Yeah,
Speaker 2 00:02:31
We don't we don't have access. Okay. So I'm working with a user, I tell them that you're having this problem. Um, I got a support ticket open.
Speaker 1 00:02:47
Okay, now it says SMS cannot be sent. So I'm going to get out of this. They sent me this email at twelve twenty five. I've been I've tried four times to get in since then, and it's two o'clock and I still have not taken my lunch. I keep trying to take my lunch.
Speaker 2 00:03:11
Yeah, just updated the ticket letting them know that uh you can't access the account. Um, that you're getting codes that do not work. And, let's see what they're saying because they're not giving me any information on the portal on how to set up users or anything like that.
Speaker 1 00:03:31
Yes, SMS could not be sent. Please try again later if issue persists, please contact support. And I just verified that I have my reading glasses on just so that I can make sure that I'm getting the right letters. But yeah, it's not working for me either. And LV person keeps telling me to reach out to support.
Speaker 2 00:03:54
Yeah, yeah, and then support doesn't give you any information. It's just oh man, this is this horrible.
Speaker 1 00:04:01
Yeah, My holdouts have to be the the worst companies to be working with at this moment.
Speaker 2 00:04:08
Yeah, there's this lady that isum Holly, She doesn't even respond to my emails anymore.
Speaker 1 00:04:16
Yeah, she she just yeah, you saw what she said to me. So but at least at least we're one step closer.
Speaker 2 00:04:28
Uh oh okay I'm I'm happy you see the jar is half full.
Speaker 1 00:04:34
Oh no I don't see the jar is half full. It's a quarter full. And the only reason it's a quarter full is because they sent me an account.
Speaker 1 00:04:44
That's that's one step closer. I'm trying to be positive. I'm tired.
Speaker 2 00:04:49
I understand.
Speaker 1 00:04:50
I have had a headache for two days now, and wait, did he get no He did not. I was trying to see.
Speaker 1 00:05:17
Yeah, no, I I gotta get some stuff done. Okay. I'm glad you guys can commiserate with me on the struggles of everything going on because I know you guys are getting the brunt of it. I'm so sorry. I'm trying, I promise. Alright,
Speaker 1 00:05:33
Okay. All right, I will leave you guys alone. I will see you in the morning and do not work from home with three cats because one is trying to beat up my lamp right now. Hey! Get off the lamp. All right, I'll leave you guys alone now. Let me go.
05-06 Meeting: Read-Only Security Data Collection Plan for Foothill and Maverick Assessments
## Meeting Information
> Date: 2026-05-06 08:32:35
> Location: [Insert Location]
> Participants: [Speaker 1], [Speaker 2]
## Meeting Notes
- Topic Title: Resource Access and Security Data Gathering for Assessments
- Two assessments are active: Maverick and Foothill (also referred to as “football”/“Foothill”).
- Foothill is expected to be more rigorous; an internal manager is resistant and will scrutinize the project plan.
- Jason is apprehensive about gathering security information, partly due to limited reporting from Anton.
- Past SHARP assessment relied on data gathered primarily by Chris, using multiple tools, remote collection, some onsite work by Chris and Vlad, and AI-assisted assembly.
- Speaker 1 previously used PowerShell and domain admin access to collect on-prem data; current access has been reduced by Anzar.
- Anton is pushing for Global Reader only; Speaker 1 notes read-only via an app registration can work, but setup requires sufficient permissions to create the registration.
- Foothill stated they will only provide read-only access.
- The Foothill system administrator (recently moved into a manager role) has a development background and is defensive; he will attempt to find gaps in the plan to discredit the assessment.
- Speaker 2 emphasizes the need to avoid appearing unprepared, especially with Speaker 2 out next week.
- Conclusion: Align on an approach to equip Jason with methods and artifacts (scripts, spreadsheet, project plan) to gather required security and infrastructure data under read-only constraints.
- Topic Title: Support Plan for Jason and Project Plan Preparation
- Speaker 2 requests Speaker 1 to “handhold” Jason through one assessment (preferably Foothill).
- Speaker 1 will provide instructions for app registration, compile PowerShell scripts, and share a spreadsheet to guide data collection.
- A three-person meeting (Speaker 1, Speaker 2, Jason) before end of week is proposed to define approach and deliverables.
- Speaker 1 will draft a project plan suitable for sharing with the Foothill manager to preempt objections.
- Conclusion: Speaker 1 will prepare materials and meet with Jason and Speaker 2 to solidify a plan and produce an airtight project plan for Foothill.
- Topic Title: Team Capability Concerns and Role Clarity
- Concerns exist about Anton’s ability to deliver comprehensive reporting for assessments.
- Speaker 2 has already been candid with Anzor about these concerns; Anzor shares some of them.
- The team must not fail these assessments due to their size and security scope.
- Conclusion: Proceed with a plan that reduces dependence on Anton’s reporting and strengthens data collection via Speaker 1’s methods and Jason’s execution.
## Next Arrangements
- [ ] Schedule a meeting between Speaker 1, Speaker 2, and Jason before 2026-05-08 to define the Foothill assessment approach and deliverables.
- [ ] Speaker 1 to compile and share PowerShell scripts with Jason.
- [ ] Speaker 1 to provide app registration instructions tailored for read-only access at Foothill, including required permissions to create the registration.
- [ ] Speaker 1 to draft and circulate an airtight project plan for Foothill for internal review, then share with the Foothill manager.
- [ ] Speaker 1 to share the data-collection spreadsheet with Jason and validate coverage against Foothill’s on-prem environment.
- [ ] Confirm onsite vs. remote data-gathering requirements (who, when, access logistics) for next week.
- [ ] Confirm the scope and expectations for the Maverick assessment and determine if similar support is needed.
- [ ] Establish a fallback plan if Anton’s reports remain insufficient, including assigned owners and timelines for alternative data collection.
- [ ] Align on messaging to the Foothill manager to avoid implying he is unqualified while justifying assessment scope and methods.
- [ ] [Insert more]
## AI Suggestions
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. Clarify exact permissions available at Foothill to enable creation of the required app registration under read-only constraints.
> 2. Define the specific security datasets and system inventories needed (e.g., Azure AD, on-prem AD, servers, network devices) and how to collect them with read-only access.
> 3. Establish a fallback plan if Anton’s reports remain insufficient, including assigned owners and timelines for alternative data collection.
> 4. Align on messaging to the Foothill manager to avoid implying he is unqualified while still justifying assessment scope and methods.
> 5. Confirm onsite vs. remote data-gathering requirements and resources (who, when, access logistics) to prevent delays next week.
May 6, 2026
Speaker 1 00:00:00
Good morning. How are you? I'm good. How are you?
Speaker 2 00:00:05
I'm good.
Speaker 1 00:00:07
Good. Sorry about yesterday. I got off my last meeting and I sat down at my desk. And I fell asleep. It's a very comfortable computer chair.
Speaker 2 00:00:19
Are you not getting enough rest at home?
Speaker 1 00:00:21
You know, I thought I was. I got a good solid six hours of sleep, Which is good for me because I am normally the four to five hour person. And I don't know if like if something's changed this week or what, but I've been a little bit more tired than usual. I got seven hours last night.
Speaker 2 00:00:39
Well, if you need to go home earlier or something, go home earlier. Whatever. I mean.
Speaker 1 00:00:44
No, I just think the kid has beenum she's been a little stressed out this week, and we've been working on homework because she's got her tests in this week and next. Oh, I see.
Speaker 2 00:00:53
I see.
Speaker 1 00:00:54
I'm just feeling her anxiety.
Speaker 2 00:00:57
I see. It happens. Yeah. Been there, been there, done that. Yes. Um, well, I don't want to pile it on here so, But I am going to ask one of the things I what i was going to ask you about last night is. Um, with the and and I guess we have to pick which one, but. With. The two assessments we have going right now, One of the things I'm hoping you can do is sort of help walk Jason through one of them. And I don't know which one we should do. But I think he's a little apprehensive about how we're going to gather all the information we're going to gather specifically. With the.
Speaker 2 00:01:46
Security stuff, I think is what he has apprehension about. I'll be candid because I think. You and I both know getting information out of Anton sometimes is challenging. And even though I've asked Anton multiple times going into some of these maverick and And recently, football assessments, he tells me you know they've worked out. I asked him after sharp and well before we were going into the maverick. Phase two assessment. Has he worked out a better Process and a more thorough and comprehensive report, and he has assured me that they have. But, you know, Jason says I've asked Anton and I'm not really getting. You know, I get like a half a page of a report, right? And he's like, "Jason's concerned," right? And I said, "Well." Chris.
Speaker 2 00:02:42
Gathered the majority of what we presented for SHARP, and I want I am hoping that you can help. Help Jason through like one of these, one of these to kind of give him a comfort level on what. What you can help bring together. Yeah. Um, I don't want you to do it, but at the same time I don't want us to fail. So I'm trying to figure out how can you.
Speaker 2 00:03:12
Sort of help handhold him to the extent possible to, To sort of show him what you did or or what you were able to pull together. I told him, I am sure that you used multiple tools to pull data together and then probably used. You know, Some level of AI to sort of assemble some of that data into into some presentable formats. And I said, I don't know exactly how how she did it. I said, I know that Anton, you know. Had his team gathering information as well, and we use you know tools that Anton had also, but. Um, I guess I wanted to to ask you, To what extent Can or or can you show him or can you help him or whatever? And which, you know which assessment should we should we use I'm more concerned about the Foothill one, because I think they are going to be more.
Speaker 2 00:04:11
I think they're going to scrutinize much more closely than than Maverick will. That is my opinion because Maverick is going to be more. Surface and Foothill has somebody who is pushing back much more heavily. So he is going to have, The guy there is going to want to poke holes in what we have because he doesn't want this to happen in the first place. So he's going to He's going to be looking for every opportunity for us to fail or to say, we don't have expertise or whatever. So I guess. Um, I don't know. I'm kind of looking for your input on this to Because I don't want to pull you in to do it, obviously, But at the same time, I'm asking, like what can you do to help Jason? Understand what you did for Sharp, because he's he's.
Speaker 2 00:05:06
You know, kind of saying, " H ow am I going to get the security stuff and how am I going to gather the information without having people go in there and try to basically." you know. Bring all this together, and I am like, "Well, Chris had ways of doing a lot of this. The majority of this remotely." I said we had Chris and. And Vlad go on site and gather some of this also, but the majority of this Chris was able to pull together. So Long story short.
Speaker 2 00:05:36
What are you able to provide or get, give him or or show him, to be able to sort of. Give him more of a comfort level to on on how to get some of this information together because I think he's. Especially concerned about the security pieces, but you know, just overall because I think they also have a lot more, you know, server stuff that. I think this is going to be a much larger on- prem environment than some of the things we've done before, also.
Speaker 1 00:06:08
So. Can I can I pivot just for a slight moment?
Speaker 2 00:06:15
Of course. Okay.
Speaker 1 00:06:18
The reason why I did most of it myself was because I have the same concerns. That Jason has. Yeah. Of course, and that's why I did what I did. Now, I macgavered some of my stuff and used some of the access that I've had in the past. I don't necessarily have that same access anymore. Um, Anzar has pulled it away from me, so. I am mostly doing a lot of PowerShell scripts, and with what I did before on prem, it was also PowerShell scripts. And I was given access to those servers as a domain.
Speaker 1 00:06:59
Domain admin to do what I needed to do. Um. The other concern that I have is he Anton keeps pushing for global reader access only, and that's not going to work. Because a lot of what I do is in PowerShell, And I need access to the system so that I can write an app registration that allows me access. And the app registration is read only. Um, and I am very open and upfront about that with the clients, and I have been in the past. So it's one of those things where. I've been stepping in the way I have because my confidence is not where it needs to be. He is amazing with the things he's good at. Assessments for potential clients is not that area. And that's just my honest.
Speaker 1 00:07:55
U m, and the reason why I've been doing the things I've been doing lately. Um, And I don't want to tell that to Andor because he greatly values his opinion. And well,
Speaker 2 00:08:07
But but I've been candid with Anzor in in saying a lot of those same things, right and not saying that he, he can't do it or that he, he doesn't have the ability to do it, but that I have concerns in whether he has the ability to actually do it or not. And Anzor has actually said that he Has some of the same concerns. So I don't think Onsor, I don't think Onsor is saying Yeah, Anton is absolutely the guy. He is actually saying the same thing. So. But, we also can't afford to fail to deliver on these two things because they're both very big and they both have.
Speaker 2 00:08:51
Big security processes involved. So, I guess. You know, how do we and on the foothill piece. They absolutely said," read only is all they're going to give us." Okay. So, um.
Speaker 1 00:09:10
I can send them instructions for the app registration. That's easy.
Speaker 2 00:09:14
Yeah, um, I guess the.
Speaker 2 00:09:19
The question is going to be, What do we? What do we need to do to get in there and get what we need? And And make sure that we can deliver on that. So, what I was what I was Going to ask is, you know, if you and I and Jason have a conversation either today or tomorrow. Um, to walk through or sometime before the end of the week. To walk through what our approach can be and to what extent you can help get things started. Um, Cause I'm out next week and I don't want us to go in there and look like we're flat - footed because the guy is going to jump on that immediately, and we'll fail. Because what we're going into with this one, just so you are aware, and I am not sure how.
Speaker 2 00:10:13
How up to speed you are with this foothill thing, but basically the two guys the. CFO or whatever he is, and the director asked us to come in. But this guy, that is the " S ys tem administrator, who was recently put into a manager type role." Is very is is defensive and resistant to this assessment. Yeah. And is looking for a reason for us to not. Really be there, and he wants to see our project plan, and he wants to poke holes in it. And he is going to be looking for us to. He's going to be looking for reasons to say these guys don't know what they're doing or whatever. Even I think we've quelled it a bit in the initial meeting, But I still think he's going to be looking for any reason to say these guys don't know what they're doing or they don't.
Speaker 2 00:11:07
Especially, if we start to say he's not qualified in certain ways or he's not the right guy for something. As soon as we start to say that, which we probably will. Because he said, he said specifically, I come from a programming development background. And, as soon as we start to say anything about, he may not be the right guy for the infrastructure support. He's going to immediately start to push back. I know, right? Because they they already kind of don't want him there. I think or don't think he's the right guy to be in that. In their business, so I think they kind of want him out. But so he's going to be, and if they and if he's able to bring anything. That has credibility to light. It's going to make us look really bad, and then we're not going to have an opportunity there. So.
Speaker 2 00:11:59
I'd like the three of us to talk about what we can do, And I don't want to pull you in to be to spend a ton of time on this, but I also Jason may need some hand holding kind of going in here. So I Thoughts on how we can approach this I mean.
Speaker 1 00:12:20
So I put in to the chat.
Speaker 1 00:12:28
H ang on one second. Sure. Just give me one moment. I've been trying to reach these people forever. And.
Speaker 2 00:12:35
We don't have to we don't have to solve this right now. But if I set up a call for like sometime between now and the end of the week, Can can the three of us chat and sort of come up with a game plan? Do you think?
Speaker 1 00:12:47
We definitely can set up a meeting. Um, I put in for you, Pete. I put into this into the group chat. Um, the. A spreadsheet to help him with, But I also think let me let me pull all of my PowerShell scripts and things like that. Let me get with Jason. I have a, I think I'm going to get him feeling comfortable. Um, and we had a long conversation yesterday. But as far as the project plan, let me pull him into something with that. And get something that we can easily send over to that guy. Okay.
Speaker 1 00:13:25
Okay, cool. Yeah, I mean, I am going to put myself in that guy's shoes and say, okay, if my job is on the line, here is how I am going to react. And just make it as airtight as possible.
Speaker 2 00:13:35
Okay, thank you.
Speaker 1 00:13:36
You're welcome. Thanks, Pete.
Speaker 2 00:13:38
All right, thanks. Bye.
Speaker 1 00:13:39
Okay, Delaney, I am so sorry. It has been a busy morning.
06-16 Meeting: Avalon Help Desk Cost Estimation - Fully Burdened Hourly Rate and Burden Factor Validation
## Meeting Information
> Date: 2026-06-16 16:02:29
> Location: [Insert Location]
> Participants: [Pete] [Christi] [Speaker 3]
## Meeting Notes
- Topic Title: Estimating Help Desk Hourly Cost for Avalon Support
- Pete requested an approximate hourly cost to estimate spend on Avalon’s help desk tickets (seeking figures like 35/40/45).
- Christi noted MSP CFO could calculate costs based on technician time, but access may be uncertain; she could still log in.
- Pete said exactness isn’t required; an average of help desk staff hourly rates would suffice.
- Christi described prior method: spreadsheet of everyone’s costs, average rate, then applying a fully burdened rate to get cost.
- Christi recalled a past average “around seventeen,” influenced by the Filipino team’s rates.
- Christi referenced a “four levers” spreadsheet where $65K was the average engineer annual pay at that time.
- Christi stated last fully burdened rate calculation was 22%; may have changed.
- Pete mentioned including the Philippines’ 13th month in burden; considered for fully burdened factor.
- Christi said the 22% burden factor was due to that; she’s trying to locate old spreadsheets, with access issues mentioned (Anzor).
- Pete included Olivia (Service Delivery Manager) to ensure all Help Desk elements are captured.
- Christi shared a “CIT capacity calculator” (built by Christi, posted by Anzor).
- Pete computed a current average rate of 22.77; applying 22% burden yields about $28 fully burdened hourly rate for use.
- Christi confirmed sharing tools and historical materials; offered them to Olivia.
- Conclusion: A provisional fully burdened help desk hourly rate of approximately $28 was agreed for estimation purposes.
## Next Arrangements
- [ ] Use $28 as the provisional fully burdened hourly cost for Avalon help desk ticket estimates.
- [ ] Validate whether the 22% burden factor (including items like the Philippines’ 13th month) is still accurate; update if necessary.
- [ ] Confirm MSP CFO tool access and reliability; determine if it is still available and accurate for cost calculations.
- [ ] Christi to provide access or copies of the “CIT capacity calculator” and relevant spreadsheets to Pete and Olivia.
- [ ] Include Olivia (Service Delivery Manager) in ongoing help desk cost tracking for Avalon and ensure all help desk roles and locations are captured in the estimate scope.
## AI Suggestions
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. The 22% fully burdened rate is based on past data and may have changed; confirm current burden factors (including benefits like the 13th month for the Philippines).
> 2. MSP CFO tool access and reliability were unclear; verify whether it is still available and accurate for cost calculations.
> 3. Clarify scope: ensure the $28 rate includes all help desk roles and locations contributing to Avalon tickets to avoid under/overestimation.
Jun 16, 2026
Speaker 1 00:00:05
Just A black. Hi. Thank you, Chris. I need a quick, I need a quick answer. So, I'm trying to quickly figure out how much we spend to support Avalon, and most of their tickets are help desk tickets. So I need an approximate cost for the help desk per hour. Do, we did we ever calculate roughly what that is is it like 35 is it 40? Is it 45? Do we have did we ever have a an approximate cost per hour for like a help desk ticket?
Speaker 2 00:00:42
So in that case, MSP CFO is going to calculate that cost based on the amount of technicians that have worked on those ticket sum I. Let me log in and make sure the report is there for you.
Speaker 1 00:00:58
I thought we got rid of that. Yeah, we got rid of that.
Speaker 2 00:01:01
Oh, it's allowing me to log in. Weird. Um, okay, if that's the case then.
Speaker 1 00:01:06
And I don't need to be exact. So I mean, I can take the average of all help desk folks and get an average hourly rate, I guess if that's what I need to do and that'll be fine.
Speaker 2 00:01:16
So, what I would do in the past is I had a spreadsheet that had all everyone's costs. I did the average and then I did the fully burdened rate from that, which gave me the cost.
Speaker 3 00:01:31
Um, If that makes sense. Yeah,
Speaker 1 00:01:35
But you don't remember roughly what it was back then?
Speaker 2 00:01:38
No, I'm thinking it was around seventeen in the past. But that's it. Yeah, because you have uh the Filipino team.
Speaker 1 00:01:51
Yeah, I know, but we have we have quite a few. Well, I guess, Yeah, I guess that's probably. Is that on your spreadsheet?
Speaker 2 00:02:01
That says average engineer K slash hour. Yeah, that spreadsheet that I sent you is the four levers, And that's where the sixty five K came from was because that was the average engineer annual pay at that time when I did it. So,
Speaker 1 00:02:16
What I can do is I can look at the Playmaster funnel, and I should be able to.
Speaker 1 00:02:28
Everybody that's helped us.
Speaker 2 00:02:30
And repeat, the last time I asked for the fully burdened rate calculation, it was at twenty two percent. So that might have changed. Okay. Let me see if I have my Let's see,
Speaker 1 00:02:42
Let's see. We don't have a we don't pay any additional Well, I, guess we could use it? We could use that for the Philippines, too, because we give them a thirteenth month So I, guess that could factor in there?
Speaker 3 00:02:54
That's, The only reason why I was at twenty two percent was because of that. Hang on, I'm trying to pull it up. I used to keep a spreadsheet, but I could tell you. But Anzor had me put it up somewhere, and then he took away my access from where I put it. That man, like he doesn't want me to work anymore.
Speaker 1 00:03:31
Service Delivery manager, is that your title, Olivia? Yeah. Okay, I'm going to include you because I want everything Help Desk related in this number.
Speaker 3 00:03:49
I have like four different copies of the old built of this thing.
Speaker 2 00:03:55
CIT capacity calculator. Here's that. Let me pull that one up.
Speaker 1 00:04:01
So I'm going to take all of,
Speaker 3 00:04:04
Let's see, I'm going to take all of this. Yeah,
Speaker 1 00:04:13
So the average is 2277 right now without the 22%. So if I say, 22. 77 times 1. 22, so that gives us about a 27, let's call it a$ 28 rate. That's what I'm going to use. Good enough.
Speaker 2 00:04:32
Okay, okay. Uh, there's the capacity calculator in your chat. Uh Anzor Hamdi built this I built it, sent it to him, put it up where he wanted it. Uh and I don't think he ever used it after that. But it works. So there's that I have all the old stuff. So Olivia, whatever you want, have at it. Perfect. All right.
Speaker 3 00:04:56
Thank you, Chris. Wunderbar. Thank you.
Speaker 2 00:04:58
You're welcome. Bye- bye Goodbye, Chris.
Confirm MSP CFO tool access and determine if it is still reliable for help desk cost calculationsProvide Pete and Olivia with access to or copies of the CIT capacity calculator and relevant cost spreadsheetsInclude Olivia (Service Delivery Manager) in ongoing Avalon help desk cost tracking and confirm all help desk roles and locations are captured in the $28 rate scope+1
Date & Time: 2026-08-28 16:58:29
Location: [Insert Location]
Customer: Eldridge Aker Partners (via Vince and April, who are resellers/partners)
## Overview
The consultation addresses a significant pricing issue for the end-customer, Eldridge Aker Partners, who are using CloudAlly for Box.com data backup. The customer was moved from an annual, unit-based billing model (around **$1.70** per unit) to a month-to-month model on the Secure Cloud platform. This change resulted in a price increase to **$1.95** per unit, leading to an approximate **50%** increase in their invoices, which has caused dissatisfaction at the leadership level. The partner (represented by Vince) is seeking an urgent resolution to reduce the per-unit cost back to the previous level, ideally while retaining the monthly billing cycle for better visibility. They are also open to discussing potential credits for the overcharges and exploring other products in the OpenText portfolio once this issue is resolved.
## Background
Vince, representing a partner reseller, is calling on behalf of their customer, Eldridge Aker Partners. This customer has been using CloudAlly for **three years** to back up their **Box.com** data. They were previously on an annual prepayment plan, which was unit-based (per **10 gigs**). This model caused issues with unpredictable true-up costs at the end of the year due to data growth. To gain better visibility, the customer was moved to a **month-to-month** billing cycle on the Secure Cloud platform a few months ago (around May-July 2026). This transition, however, led to an unexpected and substantial price increase. The issue has escalated to the CEO level at both the partner and customer companies, creating an urgent need for a solution.
## Pain Points
The primary issue is a sudden and significant price increase after switching billing models. The customer, Eldridge Aker Partners, experienced a price hike from approximately **$1.70** per unit to **$1.95** per unit when they moved from an annual plan to a month-to-month plan on the Secure Cloud platform.
- **Impact**: This has resulted in what the customer perceives as a **50%** increase in their costs, causing significant dissatisfaction. The partner is now in an uncomfortable position with their client, as their own leadership has been contacted by the customer's leadership regarding the high invoices.
- **Current Situation**: The partner has been trying to resolve this for the **last couple of months** without success. They are currently being billed at the higher rate, and the partner is absorbing the tension from the unhappy customer.
- **Quantitative Metrics**: The cost per unit increased from **~$1.70** to **$1.95**. The customer considers this a **50% increase** in cost, which they find unacceptable. A **10-15%** increase might have been manageable. The consultant, Chris, confirmed seeing an invoice for **$352.34** reflecting the **$1.95** unit cost.
- **Context**: The original annual billing model lacked transparency, leading to unexpected year-end balances. The switch to monthly billing was intended to provide visibility but came with this unintended price increase.
- **Stakeholders**: The affected stakeholders include the end-customer (Eldridge Aker Partners, specifically their leadership/CEO), the partner (Vince, April, and their CEO), and OpenText/CloudAlly (Keelan Clark, Chris).
## Expectations
The primary goal is to lower the per-unit cost back to the previous level while maintaining the preferred monthly billing cycle. The customer, Eldridge Aker Partners, would prefer to stay on a **monthly billing cycle** for transparency but finds the current **$1.95** per unit price unacceptable.
- **Specific Goals**: Reduce the per-unit cost to a level much closer to the original **$1.70**. The partner has indicated they are willing to pass the savings directly to the customer and are not focused on making a large margin. They also hope to receive **credit** for the recent overcharges.
- **Timeframe**: An answer is needed urgently. Vince requested a response by **Monday, August 31, 2026**, so he can update his CEO, who in turn needs to communicate with the customer's CEO.
- **Success Metrics**: Success would be defined by receiving an approved pricing adjustment that brings the per-unit cost close to **$1.70** and securing a credit for past overpayments.
- **Stakeholders**: Keelan Clark is the primary internal stakeholder who needs to escalate the request. Vince is the primary contact for the partner.
## Other Information Summary
- The reseller (Vince's company) is not making a significant profit on this account and is primarily focused on satisfying the customer to maintain the relationship.
- The partner is open to exploring other products in the OpenText portfolio and adding them to their service stack, but only after this pricing issue is resolved.
- Chris, the consultant, is temporarily covering for Keelan Clark, who is the main account manager. Keelan was scheduled to return on Monday, August 31, 2026.
## To-Do List
- [ ] Chris to share all call details with Keelan Clark to escalate internally and seek a pricing adjustment and potential credits.
- [ ] Keelan to investigate and provide an answer on the pricing adjustment and potential credits by Monday, August 31, 2026.
- [ ] Keelan to follow up with Vince to discuss exploring other products in the OpenText portfolio once the current issue is resolved.
> **AI Suggestions**
> The AI has identified the client's biggest pain point as the unexpected and significant price increase (from ~$1.70 to $1.95 per unit) after switching to a monthly billing model, which has damaged the customer relationship. Here are some possible solutions for your consideration:
> 1. **Offer Annual Pricing on a Monthly Billing Cycle:** Propose a special pricing arrangement that grants the customer the discounted annual rate (or a rate very close to the original $1.70) but allows them to be billed monthly. This directly addresses their need for cost reduction and their desire for billing transparency.
> 2. **Apply a Retroactive Credit and Lock in Pricing:** Immediately process a credit for the difference paid over the last few months (the delta between $1.95 and ~$1.70). Concurrently, formally lock in the lower price for a set term (e.g., 12-24 months) to provide stability and show commitment to the partnership.
> 3. **Implement a Tiered Discount Structure:** If a direct match to the old price isn't possible, propose a tiered discount on the new $1.95 rate that brings the effective cost down. For example, offer a specific percentage discount that makes the final price acceptable to the client. This shows flexibility while potentially preserving a slightly higher base rate.
> 4. **Bundle with a Small Value-Add Service:** To justify maintaining the relationship and smoothing over the issue, offer a small, complementary value-add from the OpenText portfolio at no additional cost for a limited time. This can help rebuild goodwill and also serves as a soft introduction to other products, aligning with the client's stated interest.
Aug 28, 2026
Speaker 1 00:01:03
Hi April, how are you?
Speaker 2 00:01:04
Hi Chris, I'm good.
Speaker 1 00:01:06
How are you? Good, good. Thank you. Appreciate you jumping on. Yeah, I guess give it the recorder a second to chime in here.
Speaker 2 00:01:16
Yeah, and we're also waiting for Vince to join the call. Okay, cool. This one over account managers who handles.
Speaker 1 00:01:23
This call may be recorded for note taking and coaching purposes.
Speaker 1 00:01:28
Okay, great.
Speaker 2 00:01:29
Yeah, let me just quit clipping him.
Speaker 1 00:01:31
Yeah,
Speaker 3 00:01:32
No worries. See you guys. Alright, listen.
Speaker 2 00:02:39
He hasn't read my email yet, so one moment.
Speaker 1 00:02:44
Okay. Yeah,
Speaker 3 00:02:46
Take your time.
Speaker 4 00:03:16
Hey Vince. Oh hey, good morning.
Speaker 2 00:03:19
Good morning. So yeah, this is the meeting with CloudAlly. So Chris is here.
Speaker 4 00:03:27
Chris,
Speaker 1 00:03:27
Good to meet you. Hey, likewise. Yeah, just to give you guys a quick introduction and some context. Right, I am one of the channel account managers here at OpenText. I'm basically one of Keelan Clark's peers, covering while she's out, but. Yeah, yeah. I don't work for I don't work for CloudAlly necessarily, but we do obviously support you know that product within the OpenText kind of ecosystem. So yeah, yeah, yeah. Let's let's kind of jump in and figure out what you guys are trying to accomplish and what's going on, and I'll do my best to kind of facilitate next steps here.
Speaker 4 00:04:12
For sure, appreciate it, Chris. So I'll give you a little bit of background. We've got one customer, Eldridge Aker Partners, and they utilize CloudAlly to perform the cloud backup of their Box.com data footprint. Essentially, right? They've been using the product for maybe three years at this point. Okay. One of the concerns they had was the original billing model for them. My understanding is unit-based, so it's like every 10 gigs. There's a there's a cost associated with it, and they were prepaying annually, right? So meaning that in 2025 they'd pay for 2026, and then you know with with data churn and whatnot, by the end of the year there would be like a difference, right? So let's just say for example they paid fifteen hundred dollars annually, and at the end of the year when they're trying to re-up or renew.
Speaker 4 00:05:03
They've got a outstanding balance essentially, right? Because like now they've stored a little bit more data or whatever the case is, so they weren't too happy about that only because they had zero visibility, right? Like obviously they can look into box and stuff, but that's not something that is part of their daily workflow. It's just kind of a set and forget type thing. And so they asked, hey, is there a way we can go month to month so we can get some some visibility on on all that's being backed up and so we have a better kind of, Understanding of like the moving target, right? Yeah. So, anyways, a couple months ago, we did move them over to month to month, and we noticed that there was an increase in the pricing, right? So I reached out to Keelan, and she said, "Hey, you know, because you guys moved to Secure Cloud, month to month versus annual, there is no pricing difference, but we're looking at older invoices and."
Speaker 4 00:05:59
You know what we're seeing is that the cost per unit was floating around somewhere a dollar seventy, and now we're at a dollar ninety five. And then obviously, as we're a partner reseller, we've got a little markup on top of that, and that puts us in an uncomfortable position because now they're like, "Hey, our cost went up quite a bit." And so today's call is just to kind of help understand, okay, what can we do about that, right? Like, is it is there still a possibility of moving to an annual? They would prefer monthly, obviously. So, is there anything we can do in terms of pricing or whatever the case may be, just to get it level set, right? So they kind of understand, like, all right, here's, it's it's, you know, fifty percent increase is is big. So you know, if it was ten percent, maybe fifteen, you know, we could work with that. But I think being that it's you know fifty percent increase is just something that the customer is not happy with. So we're just trying to go to bat for them and see what we can do.
Speaker 1 00:06:53
Yeah. Yeah, for sure. And I guess when did you make that? Looks like you. Correct me if I'm wrong, but it looks like you moved over maybe at the end of end of July.
Speaker 4 00:07:06
Yeah, July, May, that time frame, couple months ago.
Speaker 1 00:07:11
You kind of, you kind of, you moved into you know the Secure Cloud platform, and and moved to that month to month billing cycle, right? Correct. Okay. Correct. Yeah. All right. I mean, I I think, yeah. I mean, ultimately, you know, I think there's a path for you guys, right? To, you know, again, if if you have um, I let me let me double check something here. I just want to see that we can actually access um the invoice. I might have you send me like a recent copy of the invoice, but I'm pretty sure I can access.
Speaker 1 00:07:50
In your Guest Admin and Secure Cloud, and and see exactly what you guys were were charged, right? And you know, I think we, I think t here is a path to kind of get you closer to, you know, what that annual cost was, right? Broken out monthly, if if that makes sense. Like if you were at X amount, and again, right? I I am gonna I am gonna have to you know communicate this to Keelan, but. I'm pretty sure she can, she can, you know, escalate internally with management to be like, "Hey, here's the situation, right?" And and get you guys closer to that to that number. So let me let me just double check to make sure that I can access the invoice. Customers, I see Eldridge. Give me one second.
Speaker 1 00:08:43
Okay, Eldridge, my subscriptions. Let me just go to billing, invoicing. Yeah, let me see. I've got one here, three fifty two thirty four. And if I look at that, I do see, I do see your Cloud-to-Cloud for 1 OA at one ninety five. Yep. For Eldridge Aker Partners. Okay, cool. I see that. So let me. Keelan is back on Monday, but I'll go ahead and share this information with her, and just you know, you know, just make sure that she kind of moves on a path right internally to to see what can be done to support, you know, getting you guys closer to that. That was the previous cost? You said one sixty.
Speaker 4 00:09:41
170-ish. Yeah, that's that's what the customer, you know, they and in prior years invoices, they've kind of done the math on their own too, right? So they're coming up at around 170. So, you know, they're very highly sensitive to this. Um, and then just just FYI, right? The the reason why this has a lot of visibility is because their leadership pulled our leadership and said, Hey, what's going on? We just got these invoices, and it's like 50 higher. So whatever we can do in in in a speedy manner is going to be super helpful because I've got my my CEO kind of waiting on a response so he can reach out to their CEO and say hey we got this covered or handled or do we need to move talk you know what I mean so I'm sure the urgency is understood.
Speaker 1 00:10:24
I guess I'm confused. I I mean were you um because what what were they buying through us directly before or.
Speaker 4 00:10:32
No no they. Yeah, we we uh you know we signed up as a partner CloudAlly at the time, right? Because I think two years ago there's not a lot of players out there that's backing up Box. com, so I think that's that's how we went with CloudAlly, you know, um and and that's where we are today.
Speaker 1 00:10:51
So, okay, okay, cool. So I mean, again, you you're passing on you know whatever appropriate markups from you know what was previously 170, right, based on that annual term. To now, right? I mean, again, I don't know. You know, it's it's the billing is at one ninety five, so I don't know what your your your your markup process is to them. But regardless, you know, there is that that delta that you are trying to.
Speaker 4 00:11:17
Yeah, and and and to be completely frank with you, like it's. I mean, we're not. We're not making a whole lot of money on this, right? So honestly, if we can bring our cost down and we just pass through to the customer, we're totally fine with that too, right? Like obviously, it'd be nice to get a little bit of a margin, but at this point, it's like not worth the headache to have to go because we've been trying to sort this for the last couple months. To be honest with you, so it you know just having someone to to kind of understand where where we are and where we need to be that'd be helpful from your side.
Speaker 1 00:11:46
Yeah, yeah, I see it, and it looks like. Increase from okay yeah got it okay cool yeah we'll we'll get this squared away I don't think it'll be a big uh it's it's not a big deal my my humble opinion we'll get this squared away and I think you know I think we can probably get you guys some credit right as well yeah so that'd be helpful. Yeah, we'll take we'll take both of those. I'll take both of those points back to Keelan and just you know get the ball rolling for you guys. You know,
Speaker 4 00:12:23
When do you think we can have? Yeah, an answer, at least something that we can you know put back in front of the customer.
Speaker 1 00:12:30
Yeah, I think Monday. You know, Monday. Okay. I'll see Monday. Yeah, for sure. You know, I know she's back on Monday, but I'm sure she'll be kind of chipping away. If I know her, she'll be kind of picking away at this over the weekend. So. I think we can get a quick answer to you guys out by Monday, so you guys can get something out, you know, communicated by end of day and Monday to.
Speaker 4 00:12:50
Them. Okay, I appreciate that. Thank you.
Speaker 1 00:12:53
Okay, yeah, easy enough. All right, anything else at the moment? Everything else chugging along for you guys,
Speaker 4 00:12:59
Or? Yeah, it is definitely. I know Keelan's been reaching out. Maybe try to get some face time. You know, I'd love to see kind of what else is in the portfolio and what other products and services we can add to our stack offering. So. Once we get past this, more than happy to sit down and figure out what we can add to our sales menu here for you guys.
Speaker 1 00:13:17
Yeah, for sure, for sure, totally get it. Yeah, let's work on this, and then you know, again, you'll you'll be in good hands with Keelan, so I'll let her kind of follow up on that front. But cool, cool. Thanks, guys. Appreciate it. All right, thanks, Chris. Appreciate it, Chris. Happy Friday. You're welcome. Yeah. Bye. Bye.
Keelan Clark to follow up with Vince on exploring other OpenText portfolio products once pricing issue is resolvedShare all call details with Keelan Clark to escalate pricing adjustment request and potential credits internallyKeelan Clark to investigate and provide a pricing adjustment decision and retroactive credit answer to Vince by Monday August 31 2026
Eldridge Acre Partners, LP (CW 20541), ticket 969505 'RE: Cloud Backup Annual Billing Request'. Vendor escalation with the CloudAlly/OpenText channel team on Box.com backup unit pricing after the annual-to-monthly billing change; vendor to pursue a rate correction and credit, answer expected Monday. Non-confidential. CLIENT VERIFIED FROM CONTENT: the transcript names Eldridge Acre Partners explicitly as the affected customer and the company exists in CW as 20541.
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✓
04-16 Weekly Meeting: IT Operations, Security Compliance, Cost Optimization, and Infrastructure Upgrades
## Meeting Information
> Date: 2026-04-16 14:34:55
> Location: [Insert Location]
> Participants: [Christi] [Sergio] [Jennifer C] [Crystal] [Apolo] [Speaker 6] [Speaker 7] [Dr. Barber] [Erin] [Carlos] [Stacey] [Robert] [Gaston] [James Hunter] [Lorenzo]
## Meeting Notes
- Duo Credential Issue and Remediation
- Duo was installed on ~100 computers; a login issue surfaced starting Sunday. Duo alerts and user reports prompted a pushed update that prevented issues for most users. About 12 computers required manual remediation; most were fixed by 9 a.m. Monday and a few more on Tuesday.
- The incident accelerated the plan to remove Duo and avoid renewal costs.
- Conclusion: Duo issue resolved; Duo to be fully removed with associated budget savings.
- Help Desk Line Transition to Crimson
- Main IT line now routes to Crimson help desk; Gaston also answers on that line. Unresolvable tickets are forwarded to Robert and Gaston, reducing their load.
- Some users hang up when they don’t recognize the voice and instead call internal staff (Carlos, receptionist Stacey) to reach Robert/Gaston; plan to encourage front desk/HR to push back on direct transfers.
- Help desk structure: Cheryl (former help desk manager) leads ~4 employees; Charles (technical team member) supports remotely (South Africa) and will be introduced during a US visit.
- Conclusion: Transition largely successful; user behavior adjustment needed.
- Access to LV and Vendor Ticketing
- LV access established for Robert and Gaston after anti-spam/security verification; ticketing now active.
- Conclusion: LV access established; ticketing active.
- IT Portal Launch and Icon Update
- New IT portal launched; notification email sent. User desktop icons will be updated to point to the portal within 1–2 days.
- Conclusion: Portal rollout in progress.
- Data Backup Strategy and Bandwidth Constraints
- Current Spectrum bandwidth at the site and data center is too low for ongoing backups. Working with Peerless on quotes to upgrade bandwidth at both ends.
- Interim backup performed via shipped Datto hard drive; snapshot loaded and returned; backups have started. Redundancies allow ~4-hour recovery if systems go down; continuous backup is the goal.
- Conclusion: Interim backups in place; bandwidth upgrade quotes pending.
- Telecom and Internet Services; Audit and Cleanup
- Phone providers are TPX and Peerless; Spectrum provides internet. Many TPX lines are forwarded to Peerless, effectively giving each desk phone two lines and creating redundancy and potential duplication in costs.
- Suspected “ghost” building entries and dual routing (TPX → Peerless → Crimson) causing duplicates. Analog lines (~$200/line) under investigation; one site may no longer be a SHARP site.
- Ongoing weekly invoice reviews (from James Hunter) reveal new accounts and unfamiliar vendors; non-Helped Us answering services are being redirected. Invoices are being scanned for records; a running P&L and contract list is maintained to reduce spend.
- Conclusion: Telecom cleanup and contract audits underway to reduce unnecessary costs.
- Antivirus Decommissioning (Trellix)
- Trellix decommissioned; removal from endpoints ongoing and slow. Having two antiviruses previously caused performance issues.
- Conclusion: Decommissioning underway; continued removal planned.
- Compliance and Access Reviews (Google Vault, SOC 2)
- Data Loss Prevention and Google Vault retention rules configured for HIPAA in early March; HIPAA-enabled monitoring active.
- SOC 2-style user access review completed; ~152 Google accounts deleted; 64 accounts remain with randomly shared Google files requiring cleanup.
- Backup vendor accounts moved under Crimson management.
- Conclusion: Major compliance steps completed; remaining shared file cleanup needed.
- Hardware Lifecycle, Inventory, and Docking Stations
- Hardware lifecycle report shared for 262–272 machines; ~100 devices still to be inventoried; 156 computers are over 4 years and due for replacement; many systems are unpatched and on unsupported OS.
- About 100 computers need replacement this year; 50–60 laptops are funded for replacement (≈12 for BAFMA, remainder for SHARP; funds cannot be cross-assigned).
- Docking stations are underpowered and causing performance issues; five broken units found in a closet; immediate need to inventory and true up counts.
- Some problematic machines (e.g., Bridget’s) may need swap and reimage later.
- Conclusion: Inventory nearing completion; clear replacement, patching, and docking station remediation plan needed.
- Database Health and Cloud Migration Exploration
- Two database servers (DB and DB Two); DB Two is healthier and hosts CareLogic data lab and others. Access provided to Pratt.
- Need to spin up a Microsoft instance in Azure to assess cloud migration; a credit card is required to enable Azure’s free tier. Target progress by month-end.
- Conclusion: Azure exploration pending payment method; evaluation prioritized but not an emergency.
- MFA Enrollment and Training; Access Security and PAM
- MFA enrollment improving; some users remain confused. Plan for four Zoom sessions, in-person sessions, and a walkthrough video; potential candy incentives. Goal for laptop users by May 15.
- ~60 desktop users lack cell phones; plan to deploy YubiKeys and restrict logins to specific devices with attached keys.
- Strong access lockdowns for critical accounts; use of physical security keys across SHARP and BAFMA. Privileged Access Management (PAM) requires approvals; activities audited and screen recorded. Exclusion groups for service accounts; travel exclusions in place.
- Conclusion: MFA training and YubiKey rollout planned; security posture strengthened.
- Technology Roadmap and Site Access (Brevo/ADT)
- Roadmap is fluid and adjusts as issues arise. Brevo access issues persist with HiTech for Sharp and Crenshaw/BAFMA; updates are needed, and the system went end-of-life last month.
- Quote for ADT/Brevo updates with Dr. Barber for sign-off; escalation email sent.
- Conclusion: Awaiting vendor resolution and internal approval on Brevo updates.
- Box-to-Google Drive Migration and Storage Savings
- Most Box files are under/accessible via Lorenzo’s account; Christi is managing. 83% of files are stale (>2 years), primarily Lorenzo’s data.
- Plan to archive stale Box data to Google Drive, set proper access and permissions, and schedule a working lunch to review organization and migration. ~20 users never used Box; some unaware of access.
- Removing Box could save ~$1,400–$1,600 per month/year (figures cited vary).
- Conclusion: Migration and archival strategy defined; cost savings identified.
- Account Access, Password Resets, and Delegation
- Belinda previously had access to another staff member’s account; last access was Feb 12. Passwords were reset.
- Kasha was granted delegate permissions to review emails and locate specific items; team sometimes logs into old accounts to retrieve contracts/emails.
- Conclusion: Passwords reset; delegate access configured for secure review.
- Onboarding/Offboarding SOP and IT Policies (including AI)
- Onboarding SOP being updated; offboarding SOP required for audit readiness. IT policies in progress; four drafted.
- AI policy needed; concerns include vendor contracts (data storage, ownership, retention). Interest in AI tied to CareLogic; Eleos is popular but carries contract risks; ClinicallyAI’s claims require technical clarification. CareLogic AI expanding beyond progress notes; updates expected via LA County meeting and Denver conference.
- Christi is drafting AI policies for multiple clients.
- Conclusion: SOPs and AI policy in development; vendor research ongoing.
- Access Boundaries and Security Practices
- Christi avoids access to EHRs or systems with employee/client data (CareLogic, UKG) unless essential. If access is required, she requests a secondary account not tied to her email to reduce risk.
- Conclusion: Maintain least-privilege access; use secondary accounts if unavoidable.
- Asset Inventory and Mobile Services Optimization
- Audits and deployments ongoing; remaining computers to be added for accurate inventory.
- Engaged Intratum (mobile broker) to explore better multi-carrier plans, pooled minutes, and handset deals to support remote staff; planning for potential Verizon contract changes and device replacements; Intratum can ship phones.
- Conclusion: Mobile optimization underway to improve connectivity.
- Hardwired Fax Lines Across Sites
- Implementing hardwired fax lines at all sites with TPX; integrating with onsite Konica Minolta devices to improve medical records workflows.
- Conclusion: Implementation in progress.
- Copier/Fleet Consolidation and Secure Printing
- Current copier fleet spans multiple banks; consolidation to a single provider targeted for Q3. Canon suggested; Konica Minolta health-focused models noted with HIPAA features and badge-release secure printing.
- Interest in secure print (badge scan to release jobs) to prevent unauthorized access, especially in patient-accessible areas.
- Conclusion: Evaluate consolidation and secure printing solutions (Canon vs. Konica Minolta).
- Medical Records Policy Update and Social Media Risk
- Incident: patient obtained medical records and attempted to post on Instagram, triggering doxing-like threats. Records should not have been released; staff lacked context.
- Need urgent policy revision and staff training on records handling and social media risk mitigation.
- Conclusion: Medical records policy requires urgent update and training.
- Policy Distribution and Signature Setup
- Plan to distribute policies to staff using an Adobe-based signature form. DocuSign setup needed; Christi to borrow Speaker 7’s credit card (Lorenzo’s card unavailable due to cancellation) and avoid storing card images.
- Conclusion: Proceed with Adobe form and obtain a credit card to configure DocuSign.
- DMH Secure Microsoft Messages Access
- Speaker 7 cannot access DMH secure messages due to Microsoft login issues; “Login with Google” and code options failing. Christi/Gaston to assist with troubleshooting.
- Conclusion: IT assistance to resolve DMH secure login for Speaker 7.
- IT Department Morale and Stability
- Reported improvements in kindness and reduced stress in IT interactions; prior job security fears affected behavior. Recent stability noted; morale-building efforts underway.
- Conclusion: Team morale improving with ongoing support.
- Staffing and On-Site Support Updates
- Coordination among staff continues (e.g., Robert’s training, Gaston’s location tracking, Vlad’s support for CCTV and Weingart construction). Some delays acknowledged due to workload.
- Conclusion: Coordination ongoing; monitor for delays.
- JP Morgan Account and Expenditures
- Speaker 7 delisted for JP Morgan account activity; previously saw entries under Belinda and Lorenzo. Noted a $37,000 “fence” expense; review of drawdowns required amid confusion about spending (storage, furniture).
- Conclusion: Further review of account activity and expenditures needed.
- Ticketing and Distribution List Fix; Help Desk Metrics
- High ticket volume noted; a distribution list was fixed to auto-add recipients. Over six weeks: 643 tickets opened; 592 closed; 51 open. Ticket types range broadly; one server down event resolved.
- Dr. Barber was replaced by Christi as contact for server alerts to reduce his email load.
- Conclusion: Ticket operations steady; contact update implemented; distribution list issue resolved.
- Network Equipment and Microsoft Monitoring
- A FortiGate at Dyer Road is failing; replacement needed but not urgent; added to roadmap.
- Migration to Microsoft monitoring has begun; conditional access policy monitoring enabled. A Microsoft lockout on April 1 was resolved within 72 hours. Exclusion groups configured for service accounts (audit-only, no compliance blocking) and travel exceptions.
- Conclusion: Monitoring improvements in place; hardware issue tracked on roadmap.
- Vendor Dependency Audits and Documentation; Offboarding Timeliness
- Vendor dependency audits are consolidating under Christi. All documents from James are being scanned to maintain an audit trail and build a contract list to reduce costs.
- Aging P2 offboardings noted (e.g., Alexis and Elizabeth Sanchez); target is completion within four hours. Found Julie (finance) account still active; no offboarding request had been received; remediation needed.
- Conclusion: Strengthen offboarding timeliness and validation.
## Next Arrangements
- [ ] Obtain and share bandwidth upgrade quotes from Peerless for site and data center; define target bandwidth and approvals.
- [ ] Increase bandwidth at office and data center to sustain ongoing backups; finalize implementation timeline.
- [ ] Continue Trellix removal from all endpoints.
- [ ] Cleanup randomly shared Google files for the remaining 64 accounts; complete deletion where applicable.
- [ ] Audit and remove duplicate/obsolete telecom lines; verify analog lines and decommission non-SHARP site entries; plan number porting and cutover.
- [ ] Complete hardware inventory for remaining ~100 devices by end of month (Robert and Gaston); patch unsupported OS over the next two months.
- [ ] Inventory docking stations, replace underpowered/broken units, and standardize on performance-capable models.
- [ ] Update user icons to point to the new IT portal.
- [ ] Provide a credit card to enable Azure free-tier exploration; spin up Microsoft instance for Pratt and assess migration paths.
- [ ] Resolve Brevo access with HiTech; finalize and sign ADT/Brevo update quote (Dr. Barber).
- [ ] Plan and conduct Box-to-Google Drive migration; set archive standards and permissions; schedule working lunch.
- [ ] Schedule four Zoom sessions and in-person trainings for MFA; produce walkthrough video; deploy YubiKeys for ~60 desktop users.
- [ ] Finalize updated onboarding and offboarding SOPs; complete IT policies including AI policy draft for review.
- [ ] Coordinate with Intratum on multi-carrier mobile plans, pooled minutes, and handset procurement; plan for Verizon changes.
- [ ] Implement hardwired fax lines with TPX at all sites and connect to onsite devices.
- [ ] Assess copier fleet consolidation; perform TCO/security comparison of Canon vs. Konica Minolta; plan badge-release secure printing.
- [ ] Update medical records policy and schedule staff training on records handling and privacy; include social media risk protocols.
- [ ] Configure DocuSign using Speaker 7’s credit card; distribute policies and collect signatures via Adobe/DocuSign.
- [ ] Troubleshoot DMH secure message access for Speaker 7; document steps and resolution.
- [ ] Review JP Morgan account activity and the $37,000 fence expenditure; audit drawdowns and assign ownership.
- [ ] Monitor IT ticket volume post–distribution list fix; maintain metrics reporting.
- [ ] Add FortiGate replacement at Dyer Road to procurement queue; continue Microsoft monitoring and conditional access refinement.
- [ ] Ensure prompt offboarding for identified staff; remediate any lingering active accounts (e.g., Julie); implement validated checklist.
## AI Suggestions
> 1. Confirm required bandwidth speeds, vendor SLAs, costs, and implementation dates before approving upgrades; align with backup RPO/RTO targets.
> 2. Define a concrete telecom remediation plan to eliminate TPX→Peerless forwarding, including inventory of numbers, porting steps, testing, and cutover schedule.
> 3. Assign owners and a retrieval plan for the ~100 uninventoried devices and all docking stations; set performance standards for replacements.
> 4. Establish Box migration governance (folder structure, retention, permissions, and audit logging) before moving large data sets; validate with stakeholders.
> 5. Provide a payment method and deadline for Azure setup; document evaluation criteria for cloud migration (cost, performance, security, DR).
> 6. Implement a standardized offboarding checklist and SLA to prevent aging cases; perform a back-audit for lingering accounts (e.g., Julie).
> 7. Document MFA/YubiKey deployment plan, including device restrictions, exception handling, and user support materials.
> 8. For AI vendors (CareLogic, Eleos, ClinicallyAI), use a contract/security checklist covering data ownership, storage duration, PHI handling, access controls, breach response, and compliance certifications.
> 9. Conduct a copier consolidation TCO and security feature comparison; pilot badge-release at a high-traffic site before full rollout.
> 10. Update medical records release procedures with authorization checks and social media incident response protocols; run staff training and drills.
Apr 16, 2026
Speaker 2 00:00:09
Hi, Can you hear us?
Speaker 1 00:00:11
I can.
Speaker 2 00:00:12
Awesome. You got me and Apollo right now. We're just waiting on everybody else.
Speaker 3 00:00:17
Okay, I know I was on phone with Crystal. She was going to jump on.
Speaker 2 00:00:21
Awesome Well, I have lovely printouts for you guys, but I will send you the PDF copies as well Okay So.
Speaker 2 00:00:35
I'm gonna give Apollo his. Can't spam him enough with paper. Hi. He was born in 1947. Let me get uh these PDFs and send them to you. Let my computer catch up with me. I put it through the paces today.
Speaker 2 00:01:24
My system does not like to send save the reports, just likes to print them. One of my systems, the other one. The other one's nicer.
Speaker 2 00:01:42
The Other one's Word. I can boss it around. All right, so what I'm going to do, I'm going to send these over to you guys, So that you have them. So we're going to go through it soon as Erin arrives. And I am going to put Dr. Barber on the attachments so he has copy.
Speaker 1 00:02:28
Alright.
Speaker 2 00:02:58
Let me know when you guys get them. So the Word document is basically the report from the last two weeks. I'll get you guys a previous report as well, and basically just kind of go through a few of the items. We do have some action items on here. It is long, I do apologize, it's 12 pages. It's been a busy couple weeks for us. Uh, just just a heads up. Even when I am not here on site physically, I am actively working on this account. So Monday you guys, I sent you an email about the Duo credential. We wanted to get rid of that. Um, We had actually slated it to be a little further down the line just because of everything else. We had going on. It was one of those that just wasn't as high of a priority. Um, However, the push that happened uh was actually a good, a good way for us to get it all caught up. So.
Speaker 2 00:03:55
Um, basically a hundred uh computers had Duo installed on them. And Crystal had the issue on Sunday. We just thought it was a one off because we hadn't heard any other issues. And, all of a sudden, we got an alert from Duo. And then from a few other people that they couldn't log into their computers. And so we pushed an update through the systems. Anyone that could actively get that update never noticed anything. So I think we had to remediate about 12 computers in all. Um, out of over a hundred that we had to physically touch. So that's good. That was something that we didn't expect to happen on Monday, but we got the majority of them resolved by about nine am. And then we had a couple onesie twosies yesterday, and then a few like one or two on Tuesday. So I'm, assuming those are people that were just on PTO and wasn't working or they were in the field and just didn't need their computers. So.
Speaker 2 00:04:51
So that got taken care of, and that's a quick win. I need to go back and see how much that's going to save on our budget this year because we didn't renew Duo. But it is a decent cost savings the last time I looked at it. The main IT line has been pushed to Crimson, So anyone calling into the IT line is going to actually get the help desk from on the Crimson side, which Gaston is also going to be on that line. So he'll pick up sometimes or it'll be someone else. U m for the most part, it's going pretty well except for a few people. If they don't recognize the voice they like to hang up, and then they'll call either Carlos or someone else. And yeah,
Speaker 4 00:05:41
I almost went. And got my lunch to eat too. So one more for you.
Speaker 2 00:05:50
You also have a copy in your email.
Speaker 5 00:05:51
Okay, yeah, so that's what I was like, oh, I'm sorry. Let me get that. No worries.
Speaker 2 00:05:56
Um, So for the most part, it's been going well the transition to the help desk line. Um Anything that the help desk can't answer they, they are forwarding the tickets over to Robert and Gaston. So that's alleviating some pressure from Robert and Gaston. They can get some more of the higher level stuff out of the way. Um but The funny part is, is if someone calls in and they don't recognize the person they're hanging up. And then they're calling the receptionist here, Or they're calling Carlos and HR and having them be transferred directly to Robert and Gaston. So that's been a fun one. I am about to bribe, well I did start to bribe Carlos and I cannot remember her name. Super sweet lady in the front. Stacey? Stacey, thank you. I keep wanting to call her Carla and I know that's not right. I am terrible with names, but I was about to bring them gifts to start pushing back on.
Speaker 2 00:06:49
So that one's been a fun one. Uh, LV we finally got access this week. Uh, The first week when we sent them in the email to remove Lorenzo in February, they did remove him right away, but it's taken some time to get that access into LV. So we did get that access. Robert and Gaston also Um, are able to put in tickets now and get issues resolved. So, it's taken some time because we had to prove that this wasn't a spam attempt or someone trying to gain access to the account. So um, We did get that one done. And then and uh, the new IT portal has been launched. Uh I did send out an email I think it was yesterday on it, and we are converting all of the icons um to go to that. So in the next day or two, everyone's icons are going to be updated, so they can.
Speaker 2 00:07:38
Go to the portal using that icon. Um, and then we have finalized the data backup transfer to us. There is a slight problem. Um, the bandwidth, The internet at the data center and the internet here on this site are too low to actually do backups. So I am working with Peerless. I'm going to get a quote on what it would take to increase the internet here and increase the internet there and get a quote so that everybody can be on the same page of what it was going to cost. Um, but it's just too slow to do an actual backup. So we're still we did get a backup last week pushed over to Datto. Uh, basically they had to ship us a hard drive, We backed up the data physically and then reshipped the hard drive back to them. So we do have more up-to-date backups.
Speaker 2 00:08:27
Um, if something was to go down, We have redundancies in place, so we can spin it up pretty quickly within about four hours. But we still would feel more comfortable if we had a backup. So that just adds up on that. And then we have decommissioned Trellix. It is one of two antiviruses you had on your computers, which also slows down your computers. So we are in the process, we have it decommissioned, however, we got to remove it and so that's a slow process and Anytime we're getting a computer, anytime we're at a meeting and we have computers given to us, we are removing it as quickly as possible. But that one's going to be a little bit slow. And then last month, we hadn't met yet, But last month, the Google Vault retention rules I configured them. So now they're HIPAA aligned. And so we have HIPAA enabled all the rules enabled for HIPAA. We can see if there's anything going out that should not be going out.
Speaker 2 00:09:24
And then, I do a SOC two user access. I know you guys don't need SOC two, but that's one of the higher levels of audits, so I try to do all my compliancy surrounding that. So I've done the access review is completed. We did delete one hundred and fifty two. T here is still sixty four accounts, where t here is random Google files that are being shared out, So we do need to in the next month or so, get that taken care of. And then all other backup vendor accounts have been Under our is now under our crimson management. So that's pretty awesome. It took us a decent amount of time because we had to validate that I am not trying to spam you guys or fish you guys or be fraudulent, but we were able to get things finalized. So there's only like one or two smaller things. And then what's not on here is that James Hunter is giving me invoices. I'm getting about a two inch stack weekly.
Speaker 2 00:10:24
To take a look at and sign off on, some things I am going to have to send back towards you. That's fine. Yeah, and so I am investigating to see who they go to. I think t here is a few like envelopes and printing stuff. That'll come back to you, but other than that, It's giving me a heads up on when t here is ghost accounts out there for things. And so there is a suspicion that there are some random, Buildings that is no longer sharps, that's on the phone systems. Plus, you've got some dual phone system things happening where numbers are being forwarded from TPX to Peerless before they get routed to the person. So, you've got some duplicate phone lines and I'm going to be auditing that within the next month because that needs to be cleaned up and that'll be a savings there because there's no reason I have duplicates. And then there's some hard, so you've got digital lines and you got analog lines.
Speaker 2 00:11:21
You guys have a few analog lines in a couple places that don't look right. So TPX is investigating that for me. Normally you do an analog line when you have an elevator need. So, we're going to be investigating. One of those sites looks like it's not even a SHARP site anymore, that it's been decommissioned, so it's another thing. And you're paying about $200 a line on the analog lines. So we're trying to get that one taken care of quickly. So those are the wins um On here, I put the help desk volume that's happened over the last six weeks since we pushed everything to our system. So total opened is 643 tickets, which is a pretty good amount. Not too bad. We've closed 592. We've got 51 open. And so these are a mixture of, you know, "Hey, I need to reset my password," to "Hey, install a whiteboard for me," to.
Speaker 2 00:12:18
The server went down, Which the server did go down one time, and we were able to spin it back up. So these are things that are coming through. I'm not going to go through this. Your lunch looks like it's amazing. I know his lunch was amazing. I don't want to put you guys to sleep, and I have not fully ate lunch yet. So, Top submitters on tickets, You're going to see Dr Barbara's name first, but that's because he's the contact on the list. So anytime, a server goes down the ticket, gets put in his name. I have since changed that to my name So that he's not getting flooded with emails. Perfect. So, just a heads up on that and then Bridget is top of three, uh just because she's HR. Yeah. Um security posture we've got the Duo incident resolved. Um also huge shout out to Robert and Gaston for quickly getting that under control. I I have not seen two guys work quicker on that and keeping me in the loop. While I was off site, so it was fantastic.
Speaker 2 00:13:18
One of the things we were able to do is finally start pushing out our system. And so I'm going to pause here and have you guys go to the hardware lifecycle report, which is the lovely one with the this on it. It's the one with for you too, it actually says in title hardware lifecycle report. Dr Barbara's asked for an inventory of all the machines. This is all the machines I currently have an inventory for. There's about a hundred that we're lacking, so left out of that. So pretty good numbers here, 262. We're estimating around 100 that we know of um that are still out there in the field. And we're trying to track down and I have a list of who those are. So I just don't have a full inventory on them, I just kind of know who they are based off of the error messages we got when we tried to rebuild install.
Speaker 2 00:14:10
So these are all the systems that I was able to run. There are 1 56 computers that are due for replacement that are over four years old, and that's listed in here on the list. We're also seeing a lot of systems that are not patched, and that's your OS unsupported. That's the white piece on that front page this right here. So out of all of those machines we're working on. We're going to be working on patching those over the next two months. We do have a few machines they're causing issues So Bridget's is one of them. There's a few others out there that we're seeing some issues on it. We might have to change her out for another computer and put hers back into cycle later on, just reinstall the hard drive. But there are quite a few computers out there that are in great condition. So, and there's about 50 to 60 more laptops that are for replacement with program.
Speaker 2 00:15:07
About twelve of those are left for BAFMA and the rest are for SHARP. So, and those came out of a program funding. So we can't cross those with or cross give them out. So as soon as we get a handle on which ones are which in this system, Then you guys will get a better report of what actually needs to be replaced this year. So yes, we've been working pretty hard on getting that done. So that's a copy for you guys. It is rather long sixteen pages um So just a heads up for you guys, But that's that'll give you a pretty good idea of where we're at on things. And, then my security team on the back end is working on getting all the systems patched that are currently in our, that we currently can see. So get those up to date and security issues. And then the other page is the technology roadmap. I'm not going to go over that with you guys, But this is the technology roadmap we discussed at the beginning and just kind of going through some things. This will be a.
Speaker 2 00:16:05
Roadmap that's going to be pretty fluid as we go through things, So things might get moved around just because of issues that may pop up that we haven't foreseen yet. So we're still finding ghosts. Um and we're trying. Um Brevo access, We're having a problem with Hi Tech getting Brevo access taken care for Sharp and Crenshaw or for Bathman. And Crenshaw, but we have access to all other sites. So we're going on there. I am estimating, I fired off a not so lovely email this morning. Um, did not have kittens on it. I promise, um, just seeing where we're at in that process. Uh, Brevo is actually really good to work with. It's just HiTech that we're having issues with. Um for all other sites. Uh ADT. We need to update the Brevo systems here.
Speaker 2 00:16:57
And so Doctor Barber has a quote for him to sign off on, so we can get that started. They went end of life last month. So, I did put a note in there about the telecom where the help desk line forwards to TPX or TPX line forwards to Peerless, and then that forwards to Crimson Help Desk. We're going to remove that issue soon. It looks like when and I was talking to Robert about this, It looks like when he set up Peerless, he didn't port the numbers over from TPX. And so instead of porting them over, he just linked them. So it's like having two cell phones. This is your cell phone, and then you were given a work cell phone. And so people calling this cell phone might get forwarded to the other cell phone. Got it. So, it's thank you. It's a little extra redundancy that's not needed and too expensive. Got it.
Speaker 2 00:17:57
Um, and then for Box, I did a snapshot of Box. Most of the files that are being that are in Box are all under Lorenzo, or he has full access to it. He doesn't have access to it because I took over his account. Right,
Speaker 5 00:18:18
They were ones that he uploaded into.
Speaker 2 00:18:20
Right So. There are t here is it's not as.
Speaker 2 00:18:25
It's not as bad as I thought it would be. There's probably about twenty, um, I might have put it in here. There's quite a few accounts in here.
Speaker 5 00:18:34
Can I understand you guys? You guys are the last three to sign it. Yes. You said they were. Could we need all the things in box? Yes, Rebecca Barbara was asking, are we just going to switch to something else or move things over? Yeah, but today I went and looked up some cases we did years ago. Still needed some of that document type thing. And even though he may have uploaded them, we probably still need to. Yeah. Okay.
Speaker 2 00:18:59
I want to save everything he has. I just want to transfer it into Google Drive. So you have about, I think it's 20 usersum that have not used Box ever?
Speaker 5 00:19:13
They might not even know they have access like does Robin have access? Yes Cause she last week she didn't know that she could upload things into Box Yeah.
Speaker 2 00:19:22
So, Um, what I would like to do is start working through and with you guys. Maybe have a working lunch one day when everybody's in the office and I'll provide lunch. Um, love a lunch. I figured and I figured knowing my other client that Ruts would be a game changer. Love lunch. Yes, Soum where we can just go through the files and say, okay, this needs to go here. This needs to go here and then just get everything moved. Or slated to how we can move it. So, but there it's not as bad as far as data. There is a lot of files that Lorenzo has that no one's ever touched, and no one has access, So I'm going to move those to an archive folder and give everyone on this call access plus Doctor Barber in in Google Drive. So, um and his is his files 83% of them are are stale. So.
Speaker 2 00:20:19
Um, if we can get box removed, that saves us about $1400 a month. So and then our open end risks um MFA enrollment actually actually has jumped. So which is really good. Um the emails I'm sending out there are some questions. So I think someone asked me and I cannot remember her name to do a training um at Crenshaw, or do a training over Zoom on how to do MFA. And then uh I'd like to send out if you guys are good with this, send out a uh invites to everybody. Give them four different Zoom meetings to choose from, and we'll go over how to do uh Google MFA. Then we could do that next week. And we could also do some in person. I know people like to be in person here. So, And I don't mind buying candy to throw at people But, if you guys are Oh, sorry, Crystal.
Speaker 6 00:21:15
No, I was going to say, yeah, that'd be good. I did mine yesterday, but I could see how people might get confused. You might even consider doing a video of you walking through it, in case people can't join, and then it can be sent out.
Speaker 2 00:21:29
That would be yes. I can do that. I'll be honest, I haven't set up my MFA on uh Bathma yet. I have it locked down. Who is it for? Yes.
Speaker 2 00:21:43
So I can do it that way, Crystal. That would be amazing.
Speaker 5 00:21:46
No, uh, Chrissy was not. Oh yeah, I'm sorry. Sorry about that. I caught myself. Do you have a pen? Mm- hmm.
Speaker 2 00:21:54
I have plenty of them at my desk.
Speaker 5 00:21:56
As do everybody else's.
Speaker 2 00:21:57
Uh. If you need some, there's an entire drawer, though, probably your assistant spends.
Speaker 1 00:22:19
Okay. Thank you. I'm.
Speaker 2 00:22:23
Gonna wait for Aaron to come back.
Speaker 1 00:23:10
They both left me, ladies.
Speaker 3 00:23:12
Look, you both of them. Oh, I just Doctor Barbara just called me and I was like, you know, there's a meeting. He's like, okay, I'm going there right now.
Speaker 2 00:23:21
Okay. Well good.
Speaker 3 00:23:23
Thing they just left you?
Speaker 2 00:23:25
Oh no Apollo's back he he uh went to go drop off a card.
Speaker 4 00:23:29
I got bored and I left just kidding.
Speaker 2 00:23:31
I can be boring. I thought about bringing my bag, my basket of toys. When I worked for Mars, um, because I worked on the technology side, they would get all the technology, all the tech technicians. Sorry, my brain is not forming words today. Um, All the IT managers, directors and above bring us all on site somewhere, uh whichever factory for the year or for the month. Thank you. And so they would hand out toys to us, fidget toys. We'd get uh those tangles. Yes. And, they would hand those out to us and for us to play with. So we wouldn't get bored.
Speaker 4 00:24:14
Uh Aaron, So I think for Doctor Barber, theum you said that you were still doing the audit or the hardware at? Yes.
Speaker 2 00:24:27
So for the audit that you asked for, Doctor Carter, that's this one right here. I've got about a hundred more to do. So and then I'll have a full picture of where we're at on everything. So we've got two hundred and sixty or two hundred and seventy-two already done. Okay so Robert and Gaston, I didn't mention this earlier. Robert and Gaston have a deadline to get it completed by the end of this month. The last one hundred. So and then we'll have a full picture of where we stand on everything. Um, This report includes any of them that the operating system is needs to be updated. Uh, Any computer, it also includes any computer whose warranties have expired, and they need to be replaced because they're over five years old or four years old. And then how many of them are due soon? And then what we've got in good status.
Speaker 7 00:25:18
Okay. That's good again,
Speaker 2 00:25:21
And I do apologize it is 16 pages long.
Speaker 5 00:25:24
Well No pages.
Speaker 2 00:25:27
True. True. So.
Speaker 7 00:25:31
Anything that you've discovered in this whole process?
Speaker 2 00:25:34
For the computers, um, The biggest thing, we've just there's quite a few out there that need to be replaced. And so we'reestimating around 100 that will need to be replaced this year. Um, however, docking stations are it looks like he didn't replace as many docking stations. So I need to get that trued up, And that's my next fight is to figure out what all docking stations are out there. But we're in dire need of docking stations right now. And the ones he bought were underpowered, So quite a few people are having issues and they don't realize that they're having issues and it's the docking station. So I'm going to do an inventory of that as well. Um, I discovered this morning, five of them that were broken in his closet in his room. Five broken?
Speaker 2 00:26:19
Right, so we're I mean we're still discovering a lot. Um, We found I was telling them. We found another account today that I wasn't aware of. It was a spectrum account that goes to one of the sites. Um, So thankfully, James got it over to me. And when I was going through all the invoices that he brings me every week. So I found it in there.
Speaker 1 00:26:39
Yeah yeahum Yeah.
Speaker 7 00:26:48
Looking at those invoices is very illuminating.
Speaker 2 00:26:51
Yes, it is. We also found this week, we found that we find stuff every week. This week, we found that all almost all the lines that we've looked at so far that are on TPX is being forwarded to Peerless, which is creating a redundancy. You don't need two two lines for every person, and no one knows that they have it. So every desk phone has two lines.
Speaker 7 00:27:16
Okay, but is our is Spectrum our phone carrier here?
Speaker 2 00:27:20
Spectrum is one of your internet service providers. Your two phone providers is TPX and Peerless.
Speaker 7 00:27:29
Okay, only the reason I asked that was just off the cuff. I asked Robert, what was our who was our phone carrier here at the office, and he told me Spectrum.
Speaker 2 00:27:39
That's our internet for here. So and it's for a couple other sites too.
Speaker 7 00:27:45
But not for our telephone.
Speaker 2 00:27:46
It carries our telephone, but it's not our telephone. So it's like the it's like the river that carries all the boats.
Speaker 4 00:27:56
So we we are still finding some things. Soum spectrum spectrum is beingum charged through Peerless.
Speaker 2 00:28:09
And the bandwidth is so low on Spectrum that we can't do, we can't backup systems. So that's why none of the backups have been done. So I'm working with Peerless to get a quote to increase the bandwidth here, um and increase it at the data center so those backups can get done. Which might make your computers faster on the internet. So which I know will help some people. So but they are pretty slow. Um. And that's why the backups had never gotten done. We did. Uh that was the reason uh the systems could not push the backups to the cloud. So what we did was last week, we got a hard drive in physically from Datto. Uh, we took it to the data center, loaded everything up. So we had a snapshot and then shipped it back to Datto. And so they put it everything in uh this week. So that's been done. So now we just need to increase the bandwidth. So that.
Speaker 2 00:29:06
It continues to do the backup that we just started. So and then we should be good on that one.
Speaker 7 00:29:12
Well, that's new knowledge.
Speaker 2 00:29:16
We're finding a we're finding things out every week, new things every week. Soum anything that I don't recognize, I'm as far as invoices, I'm going to be pushing over to Erin so she can check off. I know that there's some things like envelopes and and papers that they still bring me to sign off on. So I'm going to give those to her.
Speaker 5 00:29:36
Okay good.
Speaker 2 00:29:39
And then there's a few answering services that don't belong to Helped Us, so I'm passing those over. And, then there's one or two things. I don't know what they are and I've got those on my desk to investigate. It's an odd vendor name that I'm not familiar with. So, I just went through a stack this big of invoices today and pulled a few out to take a look at. Yeah, so. When I can, I am scanning all of those in so I have a digital copy. Just so I can go through and I am keeping an active P and L statement myself of things that James is bringing me. And Kasia sent me over or Darva sent me over another one yesterday, so I have the most recent that they have. So Kasia is going to keep me up to date on that, so I can track everything going out and see what we have. And then I've already started working on your budget for your next fiscal year, and so i'll.
Speaker 2 00:30:33
That way, when we start working on the actual budgets, I have a better idea of what we have. So, on that note, we do know that the databases they aren't doing so well. Especially what we call t here is two database servers. T here is a server called DB and a server called DB Two. DB Two is healthier than DB. DB Two is where your CareLogic data lab is and a few other things, so it's a little bit healthier. Um, I need to give Pratt access, which I've already given her access. But, we need to spin up the instance within Microsoft, so she can start looking at what it would take for her to migrate those databases to the cloud. Um, but to do that, I need a credit card to set up the Azure service. Um, it's free right now; we're not going to charge anything to it. Um, But we do need it to explore because they won't let us start exploring without that put on there. So um that's our only stoppage for that one right now, but it's not.
Speaker 2 00:31:33
It's a high priority, but it's not a we need to stop everything and get this done. It's more of a could we get this done by the end of the month type deal. So, and that's one of the things we're working on. Um, We did delete over 150 accounts within Google, so we can start saving money on that. Um, and then the 64 accounts that are left that need to be deleted, we can work on those as yeah, So, and then Box, there's some notes in the sheet on Box. Most of the data is Lorenzo's. 83% of all the files in Box have not, they're stale. They're not touched, haven't been touched in over two years. But, we are going to be moving them to an archive folder in Google Drive and start lessening out. And that'll save us about 1600 0 a year just on Box, and we'll get that moved over.
Speaker 2 00:32:32
So, I did turn on data loss prevention and Google Vault in early March so that you satisfy the requirements for HIPAA there. So you are HIPAA compliant in that area. We just got to get MFA done. So everything else is set. And I've set the goal for MFA for laptop users only by May 15th. Um desktop, that's the one where we've got about 60 desktop users. And we need to add some type of MFA, but because they don't have cell phones, uh the best option for us is a Ubikey. So kind of like what I have on my computer. Um and it just requires somebody to physically log into their account from this. So I log in with my passcode and then I touch this, and no one can access my account anywhere else without that little piece. So.
Speaker 2 00:33:28
And on my phone, I have one for my phone as well that's NFC. And I just touch it to the back of when I need to log in. So if you were to try to open my account on another computer, you can't. It can only be opened on certain computers. So what we can do with anyone with a desktop is we can prevent them from logging in from home. They can only log into certain computers and only those computers that have a YubiKey attached. So, uh, that's a way we can lock that down without them having to get a cell phone. Use MFA on cell phone and so on. It's actually more secure than MFA. So, and that's something we can also look at for you guys as well, locking your stuff down just so. You showed us last time. Yes, yeah. It is very effective. In fact, my SHARP account is locked down to only that one device, not even my home computer can access SHARP. So or my home work computer?
Speaker 2 00:34:26
So I have a crimson desktop at home for me to work off of. And that one can't access SHARP data. I have to use my laptop because I haven't set it up. So just a heads up for you guys on that. And because I hold the keys to the kingdom and I need to make sure you guys are as secure as possible, All of the accounts I have access to are locked down with that little device, so on the SHARP and BAFMA sites. With the exception of the, because I don't have much access in Baffma yet. I will, it's by choice. Um, I gave all the access to Crimson, The Crimson account that is locked down to only the security team and I removed myself from Baffma for now, just because I haven't had a chance to go through it. I didn't want to leave that door open. I want that to be shut.
Speaker 2 00:35:13
And you'll see I'm pretty security minded about stuff like that. So once I get all the stuff I'm doing done, I may hand off my access to only the security team for the SHARP side and only log in as needed. And just so that you guys are aware, I know this is a lot of information I'm throwing at you, so bear with me. We have something called PAM and it's an access management. It's called privileged access management. And, the team cannot just randomly log in to any of our clients' accounts or any of the high level account information. If they have to use PAM to do it, and what PAM does is it logs and audits what they're doing, and it screen records everything that they do so that if something happens, we can go back and take a look, and we can look at the audit logs. So they have to request access to it whenever they get on.
Speaker 2 00:36:10
They have to be approved for that access, so the security team has to sign off on it, and then the system starts recording everything they do. So Aaron, we were talking about um the requirements for DMH DMH. Thank you. I get my acronyms backwards all the time. Um, we do the same for Winegardner Ability First, where we put that into our BAA. And that satisfied all the requirements for that contract. Okay so um especially since we have um, Users that work out of the country. So, um, And that locks them down. So that gen that satisfies all HIPAA requirements and all federal requirements. So you're welcome.
Speaker 7 00:36:51
Users outside of the country?
Speaker 2 00:36:53
We have staff that work out of Philippines in South Africa. They've been our employees. Some of them have been our employees since for over four years. They're fantastic. So yeah, uh, your. By the way, I have assigned you a team lead for the help desk. His name is Cheryl. Cheryl is pretty amazing. He used to be the help desk manager, Uh, then he became a new dad, and he asked me to pull him out of help desk. He wanted to drop back down to team lead because uh, he wanted to have work life balance, Um but has a cute little boy. So we we agreed to do that. Um so Cheryl has taken over as the team lead um for for this account.
Speaker 2 00:37:35
He has about four employees working under him, not Robert or Gaston. And he's got some of my more technical team members on his team. So I requested for Charles especially. Every now and then Charles takes a vacation in the US, and so next time he's back in country, I'll bring him by for you guys to meet. Okay.
Speaker 7 00:37:56
So Charles.
Speaker 2 00:37:59
Is in South Africa? He's I think Johannesburg? He moved. So he was in Johannesburg. He might have moved to Cape Town. I usually keep track because all of their addresses are in my DoorDash and Uber Eats because I can send them dinner. So, yeah, most of my staff is in my Uber Eats account. So, Yeah, i I made a bet with them about three years ago that if they got a certain number under, I would buy them a steak dinner not thinking they would ever do it.
Speaker 2 00:38:34
I had to explain to Anzor why my budget suddenly sprung up for that month. And I had to figure out where to send the steak dinners too. So, yeah, so I've learned with my team don't make those kind of backs. They will make it, they will meet it. So, Um and then on this, we do have at Dyer Road. We do have a Ford gate that's going bad. Um, it's It needs to be replaced, but it's not a hey, we need to replace it this month. So, that's going to go on the roadmap for when we're going to replace it. And then for monitoring, we went ahead and started working on the migration to Microsoft. I have not given you a quote for that migration, just if I can do little things to get it set up for Pratt, I am doing it right now. So, I did go ahead and put in and start monitoring the conditional access policy. So.
Speaker 2 00:39:30
We can audit who accesses what, which is a HIPAA requirement. And then we are we've got that put in there. There was a lockout on April first with Microsoft. We got it unlocked within seventy two hours. It took Microsoft that long to get it unlocked, and then we have we're putting in exclusion groups so for Pratt, what this means is any of her service accounts that are Helping build out the reports and getting them into Power BI, they're excluded from having any of the compliancy, only audit. So the system is not going to block them from doing anything, just audit what it's doing. But users, if let's say Dr. Barri you went on vacation, You didn't tell us you were going on vacation, and you decided that Spain would be a nice place to go visit. You wouldn't be able to access until you let us know that you're going to Spain. So, that's what an exclusion group is, and we would put you in a travel exclusion group.
Speaker 2 00:40:25
Um, and so we'd like to do that with Google, but I know that that's going to be hard because everybody's on Google. It's easier for us to put it in place with Microsoft since hardly anybody's using it comparatively to the rest of the organization. Um, and then we have some vendor dependency audits that we're still running. We have most of them over to me. Um, I was telling them that LV finally came over to me because they had to confirm that I'm not um trying to scam the company. So, anything that we don't know about is what's left, and that's what we're going to be doing the audit on. And, that's one of the reasons why I am scanning all of the stuff that James brings me so that I can continue doing that audit. I've got a running contract list right now and how much we're paying per month. And so as we're paring that down, we're going to see that get smaller and smaller. So, and that's what that audit is.
Speaker 2 00:41:21
We do have some aging P two offboardings, mostly Alexis and Elizabeth Sanchez.
Speaker 5 00:41:26
Elizabeth she just resigned today.
Speaker 2 00:41:30
Okay, so that one came in. It's already aging in our system because we like to do it within four hours. Um, So you'll see aging, and we call them a P two because offboardings are regulated, and we have to do them pretty quickly. My team gets freaked out if it's not done on timeum and so even my my lower end tech. Technicians will freak out. They come knocking on my door if they can't get something done. So I do put aging on there for the P 2s just because we do have some clients uh that are SCC because they're finance companies. And so I just keep that on all my client reports, because it makes things easier. But you'll know if anything happens with off boardings, we'll let you know. Um we did find yesterday um Julie, she was in finance.
Speaker 2 00:42:20
Yes, her account was still active. We never got an offboarding on her.
Speaker 5 00:42:24
Because we still get go to our emails and things. And it was also in contracts and had access to Dr. Price being better. So sometimes we need to go back and look at some stuff.
Speaker 2 00:42:34
Gotcha. Um, nothing had gotten blocked for her? Nothing had gotten reset on the password? It was still completely open, but she hadn't accessed the account since February 12 th.
Speaker 5 00:42:50
February 12 th of this year. She's been gone.
Speaker 2 00:42:53
She's been gone. Okay, so the account was accessed on February 12 th.
Speaker 5 00:42:57
But uh, Belinda did have access to her account and could log in under her. That's why Gotcha, okay,
Speaker 2 00:43:02
She had her passwords That that's good to know I reset all the passwords yesterday,
Speaker 5 00:43:06
That's fine Yeah. But we were logging in when we needed to find things.
Speaker 2 00:43:09
Okay Yeah He's been gone for years.
Speaker 5 00:43:11
Okay good Uh Should.
Speaker 7 00:43:13
Have been looking at her emails even very recently.
Speaker 7 00:43:20
Well, Kasha, I needed to look. Yeah. He was looking. We were looking for a 1923 party.
Speaker 2 00:43:29
Oh, so Kasha would be part of the new password? He has it. Perfect. He's the one who alerted me to it.
Speaker 5 00:43:35
Okay, great So.
Speaker 2 00:43:37
Yeah So I reset it, Gave him access to her account and then gave delegate access, so he can just log in and take a look at everything That's the best thing ever.
Speaker 5 00:43:47
By the way,
Speaker 2 00:43:47
You can just hit it Yeah Perfect. Yes, I try to make things as easy as I can for you guys. Um, so in progress, um the onboarding SOP. Um they're still following the old SOP. I'm cleaning that up. Operating procedure. Yeah standard operating procedure thank you. Um I have had my coffee this morning, I think this afternoon.
Speaker 7 00:44:17
This afternoon, yeah. Oh Lord, that's true.
Speaker 2 00:44:21
I was out of my protein shake coffees this morning, so I had to improvise. I put instant coffee into my regular protein shake. Um, so for the onboarding SOP, We want to get that shored up because at any time, an audit can happen.; they'll ask for onboarding and offboarding SOPs. So onboarding is getting finished up. U h IT policies are in progress. Uh I've got the four I. Do want to ask, do you guys want an AI policy?
Speaker 7 00:44:50
Well, great to look at one, get a draft. Well, um yes, with some kind of provocation. Yeah, DMH does not have. No, you, you yeah, they don't have. Andum.
Speaker 7 00:45:12
I'm anticipating that we're going to probably utilize our AR vendor sometime soon. Yes. Um, and I may, and this actually was one of the things I wanted to talk about. And so we will need a policy. Yes. We will need a policy absolutely. Since we're entertaining this so strongly, we are looking at um, CareLogic has an AI. Mhm. Has AI capacity. You know, just it seems to me that was the most attractive option. However, I've been inundated by all these different AI companies. Yes. And and um and and what.
Speaker 7 00:46:08
We have to be very careful is about is what the contract looks like and whether or not data is stored. You know, whether they they have that data or not, or how long, or whose is it? You know? Yes. Um and so and and so one company that's been very um popular.
Speaker 7 00:46:38
And DMH provider is uh uh Eleos E L E O S. Yeah. Um and so there's a lot of people all all excited about it. And then I just you know, I have to always step back a little bit. Um and so I went to a meeting with some Entities who were looking at different AI vendors, and they found their contracts were deceptively horrible. And you have to really be careful. So, you know, I'll have to see. I'm looking at an entity called Clinically AI. Okay. Or it's AI Clinical AI, ClinicallyAI. Remember if it has the "at" or the "underscore". Or not? Yeah!
Speaker 7 00:47:33
No, it's good. But yeah. Yeah. Oh, Soum you know, I'm I'm, and this is I'm concerned about, if an AIum has toum entity has to have a uh uh A, what was it? AP? API.
Speaker 2 00:48:00
API. Mhm.
Speaker 7 00:48:02
API or not. When I talk to this clinically AI guy, he says, oh, we don't have to have an API. We just sit on top of it. So I had no idea what that meant. I'm sorry. I didn't know what he's talking about. So oh, all right. Yeah, We don't do it and we sit up. So I don't know what that really means.
Speaker 2 00:48:23
It's basically still a API.
Speaker 7 00:48:26
Yeah, that's what I kind of thought, but you know, I don't know what you sell. No, we don't you know do the API. We just sit on top of it. All right. I mean, I know when I'm out of my league. I would imagine the care logic one. I don't know what that means exactly what it is exactly.
Speaker 2 00:48:42
Care logic is actually theirs because i've done some research on it for ability first because they want to move to care logic Oh.
Speaker 7 00:48:50
If it's owned by where.
Speaker 2 00:48:53
If you guys have a better suggestion, I I'm the one doing all the research for them. Okay. Soum but who are you talking to?
Speaker 7 00:49:00
Are you talking to anybody or just yourself?
Speaker 2 00:49:02
I'm doing my research right now. Um, I submitted to the leadership team, a chart of what we found so far and the benefits and the cons for each one. Um, and they're interested in ones that do AI. Soum, I'm still working on it. Yeah, Yeah, so there is some AI stuff going on. I am actually writing AbilityFirst's AI policy this week, rewriting it. I already wrote one iteration, so we're working through that with Mashaun. And I just sent you two AI policies. One is for C oates on ;. It's a company that helps—it ' s a nonprofit that works with school - aged children—。And so they asked me to write one for them recently, and so it's Coateson Foundation for the Art of Teaching.
Speaker 2 00:49:48
Is the and I think they're in. I honestly, I don't remember where they're located. Um, so I sent you over that one. We had to get into the weeds on that one, just to clarify how they can use it for different things. And then Winegard, we're still in the first iteration of their rewrite for their AI policy. Are they using? Uh, they are. So um we were working on that with them and that we actually had that meeting with them yesterday for Winegard? I don't know. I know it's not CareLogic So, uh, I just don't know what it is. I'll have to ask their account manager. I don't know that either. I know that one's not Care Logic either. I know that they like the IT person there, right? I'm not their IT person. Okay. Yeah, they um, I've done some things for them in the past, but I never took over their account fully. I've just jumped in when they needed an account manager. Anser was the one who did that. So curious to see who it is here, i'll find out for you. It won't take me long to find out.
Speaker 2 00:50:47
Yeah, we just hired a gentleman to take over as their account manager. So and he started last week or two weeks ago something along those lines. So, but I'll find out what their EHR is. I am interested to know as well. I know that they do they have very strict policies because we had this conversation last year when we worked on their tabletop exercises that they do not allow any client. Client or patient data to go in Teams or SharePoint, which is like OneDrive. Nothing can be stored in Box, nothing can be stored on the local computers. Everything has to be in the EHR. So I know that was something that was very strongly pushed. And to the point that there's penalties for employees that are caught saving information where they shouldn't. So. And so that one's something that I do know, and we had to write some of their other policies around that. So.
Speaker 2 00:51:44
Because I'm the policy writer for most of our clients. Even if they're not my clients, I get to write the policies because I've done it too many times. So Well,
Speaker 7 00:51:54
Um, I'm going to this conference in Denver. Okay. And there'll be a bazillion there or so Yeah. I'm just trying not to be overwhelmed by them, but actually talk to the care logic people about what they have. AI, you know they they came to us long time back now about their AI. Um, what their AI um solution. And then they went curiously radio silent. And I thought that was so interesting. Oh, They they come to us about a lot of other things like they want to do our billing and revenue because they.
Speaker 7 00:52:42
You know, you could do it with salivating.
Speaker 2 00:52:45
I have a note in my file for you guys to when I talk to Care Logic, to say no about anything billing wise. I think you had told me that.
Speaker 7 00:52:53
Yeah, yeah, this stands for that. Coming.
Speaker 3 00:52:57
Out next week? Doctor Barbara? Oh she's on holiday. Oh.
Speaker 7 00:53:04
She has a different.
Speaker 3 00:53:05
I know you talk shit about care logic, whether I'm in your face or not. So uh I'm used to it that was funny, but I am in the meeting, but I was gonna say that care logic is having an in- person like meeting with the all the LA County people I anticipate they're going to give us updates on what their AI stuff is because I did hear that now before it was just progress notes, but now their AI. Allows you to do documentation for all the service docs. So we'll see what they say next week, but then also in Denver.
Speaker 7 00:53:41
Assessments and then yeah. And medication support notes.
Speaker 3 00:53:48
Well, I don't know that far, butum.
Speaker 5 00:53:54
Well, Yes, we'll we'll find out as I'm.
Speaker 3 00:53:56
Saying we'll find out next week. What what what updates they've done, because I know they've been working on trying to figure out how to. Make people happy, so I don't know. We'll see.
Speaker 7 00:54:06
I bet they have. Well, good to know.
Speaker 2 00:54:12
Yeah, Now the contact I've been working with at CareLogic. Um and that's on the Ability First side, she's been out of office. Um she's supposed to be back next week. So I'm going to have a meeting with her and I'm going to go through all the ins and outs of what CareLogic looks like and things that I don't know. So I'm going to try to get a crash course next week. So just a heads up with you guys. I will be honest, I don't want access to CareLogic. Please, no. I do not. That is something that I am very firm about with any of my clients when it's something that's an application like that. There's no reason for me to have access as long as you guys know what you're doing and can handle it. So, I will push back on access to things like that, UKG, Things that have to do with employee data or client data just because too much can happen.
Speaker 2 00:55:01
And I don't want to be responsible for things that I should not be responsible. So, yeah. Um, now if you guys need me to have access, What I ask is that you guys give me a count that's not tied to my email address. Um, it's what we call a secondary account. Um, So it requires me to log in a certain way uh, just to make that more secure because.
Speaker 7 00:55:29
And what circumstances would that.
Speaker 2 00:55:31
Uh, just database connects connections that something like what Pratt would do. So, but that's only if needed. For other than that.
Speaker 3 00:55:42
You got it covered, Christy. We won't torture you with that. Thank you.
Speaker 2 00:55:46
Um, There's too many CIOs in my seat that hold keys to the kingdom and then they get compromised. And the entire company goes under. So that's why I'm pretty pretty staunch about security, Um, I worked for a company, largest coin sorting facility west of the Mississippi. Uh and they got hacked. I hadn't been there very long, and it was because their uh, director of IT held all of that. And they got hacked through Canada, through one of their sites in Canada. And it took down the company for five weeks. It took us five weeks to get it back up and running. So.
Speaker 2 00:56:26
I've had my own fair share of having a mattress in my office for emergencies and sleeping and stuff. I don't want to revisit that, so I am very security conscientious. So you won't see me ask for access to anything I should not have access to without good reason. So, um, I know that she just walked out. That was basic. We did revisit some things when you walked in, um but, Other than, um, other than the stuff we'd already gone through, I don't think there's much left other than the fact that I am still working hard on auditing and getting things deployed. Um, We should have the rest of the computers in the system. So I can give you a good inventory there. Um, I have reached out to my contact with Intratum. They're a mobile phone company provider.
Speaker 2 00:57:23
To see if they can get us better deals for telephones or mobile devices, And also get us better deals on the phones themselves because there are a lot of phones out there that need to be replaced. So I'm going to be meeting with them next week to go over that. What they tend to do, I know that there's some issues with some of our remote staff where they can't when they're at certain sites, they can't access because there's no cellular data. And that's usually because if it's AT and T, they don't have service there. But maybe another one is another one will. So, what Intratum does is it works with companies and providers to find better deals and then put all the minutes together and be able to allot those minutes to people as needed, which gives a lower bill, a lower monthly bill.
Speaker 2 00:58:15
And then you can go through all three providers, whatever you need. So, if someone is at a site that AT and T just doesn't work at, then we could switch them very easily to Verizon or T Mobile, whatever would work better for them. So it's a little bit easier on that. And then the other thing is they will take care of the phone portion, the physical phones. So, there's a possibility. They can get us a much better deal on physical phones. So, Um, Those are some things I am going to be looking at for you guys as the Verizon contract starts to come due soon and see what we can do about lessening that. And then they also ship out the phones, so if if we need to ship a phone, they will ship our phone out. So so that's a few of the things we have going on. Um, I what do you guys have for me? I know we're going long and apologize. Oh.
Speaker 5 00:59:13
Dr. Parker would like to know if it's possible to have a hardwired fax line.
Speaker 2 00:59:17
Yes, I'm already working on that with TPX. Okay, thank you. I need to check in with them on that to get that and looking at that for every site.
Speaker 7 00:59:26
That would be so helpful. Yeah, I mean, it's just so helpful. We have so many problems by not having one of those things.
Speaker 2 00:59:35
Yes, And you don't have to push all the streams,
Speaker 5 00:59:37
The guys don't have to push all the streams. Yeah.
Speaker 7 00:59:40
Crazy, it has everything to do with. It has everything to do with everything. Yes. Even the medical records. Yes,
Speaker 2 00:59:47
We're going to we're looking into putting one in at every site. Okay, great. So and attaching it to the conic immunos that are on site.
Speaker 7 00:59:54
Yeah, so I wasum at so we have a lot of copiers right?
Speaker 1 01:00:01
Mhm With a lot of different banks?
Speaker 2 01:00:03
Yes With a lot of different Have you seen that? Have you.
Speaker 2 01:00:08
Yes, We I had.
Speaker 7 01:00:09
We have a bunch with US Bank, a bunch of First City, something like that. I forget what it is. First Citizens or something like that. Yes. We have some Wells Fargo. We have some That sort of drives me nuts, but you know, I mean since I start signing the checks in September of this past year cycle Yeah. It was just that stuff is Disney.
Speaker 2 01:00:39
It is. I would like, and this is something I was going to push to Q 3, Um if we could consolidate that and switch over to a one provider that does it all for us. And handles the maintenance. Would you guys be opposed to going to Canon?
Speaker 7 01:00:57
Uh not I don't have a preference like, you know, it's it's I don't have any. Allegiance or preference to anything. I will say that I saw at my doctor's office a very cool Conica health health biz hub that was has all these HIPAA qualities to it that I was told about.
Speaker 7 01:01:36
And so I just saw it and I said," Oh, look at this. It's the health." It was at Cedars. Oh, okay. It was a health biz copier. Um, it was kind of neat. Now I don't have functions and I don't anything. I have no interest in. I have no stock in Konica versus Canon or versus HP or any of these people really, but i'm just telling you what No,
Speaker 2 01:01:60
I love it But.
Speaker 7 01:02:01
I'm just telling you what i saw And when i went and then i asked the. Admin staff, how was that? Did they like that machine? They're very chatty with me. And so they said, yeah, they thought it was great. But it was definitely a health.
Speaker 2 01:02:21
House- related one. House- related one.
Speaker 7 01:02:25
Yeah, yeah, yeah. I had not seen that before, you know.
Speaker 5 01:02:29
Sorry to interrupt you but we have this ice cream cake. Does anybody want any? Yes!
Speaker 7 01:02:35
I was to be in part of that, but I got caught up with IT. Thank you. Yes,
Speaker 2 01:02:41
That would be awesome. Okay, I'll bring you a piece. Thank you enough.
Speaker 7 01:02:44
Thank you very much. Oh, Thank you. There. You go. I think I'll have to make that up because I was that was my concept and then and I saw them, but it was taking them a long time to get it together.
Speaker 2 01:02:57
So they do have one. I have a Konica Minolta rep, Um, that was under Lorenzo. And then I have one personally from when I was at another location. Um, I'll check into with them because they do have one, and that does look pretty cool. Um, What I was interested in getting for you guys is secure ones where um you walk up and you scan your badge, and then your printouts come out. So, you hit print, but it won't print until you walk up to the printer. I see. So I was looking into those for you because that would uh help create some compliancy in some other areas.
Speaker 2 01:03:30
Not necessarily here, and there are ways to direct print without it if we need to. So.
Speaker 7 01:03:37
It looked like that one had those kinds of possibilities too. I mean, that kind of yes.
Speaker 2 01:03:44
And so what I see here, I'm definitely going to look into it.
Speaker 7 01:03:49
Do you see what I'm telling you?
Speaker 2 01:03:50
I see a few items on here when you first pull it up, It brings up radiology. So but i do i do like some of the things that they were showing yeah.
Speaker 7 01:04:00
This was an office, a HIPAA- compliant copier scanner, blah blah blah. I thought that that was pretty neat.
Speaker 2 01:04:08
Yeah, that is awesome.
Speaker 7 01:04:09
But I you know, Canon probably has the same thing.
Speaker 2 01:04:13
They do. In fact, my code for Ability. First is the only P ost-. It note that's attached to my computer. So because I have to use a code to get my printouts and I never can remember that PIN number, so I have it attached to my computer. Um, but I would like to one upgrade the machines, and then two, uh, see what we can do about making them secure so that when we need to print, we can easily print. Thank you. So especially at sites where patients have direct access to printers. They shouldn't, but it's a lot less likely here than it would be in like Crenshaw. So just want to make sure that, that we have that.
Speaker 7 01:04:60
So, We had a really, uh, well, this has something to do with you. It's really we need our medical records policy really brought up to date. Yeah. Andum something really wayward happened medical records from a happy stomach patient and and patient started trying to put them on Instagram. Oh, yeah, angry with the staff who they were.
Speaker 7 01:05:30
And the patient has like 41, 000 followers and has said that, and I think you need to know. This has said thatumum you know, they, you know they're and the patients out, you know, they've done me dirty, and then they're getting responses. Oh, we'll take care of them.
Speaker 2 01:05:49
Yeah. Uh, it's a very unsafe form of doxing. Um yeah. I've seen that myself with some people. So.
Speaker 7 01:06:00
Very, very disturbed lady and and it's a matter of fact, she should never have been given to her. But, this guy didn't have any.
Speaker 4 01:06:12
Yeah They didn't didn't. He didn't know that the circumstances No, no, no, but that's the whole point. You don't Yeah.
Speaker 7 01:06:22
So just don't do it. Yeah.
Speaker 2 01:06:26
Um, the the policies I sent out to you guys, I'd like to go ahead and start sending them out to staff. Yes. Um, And so I'm going to put together uh a a form that they can sign using Adobe. But then that brings up, I need to if I can borrow your credit card Doctor Barbera to get DocuSign set up.
Speaker 7 01:06:45
Right yes And, you know, uh Lorenzo had a credit card and it's on my dining room table. Okay Um, do you think we canum Well. What can we do with that for? Is that has that been canceled?
Speaker 4 01:06:59
Has it been canceled? Yeah. Yeah, Koshoff canceled it.
Speaker 2 01:07:05
Koshoff said he was working on getting a system set up, but if I needed to get a credit card in the meantime, I could come talk to you. You can use mine. Okay.
Speaker 7 01:07:12
You can use mine. Um, I think I have it.
Speaker 2 01:07:16
Let me come borrow itum a little bit later, so that I don't take a picture of it. I have too many pictures on my phone of things that I don't want.
Speaker 7 01:07:24
Oh well very good. It's hot.
Speaker 2 01:07:27
Okay, I'll do it then. Oh, my daughter doesn't have access to my phone, But she's actually a pretty she's actually more responsible on some things than I am on. Does she have a tracker? She does have a tracker. I have two Air Tags on her at all times. Oh good. She's looking forward to our trip this weekend.
Speaker 5 01:07:44
I bethuh? Yeah, She's excited Um.
Speaker 7 01:07:47
Where is this? Maybe I didn't put it in He's. Okay. I've lost your credit card, like things are just not. I have a barber employee, but I don't have the sharp one with me. No worries.
Speaker 2 01:07:60
We can get that. I'll get you that. Yeah, we can get that a little bit later. Um and just a reminder for you ladies, I am out tomorrow, But you can still call me up until the point I hit no man's land after Bakersfield.
Speaker 7 01:08:10
There will be no ladies in here again Oh no,
Speaker 2 01:08:13
The lady's on the call Oh Jennifer here, we forgot about you Yeah.
Speaker 3 01:08:21
Okay Yeah It's good to hear, Crystal's here too, so.
Speaker 2 01:08:28
Yes. Um, other than that, that's all I have for you guys. Ium I think we've we've made a lot of great strides. There's still things I'm trying to accomplish as quickly as possible.
Speaker 7 01:08:38
Let me sayum let me ask one thing about Microsoft. Yes. Um, I get these. I can i get into these places where i can't move, because it gets my my things get thrown into a Microsoft place, and i don't know. What's going on? Some of these are things that are coming to me secure through DMH. Yes. And I can't open them and I'm stuck and I haven't called anybody, because then I go to my next thing, But there are a couple of things that I still need to do that I'm very worried about.
Speaker 2 01:09:18
Yeah, DMH is high Microsoft use.
Speaker 2 01:09:22
And I and I know that because I've been participating in some other stuff for them. And they are they love Microsoft, but they've got it so tied down that sometimes I can't even access it. So Well,
Speaker 7 01:09:34
These are like maybe important messages. I don't know. Mm hmm.
Speaker 3 01:09:39
I've learned that with the secure messages from DMH that you just click on login with your Google. Um gives you an option of either getting a code or or logging in with your Google.
Speaker 7 01:09:52
Won't do it. I'll get to a place where I did. Sorry, you can't. Yeah, I know you can like go to move. No, I can't get it.
Speaker 2 01:10:00
Okay, um next time you get that will you come grab me or Gaston?
Speaker 7 01:10:07
Oh, I'll do it today. Okay. I'll do it today Perfect Is he around? One more Gaston?
Speaker 2 01:10:16
He is Robert went toum Housing 101, He might have, I don't know where he went. It's in my thing. Okay. So my system shows me uh where the guys are. I just haven't logged into it today. So, cause they were both joking around with me in the office, So I had no reason to Right,
Speaker 5 01:10:36
You know where they can see them.
Speaker 2 01:10:37
Yes And. They are They are a hoot to work with Okay So. It's I've been enjoying working in there. So. You'll hear us laughing a lot in there, and I can hear everything because I'm an audio engineer on the side. And they didn't realize that. And so I said, Wait, did he say what I just think he said? And they both started laughing. They're like, We forget you can hear everything. So we have a lot of fun.
Speaker 4 01:11:01
I was telling Christie that I had an employee, tell me that she said she said What's going on with IT? And I go, What do you mean? What's going on with IT? She goes, Um, I went to the IT department and usually I get received with attitude, and it's very hard, you know, to get what I need. And this time I went and And I got a hug. And I was like weirded out. That.
Speaker 5 01:11:35
Was going on there so much kinder. Yeah. They are more relaxed. They are Yeah.
Speaker 7 01:11:41
So I can tell that they're are kinder Yeah, Because they were sometimes really kind of stressed out.
Speaker 5 01:11:48
Yeah, on edge.
Speaker 7 01:11:49
And it wasn't just one of them, it was both of them. Yeah, yeah, both of them were on edge with the staff.
Speaker 2 01:11:58
I don't know if I was telling you Apollo or if it was Onzor. I had a really good conversation recently with them and basically how it was relayed to me was. There was a lot of fear that they would lose their job if they didn't act in a certain way. Um, and I know talking to Robert, he's like, I couldn't have it. I have family to support and things to do. Um, But even in the last week or two, we've had a few conversations about it's much better. I'm not worried for my job right now. So, that's what I'm trying to do is make it where they feel a lot more stable. So Well,
Speaker 7 01:12:37
I think that there were pressures put on them, To do certain things. To say certain things. Yeah. That were not in the best interest of them or the community.
Speaker 2 01:12:50
So, as much as I can, I'm trying to make life better for them. So, trying to get them to let me buy them lunch once a week. That didn't go over this week. They both had things they wanted to do during lunch. So But, we did buy Gaston an ice cream cake yesterday.
Speaker 2 01:13:08
So yeah, and we threatened to sing to him during the all hands meeting. Yeah, he's very talkative. Yeah, yeah, he's sort of shy. He'll joke every now and again. You'd be like okay. Yeah, yeah, Yeah, I enjoy working with them. Both they've been they've been awesome so good.
Speaker 5 01:13:30
Um we were teasing Vlad today because he left his punch tool for Robert to use.
Speaker 2 01:13:35
And it's been sitting in my office and I'm like, hey, it doesn't go with the decor. I need you to come pick this up. If you don't, I'm going to go spray, paint it, teal and hand paint some flowers on it. And. So we made an AI picture of it and sent it over and the guys just could not stop laughing.
Speaker 2 01:13:55
So That's what we were talking about. He's only around to drop things off and only for CCTV issues. He works nearby, which is why he comes on site more. Um, so he's working on Weingart construction nearby. So.
Speaker 5 01:14:13
And Christy talked with Robin yesterday about what they needed. So yes,
Speaker 2 01:14:18
Yeah I went that one's on me. I I had three a lot happened. Yeah. Christy yeah. So and that one definitely was on me. It was I felt bad, but. But yeah, I had to go do a DCFS one last week and then have to go do another one next week. So it's like okay. Yeah. So and I have to do mandated court reporter training this weekend, while I am on the trip for DCFS.
Speaker 5 01:14:47
You won't be here tomorrow, you guys are driving,
Speaker 2 01:14:48
You guys driving two teenagers for six hours? I have it all mapped out with all the stops that I know that's not even going to happen. So really well,
Speaker 7 01:14:58
I'm driving up that way. I'm going to San Francisco. Nice. Welcome to That's yeah,
Speaker 2 01:15:04
My sister lives up there. I take Amtrak for that.
Speaker 7 01:15:07
No road trip like that in ages. I can't remember because i i drove to San Diego over the weekend back and forth. That was crazy. But that was all right. But I was thinking, oh, my goodness going up there for that long of a drive is.
Speaker 5 01:15:27
Yeah. Have some snacks. Stop for snacks.
Speaker 7 01:15:30
I'm going to Trader Joe's tonight.
Speaker 5 01:15:32
There's a place that might be nice to stop. I don't know where.
Speaker 7 01:15:36
Yeah, I know, I know there are probably places to stop, but I want to like get there You want to get there? Yeah, yeah, Yeah.
Speaker 2 01:15:54
Two seventeen- year- olds. I don't know how many times they're going to say," Hey, can we stop there?" So we're leaving at ten a. m. And we have to be there for a barbecue at Lake Yosemite at six p. m. So hopefully that gives us enough time for all the stops.
Speaker 7 01:16:08
Oh, that might work. Yeah, so that might work. You know, that might work. You take five?
Speaker 2 01:16:15
I yeah I think we're going to take. I think we're going to take. Uh well, I don't know. Let me double check. I I mapped it all out. It's on my home computer. Uh I got to go to Trader Joe's tonight, pick up all the road snacks. Yeah, so well,
Speaker 7 01:16:32
That'll be fun. I mean, it will be fun. You know, it'll be fun. I'm trying to make this drive up. So I have think of all kinds of things.
Speaker 2 01:16:47
Last time I did San Francisco Amtrak, I did the Coast, Light or Starlight or whatever it is that goes up the coast. My brother was getting married, and my sister and I were supposed to be in the wedding. We ended up not, thank goodness. But it was a lot of fun. So but the the uh train was pretty awesome going up to San Francisco. Uh I got out at Oakland so.
Speaker 2 01:17:17
But I can't imagine that drive. It's been a long time since I've done those drives. Yeah,
Speaker 7 01:17:24
Yeah, yeah. That's it's a, I'm sort of talking about it because I think it just.
Speaker 2 01:17:33
Mm- hmm. I understand. Well, I can loan you a seventeen- year- old who will make your playlist?
Speaker 7 01:17:40
Oh no, no, no.
Speaker 2 01:17:43
She has sent me the playlist already on Spotify. She sent me her Trader Joe's list, and she has sent me her packing list. I'll be back in a second. Okay,
Speaker 7 01:17:54
I got to that JP Morgan account and I saw where I was delisted for activity. And so it seemed as though it was a Belinda, uh, Lorenzo on it.
Speaker 4 01:18:07
Okay, Andum heading out, but I have we'll see you later, maybe you can get the credit card Oh good because doesn't happen like that far.
Speaker 2 01:18:14
He said, yeah, he doesn't have it. I'll get it from him.
Speaker 5 01:18:18
Oh great. Okay, at least we know now.
Speaker 7 01:18:24
Well yeah, I had seen at one point the list of everything that was drawn down, but I have to review it again. I remember because I saw the fence, and that's when I saw it was$ 37, 000 on there. Okay, I mean it's a a a really iron defense,
Speaker 5 01:18:46
But I'm gonna go about it. I still think that's possible,
Speaker 7 01:18:49
Of course it was and he's not a That's crazy.
Speaker 5 01:18:51
Yeah. So you see,
Speaker 7 01:18:53
That's the whole point.
Speaker 5 01:18:54
Yeah. I mean,
Speaker 7 01:18:55
That's but I mean, like if it's always everything was junior.
Speaker 5 01:18:58
And how do you do storage.
Speaker 7 01:19:01
And buy furniture?
Speaker 5 01:19:02
Kristen did it for you guys still on? Yeah,
Speaker 6 01:19:04
Oh, just kidding. Hi, we're still here. You know, I'm still here, but taking a call from Brian. Okay, just. Um,
Speaker 2 01:19:15
I I thought I had a four o'clock, but answer just moved it. So yeah,
Speaker 5 01:19:18
I'm gonna go by. I'm gonna ask somebody. I've seen this. I know, but I want to ask somebody how much is it?
Speaker 2 01:19:23
Ladies, Do you have anything for me that you need me to work on for you? Jennifer, I did fix that uh distribution list already.
Speaker 3 01:19:29
Okay, thanks, Yeah. Cause i was like there's like a million tickets that are coming in.
Speaker 2 01:19:34
No worries. My apologies, i just made it where it would automatically add anyone to it. So I fixed that for you. Uh, thank you. You're welcome.
Speaker 3 01:19:44
No, but I don't have anything else.
Speaker 2 01:19:46
Awesome. And then if you guys run into anything, please let me know. I I will answer my phone tomorrow as long as I'm not in the middle of the desert. So That's fair Yeah But thank you. Both You guys are amazing.
Speaker 3 01:20:03
Well, you are amazing as well So we appreciate.
Speaker 2 01:20:06
It No worries All right, I'm going to hang up on you guys so Bye.
Speaker 3 01:20:09
Okay. No problem. Thanks.
06-01 Email Deliverability Failure Due to DMARC Authentication Misconfiguration
## Core Synopsis
Email deliverability is broken due to authentication failures, not “recipient bias.” The Security Team has not yet investigated, and the sender reports DMARC failing for the domain—an objective signal that SPF/DKIM/DMARC alignment is misconfigured, causing Barracuda/Gmail to spam-folder the messages. The immediate leverage is centralized remediation: security ops must validate DNS records and sending paths, because scattered “allow lists” are a band-aid that increases attack surface without fixing root cause. We are accountable for getting authentication right; until domain alignment is fixed, outreach and operations will continue to degrade and create avoidable friction.
## Deliverability Fail: Diagnostic and Immediate Priorities
- The Signal: Repeated spam-foldering across Barracuda and Gmail suggests systemic sender authentication failures rather than isolated recipient filtering.
- The Evidence: DMARC reports “fail” for the domain; this typically stems from misaligned or missing SPF/DKIM records, or messages sent via a service not authorized in SPF that doesn’t DKIM-sign or align From/Return-Path.
- The Gap: Security has not yet reviewed; current mitigation attempts rely on adding the domain to multiple allow lists, which does not restore trust for external recipients and invites risk.
- The Stakes: Persisting failures degrade communications reliability, increase the likelihood of phishing lookalikes being whitelisted, and force manual exceptions that are unsustainable.
## Action Items
**@Speaker 2**
- [ ] Open a ticket with Security and post details in the security group, including DMARC failure evidence and recent sending services used (ESP, relays) - [TBD]
**@Anzor’s Security Team**
- [ ] Audit the domain’s email authentication: verify SPF includes all legitimate senders; ensure DKIM is enabled and keys published; enforce DMARC with correct alignment (From/Return-Path) and an appropriate policy - [TBD]
- [ ] Pull DMARC aggregate/forensic reports to identify failing sources and remediate unauthorized senders or misconfigurations - [TBD]
- [ ] Provide a step-by-step fix plan and confirm with test sends to Barracuda and Gmail inboxes (no allow lists) - [TBD]
**@Speaker 1**
- [ ] Perform external DNS/record checks (SPF, DKIM, DMARC) and share findings with Security to accelerate root-cause isolation - [TBD]
Jun 1, 2026
Speaker 1 00:00:03
Can you hear me?
Speaker 2 00:00:04
Yes. Hello. Oh, thank you. Hi. Okay. Oh man, yeah, some that email it keeps going into a spam folder.
Speaker 1 00:00:20
Okay, have you had security take a look at it?
Speaker 2 00:00:23
Uh no not yet.
Speaker 1 00:00:25
Get Anzor's team on it and see if they can help. Help you figure out why it keeps going into spam folder. Uh, and then I can also do a dig on my site as well.
Speaker 2 00:00:36
Maybe something because I yeah, I found that if you I send a screenshot of that, I don't know if that's the cause. The D is said D Mark failed with domain and then the domain. So I don't know if it's on our side or on their side.
Speaker 1 00:00:53
Let me see what I can find out, but also bringum okay.
Speaker 2 00:00:59
Yeah. All right. I'll I'll I'll send a message in the security group. Okay, thank you. All right, yeah, that's how I need to end this. I don't know what like how many lists I need to add this this domain in but running out of list. Added on Barracudas and on Gmail some yeah all right, i'll i'll i'll ask, Security team and maybe they can help me.
Speaker 1 00:01:30
Okay, perfect. And then let me know if you run into any issues. I'm gonna see what I can find on my side. And then uh I all I've been doing today is SCHARP stuff, which is great. I love it, but uh that inability first we've had so many issues today. I may have to go to camp again uh this week.
Speaker 2 00:01:54
Oh, you're gonna have to go again? Yeah.
Speaker 1 00:01:59
Oh, I forgot to put in my expense report. Damn it. Okay.
Speaker 2 00:02:04
Alright, I'll send them a message and maybe they can help me tomorrow if I'm about to go.
Speaker 1 00:02:10
Alright, have a good night.
Speaker 2 00:02:12
You too. Bye.
Open a ticket with Security and post DMARC failure evidence and recent sending services used in the security groupPerform external DNS record checks for SPF, DKIM, and DMARC and share findings with Security to accelerate root-cause isolationPull DMARC aggregate and forensic reports to identify failing sources and remediate unauthorized senders or misconfigurations+3
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06-06 Lecture: Foster Youth Transition and Disability Support
Date Time: 2026-06-06 09:34:25
Location: [Insert Location]: [Insert Location]
Instructor: [Insert Name]: Dr. Porche
## Summary
The lecture is an informational event for foster youth graduating from high school in the class of 2026 and their support systems. It outlines the support available as students transition to post-secondary education or the workforce. The primary focus is on disability support services at community colleges, specifically within the Los Angeles Community College District (LACCD). Dr. Porche explains the legal basis for these services, differences between high school and college support systems (IEP/504 vs. voluntary services), and common accommodations (priority registration, extended test time, assistive technology). The session also offers practical guidance on registering for services, the importance of early action, and key dates for the upcoming fall semester.
## Knowledge Points
### 1. Overview of the IOP Foster Youth Graduation Celebration Event
- **Purpose of the Event**
- For IOP (Independent Options Program) foster youth graduating high school in 2026.
- Supports transitions to two-year colleges, four-year universities, vocational programs, or the workforce.
- Ensures graduates—especially those in an “undecided phase”—have necessary resources.
- **Event Agenda**
- Presentation by Dr. Porche from the Office of Special Services (OSS) on supports for students with disabilities or test anxiety.
- Session from the foster and kinship care education program on “turning dreams into degrees.”
- Lunch break.
- Presentation by IOP staff on services available to help youth.
- **IOP Support Role**
- IOP provides information to youth with open cases to help them find jobs.
- The youth’s CW (Case Worker) is the main job-finding contact.
- IOP coordinators assist with various needs and offer comprehensive support.
### 2. Disability Services in Higher Education
- **Availability and Naming Conventions**
- Every California community college and most public/private universities have a disability services office.
- The most common name statewide is Disabled Student Programs and Services (DSPS).
- Names vary by campus: L.A. City College (LACC) calls it the Office of Special Services (OSS); LA Valley College uses Disability Support Program and Services; UCLA uses the Center for Accessible Education.
- **Legal Framework**
- Services are mandated by federal and state laws to ensure equal access.
- Key laws: Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act (ADA) Title II, and Title 5 of the California Code of Regulations.
- **High School (K-12) vs. College Support**
- K-12 schools must identify, evaluate, and provide support (IEP/504).
- In college, services are voluntary; students must self-disclose disabilities and request accommodations. Colleges are not required to seek out students with disabilities.
- **Eligibility and Verification**
- Students must provide disability verification (recent IEP, 504 plan, or provider documentation).
- The disability services office uses this in an “interactive process” (discussion with the student) to determine reasonable accommodations.
### 3. Services and Accommodations at the Office of Special Services (OSS)
- **OSS Mission and Responsibilities**
- Promote educational access for students with disabilities.
- Determine and provide reasonable accommodations through the interactive process.
- Collect and assess verification, facilitate accommodations, and serve as a faculty resource.
- **Student Responsibilities**
- Self-identify to OSS to request services.
- Follow procedures for using accommodations.
- Communicate with an OSS counselor if accommodations are not effective.
- **Common Accommodations and Services**
- **Academic Support:** Priority registration, educational planning, note-taking assistance, tutoring.
- **Testing:** Test accommodations (e.g., extended time).
- **Physical Access:** Special parking privileges, adjustable tables, assistive furniture.
- **Technology:** High Tech Center assistive technology (ZoomText, JAWS), CCTV for document enlargement, media conversion (e.g., textbooks to audio).
- **Equipment:** Equipment loans and training.
- **Registration and Enrollment Process**
- 1. Apply to the college (e.g., LACC).
- 2. Complete the “getting started with OSS” steps on the OSS website.
- 3. Enroll in classes once an enrollment date is assigned.
- 4. Meet with an OSS counselor each semester to identify and approve accommodations.
### 4. Educational Pathways and Transition Support
- **Associate Degree vs. Transfer**
- Associate degree: typically 60 units (~2 years), can lead to upper-level employment.
- Associate Degree for Transfer: prepares for transfer to a four-year university.
- Bachelor’s or higher opens more opportunities and higher pay.
- Students with accommodations may be approved for a reduced course load (e.g., 9 units vs. 12), potentially extending time to degree.
- **Advice for Parents and Guardians**
- Encourage participation in college outreach (e.g., “Senior City Day”).
- Explore college websites for disability services information.
- Discuss continuing accommodations in college.
- Obtain the most recent IEP or 504 plan.
- Apply to OSS early; this is the student/family’s responsibility.
- **Learning Disability (LD) Assessment**
- Colleges like LACC, LA Valley College, and LA Trade Tech have Learning Disability Specialists who may offer free assessments to eligible students via intake.
- If not available on-site, students must seek external testing; colleges may refer to community assessment agencies.
- **Important Timelines and Policies**
- **Retroactive Accommodations:** Not retroactive; effective only from approval date. Register with OSS at the start of the semester.
- **Fall Semester Start Date:** All nine LACCD colleges start on August 31, 2026.
- **Enrollment Fair:** District-wide fair likely on the third Saturday of August (August 15, 2026) for last-minute registration and assistance.
- **Waitlists:** If a class is full, join the waitlist. If the waitlist is full, attend the first class to request a permission number—no guarantees.
## Questions
- [Insert Question/Confusion]
## Assignments
- [ ] 1. For youth attending an LACCD college, visit LACCD.org/specialsServices to learn about the Office of Special Services.
- [ ] 2. Obtain the student’s most recent IEP or 504 plan for verification.
- [ ] 3. Apply to the college, then begin the “getting started with OSS” process on the college’s website.
- [ ] 4. Encourage students to visit college websites they’re considering to research disability services programs.
- [ ] 5. If needed, attend the district-wide enrollment fair, likely on August 15, 2026, for last-minute assistance.
- [ ] 6. Contact LACC’s OSS with questions via email (oss@lacitycollege.edu) or in person on the first floor of the Student Services Building.
- [ ] 7. If a student suspects an undiagnosed disability, contact OSS to inquire about the learning disability assessment process.
Jun 6, 2026
Speaker 1 00:00:09
Department of Children and Family Services, the Office of Children's Services. We are better known as IOP program, Kids House. I am one of the managers. I manage the Vermont Quarter Office, Florence Office, and Belvidere Office. There are four other managers, three other managers besides myself that manage those offices, other offices, But, what I wanted to tell you that you are all here because you're youth.
Speaker 1 00:00:40
Either they have already or maybe next week will be successfully graduating as a class of 2026 from high school. So, great job to you guys and parents, caregivers, whoever you are support system. Thank you so much for being here and supporting the youth that you all have graciously taken care of all these years. Many of them are all this one is the IOP foster youth graduation celebration event, where youth. Um, we'll be either going to a two year, four year, or vocational program. Uh. So that's going that track or work track or trying to figure it out track. You know it's all that's what we're here for. We're here to make sure that they have all the things they need. So if there is some of that undecided phase, they can lean to what they need to do. That's what this program is just for. So what you are going to do is I want you just like.
Speaker 1 00:01:40
LACCD. .org slash special services. We're going to talk about the office of special services and what they do and how they can assist you. Because what we want is for you to know that some of our youth may have an IEP, some don't, Some have test anxiety, but we want them to know that they can go to this particular office if they need extra time for tests. I was at one, right? I don't like time tests. I still don't like time tests, but if you give me something where I can talk, oh, I can do it really well. The time tests are not me, so SAT was not my thing. But I did get into the good school anyway. So, I do want you all to know that, that is what the day is for. So she'll talk about the Office of Special Services followed up, will be the foster care, foster and kinship care education portion, where they're going to give you information on how to.
Speaker 1 00:02:38
Assist your youth with uh turning dreams into degrees. Then you'll break for lunch on your own, and then you'll come back and you hear from some of our staff, the IOP staff, Who will then go over what IOP can provide and the services to help you. So we did have a question that said, will we be helping them with finding jobs? We will provide information to your youth to find jobs if they have an open case. Um their open their CW will be the main excuse me, the main person, Helping them with that, but IOP will be here to assist in all the things that they do. But, our IOP coordinators will be here to help talk about all the things that IOP would be able to do. Are there, any questions before I turn it over to Doctor Porche, and we get your day started? Because I know you are time.
Speaker 1 00:03:37
Right here. So, I just let them know where the trash is, but if they need something, They know how to reach us. So we can come over because we'll be over.
Speaker 2 00:04:21
On campus. Every single community college in the state has a disability services office. So we might go by different names, we have to provide about that is so that, but there is one at on every college campus. There's even one there, there are still disability services offices at universities as well and private and public. So let's get going. Um so what's in a name?
Speaker 2 00:04:53
At the state level, The disability services program for all of the community colleges at the governor's office or not the governor's office, the chancellor's office it's called Disabled Student Programs and Services or DSPS for short. And, that's the most common name of the disability services programs across the entire state. But, there are some programs like my program and a few other programs in our district that go by different names. And so.
Speaker 2 00:05:23
Again, My program is Office of Special Services, and we call it OSS for short. Yeah, We call it OSS for short. So that's what you're going to hear here when you're at LCC if your student comes here to LCC. But if they choose to go to another community college, it may go by a different name.
Speaker 2 00:05:53
Disability support uh program and services. So it still has the same acronym DSPS. But um the title is different. Wording is different at LA, Valley College, and these colleges are in our district. There are nine colleges in the LA district. So if your student doesn't choose to come here, there's still these services at any of these other nine colleges and I just gave you some examples here um at LA Valley.
Speaker 2 00:06:23
UCLA, for example, its Center for Accessible Education. That's an example of what it would be called at a university. So quick legal overview : I am not going to go into any detail on this. Section five hundred four of the Rehabilitation Act of nineteen seventy three governs the requirement.
Speaker 2 00:06:53
Disabilities act the ADA Act Title Two, all of its amendments and updates as well, and it gives you the section code there. And then thirdly, you're governed by Title Five California Code of Regulations with numbers and sections there. So all of these laws, statutes, Regulations tell us how we must implement disability services for students to ensure that they're accessible equal access.
Speaker 2 00:07:40
Requirement in high school.
Speaker 2 00:08:09
Form of an IEP. Sometimes it's in the form of a 504 plan, And the 504 is in relationship to that federal act that I just alluded to earlier. There, are you have the high schools in K twelve? They have to evaluate and document the disability. They're mandated to do it every year or however often it's required.
Speaker 2 00:08:54
Knowledge, It is the services are we must we must provide the services if the students request it. But, the students are not required to.
Speaker 3 00:09:06
Go to student affairs and ask for these things. It remains voluntary as.
Speaker 2 00:09:10
Long as students come to office of special services to request services. So, it's the student's choice.
Speaker 3 00:09:28
By, use.
Speaker 2 00:10:48
We would.
Speaker 2 00:13:06
Qualify that a little bit. Sometimes some colleges do have special like courses. Typically at this college we haven't had a lot of curriculum for the courses, But we usually have something along the lines of keyboarding and things like that as part of our arts and sciences. But there are other programs or other colleges that do have larger.
Speaker 2 00:14:56
Okay.
Speaker 2 00:15:29
Will be uh nine units instead of twelve. okay. um and if that's the case, then it takes a little bit longer to finish the associate degree. Um there's a greater depth of knowledge um that the students are engaged in when they're earning a degree. in addition to the major, the student is taking general education, General studies to give them a broader understanding of just the world around them and things like that. uh math, english, science.
Speaker 2 00:15:59
Degree, It leads them usually to upper level employment, and there's more opportunities for higher pay. Um, there are other educational goals and options um transfer to a four year university. And so it takes about again about two years, Could take a little bit more um but about two years full time uh to complete transfer requirements. And students can earn what's called an associate degree for transfer. Um when students if they go.
Speaker 2 00:16:33
Degree, which is your traditional community college degree, but they are also meeting the.
Speaker 2 00:17:04
Or preparing to transfer. Of course, if they transfer, get a bachelor's degree or even higher, it obviously opens doors to even more opportunities, upper level jobs again with higher pay. So what do we do in OSS? We promote and provide educational access for students with disabilities for equal access to educational programs and activities that are offered by the college. We determine and provide or approve reasonable.
Speaker 2 00:17:36
With documented disability via what we call the interactive process. So, The interactive process is a conversation that the student will have with a counselor in OSS or a faculty member in OSS. And it's a back and forth conversation. We try to understand what the student experiences, spent, what their needs are. We also interpret the verification of.
Speaker 2 00:18:07
And it's interactive. We are having an iterative conversation with you, and at the end of that, the faculty member will determine what accommodations the student needs and will do so. And then notification is sent automatically to the student's instructors once the students are enrolled. Determine if a student is eligible for services, determine and implement accommodations, which I just spoke to both of those things, and then ensure all policies.
Speaker 2 00:18:41
Are implemented that allow for accessibility, assist in maintaining physical compliance to all college facilities. This is really not a specific response.
Speaker 2 00:19:11
So, Our responsibility in OSS or TSS and all the other disability services programs is to collect and assess verification of disability, identify reasonable accommodations and services, facilitate certain accommodations, support and advocate for students, Serve as a resource for faculty if they have any questions or concerns about the accommodation. Provide information.
Speaker 2 00:19:43
About best practices for inclusion of students with disabilities across campus. So, students have a responsibility; they have their own responsibilities as well. Provide.
Speaker 2 00:20:23
The way that the accommodations were approved, they need to come to their counselor first, their OSS counselor first and say, hey this is what's going on. We need to make some adjustments. So we'll start the process of publishing and problem solving. Common accommodation services that we all can see that we have priority registration. I'm not going to read them all. We do educational planning. So we help the students plan out their courses based on their educational goals, whether they're.
Speaker 2 00:20:53
To get a degree transferring or any or all three of those. Um, sometimes we have to authorize special parking privileges and I've done so. I've helped to oversee that anytime that I've worked with this program. Note taking assistance, tutoring for all the equipment loans, um test taking accommodations, uh recording the lectures or having in some way recording the sessions. It depends again.
Speaker 2 00:21:31
Adjustable tables, even if students need some type of assistive furniture. We do have what we call assistive technology services. We have a high tech center that's a lab, a computer lab that has computers that are loaded with.
Speaker 2 00:22:15
Even larger than the regular Zoom options that are on a computer. We can convert media, so if a student has a physical textbook that needs to be converted to, Let's say an audio format or in a Word document for some reason or PDF document, we are able to do that in our office. We provide training about technology and equipment. We do one-on-one training, we do workshops.
Speaker 2 00:22:51
Oh, and this is these are examples of what I was just alluding to. These are examples of apps that we would use in the lab, the high tech lab. ZoomText, JAWS. We have SmartView. We have CCTV that will help zoom uh enlarge our documents, Physical documents for students um and other types of equipment, specialized keyboards and things like that. How to register for uh services? You're going to have to apply to the college whether it's.
Speaker 2 00:23:23
And once students apply to the college, then they want to go through what we call "getting started with OSS." And all of these are very simply laid out on our website. I am going to show you our website so you can see what it looks like. Students must enroll in classes thereafter after they're given an enrollment date. And after the students enroll in classes, That's when the counselors can then work with them once we get them onboarded. And.
Speaker 2 00:24:00
Then they enroll, then our counselors are able to identify and approve accommodations for the student. That's the and take appointments. And um again, this must be done every single semester. Every time students enroll in new classes, every time we have a new term and they have new classes, they got to.
Speaker 2 00:24:33
Way with or even actually fired for it. So we don't have police make sensory issues now any longer. Um, And so how is this to help transition staff help um in the transition process? This really is about parents and guardians too. Um, encourage students to participate in senior city day. That activity just happened through our outreach office earlier this term, but I can connect you all to outreach. Encourage students to seek out.
Speaker 2 00:25:05
Consider visiting our college website or any of the colleges' websites in our district or other community colleges. They are planning to attend or considering attending. And then talk to your students about continuing services and accommodations through college. I have come across students who have sometimes had an IEP or a 504 plan in K - 12, and then they came to college and they, you know, want to be able to figure it out and do it on their own. And then they do so.
Speaker 2 00:26:03
Yes, they become continuing students. When they're new students, they're going to have some priority but not a lot. When they become a continuing student, they will get what we call priority one registration, Which means they get to register in the first session for enrollment sessions for the next term. And so when they're new it's because especially right now.
Speaker 2 00:26:33
So, because they are new now, You know, we'll push it and try to get them to be able to enroll in just a sec. I'm sorry, enroll as soon as they can. But it really will.
Speaker 2 00:27:13
Thing, if the class is full and there's still a waiting list available, they can place themselves in the waiting list through the enrollment process. So that would be the first thing to do. Um, first step if there's if there's still room on the waiting list. Uh, If there's no room on the waiting list, and then there's still no guarantee that they can get into the class. But as if other students drop from the class for whatever reason, then they are automatically added to the class from the waiting list depending on their position. But let's say the class is completely closed, the waiting list is completely closed. They can go to class the first day of the session. Again, there are no guarantees at that point, but they can ask the instructor. Sometimes students don't show up on the first day. And then if the instructor says yes, Then there are more steps because if the instructor gives them a permission number and then they need to enroll.
Speaker 2 00:28:28
So, I mean, there is no problem though. But as I was saying earlier, everything is independent when you get to this part, right? To the college. So, it's on the student and or the student's family to help them apply to the OSS department. So it's not too late to do that. I mean we're still actually good time before fall semester. So, you want to make sure you obtain a copy of the most recent IEP or 504 plan and then come.
Speaker 2 00:28:59
Right. They will. We all have a program like this, but it might not be called OSS, but they all of our colleges have additional services programs. Each and every one of them fall semester starts August thirty first all of the nine colleges. So in our district, it may be different another, Other colleges, so like Glendale Community College, Pasadena City College, Long Beach City College they're taking us a lot of different start dates. But in our college, all nine colleges in our district start August thirty first.
Speaker 2 00:29:57
And um, Saturday Sundays for all of our student services at this campus, we do not have Saturday or Sunday hours.
Speaker 2 00:30:27
I'll tell you, Most likely, there's going to be a district wide enrollment fair on the third Saturday of August. Okay, I don't know what that date is right now, but it's typically the third day uh third Saturday of August. I'm gonna write that down. Uh, because all throughout the district, there will be an enrollment fair, and people will come to you to sort of last minute kind of thing. At, that point, it's only about a week or two from the start of school. So I mean I think.
Speaker 2 00:30:60
Can right now to get your student ready for the fall semester. But if you have last minute things, last minute questions, definitely you want to hang out at the or come to the enrollment fair. That would be any of our colleges. It's usually again, usually the third week uh the third Saturday in August. I'm not sure yet it's not been confirmed yet, but um given patterns you know of the past semesters and years uh, it's usually.
Speaker 2 00:31:33
But that's our mailing address. We're on the first floor of the student services building. So, this building that we're in right now, um, are the student services building just right behind me. Okay? So, you can orient yourself and take a look at it and sort of be situated in where you want to be.
Speaker 2 00:32:28
That's our email address, oss at lacitycollege dot edu. We monitor that email regularly, And so you can send a message to us through the email if you have a question. If you're coming to us, and then that's our number. All right. Um, any other questions? I'm going to be.
Speaker 2 00:33:07
At any time in the semester, at any point in the year, and at any time in the semester. Um I I even had students come to me in the past, you know a couple of weeks before finals. That is not advisable. You know it's not advisable. And I always say if they don't have to use these services because they don't want to just come and get them a tour right? And then they can try it.
Speaker 2 00:33:36
They can try it, and then if it's not working, then they know they can fall back on. Right? One other thing I am going to share with you all is important also, and I'll say this to students as well: They cannot get retroactive accommodations. So, let's say they come in the middle of the term or even two weeks before the finals. And they get an accommodation approved ;. Those accommodations are approved from that day.
Speaker 2 00:34:17
Get them done. You know, get the support that you need or at least set it up. And then if you want to go for it and you know, I don't, I still think you should do your services. But, you know, If they make a decision that they can't make a decision not to send, it's going to be there for them when they need it. But please if you have a student that has an IEP or 504 plan.
Speaker 2 00:35:00
Don't, but they don't. Even if they don't, but they suspect that they have uh disabilities of some type. They can just come to our office and our faculty as well. You still need to verify the disability, okay? So if there is a medical uh medical diagnosis or something like that, you need documentation from your healthcare provider and bring it to the office. Um, we do at our college, not all colleges, but at our college, we do have a learning disability specialist. That's sort of like a. They will assess students, so we have that ability. They're going to go through some questioning and intake process to see if they qualify for the assessment. You know, if things have been going on, You know, our LD, especially have a set of questions to find out and evaluate whether or not they would be eligible for the assessment. And the assessment is free here, okay? It's just it's not a specific well there are specific.
Speaker 2 00:36:00
There is several different protocols, But what you need to know is that we have learning disability assessment at the college. And it's not every college. Like I know our college does, I believe LA Valley College, LA Trade Tech College, and there are probably a few others. But the disability services.
Speaker 2 00:36:33
And at the college level, if your institution does not have an LD specialist, it is the student's responsibility to get testing. Now, we may be able to give you some referrals about what entity does that type of testing, but then that is a responsibility of the family and/or the student. And it is key; there are some places that will do them on site. But if you want more.
Speaker 2 00:37:12
We can, you know, at the other colleges we can, you know, help refer folks to community assessment agencies. Um. Can't answer these questions about insurance. Um. You should call your insurance company and um might it be too late? Uh I know a little bit about this you can initiate it.
Speaker 2 00:37:42
And I'm not sure, as long as school is not out, you can initiate the process. But I'm not sure they'll get the your student tested, you know before the school year ends. And then they would pick it up in the fall. But if they're if they're no longer a student, then you know it becomes an issue. You know what? We would have to look at the documentation. Yeah, we would have to look at that. So so I know you said your student.
Speaker 2 00:38:13
Provide any and all documentation that seems related. Provide a copy of that for the college disability services. All right.
07-21 Meeting: LOA Verizon Line Suspension, Cost Reduction, Device Updates, Employee Survey and Recognition Tools
> Date: 2026-07-21
> Location: [Insert Location]
> Participants: [Sergio] [Christi]
## Meeting Notes
### Suspending Verizon Accounts for Employees on Leave of Absence (LOA)
- **Description**
- Christi proposed suspending Verizon accounts for employees on Leave of Absence (LOA) to save costs.
- Suspending a line would prevent billing while the employee is away.
- The suspension would apply to both phone and laptop lines, saving approximately $50 per user, as some lines cost $20 and others $35.
- IT is not always notified when an employee goes on LOA, which also results in failures to retrieve laptops and phones.
- A FedEx method could be used to send employees a box with a return label to ship back company equipment.
### Verizon Account Management and Phone Updates
- **Description**
- Christi is collaborating with David, the Verizon representative, on cost-reduction strategies.
- They are working to update older company phones that cannot install the BMO app.
- The BMO app can be installed by any employee from the app store, provided their phone is not too old.
- Christi plans to finalize details for this initiative by the end of the week (July 24, 2026).
### Employee Feedback and Recognition Tools
- **Description**
- Christi suggested implementing an anonymous weekly stress survey for employees to share their challenges and wins with senior leadership.
- This aims to provide a channel for employees to express concerns and for leadership to gain early insights.
- Christi offered to build and set up the survey.
- Christi proposed a recognition tool called Bonusly, which allows staff to give points to colleagues.
- These points can be redeemed for rewards, such as gift cards.
- The tool would have a cost associated with it.
- A similar, less robust tool called Karma is used at Crimson, where employees get 12 points monthly to distribute.
### Live Scan Appointment
- **Description**
- Christi scheduled and confirmed a live scan appointment for someone for the next day, July 22, 2026.
- The appointment is at 8:45 a.m.
## Next Arrangements
- [ ] Decide whether to suspend Verizon lines for employees on LOA and define the IT notification process.
- [ ] Christi to finalize the Verizon cost-reduction and phone update plan by July 24, 2026.
- [ ] Christi to set up the anonymous weekly employee survey.
- [ ] Evaluate and decide on adopting a recognition tool (Bonusly or an alternative) and associated costs.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. The team did not reach a final decision on whether to suspend the Verizon lines of employees on leave of absence (LOA).
> 2. There was no decision made regarding the implementation of the employee recognition tool "Bonusly" or a similar system.
> 3. The process for notifying IT when an employee goes on LOA was identified as a problem, but no clear solution or next step was defined.
[EOD sweep 2026-07-27] SCHARP Budget/Cost meeting (LOA line suspension, Verizon cost reduction, device updates, staff survey) - already logged 7/21.
Jul 21, 2026
Speaker 1 00:00:02
Yeah.
Speaker 1 00:04:06
I can go first.
Speaker 2 00:04:40
Uh, just a heads up, my transcription tool is on as well. So. Yep, absolutely. I will do that for you.
Speaker 2 00:05:39
So, The one thing I want to bring up today is leave of absence, users or employees. Um. If we get notified about the users going on LOA, we have the capacity to suspend their Verizon account, Which would actually save us money because as long as the phone is on suspension, we're not getting billed for it. And, then we would unsuspend the phone number and the phone once they get back. Um and so just a quick heads up on that. We're looking at different ways, we can save uh on expenses and costs within IT, and that's one that came up.
Speaker 2 00:06:14
Today, that would be an easy fix for us pretty quickly. So, was wondering everyone's thoughts on it because it is their work cell phone. You know, do we want to suspend their phones or not? How do we want to approach this? And we would need to know when someone's going on LOA. We're not not every time we are on some but not on all.
Speaker 2 00:07:50
I I want to talk to the team. They just notified me about this about probably 15 minutes ago, Uh that they weren't always getting notified and were not getting the laptops and phones back when they're on LOA. So that we can store them until the person comes back.
Speaker 1 00:08:27
Gotcha.
Speaker 2 00:08:54
I have used the FedEx method in the past very successfully. So we I'm all for doing the FedEx portion because we can send, We can actually have FedEx send a laptop box to them that would work for this and has our return. And then we can use our account number for the ship back costs.
Speaker 1 00:10:50
Right. So.
Speaker 2 00:11:08
Each line and the cost of it, including the laptop. So when we're talking about suspending lines on these, uh we're also talking about suspending their laptop line as well. So you're looking at at least about $50 in savings per user, uh if not more. And as we're going through, we're still going through our Verizon uh checks and everything. Um We are finding that there are lines that are not being utilized on people's laptops. And so when we finalize that, We're gonna look at how many of these can we actually suspend and not utilize anymore.
Speaker 2 00:11:55
Right. At least$ 50. Possibly. Possibly. Yes.
Speaker 2 00:12:22
Right, so twenty dollars per line times two, but some of those lines are at the thirty five dollar mark. And so I am estimating at about fifty dollars average. It could be slightly lighter.
Speaker 1 00:12:38
I have to think about it. I have to understand exactly what what we're asking.
Speaker 2 00:12:50
He's already.
Speaker 2 00:15:50
That is, that is all for my updates currently. Um and Kashif just a heads up David at Verizon. Who's our rep is amazing, and he's already working with me on putting some things together to look at both cost reduction, and updating any phones that cannot that cannot use the BMO app. So, we've got quite a few older phones um that are unable to have that app installed. So we're going to be working on all that together.
Speaker 1 00:16:22
You're welcome.
Speaker 2 00:18:09
So, the app is being installed uh on the phones that you requested it to be installed. And then all other uh employees, if they need the app, they can go to the store and download it. And without any errors. So as long as they don't have yeah, as long as they don't have an old phone. That's the only caveat. Yes.
Speaker 2 00:20:48
Yep, I'm working on finalizing that. I want to get uh probably by the end of this week because David's going to have everything I need for the Verizon stuff soon. So.
Speaker 2 00:21:16
Yes. Yep, I'm finalizing all that I need to finalize on that one. Just waiting on vendors. So, but we're good.
Speaker 1 00:37:31
She only works in the other department. She only works in the other department. So she's she's not getting like perfect big opportunities, like get things into her. So because we have to pay her for twenty hours, but she'll get that because we're trying to.
Speaker 1 00:38:05
That's what we're gonna. That's what we're gonna. And all. And then if she has, if she were to have this big, if she came to the person and actually started talking about it, that's when I think they have to be able to hear it. Do it again. She may have to do this again, so we're going to put a second reinforcer down. Let me tell you.
Speaker 1 00:39:05
Just like a fire.
Speaker 1 00:44:46
Okay.
Speaker 2 00:45:48
Hello. Um, okay, give me one second.
Speaker 2 00:45:54
And let me bear with me one second. When can you guys do the live scan? Nine zero zero four five. Yes. Yeah.
Speaker 2 00:46:26
Okay. Not yet, we're getting that on July thirtieth. However, they have their high school picture ID. They did. Okay.
Speaker 2 00:46:58
Okay, at what time? 4:30. Um, can we do 8:45? Yeah, I'm gonna have to drop her off or to do that. Okay. Awesome, thank you so much. You too, bye.
Speaker 2 00:47:52
You have a live scan appointment tomorrow that I need to take you to at 8 : 45 a.m.
Speaker 2 00:53:30
So, a couple of questions I have for you guys is, um, what is the most. I know this is not my lane. So if if I get out of my lane, please tell me to get back in my lane. But um, what is the most common frustrations that we're hearing from employees?
Speaker 1 00:55:39
Okay.
Speaker 2 00:58:40
Yeah. So partially I asked that question just to kind of get some thought behind, if if my if two of my tools that I'd like to ask you guys to consider might help. One thing that I love doing, especially with my staff, Is sending out a survey, and it's a stress survey that my team does at the end of the week. But we can make it a little bit different. I can build that for you guys where it's sent out to all, all departments. It's completely anonymous, And all they have to do is say, how did their week go? What could you know What are their biggest challenges? What are their wins And, then you know we can see. It's like a, It's called something in my brain isn't is not thinking words today. Words are hard But. It's kind of like an employee satisfaction very similar to it, but also would give.
Speaker 2 00:59:31
Staff the ability to put their feelings out on paper, knowing that it comes back to senior leadership. And it's something that's been super helpful for Crimson. Crimson's been doing it for as long as I've worked here. I've done it at other companies, and it just seems to kind of give people a way of venting anonymously. And with a company the size of SCHARP, it actually is a good idea because um, People will know that they truly are anonymous. It's not going to go to the managers, it just comes to senior leadership. So Crystal, Aaron, Doctor Barber, Apollo, whomever. And, then that way, you know, people might feel a little bit better about expressing their concerns, and you guys would get see that in advance before you know, before anything bigger happens. Hopefully.
Speaker 1 01:00:40
Yeah. Yeah.
Speaker 2 01:00:49
Yeah. The second thing I would like to just put forward you, and this will cost, so I'm going to give you a heads up, this will cost money. This is a tool, I like this one better than the one Crimson has. I'm going to put it in chat. It's called Bonusly. When I worked for previous company, We used Bonusly, and it allowed us to recognize team members either weekly or yearly or whenever monthly. And, we could send points to staff that have impacted us that week or that month. This company, They had a massive ransomware right after I started, and I got so many points from staff that I was able to afford.
Speaker 2 01:01:35
Disneyland passes for the next year, so it's kind of like that type of situation. But it's a way for everybody to recognize each other, And you give them a certain allotted amount of points per month that they can give out to other staff. Crimson does a very similar application called Karma, and it's not as robust as this one. But Karma we give all staff twelve points a month, and they can spend it on whomever they want or not. And then, when you amass a certain amount of points, Like I had eighty points recently that I turned into an eighty dollars gift card from Amazon. So and you can see who's from an admin point of view. I can see who gives out what and who they give it to. So we can watch out for things like that. But it was a really good tool.
Speaker 1 01:21:30
Yes.
Speaker 2 01:26:06
I need to jump for another meeting, but if you. But for the, if you guys want me to work on the survey that I mentioned earlier, just let me know. I'm more than glad to help with that and You guys are amazing. Let me just put that out there. So Okay.
Speaker 1 01:26:34
I will help you guys with it.
Speaker 2 01:27:12
That's different. Um, the one I'm talking about is very similar to what Crimson sends out weekly. And then senior leadership does we do read it because I am the one who captures the information, uh lets managers know, Hey, this person did give us their name, their name and here's what it is. And then these are our anonymous and here's what was said. And, then we we work through it. So uh, but I will go ahead and set it all up. And then uh I do have to jump. But I will see you guys tomorrow. Thanks.
Define and implement IT notification process when an employee goes on LOAFinalize Verizon cost-reduction and phone update plan with David (Verizon rep)Build and set up anonymous weekly employee stress survey+2
08-13 Meeting: Postpartum Support, Financial Aid (EPP/Infant Supplement), Medical Planning, Legal Paperwork, Housing and Therapy Referrals
Confirmed from CONTENT as foster care, not client work: postpartum support planning, shared responsibility plan and infant supplement, doula / home-visitor / nurse-family-partnership referrals, medical and legal paperwork, housing (waiting on a 3-bedroom), and therapy referrals for a placement.
Deliberately NOT summarized further here and NOT moved out of the drop folder - it contains a minor's and a birth parent's personal detail. Left in place at '2 - Internal Operations\Meeting Recordings & Transcripts' pending Christi routing it to the C.A.R.E. v2 base. Flagged in the 2026-08-17 sweep email.
Aug 13, 2026
Speaker 1 00:00:00
So, we'll send you the info. And then there's something called Oh, actually did I call it the wrong? Oh no, I called it the right name. Shared responsibility plan. I don't know if you've heard about that. And, basically, it's an agreement where you and Angelique write out how you're going to be what extra support you're going to offer her when the baby's here. And then you both agree on it. Like I said, it might be um whatever you know you're both comfortable with. It might be a minute taker to take, you know, to the baby's doctor's appointment. It might be a minute, watch the baby while she showers and naps or does homework. But, you know, it's something that you both agree on and then she'll receive an extra two hundred dollars. Okay. And it's something that is initiated when the.
Speaker 1 00:00:60
Okay. And of course, you know about the um the infant supplements for the baby. You'll receive that and you know for providing, you know, For the baby's needs, and of course, providing your home and water and all that. But you know, hygiene diapers, things like that. Um And, the only thing that we were trying to brainstorm a bit about is um Angelique's allergies to the cat. Okay. And some of the wondering what your thoughts are, One thought that popped into my head is maybe in her room. She could have an air purifier or maybe I don't know if you already have air purifiers throughout the house. I have actually already got it on order. Um, I used to have a bunch through the house. I have one in the living room for her, and I'm gonna show her real quickly, the air purifier that I bought for her. It is supposed to be here in the next couple of days. It got delayed yesterday.
Speaker 1 00:01:57
But this the one I got for you. It's one that we use, and it's Wi Fi enabled. And, we call our Amazon Echo system the Overlord so that it doesn't engage when we talk, But the Overlord will allow you to turn it on off and turn it up. And with Dawn leaving where that fan was sitting is where I plan to put it because it's right there next to you. And right there next to your fan. So I've already done that, but we have that same air purifier in our living room. This just a newer version.
Speaker 1 00:02:27
So and then additionally, which Angelique did not know this, But I am switching their cat food to one that's geared towards reducing the allergen dander that the cats have. Okay. All right. Um, But I didn't talk to her about it yet, just because we've had so much going on lately. Yeah. Understandable okay those are all awesome um, Can I can I ask a question? Of course, Miss Brown. Miss Brown, this is Stephanie Williams. How you doing? I'm good. How are you, Miss Stephanie? I'm good. I'm good. Angela mentioned that she was sharing the room with two other females. Um next week, one of them is leaving next week. Okay, uh, one of those, okay.
Speaker 1 00:03:25
Okay. So, but there's two two females, additional females in the home right now. Is that what you're saying or or one is coming? No one is already one is leaving next week. We're taking her to Merced next week, and the other one is staying. You know, we had uh Andy's bed was a bunk bed, so we just put the other one back up on top, and so when uh oh okay yeah no uh.
Speaker 1 00:04:20
When, are you coming out next and I'll show you because what we're going to do is we've got room for the baby, and we've got a crib already, And we have a bassinet coming in the next couple of weeks for the baby. So when you come out next, I'll show you. I will be there. Next week, I'm on duty today. Okay. Um, I will come next week. Uh, i will try to make it on Tuesday. Okay? Uh, I'm usually in Pasadena on Tuesday. Let me double check something real quick. Oh no, Tuesday next week we're going to Merced. We're dropping, we're going to take Dominic to college. Okay, what about Wednesday? On Thursday? Thursday. Okay, so we can make it for school. Hold on, I might be on duty that day because they got me back-to-back duties. I will get back with you in regards to my time. Okay?
Speaker 1 00:05:15
So just so that you're aware on the eighteenth we're leaving at lunchtime. I have meetings in Pasadena that morning, um and then we're leaving to drive up to Merced. Angie's going with us and then we'll be back late on Wednesday and Thursday I'm off and then Friday I work from home next week. Okay, I'll get back with you about that okay? Cause I definitely want to come next week though okay? Monday, I am working in Lynwood at the Sharp offices. And but I can be home early if you need me to. Those are my scheduled days off. Um, unless I put in for overtime, I'll get back with you. Yes, I don't want you to take off. You know, I don't want you to ruin your day off. Those are important. And then Christy, the plan is you guys are moving in October? Is that right? And then.
Speaker 1 00:06:09
She would, Angelique and the baby would have their own room. Okay, awesome. All right. We're we're waiting on the apartment complex to have a three-bedroom available. Yes, same thing or they have different locations? Um, we're just waiting on a three-bedroom to open up. In fact, I haven't even checked today. Okay Thank you You bet okay wonderful And okay for now, The baby will go into the same room with Do. You know, is that okay, with licensing for you to have the two girls plus the baby. Um, we got emergency licensing for uh having three in that room. And then also, we're they're in. They are going to allow the baby as well. So yeah, we had an emergency situation with the other girl where she.
Speaker 1 00:07:07
Needed placement last minute, so we had to get those emergency statements in place. Okay, she's wonderful. And just make sure this is just not that I'm it's an issue to me, but sometimes when they do those approvals, they're specific they're child specific. But. So maybe next time make sure it's more of a you know you're good globally if it's not for that same child. Um Do you know what I mean? I did talk to my social worker and explain the situation with Angie. So, Let me I have a conversation scheduled with her in the next week or so, And I'll I'll re bring that back up because it's only until no surprises for you. They're talking about me moving into a three bedroom. We're just waiting for a three bedroom to open up. Right now they have two bedrooms open and four bedrooms open, but no three bedrooms. Oh. Okay?
Speaker 1 00:08:05
So while I have you, can I get um your full name, Uh phone number and email. And that way I can also email you the um information on the W eight class. So my full name is Christy Brown. And it's C H R I S T Y. And then T Y S T Y yes.
Speaker 1 00:08:35
And then um. My. We're good. Your phone number. Five two nine four four zero five two nine. Okay, and your email, please? Christy Brown, Two five two at outlook dot com. And it's C A R I S T I B R O W N. Two five two, okay perfect, alright now and Angelique what's your email? I didn't get it. G U Z M A N Angelique twelve.
Speaker 1 00:09:34
At gmail dot com.
Speaker 1 00:10:04
Okay.
Speaker 1 00:10:33
Oh yeah, I'm in. Wait, that's sorry. I forgot that. Okay, and okay, so we've got a lot to talk about. But I'm gonna let um Annabella tell you about the two women about breast pump. I did email particular invitation for that. Usually cut the cutoff is twenty eight weeks, But I am going to I am hoping they reach out and say sure, if we if you are interested, but if not they can we can offer you some other um invitations. Annabella will tell you a little bit about all the invitations as well. So take it away, Annabella. Great, okay. So the first thing I just want to let you know is that, yeah, all these things are optional. Uh, we always make.
Speaker 1 00:11:30
Encourage you to at least give these things a try. You can, you know, Have your initial meeting with the person and decide then not to continue to engage. But like we really encourage you to at least give them a try. Uh, If you keep reading this out on things, simply because you know didn't have a chance to hear about what they offer. Uh, But that said, uh, the first thing I want to share with you is what's called the doula. Have you ever heard of a doula before? Angela no.
Speaker 1 00:12:01
Okay, no worries. That's very common. So, Angelique, you're on the network? I just do what. How do you spell that? D O U L A. Uh, ladies, if you don't mind, Um Do you mind if I hang out on the call and help because I uh Angelique and I haven't had too much of a chance to have a conversation. But do you mind if I listen in? And that way I know as well? As long as Angelique's cool with it. Angelique, are you good with She's? The one that had to join us at our request?
Speaker 1 00:12:31
Course for a minute, but Angelique and thank you for asking. Angelique, are you cool with that? Okay. Great. Okay, so a doula is basically we like to call them birth coaches. So they're with you to support you while you're pregnant in the way that like, You know, all these things are happening in your body. All these changes and you might have questions about what's going on um and you can reach out to your doula through health gate. Those questions, you know, If you are, don't know about when should I go to the hospital when I am in labor, they can guide you through that. They also are able to be by your side during birth, So they can you know provide you with understanding of what different comfort measures you can do. What kind of music do you want? Who do you want there to support you while giving birth? And just help.
Speaker 1 00:13:27
Educating you on what's going on because sometimes doctors and nurses talk about all these things. When I was giving birth to my son, I was like, "I have no idea what that means. I don't know what you are talking about. " And. So the um your doula can help explain these things to you in a way that's helpful for you. Um they also can support you after you give birth, such as, you know if you want to breastfeed, that's an that's the way they can support you. Speaking of which do, Probably not. I mean, breast is best, right? So any way that baby gets fed is what's important. So like I'll probably breastfeed at first, like the first month, but then I for sure want to be on formula. Right. Okay. Yeah. So that your doula can also kind of guide you through all that too, Like especially if you are breastfeeding and you want to know like, well, how do I wean off?
Speaker 1 00:14:24
They have a program that I really love called Strong Start. What do you think? I was intrigued by this. They have proven research to support it, so they kind of add that kind of, you know, deep personal value to the program and uh they're really amazing. So if you want to check them out, I can do a referral for you and I also sent you their flyer. So what are you thinking right now?
Speaker 1 00:14:55
So, I will do the referral and I will let them know. And they are really fast, like they should get back to you within a week. So, keep on the lookout for that. Okay. Um, The next so The next thing I want to bring up is called P oint - P oint programs. What's different about that compared to the doula is they're more They can follow you up until your baby is two to even five years old. And they can provide education about your baby. They can help you understand like, you know, things related to baby sleeping and feeding. And um, what's great is that like I remember when I was first had my babies, I spent so many hours like Googling, all these things like hours about different baby poops, because I was concerned about my son's poop. And it'd be really helpful to have a person that you can ask all those questions to. And.
Speaker 1 00:15:53
Save you time, right? Googling for hours. So, um, we really love home visitors. So if that's something you're interested in, we can refer you. Um, if you have any questions, let me know too. Exactly like like someone will be coming over to my home? Uh yes. So the first um the nurse family partnership, it would actually be a nurse that would be coming into your home. And it's you know. They're flexible too. So if you want to meet them out in the community, you could do that too. But they can also come to your home so that you can just be right there with your new baby. Um, yeah. And and that's the one that the cutoff is twenty eight weeks, but if you are beyond that, Then I did email or contact to see if they could make. Uh there's certain areas that they can make an exception. Um so but it would be your own personal nurse if they have.
Speaker 1 00:16:53
They're like an all - inclusive program where you have your own personal nurse that can stay with you until your baby is two years old. They come, they play with the baby, they just be happy with whatever. I mean there's a professional in-personal nurse, you know. But someday I don't know if they'll affect me for sure. Then there are others. : there's parents as teachers, and their first day it goes up to age five. Yeah, our district. Families, it's a great one. They assign like a case manager that comes to visit you. Sometimes they can help with baby items. They're all a great support and I just piggyback on what Angela said, It's worth giving things a try and then seeing do I like it or not? And if you decide eh, I don't like it, you can just say no thanks. It's totally up to you because they're voluntary. And yes, they come to your home. Okay.
Speaker 1 00:17:52
That sounds perfect. Okay. All right, so um, will you let me know if you hear back? And then I'll be going to try Partnership for Families. Um, yeah, um, Partnerships for Families have you referred directly to them? It's usually through the C S W. Oh, I've done directly.
Speaker 1 00:18:22
Oh, probably as a community resource. Okay. And I'm asking you prefer to do it, otherwise I'll have to just support solely or give. Can you hear me, you guys? Yeah, okay. Okay, I was just trying to bring myself back on the camera on the what's going on. Oh we've been here this whole time. Oh okay okay and then girl why'd you get up? Are y'all getting stirred? Alright. Um, any questions, Angelique or Miss Brown so far? I don't have any. No, it sounds good. Okay. Awesome, thank you. And um when the baby's here, just in case we don't chat before then um it's important to take a picture of the hospital birth announcement for the baby and send that over to Stephanie.
Speaker 1 00:19:21
So, because Stephanie is going to request the infant supplement for the baby, which we talked about, um, and the baby's Medi-Cal. Stephanie, You know that we request the baby's M edi - C al at the same time as infant supplement, even though the baby is non-no t a dependent. Yes. Okay. So, you'll do a FAMSR class to add the baby and then a 280 to initiate the infant supplement. And uh. okay. So um if they come.
Speaker 1 00:20:19
They give you like some paperwork that says, oh, so and so was born here on such and such date, or sometimes they'll have a little card that they put on the baby's bassinet, baby boy born on such and such date, mom's name. Anything that confirms that the baby was born, you just take a picture of that. Okay. Okay. Yeah. Who, do you think is going to be with you when you have the baby? My sister hopefully. Um, and then also the baby's father. Okay, all right. Do we have anything pregnancy related in the bell? Where are you going to deliver? No, we didn't. What do you have? Oh my gosh. We're looking at her delivering at Little Company of Mary because it's the closest hospital with maternity ward. And it's a twenty minute drive from here.
Speaker 1 00:21:18
Things about that little company. Oh, Mary. Okay. In what city? Florida. Okay, have you guys toured it yet? No, I'm um we're gonna get her O B G Y N appointment, which was supposed to be for next week. Um, but they just sent me a text that they canceled it and I need to call and make a new appointment for her. So we're gonna get her O B G Y N appointment done and then um go tour the facility. And all that.
Speaker 1 00:21:50
Wonderful. Any plans to tour soon? Okay, and oh, what are you having? I thought I heard a little boy. All right. Well, you've got a three-time boy mama here. Mhm-hmm So I love little boys. Um okay, have you picked a name? Uh I'm thinking of Wyatt or uh Justin Oh nice.
Speaker 1 00:22:21
Okay.
Speaker 1 00:22:52
His first name's Shawn. Sorry. Shawn, S H A W N or S H A W N? He's currently um in Georgia with his family and he's working out there. Um, but he is planning on coming back uh for the baby and the delivery and stuff. Okay. I don't know exactly what it is, but he is also part of the military, so he's also working on his civilian aviation license.
Speaker 1 00:23:51
Aviation. We were best friends first. We were friends for like a good two years before, we started dating. And he found a job with opportunity out here, and he was out here for a little bit, but then he had to go back home.
Speaker 1 00:24:49
Work for his parents. Oh, um, he's back in Georgia. Winchell. That's where is that where he lives currently Yeah, now that's where he's living. Yeah, But He was only out here for the meantime because he was, he was got a job opportunity out here in California. I met him in Colorado without world born and raised And, and he was he was stationed. And Colorado, that's why I met him was when he was in the military. Army. Okay. Yeah, he also deployed. He deployed in for a good nine months. He went to he went to Iraq. Oh wow.
Speaker 1 00:25:48
Yeah. Okay. But, well, if you're working, you can go to school. Um, I think maybe his dependents would have some benefits, but um that brings us to another topic of discussion, which is um a booklet that Annabelle is going to tell you about uh called Legal Issues.
Speaker 1 00:26:18
I'm not sure what you mean.
Speaker 1 00:26:47
So, this booklet, um, Angelique is called "Legal Issues for Young Families," and it basically is going to tell you how to request the baby, how you're going to get the baby's social security. A lot of times hospitals initiate that for you. How do you order the birth certificate? Or, you know, sometimes they give it in person; sometimes some places mail them to you. So it gives you information on that. Um and it also, About what it means if you and Sean both sign the birth certificate. Basically, that means you both have equal rights over the baby. You both can take the baby anywhere, um, and you both are required when making like big decisions about your child. So it's an important decision. Um, then if only you sign the birth certificate, obviously that means you have complete.
Speaker 1 00:27:47
Uh, physical uh and decision making authority over the baby. And you know, you could decide who has contact with your child. Um, then sometimes people ask about um where that child's born and all that stuff. So basically this booklet was put together by an agency called Public Counsel. And they are a legal agency that works.
Speaker 1 00:28:18
So, if you ever have questions about um custody stuff, you can reach out to them for free. And they will help you for free. So, do you think you're going to talk Sean some of the birth certificate? Honestly, I don't know. It's not that like I don't trust him or anything like that, you know but um.
Speaker 1 00:28:48
We've we've had our our disagreements and our arguments and stuff and, um. Yeah, he's kind of not being here from the birth, but. Yeah, I mean if he's there then you could sign it, but if he's not there then I will. Take full responsibility of my baby because with or without him. Yeah so in order. To make, you know, if you wanted him to sign it then, you know, he does need to be there. There is a process but it costs money to add him afterwards. But, if you wanted him on the birth certificate, then he needs to be there when you have the baby. Um but like I said down the road you could add him. Um and anything else? There was something else I was going to say about that.
Speaker 1 00:29:43
But no, So let's say, you decide you don't want him to sign it, and he is there, Then you would want to let your nurses know or your doula know ahead of time, so that they don't bring the paperwork in when he's there. Okay. And, then another important bit of information with regard to the birth certificate when they come in to fill out the paperwork, you want to make sure that you look at it carefully for any typos. It's a pain to go back and say, "Oh, they spelled the baby's name wrong." Or, "Ooh, I wish I had given the baby his last name. I gave him mine because I was upset," or whatever. You know, you don't want to have to deal with all that. So you really. You know. Make sure you double check and review everything. Okay? Okay. Any questions? Um. No.
Speaker 1 00:30:43
I know I walked away. Is that something I need to initiate or Annabelle will be doing that? Yes, I'm happy to do it and I'll also share that information with you all in a follow-up email. So you know the name of the program and who's the contact person for the program. One thing I wanted to ask is Angelique, what is your ethnicity? Um, I'm Hispanic.
Speaker 1 00:31:15
There's different programs for African American youth or uh youth justice. So there's just different local programs we can refer you to. So that's helpful to know. Thank you. Okay. Oh yeah, the other thing I was going to ask, so would you want to have a consultation right now regarding, I'm just understanding uh your your rights and his rights? Yeah. Perfect okay, I am happy to support with, Uh, Send that out and I'll also let you know when I do it and who will be reaching out. So that you know, you know what phone calls to expect. Does that sound good? Um, since we're here, Do you want to tell her about the cost to EPI and see how she feels? I mean, I wouldn't want to overwhelm with too many people also but um.
Speaker 1 00:32:14
I don't think we're even gonna have something. Yeah, um, I know me and Angela had a conversation. Um, a very strong conversation. Um, She had a question about her infant supplement, check the one that she gets for nine hundred dollars in three increments, if it's going to come in her name or not. I told her I wasn't sure because she was in a foster home. I know for a fact if she was at teen, So I want to make sure we know that and that's out there. We cleared the air on that. Yes, so there are two things. One is called the expected parent payment, And that currently is a one lump sum check for two thousand seven hundred dollars. Although it just was increased, I am not sure if you'll get it with.
Speaker 1 00:33:13
Increase and it's two thousand seven hundred and ninety six dollars and ninety three cents. Um, And that goes to you as you need to buy what you need for the baby. And that's a one time big check. Okay, so regardless of what type of placement you're in, regardless of what type of placement you get. And now the infant supplement. So the first one is called is the expectant parent payment or EPP.
Speaker 1 00:33:43
Definitely, if you refer to it as something other than EPC, they will reject it. So make sure that's the one I need to do for special payment. That's correct. Yeah, and you can send it to me and I'm happy to review it. Uh, that's the special payment one. Now the other one is going back into a form. Is that on this special payment form or is there actually a particular form? No. Okay. Now, if you don't have it, I'll send you the FYI just as a sample. Okay. Okay. I'll put that on my to-do. I need to just send FYI um. The. Let me see if I still have the FYI PPT. FYI okay now the interest supplement that is going to.
Speaker 1 00:34:43
Nine hundred and thirty two dollars. It's currently nine hundred, but I think it went up to nine thirty two. Um, and that's when the baby is born. And that goes to your caregiver for providing shelter, her home, the light, the water, but also for providing for the baby's needs. Um And how much would that be? I'm sorry? And how much would that be?
Speaker 1 00:35:13
Nine hundred and thirty two dollars a month. Oh, okay. And this this after I have the baby so. I'm sorry? And this will be after I have the baby? Yes, after you have the baby. Okay. And that. So that then you know, just for your child, you'll have, you know, diapers and wipes and other things to help offset all that expense, like diapers and wipes. The other funding is for the third trimester, right? Like it's not the infant supplement. It's different. Right. Okay. Yes, that one goes to you. Um, And the things that you buy with that money with a big check that comes, that all belongs to you. Whatever you buy, So if you do change placement, everything that you bought with that money goes with you.
Speaker 1 00:36:12
Okay, I do understand that. Yeah. And when exactly will I be getting the first invoice? Well, It comes one big check, and Stephanie is going to do the process to submit it um ASAP. Oh. And it takes a couple of weeks. Oh okay, actually So Stephanie you want to get on it like.
Speaker 1 00:36:42
And stay on top of it. It'll probably take all the way till tomorrow. Oh, you're so good. That's great. Stay on top of it so it doesn't get, you know, make sure you follow up. I don't know if this needs to be submitted to the specialty committee inbox? Yeah. And, then you can track it, or you can let me know when it got. So it came in. It came in this morning, and we were planning on going shopping on Saturday.
Speaker 1 00:37:39
We got her some maternity clothes, but um and that was outside of this. But we're gonna go on Saturday and see if we can find things in stores. We're having a hard time. We went this weekend, we couldn't find any maternity at Ross, T J Maxx. We went to Target where where else do we go? We've been almost everywhere. Yeah, so if not, we've got things planned out on Amazon, but we're gonna try again this weekend at the mall Deloma Okay.
Speaker 1 00:38:10
Our target didn't have maternity clothes, So we're gonna. We're gonna go down to the one in Torrance when we go to Alamo and see if they have it. Our whole life. Some other stuff, we're going down to Torrance this weekend, so we're gonna see what we can find. We did find baby clothes. We went and saw a Baby Gap and where else do we go? Old Navy? Yeah. We got a few things for the baby, but nothing for Angelique. We're trying. Has anyone working to get new, try limit your the new number of newborn clothes? Yes.
Speaker 1 00:39:08
Three and month six as well. Yeah. And Angie's been surrounded by all my friends that are all mamas, so they've been giving her all kinds of advice. Oh, lucky awesome. Uh-huh. Okay, I'm going to go through a few things quickly and then I'm going to hand it back over to Annabella to tell you about the Costa reproductive health. And we still have to talk about. School, And but I am going to hit a few of these other things real quick. Um, are you in therapy or interested in therapy? I am interested in therapy, um, but I am not in therapy right now. Okay, so we can have Stephanie submit a referral. Okay, that referral is in the process. Miss Brown, did you ever send me that email?
Speaker 1 00:40:09
Um, I'm sending it to you right now because I checked this morning on Wayfinder because they're a client of ours and I do not have access to patient data. So there, I'm going to send you that information. Um, we're having some issues with the other rap team that I told you about. So, I didn't send you that information because we were having some issues. But Wayfinder is one of my clients, but I do not have access to patient data. Okay. Um, because Angela prior to her leaving her last H P, she did have wraparound services that they had to close. Um, where she where she receives her mental health, but they had to close when Angela just um made a decision to leave. Well, She had to leave because of the complications in the in the T H P. But Angela also left the state of California.
Speaker 1 00:41:06
Um, to go to Utah and then came back. So, and she's been here and there like she mentioned before. So now that we have her somewhere, um, we were definitely getting the wraparound again. And I wanted to make sure I honor Miss Brown's um uh, wishes as far as what wraparound came to uh refer to for Angelique. And Stephanie like, I wouldn't I wouldn't get my old my old wraparound team like that's out the is it far? Oh, okay, they only service, they only service, uh spot three. Oh okay, yeah, you're down in you're down in. Uh, what is it? Spot eight? Yes, we're in spot eight. What spot are you? We're in spot eight, yeah. Okay, referring to I'm. Sorry Wayfinder is that the one we want.
Speaker 1 00:42:05
Is close by us. So just just for context, I work with companies like Southern California Health and Rehabilitation, which does wrap teams. And I've got other clients in that same area. So, what we're trying to do is find a wrap team close by that I'm, not involved in and have access to patient data. Okay, gotcha. Like them so.
Speaker 1 00:42:35
Okay. I got you. I just got your text, Ms. Brown. And I'm sorry it took me a minute to get that meeting in play. Okay. And, do you have any tickets or arrest or anything that you need legal help with? No, I don't know what you mean by that.
Speaker 1 00:43:06
Um, You don't know what if you have any stuff or anything with court legal matters or oh, oh, no, no, I don't I'm not uh no I'm not she's well behaved. Yeah. So okay, good. And um do you have your permit or you want to get your permit so you can sign your driver's license, my permit? And my driver's license will be the next.
Speaker 1 00:43:36
Um, but I am working on that right now while I'm here. Cause I do want to get a car soon. Um, yeah, so I am working on that. That's like one of my main One of my main priorities besides the baby. Good okay and you have the information to study and all about your test? Yeah, I study online. I just take those things online. And once I feel like I'm ready to go in to take the test, like I need I need a driver. I've not had a driver. The baby or were you wanting to work or are you working?
Speaker 1 00:44:35
Okay, are you enrolled in the school right now? After nursing program, And I think that I am gonna uh do that because I really do wanna be a nurse. Um yeah, so like I'm not enrolled yet, but we've been looking at it. And I am gonna go by and see if the counselor to see um. To have any online classes for me that I can take. Awesome. So did you graduate high school already? Yeah, I graduated last year. Good job. Awesome. Thank you. I don't know if you're going to receive um. Oh, sorry, go ahead then. Are you going to receive your uh. Because I wasn't your social worker then, are you going to receive a incentive for your high school diploma?
Speaker 1 00:45:35
So what is that exactly? I probably have, I just don't remember. I'll give you a fifty dollar or so. Yeah, I think no, yeah they did. Yeah, I'm pretty sure they did. My other social worker, My other social worker, pretty sure did. Uh, have me send him pictures of like. So just call and check and make sure. I'll see if it ever been submitted. If it hasn't, I will need another copy of your uh high school diploma that you could provide either as a PDF. Okay? Yeah, of course. Okay, and are you staying current with your uh medical and dental needs? You are with your medical benefits, but you can't have a dental needs. Yeah, uh both my parents are pretty sure coming up soon for the dentist.
Speaker 1 00:46:34
It's gonna be on the twenty seventh. This month? Yeah. Okay, one for the with the dance that you said? Yeah, 'cause I have braces. Oh, for her braces or your braces? Yeah. Okay, awesome. And um who are the folks that you consider your support? Who are the people that you get church with?
Speaker 1 00:47:04
I have, um, my social worker. I don't know to be honest. I don't personally, I feel like I. I don't really have that big of a support team at the moment. You know, trying to gather and trying to uh grow a supportive community. You know, but with Christy, yeah. I do feel very supported. So yeah. All right. Excellent. Okay, so um, the reproductive health consult EPOY program, I think that was it? Was that it? So is she uh able to have an interest to have a consult? A court appointed um advocate? I was going to let Annabella tell her a little bit more.
Speaker 1 00:48:05
What she does. So I think, I know that you're mentioning like you want a built or support system. Well, A casa is the perfect person for that because they are we what a casa is, they're a volunteer that we train to advocate on your behalf. They um it involves typically meeting with them once a month, and then uh you can text them as much as you need, but they're helping you reach your goals. And what's unique about them is that. They can advocate for you, like they can speak to your judge. They can attend court hearings with you, and they're just making sure that all of those things that you need are being met and like they make sure that your voice is being heard essentially. Um, so things like, you know, if you want to go back to college or something, They'll help support you in those efforts, or they can help you do a driving uh online driving class thing that you want. Um anything that you need.
Speaker 1 00:49:04
Work with a caseworker that can be that person for you. Um, it is up until you turn twenty one, but if you are open to keeping the relationship with your caseworker, Sometimes they can be a supportive person in your life, even after you turn twenty one. Um, is this something that you are interested in? Yeah, I am interested in that. Okay. Okay, great. So, uh, what happens is I will complete this referral, and then we do an assessment so it can take anywhere from one month. I'm the SB program manager, so I'll make sure that you know we're getting you priority. Um, And I'll keep you both in the loop about where we are in the referral process. Does that sound good? Yeah, that sounds good. Alright, now another little. Oh sorry. Can she. We'll send her Costco apps sometimes for diapers and wipes and baby things? Yes. So uh another great benefit of Casa is that you are able to.
Speaker 1 00:50:04
Diapers and wipes through our program. We also help you with a welcome baby gift, so anything that you need like a baby, you need a stroller or um a car seat, we can supply you with that kind of thing. So it's flexible whatever you need. Um we also do, you know, connect you to shopping events throughout the year, Christmas holiday gifts all things like that. So, it's really great program and I'm really excited for you to join us. And yeah.
Speaker 1 00:50:33
Okay. No, that sounds perfect. Great. Okay. Oh yeah, so there's a couple other things we haven't talked about. So the other thing is um if you are breastfeeding, We do want to remind you that you can't get a breast pump for free through M edi - C al. Um, we have a website. We refer you guys to called Yummy Mommy and kind of helps you understand this stuff, and they can even do that whole referral process for you. So check it out. I think also when you meet with your OB/GYN next week, Definitely bring it up with them so that they know your plan. And they can also make sure that they have documents needed to help you get a referral. So yeah, I also, if you can try and look at if you get your breast pump before baby comes, check it out, kind of get a feel of how to use it. It'll just help you as you, you know, once baby comes.
Speaker 1 00:51:32
Going through that for the first time, and you kind of know how to use it. Just a tool kit. Okay. Um, the next thing we talk about is reproductive health. It's just a really important conversation that we like to have because um, We want to remind you that you're very fertile after you give birth and Anita and I, both have children who are 15 months apart. So we know what we're talking about. So uh there's a lot of different, Birth control options. So do have you thought about whether or not you want to have more kids, and if you want birth control, where do you stand on that? I'm not planning on having another kid until later on in life, probably like late thirties or early thirties. Because I agree. Okay. Yeah, I'm just not planning on having any more kids at the moment. Um.
Speaker 1 00:52:31
But I am planning on going back on birth control. Um, I did the pills in the past, Which I'm probably just gonna do the pills again, because I feel like anything else is really unsafe. Okay, that's good. Did you say a spa eight? Oh, sorry. Yes, spa eight. Spa eight is sending this to okay the nurse program seems to be full. But they said it's about five. But let me double check. Um, okay, so you'll do birth control pills is what you're thinking? Okay, so it's good to talk to your doctor about it. Um, And or even the patch, because like with those were really hard for me in the past. To be honest, That they switched me to the patch because it was easier to just stick on than to just take a pill every.
Speaker 1 00:53:30
Okay. Right. Yeah, with the pill you have to be really good about taking it every day, remembering it, setting your alarm so you don't forget and all that. Um, The patch or the shot, we encourage you to just talk to your doctor about it if you already have a partner. Um and then always remember obviously condoms are so important too. No yeah I'm I'm a very safe person Okay, good. Good job. Okay, um, trying to let's see how about you can get it.
Speaker 1 00:54:27
A membership to the Y M C A as a foster parent. I'm not sure if you're interested in that. No, I don't. No, okay. Thank you. Okay, right? Um, what else? Anything else that we've forgotten? So I mean one thing I was going to say, was if you um you know, as you meet your doula, and she feels like she wants extra support, like, if do you want like a prenatal class because other moms go.
Speaker 1 00:54:57
If you um want to have um a transfer class, oh there's tons of online opportunities for that that are live, that are free. Um so if you are interested in those, you know please reach out to me. And I know that we talked about a lot, but just know, like my job after this is to just follow up with you about what we talk about. And um you know, keep you updated on things. And as things come up, like I can always there's so many great free resources out there that I love just. Connecting you to so if you're open to it, I can keep you on my mailing list of, you know, things that come up that are I think would benefit you. I can text them over to you and then you can always say hey, I don't want these anymore and um I can stop sending them. So that so that sound like a good plan? Yeah, that sounds like a good plan. Great. In in terms of like clothing, if Gator comes up or when we need additional clothing for yourself, there's there's a bunch of different clothing programs.
Speaker 1 00:55:57
Or foster youth that we can help connect you to. Okay. Um, So are you going to reach out to her afterwards about because we're going to need a consent form for you for the conference referral. Um, so you just can type in your name, just write, just sign your name or type it in and send it back. Okay. And then um will you send that to her or maybe a group email? Okay. And then um there is.
Speaker 1 00:56:27
Um, a free app that's free to everybody called Caluna. In the meantime, if you feel like you know while you get your therapy going, if you want to talk or chat or whatever with somebody, they have all kinds of options. It's totally free. Are you interested in that? Oh yeah. Okay. So we'll send you the Caluna app and then there's another great um I think they're called websites. And it's called BedSider dot org, and we'll send you that link too. And it goes over the different types of birth control that are out there, so you can look at the pros and cons, also think about healthy relationships and things like that. And so we will send you that. It's not in my notes, But it's also going to be at the end of my email when I send out my summary to y'all. And there is another great link about.
Speaker 1 00:57:26
A place called Maternal Mental Health Now. They are support for pregnancy and after-pregnancy support, and their specialty is postpartum depression. Not saying you're going to get it, but a lot of times I don't know if you know, you know, You've been making a baby, and once the baby is out, your body goes, wait a minute, what's happening all over again, I, you know, worked so hard to make fingers and toes and eyeballs. You know, so we go through hormone changes, which are no fun. And sometimes you get the blues. I already kind of I already felt sad that I'm already closer to the day. Yeah, Yeah, it's it's a roller coaster of emotions. You know, um there's a lot that goes with it, but they also have this place. This site has um emotional wellness.
Speaker 1 00:58:24
And you can, you know, click on and do it. You are like, I think that's very interesting. So um that's what's kind of cool now that you have things that you know, you can just do online and check out if you are interested. Okay okay any questions? We talked about a lot of stuff. Um I am going to take up notes and Annabella will send our link. And if you have any questions about anything We've talked about, don't worry. We remember it. Call us. Um, And we'll get a group email going, and you'll have all our contact information in there as well. And so now if you're interested, We can schedule a follow up like I said our follow ups are three months, four months, five months, six months out. And that's when we check in just to make sure everything that you're getting that you're supposed to get that you're getting um they pull, you know, baby's med cal.
Speaker 1 00:59:23
Working all that stuff. Okay. Um, so let's see. Yeah, baby is due in two months, So we could push it out for like a month month and a half after you have the baby, if you would like. What do you think? Um yeah I would. You're okay So like Novemberish Yeah end of November Okay Does that sound good? Or would you prefer um December. Okay. Although November, we got the holidays, but um let's see Stephanie, do you work on what's your ordeal You said Monday. Okay. Um and Annabella, is there are you limited to certain days or no I could even go to Tuesday Wednesday Thursday Friday.
Speaker 1 01:00:23
Um, I'm just looking. The end of November really would be the week of Thanksgiving, So I'm not sure if we want to push it, just like maybe the first week of December. Um, December second or third? Yeah, that's fine. Yeah okay. Um, is there a day that's better for you? And um we are on Thursdays? I don't know. I don't plan out that long So um So Thursdays are usually for me a good day. I'm in I am in Pasadena, but I can rearrange my schedule if I need to. But Thursdays are usually that far out, pretty blank. My Wednesdays and Tuesdays I have standing meetings so. Okay, so let's go with um December third which is a Thursday. Alright and um you're going to have a new baby, so I would say like twelve twelve thirty one o'clock. Okay.
Speaker 1 01:01:23
You're at 12:35. Yes. Oh, what am I doing? I'm writing a making a new email rather than a calendar. That's not what I want. Okay, we said the third. Sorry, new event. 12:30, So, 12:30 p.m. Any last questions from anybody? Anything? No, we don't have any questions. Okay. Miss Brown, you good? I am good. I went ahead and tested Long Beach for the W rate training, Miss Stephanie. So just a heads up. I found the information.
Speaker 1 01:02:21
I found yeah I found it for Long Beach and I texted them. So I'm just waiting on a reply. Okay, there is one I'm not sure if all of them offer the online, if not just reach out to me, um hopefully they all do now um reach out and let me know I know. There was one school that said, they try to start these jobs at five three that's been running. Yes, and that's Long Beach. So okay. Yes. And uh, alright, let me see. So I have Stephanie. Oh, I need Annabelle. I have okay, Angelique. I have Miss Brown. I have Stephanie. I have Field Three. I have my scheduler and Annabelle is present as well as everybody else. And then Angelique you are more than.
Speaker 1 01:03:20
Invite anybody that you would like, um, that you consider a supporter to your EQR conferences. So, if you have, if wraparound is in place, and we would like them to participate, um, you know it's good to have everybody on the same page. Oh I also want to point out um also, we don't want you to get overwhelmed by having too many people. So keep that in mind if you start, Feeling a little overwhelmed, have the conversation. Sometimes you get there, feel a little overwhelmed and go, "I don't want anybody." And we don't want you to do that. Okay. Just know that some are short lived, you know? Yeah. So um I. Like so basically the nurse program is full um in both spots, eight and five. So.
Speaker 1 01:04:19
We can't do the nurse. We could, um, do Partnerships for Families, But that does give you a case manager that has to come and meet with you every week, right? Yeah. Not sure if we want to give it a try. Go ahead. I was just going to mention there's Healthy Families America through Allies that's available. There's also Parents as Teachers and there's Partnerships. So which one do you. To know what they all do, right? They're all a little slightly different, though. Darla did say that if you would refer to partnership no parents as teachers. Okay. If if she, if you submitted that referral versus the um, do you want to give it a try I don't think that you have to meet with them every week.
Speaker 1 01:05:18
Okay. All right, everybody. Um, thank you so much. I sent the calendar invite and it was great to meet everybody. We'll meet you, Angela and Brown. Thank you so much. Thank you for being a great support and um reach out if you need anything, okay? Okay, thank you. All right, Have a good day So I need to get the date we have is what now? I sent you the calendar invite for September 19th yeah has that worked?
n/a - non-CW type (Foster Care / Kids). No ConnectWise entry.
No CW ticket. Foster/child-welfare content - routes to C.A.R.E. v2 per standing rule, never ConnectWise.
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08-27 Consultation: IT Needs for College to Career Program
Date & Time: 2026-08-27 09:59:55
Location: [Insert Location]
Customer: [Insert Customer] / [Speaker 3]
## Overview
This consultation covered a range of IT needs for the client's College to Career program, which supports college students in a hybrid model. Key topics included hardware procurement (iPhones, portable chargers, monitors), software needs (Adobe, Microsoft Teams), and workflow inefficiencies related to documentation and communication.
The primary challenges discussed were:
1. A potential forced switch from iPhones to Androids due to budget and vendor constraints, which could disrupt established communication methods (iMessage, FaceTime) with students.
2. The need for peripheral hardware like portable chargers and monitors to support remote and mobile work, with uncertainty around which products to purchase and the associated costs.
3. Inefficiencies caused by splitting documentation between Procare (for sensitive data) and SharePoint (for daily "living documents"), creating access limitations for staff.
4. Underutilization of Microsoft Teams, particularly among educational coaches, and the need for training to improve internal communication while maintaining data privacy.
5. A desire for enhanced Adobe capabilities for some staff, but with a lack of clarity on the specific features required.
Desired outcomes include maintaining the team's current iPhone setup, procuring reliable and cost-effective hardware, streamlining documentation access, and planning for future Microsoft Teams training to improve collaboration.
## Background
The client's team of approximately thirty staff members (including leadership, supervisors, case managers, and educational coaches) works with college students, many of whom are international. The program's hybrid nature requires constant communication. The team currently uses company-provided iPhones (received October 2025), a major improvement over previously using personal phones. They heavily rely on iMessage group chats and FaceTime for student engagement.
Documentation is bifurcated: sensitive personal data is stored in Procare, accessible only to leadership and case managers, while daily "living documents" like student debriefs and meeting notes are kept in SharePoint for broader staff access. Staff primarily use the mobile version of Procare for clocking in/out. This structure is valued, but creates workflow complexities.
Past IT issues, such as non-functional laptop cameras and audio on Zoom due to needed updates, have been resolved in the last two months following more frequent security updates from the consultant's organization. A recent help desk ticket delay was identified as an isolated incident likely caused by an email getting stuck in an outbox.
## Pain Points
- **Potential Forced Transition from iPhones to Androids:** This is a major concern driven by budgetary reasons, as the vendor offers Androids for free while iPhones are expensive and have stock issues. This switch would disrupt iMessage/FaceTime communication with a predominantly iPhone-using student population, including international students who rely on these apps over Wi-Fi. The team values iPhone features like read receipts for tracking message delivery and fears a loss of efficiency and familiarity.
- **Fragmented Documentation Workflow:** Splitting documents between Procare (static, sensitive data) and SharePoint (editable, daily notes) reduces efficiency. Staff who need to reference different types of information must navigate two systems, and those without desktop Procare access are limited. This risks inconsistent data location and complicates permissions management.
- **Inadequate Hardware for Remote Work:** Staff members, including the customer and a case manager, lack secondary monitors when working from home, impacting productivity. They need about two portable monitors but are unsure of what to purchase and the costs (estimated at $150-$200 or less). A need for reliable portable chargers (over 100 watts) compatible with both laptops and phones was also identified for the 30-person team working on college campuses.
- **Uncertainty Over Advanced Adobe Needs:** The team believes two case managers require Adobe licenses beyond the basic Reader for handling a high volume of documents. However, the customer is unclear on what specific Adobe features are needed versus what is currently available, making it difficult to justify the purchase of Adobe Pro licenses.
- **Underutilization of Microsoft Teams:** While leadership uses Teams, educational coaches are less proficient, relying on Zoom for student meetings and Outlook for internal communication. This slows down collaboration. There is a desire for training but also concern about setting up permissions correctly to protect student data within Teams.
- **Help Desk Ticket Delay:** A recent incident where a ticket appeared delayed (submitted in June, received August 7th) caused confusion, though it was determined to be an email outbox issue and not a failure of the help desk, which is generally responsive.
## Expectations
- **Maintain iPhone Usage:** The client's primary goal is to continue using iPhones for all thirty staff members to preserve their effective communication workflows (iMessage, FaceTime) with students.
- **Procure Reliable Hardware:** The team expects recommendations for affordable and reliable hardware. This includes:
- **Two portable monitors** for remote work, with suggested models from MSI, ASUS, and InnoView at price points of $69-$100.
- **Portable chargers** (over 100 watts) for the full team, with a reputable brand like Anker suggested to avoid damaging equipment.
- **Clarify and Procure Software:** The client expects to get pricing for two additional Adobe Pro licenses ($16.99/license/month) and to first clarify the specific needs of the case managers before purchasing.
- **Streamline Documentation and Access:** The team expects to maintain SharePoint as the primary hub for daily, editable documents while keeping sensitive data in Procare. They require help desk support to adjust SharePoint permissions for specific staff (e.g., adding Janet to a document group) on a need-to-know basis.
- **Improve Microsoft Teams Proficiency:** While not an immediate priority, the team expects to schedule future basic training on Microsoft Teams for educational coaches, focusing on chat and messaging, with strict channel permissions configured to protect student data.
- **Establish Clear Support Protocols:** The team wants a clear escalation path for stalled help desk tickets (e.g., CC-ing the consultant, Christi) and for staff to be aware of potential outbox issues.
## Other Information Summary
- **Procurement Process:** The client’s team will continue purchasing their own USB-C headphones via Amazon with a company card. For other IT hardware, even if within budget, the IT department (Christi) should be given a "heads up."
- **Consultant Background:** The consultant, Christi, has a background with the Dodgers and successfully migrated them from Zoom to Teams following security breaches ("Zoombombing").
- **System Details:** Procare mobile access is limited to basic info and time-tracking, while the desktop version contains sensitive data. SharePoint is organized by document type, which the team prefers.
- **Communication Norms:** Teams is used by leadership for quick responses, while Zoom remains the standard for student interactions.
- **Personnel:** Specific individuals mentioned include document handlers Janet and Brandon; supervisors Michael and Janelle who do not need document access; and staff involved in a help desk ticket, Nicole Mackey and Tristan Victoriano.
## To-Do List
- [ ] Continue to monitor iPhone availability and cost versus the free Android alternative to inform the final hardware decision.
- [ ] Research the cost of recommended Anker portable chargers and portable monitors (MSI, ASUS, InnoView) for the team and determine budget feasibility.
- [ ] Send an email to the help desk to add Janet to the same document access group as Brandon.
- [ ] Determine the specific document management features needed by the two case managers to validate the need for Adobe Pro licenses before purchasing.
- [ ] Prepare training materials for Microsoft Teams in case a transition from Zoom is decided, and schedule a future "College to Career" Teams basics review for educational coaches.
- [ ] Advise team to CC Christi on any help desk tickets that appear stalled for escalation.
- [ ] Inform the IT department (Christi) before purchasing any new hardware.
- [ ] Confirm SharePoint permission structures align with need-to-know access for student information.
> **AI Suggestions**
> The AI has identified several key pain points and suggests the following solutions:
>
> **1. For the iPhone vs. Android Transition:**
> \* **Hybrid Device Strategy:** Propose a hybrid model where new hires receive Androids, but retain iPhones for staff in critical communication roles. Justify the cost by highlighting the risk to student engagement.
> \* **Negotiate with Vendor:** Inquire if a bulk purchase of iPhones could be offered at a discount as part of a larger contract.
> \* **BYOD Stipend:** As a last resort, explore a Bring Your Own Device policy with a monthly stipend for employees who use their personal iPhones for work, secured with an MDM solution.
>
> **2. For Communication Platform Standardization:**
> \* **Mandatory Microsoft Teams Adoption:** Proactively mandate Teams as the standard communication platform to address the core issue before hardware changes. Provide mandatory training for staff and simple guides for students, emphasizing cross-platform and security benefits.
>
> **3. For the Unclear Adobe Needs:**
> \* **Conduct a Needs-Assessment Workshop:** Schedule a session with the two case managers to have them demonstrate their daily document tasks, which will clarify whether Adobe Pro features are truly necessary.
> \* **Propose a Pilot Program:** Purchase one Adobe Pro license for a single month for the case manager with the highest need and track usage to determine ROI before committing to more subscriptions.
>
> **4. For the Fragmented Documentation System:**
> \* **Establish a Clear "Single Source of Truth" Policy:** Formally designate SharePoint for daily, editable documents and Procare for static, sensitive data, with a documented workflow linking them (e.g., using Procare IDs in SharePoint).
> \* **Implement Structured SharePoint Libraries:** Use metadata (student name, date, etc.) and custom views to make documents easily searchable while retaining the folder structure.
> \* **Configure Teams-Integrated SharePoint Access:** Create Teams channels tied to specific SharePoint libraries with role-based permissions, allowing staff to collaborate in Teams while only seeing relevant documents.
Aug 27, 2026
Speaker 1 00:00:26
I Am not seated at my desk and my camera's not on just yet. I am trying to chase something down. So if you hear anything weird, just know I'm working from home. Problem.
Speaker 1 00:00:53
Yeah. Um, Sean, a few minutes to come join us.
Speaker 3 00:00:58
Sure thing. And I just took a couple notes. I just kind of surveyed my team when we were talking about like IT needs, possible things we're looking into. So I'm, just going to put it in the chat since I don't see the notes section on here. Okay. So keep on track.
Speaker 1 00:01:12
It's because I'm because I created this in my Crimson. Oh, gotcha, gotcha. Yeah, But I am going to turn on recording and I'll turn on facilitator. So we have that information.
Speaker 2 00:01:29
That's good. I.
Speaker 1 00:01:38
Have a kitten being a punk so, If you hear anything, just note, I tried.
Speaker 3 00:01:46
Noted. is Is that the uh cat that is in your email sometimes?
Speaker 1 00:01:51
Oh no, she she's not a kitten anymore. That one is wait, Is it the orange one or the.
Speaker 3 00:01:58
I think orange is on that I'm used to seeing.
Speaker 1 00:02:00
So moose he he is under the bed somewhere. He's like twenty years old, a little over him and so he is hiding.
Speaker 1 00:02:12
And then Bree, who is the tuxedo, who's not in I don't think she's in y'all's emails. She is sitting beside me. She is grandma. Oh okay.
Speaker 2 00:02:23
Oh okay And,
Speaker 1 00:02:25
Then we have the newest one that you see I use her for. Yes, three trainings Okay. She is still under six months old. Oh. Yeah little kitten. Uh-huh, And she just ran out of here with one of her toy mice in her mouth. And I have no idea where she went after that. But, she was the one that she just took a flying jump off of a counter, and I was like, okay, let me go rescue. Sounds about right. She is wide awake and she is busy to.
Speaker 2 00:03:06
Say the least. Yes, so.
Speaker 1 00:03:09
I am. I get. She just ran in here with her mouse, tossed it on the bed, and now jumped up on my head and flew across. And now she's acting like there's a spider in my bed. What are you doing?
Speaker 1 00:03:38
Oh no, that was not a spider. That was her mouse.
Speaker 3 00:03:41
Thank you. Yeah, that'd scare me if like I thought my cat saw something, especially in my bed. No thank you.
Speaker 2 00:03:47
Yeah, open the slide. Three noses and she's must better at it. Um. So nice to have one of those Yes.
Speaker 1 00:03:60
She's pretty amazing at her job. She's also the kitten wrangler, but today she's acting like the kitten is. Let's go ahead and get started. Did not respond to my text message earlier on something else, so I think having or not, which is not a big deal. So we're going to talk about your team's IT needs first: hardware needs, software needs, equipment needs. Sometimes those get lumped all together.
Speaker 1 00:04:33
Any training needs, and then I am going to check in with you about help desk engagement. And so it's going to be a pretty fun, slow conversation or pretty fast pace, not slow. Going to my screens are big like, oh yeah, the whole. Yeah, that's one side. That's the other side. When I am working from home, I've got three screens and so they just all go like this. Um, so if you see me looking over like this, I am just looking at one of many screens. Looking at. Um, okay. So as far as your team's IT needs, how is it working?
Speaker 3 00:05:15
So in terms right now, we have all of our staff have a laptop, and we have a work phone. All of that is going very well. Can't emphasize enough how how nice it is all to have iPhones. Before October this past year, we were still using our personal phones. This whole time, so everything computer and phone wise has been going well. For the laptops, we haven't seen this in a while, But we had like a couple months at a time where it seemed like there needed to be an update, which caused the videos, not working audio, not working on Zoom like.
Speaker 3 00:05:52
At least once a week for everybody, but we haven't seen that probably the last two months. I haven't heard from our staff that that issue was happening anymore. Um, I know you like some of the tips that you like send in the emails, Like make sure your computer is like restarted off at least once every week and whatnot. So I think that's been kind of naturally helping it. But I know in the past, we were having some issues with just the cameras not working. And what we found out was if cameras don't work, you probably have an update on your computer that you need to do.
Speaker 1 00:06:22
We've been pushing those updates pretty hard lately, just because of the amount of security requirements. So, we did an update and I forgot to warn you guys about it on last week's Wednesday. And thankfully, no one on your team had any issues that we saw. I think everybody already knew that hey, we got to reboot, we got to do this. And, so it was fairly easy because I normally watch your team, because I do know that we get a little. Yeah, so um, I just didn't get a chance because my last couple of my last couple of months have been crazy busy. Um, so I do watch you for you guys, but I am not sending out as many updates for that. Yeah, um, so heads up for you there may be a switch off of iPhone soon. Oh okay for.
Speaker 1 00:07:16
The expense reason because they are pretty expensive. Um, and we run into some issues uh with just even getting them in stock. So this last order we put in had to be androids. Um, now that being said, um I know your team likes to use FaceTime.
Speaker 3 00:07:37
Yeah, so every so often we do use FaceTime. A couple of reasons, we also have some international students who I mean they live here in Pasadena, But the amount of times that they go to China or elsewhere where we are able to communicate with them because we have iPhone and iPhone connects through Wi Fi like for i Message for FaceTime. Um. And then one other thing I just want to note with that is we have. We use our phones very frequently in our program. We work in coaching teams, so our coaches are in group chats every day. So that is why iPhone has been really helpful too. Because if we have we're getting some, you know, Androids, some iPhones, then the group chats don't work with such big numbers.
Speaker 1 00:08:22
So heads up Teams works really well and I know that sounds a little off. But teams does work really well for group calls and for like video calls and different things like that. And for some of my clients that are not mobility first but do travel, so we do have a couple of clients that travel very a lot. Um, so Mexico, we have a lot that goes into East Asia, um, and places like that. And, they find that Teams on the Androids works just as well as the iPhones as long as they're on Wi Fi. And so it also works when they're on regular uh.
Speaker 1 00:08:60
No, so a connection as well, but I know you mentioned Wi Fi. So we actually have one client uh the CEO will not use an iPhone. We've tried to get him to move to that way because his staff all like iPhone, uh but he refuses it and he is in India, he's in China. He is currently in Nepal helping out with the flooding issues that are going on. Um and so I know, cause he video calls me all the time on Teams. So just want to give you a heads up that Teams is definitely an option. Um, lately, And I am going to use other clients as an example, because they're two of my clients are very similar to what you guys do. Um, so one uh one company runs wraparound teams. Do you know what a wraparound team is? No, I don't. Okay. So in foster care, Wraparound teams are teams that um they work with kids in foster care and coordinator. You have a behavioral therapist, you have a standard therapist, you have a psycho uh.
Speaker 1 00:09:59
Psychologist, my brain is frying on that one. And then you've also got a parent partner and child partner. It's a huge group. In fact, two of my foster kiddos have wraparound. One of my kiddo that I adopted last year from foster care team for about six months. So, And one of the clients that I work with just as much as I do with ability. Also, they do a lot of referrals. So, um, The clients that I am talking about, they use exclusively Androids because that's what they wanted. Um, and so they use Teams all the time for everything. Um, I'll get team links for our meetings with um with the wraparound teams that need to talk.
Speaker 1 00:10:54
So, just want to give you a heads up that that is a possibility. Um, I yeah, It is going to be a change if if we move that direction. And most of it's going to be about budget. Um, We are trying to keep iPhones as much as possible with your team, but also give people the option to go to Android because I know some people want to go to Android. Um and have mentioned it. The only reason why we're making that move is, uh our vendor gives us the androids free.
Speaker 1 00:11:26
And we can't get iPhone. Yeah, we can't get that great.
Speaker 3 00:11:29
Yeah, no, no, that part makes sense. And yeah, with our like just staff to staff, that wouldn't be an issue. I think it's more of like when we're reaching out to students because also just like the benefit benefits of working with college students is like, you know, we can see when you read our messages on iPhone. We can see when it's delivered. Like most of our students have iPhones. So just like selfishly, it's like a lot easier with iPhones with our age group, but obviously, budget has to be considered for that kind of stuff too.
Speaker 1 00:11:53
And I'll be honest, um, with with the newer androids you can actually see when they're read too. Okay. So uh just just so that you're aware that if if read receipts turned on.
Speaker 3 00:12:05
Right yeah yeah. Is that the same like with delivered, like uh you can see when messages actually go through or not? Cause I know I always have an iPhone, so I'm not super familiar with androids, but. Yeah it.
Speaker 1 00:12:16
You can see the delivery and you can see as long as they have that. So they're very similar to how iPhones work they have that text. Texting type that's more advanced than just regular SMS texting. Gotcha. And so, um, androids are there. Um, I get read receipts all the time on the director of H. R not not for ability first but for my other client. Yeah. And so I see every time he reads my message and I crack up because I'm like dude, you're in HR turn off your read receipts.
Speaker 3 00:12:44
Yeah There's so many times like with students like they're not responding to us and I'm like hey. So like I saw you read that like. You read my message, like maybe if you don't want to respond right away, like do you know how to turn that off? Because you know, maybe don't have those on if you are not going to be super responsive.
Speaker 1 00:13:00
And I will say I. You don't like Android. So yeah,
Speaker 3 00:13:06
I don't either. Like yeah, I personal no, I go, but yeah,
Speaker 1 00:13:11
Um but i i will i will tell you just a heads up. I favor teams over zoom with outside clientsum. Only because I am learning, A lot of companies are making the shift off of Zoom to Microsoft just for the security and some of the other features. Just to make you aware, I am not removing Zoom, but I want to make you aware. Like my kid had to install. So I took my kid to UC Merced ; she started college at UC. And they all use Teams. So the lady's like, "Hey, you got to install Teams on your phone." And so we're it was a move in day.
Speaker 1 00:13:50
And she's like, I already got it. She's like, my mom. My mom. Oh yeah. Well, you just started cracking up. Um. And so we were moving stuff into our dorm room and she was like, hey yeah, um uh I my psychologist uses it and my therapist uses it. I was like, oh, I didn't know she's like yeah. I use it a lot for a lot of my telehealth stuff And.
Speaker 3 00:14:13
So Yeah It makes sense with security and stuff. Yeah I think our only struggle would just be like helping the. students have been used to using Zoom because we still have a very hybrid program. They've been used to using it for the past six plus years, so that would definitely I mean new things come up, Especially being college students, like you kind of have to follow whatever your classes are doing. So wouldn't be the end of the world would be a little inconvenient and I I like Zoom. I like iPhones, but again, I understand the nature of things having given what they've needed.
Speaker 1 00:14:41
Um. And the only reason why I bring that up is cause. Uh Microsoft Teams is free. Yeah, Um, But most of that's going to just be training with your team to get them used to it.
Speaker 3 00:14:54
There is one thing. I do have a question for you about Teams:. Is does Teams have the capability of breakout rooms? Yes, it does. Okay,
Speaker 1 00:15:02
Yeah. Uh, and then it has a few other capabilities. Um, during COVID, It wanted to surpass what Zoom was capable of doing. And it did so. Um It. Through leaps and bounds, better than what it used to be. Cause I hated using Teams for meetings for once. And then I think you, I don't know if you and I have ever talked about it. I used to work for the Dodgers before it came to Crimson.
Speaker 2 00:15:27
Oh yeah,
Speaker 1 00:15:29
Um and so what took me off of Zoom was, uh we had an incident. Uh. So we were in a huge meeting. We had just won the uh World. The We just won the championship. And we were in a meeting. It was the entire organization, plus players, uh, plus owners. And so you can imagine how big it was. And, then someone had gotten the link to Zoom and was able to log in and just start like saying all this racist stuff in the middle of the meeting. And it was a team meeting. So it's like, and they didn't fix it. They still haven't fixed that issue so.
Speaker 1 00:16:11
I was I was one of the organizers, so I was able to drop them pretty quickly. But it was just right and it happened more than once with with Dodgers. And then we like right before I left to go to Crimson, we made the switch off of Zoom teams.
Speaker 3 00:16:25
Yeah, and that's even when there was like a password to get into Zoom, like people could still surpass that. Yep. Yeah, That's that's what they some.
Speaker 1 00:16:34
Yes So. And that's the only reason why I was like, you know what? No more Zoom? Yeah Um but that's That's so, Um, as far as hardware, so you you guys have all the computers, you've got all the phones, everything you need. Your team is more remote. They're not always in an office, so they're usually at home and stuff. Um Is there anything else? And think of this as a wish list that I'm not going to say no to. But I am going to say, we got to see if it's in the budget.
Speaker 3 00:17:05
Yeah, that's exactly kind of what all these things are. I have a couple of things that I'm like, well, obviously want to inquire about price, what that would look like. But um one very cheap thing that we have for most of our staff, But just wanted to bring it to, you know, um I T and possibly HR S attention. In case there's a good deal getting it. But, when it comes to headphones us USB-C headphones in the past, we would just purchase them ourselves. We would just get Apple ones through like Amazon. Um, just because there are times you know we're out in the community, but we have staff who are going to be in a meeting. We don't want everyone hearing it. So we want to make sure we provide those to everyone. Um, I wasn't sure if you guys had like any deals on that or if we should just continue purchasing it ourselves on our company card.
Speaker 1 00:17:49
So on that one, We would do the exact same thing as what you're doing and go to Amazon and purchase it.
Speaker 3 00:17:54
Okay, so it's fine if we continue like the small purchases. It's fine if just the programs are making those purchases. Okay, um. Also, I don't know exactly the price point on this, but again, just because of our community nature, We heavily rely on our laptops, whether we're on Zoom with our students or helping them at school as well as our phones and majority of the time we're on campuses where there's plenty of outlets. But just looking into portable chargers that would, Work for both the laptops and phones. Uh, yeah. I got you. Helpful, okay.
Speaker 1 00:18:30
Uh, give me one second. There is one that I use constantly. And whenever people ask me for one that will work. Uh I give them this now just a heads up on this. Um they're not cheap. Yeah, I would not use just anything on your phones and your laptops, because it will destroy it and be out of warranty. Okay. I am going to give you a brand that is reputable, it is reliable. Um, and I just want you to understand that it does, it is not cheap. It is about, well, I think there's a seventy dollar one. I'm gonna look for it.
Speaker 3 00:19:08
Okay. But yeah, like thinking like for our whole team, obviously, that'd be such a big cost. We have like thirty people or so on our team that would be uh.
Speaker 1 00:19:16
And. One of the things we run intoum with Ability. First is we don't get chargers back. Because people are using them for their phone.
Speaker 3 00:19:24
Oh, yeah.
Speaker 1 00:19:25
So that is one small issue that we get.
Speaker 2 00:19:36
Did they take the stock? That would not be good. Here.
Speaker 3 00:19:49
It is.
Speaker 1 00:19:50
They did take it out of stock because they have a whole new one. A new version. Um,
Speaker 2 00:20:03
Travel. That's not the travel.
Speaker 1 00:20:08
Just Uh, I'm on Amazon looking because I oh, okay, Amazon is the best place to purchase it. Okay, usually but I don't see it right now.
Speaker 1 00:20:19
They have the non portable one, but.
Speaker 3 00:20:22
Hmm. Gotcha. And and for these ones, Ideally, they could they could work for both laptops and phones or preferably, just like I'm, not sure about the voltage and stuff. I'm not very well versed in that kind of stuff.
Speaker 1 00:20:33
Both laptop and phone, and just a heads up, Not only do they do laptop and phoneum they do it simultaneously.
Speaker 2 00:20:42
Oh. Okay?
Speaker 1 00:20:55
Okay, so they don't have the version anymore. They made a more compact one. Um, I'm gonna give you the link to this. Um, I don't, I have not tested it so I don't know how well it performs. Okay. But, it is$ 70. Uh it is portable, and it is both laptop and phone. Uh I don't see the version I used to have, which is a little bit bigger mm-. Hmm.
Speaker 3 00:21:25
Yeah, maybe we'll get one. We can just like test it, and if it doesn't work, uh Amazon's return policy is quite easy.
Speaker 1 00:21:30
So yeah. Um there is one other I was going to look at real quick for you. You want whatever. So when I look at these I always make sure that I'm getting the one that's over a hundred watts. So so that one I gave you is a hundred watts exactly. So I don't know how well it's going to perform. It may work well, but this one is definitely capable of more.
Speaker 3 00:22:02
Okay, thank you. I'll take a look at those two things for chargers. And then the only other like kind of hardware things that we were talking about is I was talking to Delia. And she has this like a portable monitor for a laptop.
Speaker 3 00:22:22
We're looking for maybe about two of them, but I didn't know what the cost was. Um, because when I'm working from home, I I only I don't have like an an additional screen. And then one of our case managers same thing with her. Um So just wanted to kind of get an idea of if there's a certain brand you recommend, If there's any that we already have at Ability First, kind of what the next steps would be for getting a couple extra portable monitors.
Speaker 1 00:22:47
Oh, I don't have any right now in stock. Okay. So we did order one for her, um, and it got approved by Sergio. Um, they are about they run anywhere from a hundred fifty to two hundred dollars. Um, And then more depending on what kind you need like if you need audio with it or so on. Okay. Um, so just a heads up on that. Um, we can look into that for you. Um, and get that it would need to come out of your budget.
Speaker 3 00:23:19
Yeah, I was just going to ask that, like what have come directly from ours because yeah, I think we'd only need two our other staff that would need it. It's really just our leadership team. They have they have plenty of those ah you know things at home already. It's just me and one of our other staff don't so I'll look into that.
Speaker 1 00:23:37
Let me give you theum there's a couple that's super cheap under a hundred dollars. I don't know how well they work okay. Because we've never tried it, however, um, Acer's got one and uh. See who's the other company I'm looking for it right now. Uh, MSI has one. Uh, MSI is a company that is is pretty decent. ASUS is an A S U S is another company. Um, right now MSI actually has uh four sixty nine dollars.
Speaker 3 00:24:18
Okay, that seems quite affordable.
Speaker 1 00:24:21
Yeah, so it's uh so just to heads up on that is USB C. Um, it is not the greatest of resolutions, but it would work.
Speaker 3 00:24:31
Okay. Right I'll look into that. And then when we're making purchases like this, like if they're not like this huge purchase, it easily fits in our budget. Do should we be giving like you guys a heads up about these sort of like I T slash hardware? Purchases we're making, or is it just kind of up to the directors?
Speaker 1 00:24:50
I would love it if you got if you just gave us a heads up and just said, hey, yeah, just like a message. That way we know.
Speaker 2 00:24:56
Okay. That sounds good.
Speaker 1 00:24:59
Um This one I've got one for you. InnoView is another one that I've heard really good things about. I've not tested myself Um this one is a hundred dollars Okay.
Speaker 2 00:25:19
Thank you.
Speaker 3 00:25:22
Alright, and then I think that's it for theum like hardware specific I T. The only other thing thatum I just wanted to kind of inquire about price. What that look like is the Adobe license for the college recruit team. I believe I am the only one who has like the full license, where like I can convert, you know, like a PDF to Word, I can sign you know whatever. Do, you know, if am I the only one in the college support program that has that?
Speaker 1 00:25:49
I need to look it up. Um, but just just a heads up, what because there's two kinds of Adobe or technically three versions of Adobe. Okay. What all are you looking for your team to do? Because, the reason why I bring it up is Adobe, Fill and Sign is also in Adobe Reader. So if they're just filling out forms, they don't need a paid version.
Speaker 3 00:26:14
Yeah, I was gonna say for our typical staff. Yeah, The most that they're doing is like, you know, the sign documents, whether it's for the school or um other things come up as long as they can like sign and fill out a document for my two uh case managers, where they do have to do a bit more you know of documents between different organizations and having students sign stuff and looking for things back. I I want to see how much it would be for two extra licensing.
Speaker 3 00:26:44
Um, but to be fair, I really don't. I don't understand all of what Adobe offers necessarily. So I need to be a little bit more informed before I'm like, oh yeah, we want two more. Um, but I was thinking it might be depending on the price. I wanted to see what that looked like for two extra people on the license.
Speaker 1 00:27:02
So I think it's it's let me double check because I don't buy licenses, okay.
Speaker 1 00:27:12
Uh, it's sixteen dollars or it's eighteen. It's I can't speak and I can't talk numbers. It is sixteen ninety nine per license per month.
Speaker 3 00:27:22
Per month, okay. And then typically because I don't even I just opened up Adobe right now. I don't even know like what the name of like my specific one is. I am going to manage my account, um. Ignore.
Speaker 1 00:27:38
Me yawning, it was hot last night.
Speaker 3 00:27:40
Oh you are good, It just says what Adobe for enterprise. Let.
Speaker 1 00:27:46
Me look at my users list to see what you are. Yeah.
Speaker 1 00:28:05
Uh, You have Adobe Pro.
Speaker 3 00:28:07
Okay, Adobe Pro. And then for all all of our other staff, do they just have I don't know what it's called, but just like Adobe by itself.
Speaker 1 00:28:16
They have Adobe Reader.
Speaker 3 00:28:17
Adobe Reader okay. Um. So for me,
Speaker 1 00:28:22
Give me a name from someone on your staff that you think has that might have the higher Adobe level.
Speaker 3 00:28:28
Um Brandon Lum.
Speaker 1 00:28:32
He's got Adobe Pro.
Speaker 3 00:28:34
He has Pro okayum, Does Michael Gonzalez have pro?
Speaker 1 00:28:44
He does not have pro.
Speaker 3 00:28:46
Okay, and then does Janet Rodriguez?
Speaker 2 00:28:56
She does not.
Speaker 3 00:28:57
Okay, because Janet and Brandon are in the same position, so I think that would be something that I'd want to look. Add her to them just because they're the ones dealing with documents the most. Our supervisors Michael and Janelle, they don't they don't need it. They're I think it's as long as a couple of us have it, it's okay. But I do think I'd want to add Janet to that.
Speaker 1 00:29:16
Okay, Send over an email to the help desk and the help desk will get that effect. Okay,
Speaker 2 00:29:22
And then um let's see was.
Speaker 1 00:29:37
Okay, I was checking to see something on. On the accounts, um, We had a list of people at the bottom that have no names attached to them. So I was looking through addresses just to make sure. All right, so that's software needs. Is there so we got we covered hardware and equipment. It's the same thing. I don't know why I put that in there twice. Um, so as far as equipment needs, You guys, are you know with the exception of the the things we talked about, you guys are pretty set. Yes, okay. Um now what I normally do is as equipment needs I'll talk to you about how can we help your team become more efficient?
Speaker 2 00:30:28
Mhm hmm.
Speaker 1 00:30:31
Um, let me give you some ideas. So with one team, we're sitting down with them. We're going over how they do their paperwork to see if there's any way that we can automate some of their work so that they don't have to sit there and spend time filling in stuff. Um, And then uh for we're also looking at how are you storing your details on your patients?
Speaker 3 00:30:56
So um we have most of the data on our Pro Care account. So that is all of their personal information, their times, their info about the colleges, and basically just everything is stored there. But, we also have daily paperwork that as of right now, it is all stored on SharePoint. So, our staff have our college to career SharePoint link. And that is where like every day. We. We talk through with the students on how their day is documented there. And then at the end of every day, we also have all the staff get together to kind of talk about things. Staff, meeting notes. We have that all stored on SharePoint.
Speaker 1 00:31:36
Okay. Is there client data stored on SharePoint that could go into Procare? Like, is it HIPAA requirements or anything there that we.
Speaker 3 00:31:47
Need to no just their their names. Their full names are on the documents, but nothing. Uh, like besides, I mean, their name is technically. I suppose um. As long as you.
Speaker 1 00:31:60
Don't have social security numbers and addresses things like that.
Speaker 3 00:32:04
Yeah, no, we don't have any of that on SharePoint. Just basically um yeah their names, their schools, just general information. Okay. Cause the one other thing with the, Our so our Procare accounts, we only have our Procare accounts like the desktop app for our leadership team. Um. And then we have the mobile app for our staff that are really just to clock people in and out, But they they don't even have access to, like all of that pertinent. You know, like private information, like address. Um, we have that on kind of a more, you know, just the leadership team has access to it, if we need it. Gotcha.
Speaker 1 00:32:48
I want to check something for you on Procare. Okay. Give me one second. Is there something you said that triggered, Um So, the documents that you're storing for your clients and students on on SharePoint, Um Have, you ever tried to store them in the document request square in Procare?
Speaker 3 00:33:17
We Haven't just because that isum something that staff need access to every day, and our staff don't have access to the uh Procare desktop, which is where you can like access the documents. Uh their mobile app it's it's pretty limited with what you can see. It's mostly just the names and regional center and clocking them in and out. So, Um because staff don't have access like our our coaches who are working directly with the students don't have access, we haven't done that.
Speaker 1 00:33:46
Um, what would it take to get the team to Procare?
Speaker 3 00:33:51
Um, I think it would just be. I mean, it'd only be on the computer, which is one thing versus on their phone. But if they all downloaded it, I think in the past, IT would just do a training and download it to their computers. Um, But from my experience, uh because we have all the documents that live on SharePoint, you can type on them at any time. On Procare I believe, When you upload it, it's not like that living breathing document. It's like a PDF version that gets uploaded to the and and we change it every day. So I think that would be a little inconvenient because yeah, we basically recap the day with the student when they're present. We document our conversation with them where they left off. So I think for that particular documentation, I don't think it would flow smoothly if we uploaded it on Procare. Okay.
Speaker 1 00:34:42
What about oh, so we are looking at other systems besides Pro Care to see what's out there just to see what's out there. Would, if we found a system that allowed um your staff to be able to document and change document and so on, would that be something that interests you?
Speaker 3 00:35:04
Possibly, um, I think the fact that like just the way we have it organized on SharePoint right now is I think it's pretty efficient because in addition to like having. Like, just as an example, on Procare, everything's by an individual's name. So you have to find that individual open up their documents for us. Um like for our what we call student debriefs, the ones that we're doing with students, those are all saved in one area. And then you find your student. So I do think it might be more time consuming if we if we divvy everything up by individual versus this where all the student degrees are. This where all of the team like chats are, um. So, I'd be open to it, But off, you know, initially I'd be like, oh I don't really like that idea. Um I don't think it works super well with, you know, also teaching all of our staff, a brand new system. I think there would just be a lot of room for error there unless we're completely moving away from SharePoint. Then obviously.
Speaker 3 00:36:01
We have to adjust, but for now I really like how it's kind of formatted.
Speaker 1 00:36:06
Gotcha. We're not moving away from SharePoint.
Speaker 3 00:36:09
Okay, you are here today. Yeah, yeah, I am like well we'll have to consider that.
Speaker 1 00:36:14
Yeah, no, we're not moving you guys from SharePoint. It's just moreum making sure documentation lives in the right place. Yes, and making sure the right people have access to that information. So and SharePoint does allow us to do it um. But. I find that teams that have to store things in multiple locations are sometimes a little less efficient than if they only had one place to go to.
Speaker 3 00:36:39
Right, that makes sense. Um, yeah, But yeah, for for the most part, it's just like our case managers, and you know, myself are the ones navigating this stuff on Procare versus our day- to- day staff who are interacting with the clients. That's where kind of all their documents live on SharePoint.
Speaker 1 00:36:55
Okay. All right, I think then that, Um, for like for efficiency, I think that's it on that one, unless you have anything else you can think of on that part.
Speaker 3 00:37:08
Not off the top of my head or what our team shared. I think as of right now, things are going pretty smoothly with our paperwork everything's saving correctly. Um, I think that's all I have there.
Speaker 1 00:37:18
Okay perfect and then um how about training needs? How comfortable is your team using the tools they have?
Speaker 3 00:37:26
Overall, at least when it comes to just like the basics on the computer, the phones, SharePoint, everyone feels quite comfortable. Teams is something that we really myself and like our leadership team, our supervisors, our case managers. We all use it a lot. We all feel comfortable. But our educational coaches. Um we just don't really we haven't had like a big need for them to use it very much. We'll do it for trainings every so often Um, but just because we use Zoom for our students, we're usually using that as the video platform. Just cause it's what we're used to. Um, so while I don't see like a need for like a current training, like just kind of looking into the future. Yeah, I don't think a lot of our staff are very well versed in in Teams. And I know we've had a couple of um trainings earlier this year that a few of our staff like hopped on.
Speaker 3 00:38:23
We made a couple like mandatory for staff, just so they could like whether you have it or not. Like, this this just get a little glimpse of what Teams looks like. Um, But when I am trying to like apply it to their everyday because again, it's just kind of like student information that our case managers use. We haven't had a need for our staff to be trained right now, but future kind of future casting. I do think just understanding a little bit more about The very basic features, the chats, the. Again, I don't know how much permission we want to give to all of our staff on, you know, the file share that we have with college to career because it does have students' personal information. We don't usually kind of share it on a needs to know basis. So I don't know how much permission I would want to like, I would want all of our staff that have the same exact access to student information than like myself.
Speaker 3 00:39:18
Has so that's why I'm not so sure what that looked like.
Speaker 1 00:39:21
So we we can restrict access to certain Teams channels.
Speaker 2 00:39:25
Okay, yeah.
Speaker 1 00:39:26
So that that's super easy. Yeah, And then I mean, if they are in Teams, they don't have to have access to everything right?
Speaker 3 00:39:35
That's true, yeah. So I think that's something again, not on my like immediate radar for something we need help with training. But I do think just having like maybe a college crew specific like review of Teams, because everyone has access to it. Don't use it to learn, But especially when we're trying to like help them connect with like other people on AbilityFirst. Like, hey, maybe they have a question for someone in supported employment. Like just being able to like feel comfortable being like, oh, I now how to start a message and look people up rather than having to only rely on like Outlook email because I do think from my experience communicating on Teams, you get a much quicker response from most people versus sending an email.
Speaker 3 00:40:17
So yeah, I think I think it could be beneficial, just not not on my immediate radar right now.
Speaker 1 00:40:22
Yeah, and I definitely agree with you. Teams get does get faster response. Yeah. So, I am constantly on Teams and not as much in my email.
Speaker 3 00:40:31
Yeah, especially just seeing like the uh notifications. I mean my email, I always have notifications in my emails, but when I see a couple new ones in Teams, I'm like oh, I should get to this. So something like, yeah. But. Yeah, that's that's all for training for my.
Speaker 1 00:40:49
Got You. All right, And then you put on there, is it? Uh you put on your list about uh issues you've run into with the help desk engagement. Um when messages seem to get stuck, um do me a favor, CC me. Uh You can always reply back to your message to say, hey, do we have any traction on this? And then CC me and I canum push it over to the help desk manager and have a look into it.
Speaker 3 00:41:15
Okay. Yeah, cause this is there's just one specific situation that just came up recently. Cause overall our experience is really good. Everyone's been really helpful at the help desk, whether it's like an automated or we get assigned someone. But this was probably about like at least maybe two months ago, maybe more. One of our staff shared with me that her camera wasn't working. She restarted. She updated no update. Um so I opened up a ticket um gave her contact information for them to look into it. And, then that was the last thing on my mind, the next couple of weeks. It got busy and then just like last week or the week before, It looked like I just submitted the ticket, and someone like was like calling her and be like, Oh, is this all Like let me help you. And she's like, Oh, that that was from months ago. I so I didn't even notice in the moment that like it got stuck, but it looked like something I submitted from like months ago, just somehow got submitted recently. And I'm trying to find like the exact date for it as for someone named Tristan Victoriano. Um.
Speaker 1 00:42:16
I'm Looking at the tickets that came from you. Cause I have that ability. Okay, cool. They have not taken it away from me.
Speaker 2 00:42:28
I'm trying to see if like just a general date. Christian Victoriano, is that how come we're not working? Yeah. Hmm, Okay. So,
Speaker 1 00:42:47
I can find something. So, we got the ticket on August seventh is what day it came in here. Let me share my screen so you can see.
Speaker 3 00:42:57
Yeah, Yeah. And that was something I think I don't remember the exact time, but it was maybe like June when she reported this and I and I sent the message. And then um when I got the ticket, I'm like oh, it said Nicole Mackey said it on the seventh, then i'm like i definitely said it like months ago. So i don't. I don't know if it's just like a service issue or what,
Speaker 1 00:43:14
But I I will be honest, nine times out of ten it's your computer. Yeah. And then it got stuck in the outbox and then it got sent.
Speaker 3 00:43:23
Just eventually like months later, it got sent. Yeah, not a big deal. It kind of resolved itself somehow, but But yeah, I was just like oh that's I know I sent it before. I know I did not type a message on the seventh. That wasn't even like near my i feel like i was even on my computer. Um But yeah, that was the only thing that came up.
Speaker 1 00:43:39
Yeah, we see that with laptop users every so often. They'll send an email, there might be a blip in their internet or something. It gets stuck in the outbox, and then it'll get sent later on, and someone doesn't even know it never sent. Yeah. So, but no big deal. So that's something I was worried that it might have been sitting on our side for a while. It looks like Brian reached out pretty quickly.
Speaker 3 00:44:04
Yeah, yeah. No, the the response was so quick, and then I am like," Wait, why are they just responding now?" And then I saw it said Nicole Mackey sent at eight seven. I go," Oh well." Really quick response. I just don't know what happened there. But that's all.
Speaker 1 00:44:17
Great. Um Alright so Then That's everything I have.
Speaker 3 00:44:22
Okay Yeah that's That's all I have too So. What i'll do is i'm going to do a little bit of like research into like the different like charge schemes. I'll keep you posted if College to Career does purchase any of those. If we do, It's probably going to be like very low numbers just to kind of test it out with some of our staff. And then if we're making the bigger purchases, I'll just I'll see you just so you are aware of what we're getting. Awesome,
Speaker 1 00:44:44
No worries. And then um I think there was a second link I sent youum it was a little bit more expensive. Anker is pretty solid. I use a oh, yeah. The one I have is this big and but it's super thin, um and it allows me to connect four devices at once and yeah, It's it's super handy. I that's I switched out my charger for that one just because it works. I've had it, I got it two computers ago and I still use.
Speaker 3 00:45:12
Okay, yeah, no, that'd be super helpful. Yeah, Obviously on the pricey side, butum being a code based program. Sometimes we just can't we can't find a plugin we need to work. So we'll see with that one. Absolutely all right thank you Mary Yep thank you very much.
Speaker 2 00:45:28
All right bye- bye.
Speaker 2 00:45:33
Yeah.
Prepare Teams training materials and schedule a College to Career Teams basics session for educational coachesResearch pricing for Anker portable chargers (100W+) and portable monitors (MSI, ASUS, InnoView) for team of 30Advise client team to CC Christi on any help desk tickets that appear stalled for escalation+5
tkt 970290 (board 80, Completed, owner 247). Non-confidential. CLIENT VERIFIED FROM CONTENT + CALENDAR + CW CONTACTS: calendar block 'Meeting: IT Planning Conversation - College to Career (Nicole Mackey)' 8/27 17:00-18:00Z; CW contact lookup returns Nicole Mackey at Ability First; transcript names AbilityFirst directly and runs 45:33. College to Career is an AbilityFirst program.
3 - Clients and Projects\Ability First\Meeting Transcripts\Meeting Transcript - 08-27 Consultation IT Needs for College to Career Program.txt
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✓
06-30 Meeting: IT Contract Exhibit Review
> Date: 2026-06-30
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 3] [Crystal] [Speaker 5]
### Meeting Notes
**Review of IT Contract Exhibits**
- The team is reviewing six IT-related contract exhibits that are due today.
- Speaker 3 and Crystal are leading the review and need to run through a checklist with Speaker 5 to ensure correctness.
**Review of Attachment 2: IT Checklist**
- The team reviewed a checklist with 19 questions. Speaker 5 provided the answers.
- Questions 1, 2: No.
- Question 3: Yes.
- Question 4: Not applicable, as removable media is no longer being used.
- Questions 5, 6: Not applicable.
- Question 7: Changed to “Yes” because everything is moving to Google Cloud Storage.
- Questions 8–19: All answered “Yes.”
- The answers provided are the same for both SCHARP and BAFMA.
**Review of Attachment 3: Confidentiality Oath**
- This document is an oath that requires a signature from “the E-Just,” likely referring to Dr. Barber.
- The team concluded that Dr. Barber needs to print and sign this attachment.
**Review of Attachment 4: Trading Partner Attachment (TPA)**
- The team was unsure how to complete this form, which concerns the electronic exchange of information with DMH.
- There was discussion about whether CareLogic or Crimson could be considered a “trading partner.”
- They were unsure if they had a formal trading partner as defined in the document.
- **Conclusion**: The team decided to ask Jennifer for clarification on this attachment.
**Review of Attachment 6: Vendor Information**
- This form requires information about the software vendor used.
- The system name is CareLogic, and the vendor is Qualifacts.
- The vendor holds a SOC 2 Type 2 certification.
- The team needs to obtain the certification’s effective date.
- **Conclusion**: The team will reach out to their CareLogic contact, or possibly Robin or Jennifer, to get the certification details.
### Next Steps
- [ ] Scan and email the reviewed exhibits to Christi.
- [ ] Inform Dr. Barber that he needs to print and sign Attachment 3 (Confidentiality Oath).
- [ ] Ask Jennifer for clarification regarding Attachment 4 (Trading Partner Attachment), including whether CareLogic or Crimson qualifies as a trading partner and how to complete the form.
- [ ] Obtain the SOC 2 Type 2 certification effective date for Qualifacts (CareLogic) from the CareLogic contact, Robin, or Jennifer.
- [ ] Email job descriptions to the requester.
### AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. The team was unable to complete Attachment 4, the “Trading Partner Attachment,” as they were unsure if they have a designated trading partner. A follow-up with Jennifer was planned but the final resolution is pending clarification.
> 2. For Attachment 6, the certification effective date for the vendor Qualifacts (CareLogic) is missing. This information needs to be obtained to complete the form.
Jun 30, 2026
Speaker 1 00:00:04
Attachment A.
Speaker 2 00:00:06
Attachment A. Hey, Christi. Hi, sorry. It's okay. Yeah. Don't.
Speaker 3 00:00:15
Even worry about it Here. We areum trying to look at the exhibits for our contract for next year. And of course, we're being told that it's due today and there's like. Six exhibits, right Erin? For the. It's all the IT stuff.
Speaker 4 00:00:36
So let me.
Speaker 3 00:00:37
And there's a checklist that we need to run through with you. Tell us if we are doing correct or not. Sixteen You look different with your hair up.
Speaker 5 00:00:47
Oh yeah, I just pinned it back because it's easier right now Yeah,
Speaker 3 00:00:51
I like it Thank you Looks fancy,
Speaker 4 00:00:54
Isn't it? And Christi, I will scan you all of these after we get done because or actually I'll probably just email them because some of them have links that I think you need to look at. Um, So I am only going to pull up the pages that we have to answer. So give me one second because I am scrolling through. Okay, there was like six A. Okay, so A we don't grab my drink B oh here is B. B is just stuff for you to look at and see. So that first part is just stuff for you to look at. So now let me pull up, uh, one exhibit attachment two. All right. So exciting. Exhibit attachment We're in the field of attachments two, three, four, five, six.
Speaker 5 00:01:51
Ignore the cough.
Speaker 3 00:01:51
It's getting better. Why do I have? Don't apologize or not apologize. Don't explain. We get it. ABC, are you sleeping okay? Gonna pull the contract on them.
Speaker 5 00:02:10
That's good. At least I'm not being poked and prodded at two a. m in the morning anymore, right?
Speaker 4 00:02:16
Let me pull up the contract because addendum two is somewhere to be found. What was that? I Crystal. Yeah, hold on. Okay, hold on. I'm going back to I We were on a call with Doctor Barbara At least, we saved you from that. And then we can just go for the fun stuff. Christi I did.
Speaker 3 00:02:39
I also talked to him about the whole thing about asking for the H, the HR stuff. And I asked him what exactly, you know, what is it that he needed so that we can support him and that. And, he said all he wants is the job descriptions and the and the ability to see them. And I was like oh Job descriptions though? Job descriptions. Those wouldn't be somewhere. I was like, uh, okay That's something we can get to you, so that's different.
Speaker 4 00:03:07
I feel like we can email him those because those were changing anyway. Just FYI, okay, what page is this for four hundred? I am sorry. This. I don't even know.
Speaker 3 00:03:19
I was trying to see if I had it up Erin. Um,
Speaker 4 00:03:22
I just don't have two two is the one we need to check. So I need to pull up. But I have A B and C for attachment. One we don't need anything. I have three four five and six, But for some reason, in my downloads, there's no two. But I had to download it and print it. So I'm looking for I. Too high. I'm sorry, it's four hundred and an absurd amount of pages. We are.
Speaker 3 00:03:52
There's the oath He signs that though right?
Speaker 4 00:03:56
Yeah, I just want Christi to see, but what we need is attachment two, Oh wait here we go here. We go I'm getting there. This is client support fund.
Speaker 2 00:04:13
Oh, D, there we go. D H Hello. Hi. Also,
Speaker 4 00:04:26
Our Adobe were acting a little funny, but we'll ask the guys like we weren't able to really type though I think we should be able to type in Adobe. Yeah, but that's another issue for another day.
Speaker 5 00:04:35
We might need to switch you over to the new Adobe Teams.
Speaker 4 00:04:38
Yeah, ours looks old. Yeah,
Speaker 5 00:04:41
It's it's time.
Speaker 4 00:04:44
Oh, here we go. Here, we go link, boom, link. See, now see, now it took me to all providers Crystal like it took you guys, oh, administrative tools. And what else did I say, administrative forms, let's click that. And then contract attachments. Attachments. What.
Speaker 3 00:05:06
Was crazy to me is I have all my downloads up and somehow that one's not coming up.
Speaker 4 00:05:11
I know it's weird, right? All right, Christi, I'm sharing this lovely form.
Speaker 5 00:05:17
Ah, I know where i I know this form.
Speaker 4 00:05:20
Thank the words because we need to know what to click, and then we'll do another one for SCHARP. And BAFMA. Yes, so uh if you could tell me.
Speaker 5 00:05:33
Okay, so question one. Mhm. Um say no. She's.
Speaker 3 00:05:42
Marking it on a she's printed one.
Speaker 5 00:05:44
I'm writing it okay, uh number two right now number two is a no. Okay Number three is a yes.
Speaker 4 00:05:55
Okay Do we need uh documentation available?
Speaker 5 00:05:58
Um I can I'm still working on your policies, So I'll make sure I add those in.
Speaker 4 00:06:05
So I should, uh, do I have to click one of those? I have to click yes or no then over here.
Speaker 5 00:06:14
Um, so MFA is a yes.
Speaker 4 00:06:17
I clicked yes.
Speaker 5 00:06:19
Okay. But.
Speaker 4 00:06:20
Do I have to click any of these?
Speaker 5 00:06:22
Not yet. Okay,
Speaker 4 00:06:23
All right, let's go ahead and act.
Speaker 5 00:06:25
Um number four uh not applicable okay.
Speaker 5 00:06:32
Number five, yes. Okay. Number six, yes. Okay. Uh. Number uh seven. Um. Not applicable. Okay.
Speaker 4 00:06:57
Yes. Yes, I'll take it, all right? Now let's go to eight.
Speaker 5 00:07:06
Uh, number eight is yes. Number seven. Yes. Oh, did I say number seven? I'm sorry, I'm number nine is yeah. Number ten? Yeah uh number ten yes.
Speaker 5 00:07:29
Number 11, yes. Number uh 12 is yes. Number 13, yes. Number 14 is yes. Number 15 is yes. Number 16 is yes. Number 17 is yes.
Speaker 5 00:08:08
And Then I just need you to scroll down slightly. I'm sorry. It's okay. Like looking down. Um, actually all of them are yes.
Speaker 4 00:08:21
Eighteen is yes and nineteen is yes. Yeah,
Speaker 5 00:08:25
And go up to the first page. I think I said N A on one of them? Which one was it?
Speaker 4 00:08:30
You said N A on number four and number seven? Um.
Speaker 5 00:08:38
So number four is removable media uh is no longer being utilized. That is your explanation.
Speaker 4 00:08:47
Uh no longer okay.
Speaker 5 00:08:49
Yep. And now what was the other one I said? Seven, okay, scroll down just slightly. Okay seven, um actually put on.
Speaker 5 00:09:07
Uh, for number seven, go ahead and put yes because we're moving everything to Google Cloud Storage.
Speaker 4 00:09:13
Yes. Okay, So I'll re- I'll rewrite that page where and these are all the same for BAFMA. Yes. Okay, great.
Speaker 5 00:09:20
And, then the public URL hosting information just put uh stored on Google Cloud Storage. Which one is that? Number seven.
Speaker 4 00:09:30
Number seven it uh I'm sorry Google Cloud Storage Google, Cloud. Okay, I'll make that neater when I go to reprint it. Okay, that is that. Now let me close this. Let me stop sharing real quick while I pull up three.
Speaker 2 00:09:53
This is move this over here. All right, let's share Oh, let's see what we're doing here Sorry.
Speaker 4 00:10:06
Okay, let me share. Wrong side. I'm like staring over here and you guys are right here. Share. Um, I think this fine. All right, so this the confidentiality oath. I think the E-Just needs to sign this, I think because you scroll down, please read agreement, but I want I think it's all IT though. So I'm gonna still make sure we get you guys all of these to review. Yeah, so Doctor Barber just needs to I hear a certified acknowledgement statement. So he just needs to print and sign. Correct. So we'll tell him that. I wonder why? One, two. Okay, let me look at page four real quick. Page four? And, it's uh page four is Can. You see page four, or do I need to stop and share? Okay.
Speaker 4 00:11:03
I got it. Attachment four, yes. So this is electronic. We weren't really sure all these things here.
Speaker 5 00:11:11
Network provider,
Speaker 5 00:11:21
That One I'm not sure of. I don't recall ever filling out this particular one out.
Speaker 4 00:11:28
Okay, so maybe electronic, The trading partner attachment TPA is made like, would we have this DMH and the trading partner will exchange information and data electronically in connection with certain healthcare. Is it CareLogic?
Speaker 5 00:11:47
Might be CareLogic. So I'm sitting here looking at,
Speaker 4 00:11:50
But they don't have access to our CareLogic, though, right? Crystal no, who yeah DMH because this says. The trading partner attachment. We don't trade anything with DMH like they don't have access to any of our anything.
Speaker 3 00:12:04
But doesn't. But does it count when for example, like we're getting certified in the LOCUS right under CareLogic? And then when the LOCUS is submitted, just like when the CANS is submitted, isn't it submit like doesn't it go to them? Or does that not mean the same thing?
Speaker 4 00:12:18
Yeah, but this says like that this trading partner is made. It says DMH and the trading partner will exchange information and data electronically in connection with health care transactions. And the trading partner, maybe we should ask about this one. And, the trading partner must be readily equipped at their own expense with the systems and trained personnel necessary to ensure agents, third parties or organizations that contract with eight with the trading partner. To perform, I feel like we would know if we were contracted with a trading partner when they call themselves that.
Speaker 3 00:12:53
Isn't Crimson the trading partner?
Speaker 5 00:12:57
Double check on that one because it might just be if we're if there's certain types of information going across.
Speaker 2 00:13:06
Trading partner as.
Speaker 4 00:13:10
Information related to the administrative HIPAA, a formalized representation of specific facts or concepts. A complete written summary of data and data transmissions exchanged between the parties over a period. Because Crimson is monitoring all of our things, we're not necessarily trading with Crimson, right? Right. So yeah, ah, we'll have let's ask Jennifer to ask about this one. Ask, oh, where's the little thing? Oh, because it doesn't say it just says all of I. Okay, we'll ask about this one because we were confused.
Speaker 4 00:13:46
And it looks like, um, oh here we go. The last one is six. Let me open six because six is, there we go. Our I guess see we would put CareLogic here. Vendor CareLogic? Yes.
Speaker 5 00:14:14
And let me check their certifications to tell you which ones they are.
Speaker 4 00:14:18
Thank you, Kazan Security. Oh, yeah, see? You wouldn't know that either. And, we really only have to print one crystal because Doctor Barbara can just print this twice, or he can print and redo it. But there's no. Oh no, contractor name. I'll do one for Shar and one for Beth.
Speaker 5 00:14:49
Okay, so your CareLogic vendor name. So system name is CareLogic, vendor is Qualifacts.
Speaker 4 00:14:56
Qualifacts. Thank you. You're welcome. Qualifacts, okay.
Speaker 5 00:15:01
And then I'm trying to I'm trying to see which certifications they hold. Compliance is I'm.
Speaker 4 00:15:11
Gonna see if I can type this Huh? Sorry what?
Speaker 5 00:15:14
Uh You'll have that.
Speaker 2 00:15:16
One Hang on one second.
Speaker 2 00:15:21
Compliance. They.
Speaker 5 00:15:30
Are SOC 2 Type 2, so that very first checkbox under number two.
Speaker 4 00:15:36
Is there a certification effective date? Uh,
Speaker 5 00:15:40
They do not. They do not show that on their website. Okay.
Speaker 4 00:15:46
Certification must be submitted annually and or by DMH requested date. Yes. So, they can have Well,
Speaker 5 00:15:57
We just need to reach out to the contact with CareLogic and get their certifications. And they'll get that over to us.
Speaker 3 00:16:03
You know who might have it? Um, Robin or Jennifer.
Speaker 4 00:16:07
I'm sorry, I was going to text Jennifer. Okay, that looks like everything Christi we appreciate you That's all we needed No worries, Thank you. Thanks. See you guys later. Thank you, Bye.
04-29 Weekly Meeting: IT Infrastructure, Security Updates, and Project Status
> Date: 2026-04-29
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 3] [Speaker 4] [Speaker 5] [Speaker 6] [Speaker 7] [Speaker 8] [Speaker 9] [Speaker 10] [Speaker 11] [Speaker 12]
## Meeting Notes
### Weekly Kick-off and Team Updates
- The meeting took place on April 28th, week 18.
- The primary for the week is Kevin; the backup is Kobe.
- The highlighted core value is “always friendly.”
- Quote of the day: “In a world where you can be anything, be kind.”
### Help Desk Announcement
- Olivia requested that anyone working on a project that could cause a service outage (e.g., network equipment) should post a heads-up in the P1 channel to signal that any resulting alerts are expected behavior.
### IT Infrastructure and Security Updates
- **FortiVPN Decommission**:
- FortiVPN will be completely removed by Friday, April 30th.
- Cisco AnyConnect will be the sole primary VPN solution for Crimson IT.
- **Geo-fencing Policy Changes**:
- Three new groups are being created for users in the Philippines, South Africa, and those with static IPs outside the US.
- Starting Thursday, April 29th, these users can access the internet without connecting to the Crimson HQ VPN.
- This change aims to resolve connectivity issues.
- **Admin Account Restrictions**:
- System admin accounts with global permissions for client tenants must still connect via Cisco AnyConnect from the HQ IP address.
- **Phishing Test Results**:
- The team recorded zero clicks on last month’s phishing tests. 🎉
- **MDM and Ubikey Updates**:
- The MDM provisioning issue for clients has been resolved.
- All Ubikey exceptions have been eliminated, including for Android. Only managed devices with Ubikey authentication are now allowed.
### Account Management and Client Updates
- **EAP Office Move**:
- EAP is finalizing their move from the New York office.
- All equipment has been decommissioned and is being shipped to the Los Angeles location.
- **Arc Capital Partners Compliance**:
- The client is working toward registered investment advisor compliance, which includes significant security requirements.
- The team was reminded to be thoughtful about customer logins and dashboards.
- **Hudu Migration**:
- Vet all information being migrated from IT Glue to Hudu to ensure accuracy and currency.
- Reach out to Mike or Vince for help with documentation.
### Administration and Finance Updates
- **Billing and Automation**:
- TS billing begins May 1st. All billable tickets must be closed and correctly categorized.
- Automation of monthly computer counts and invoice reconciliation is in testing.
- Exploring automation for MM device counts and other security tools.
- **Timesheets and Expenses**:
- Timesheets and expenses are due April 30th, 2026.
- Timely submission is crucial for month-end recording and payroll processing.
### Project and Development Updates
- **NBD (New Business Development)**:
- Starting in May, Anzor will shift focus to 60% selling and 40% coding.
- **Project Closures and Changes**:
- The Angel Food cloud migration project is nearing completion; server decommissioning is happening today.
- 22 cloud PCs are being re-provisioned into three regional groups at no charge.
- **Crimson Bus (C-Bus) Development**:
- The infrastructure for the Crimson Business Operating System (C-Bus) is built.
- Contracts and triage modules are in production; work is starting on dispatcher functionality.
- Anzor is exploring AI-assisted analysis of phishing emails.
- A meeting will be scheduled to discuss simplifying the UI for ticket management.
### AI Tools (Claude vs. ChatGPT)
- The team may switch from ChatGPT to Claude.
- A Claude subscription includes access to Claude Chat, Co-works, and Code.
- Managers will retain access to Claude, ChatGPT, and Copilot.
## Next Arrangements
- [ ] Post a heads-up in the P1 channel before any project work that may cause service outages.
- [ ] Close and correctly categorize all billable tickets by May 1st for TS billing.
- [ ] Complete and submit all timesheets and expenses by April 30th, 2026.
- [ ] Vet all information during the IT Glue to Hudu migration; contact Mike or Vince for documentation support.
- [ ] Team members interested in switching from ChatGPT to Claude should email Anzor.
- [ ] Provide direct feedback to Anzor via DM on whether the new geo-fencing policy improves connectivity issues.
- [ ] Anzor to schedule a meeting with key attendees to discuss simplifying the ticket management UI; define timeline and participants.
- [ ] Anzor to follow up with Anton and establish a plan for AI analysis of phishing emails.
## AI Suggestions
AI has identified the following items that lacked clear action or conclusion; please address:
1. Team feedback to Anzor via DM on whether the new geo-fencing policy improves connectivity issues was mentioned but not formalized—now added as an action item.
2. Anzor will schedule a meeting to discuss simplifying the UI for ticket management; timeline and attendees were unspecified—now added to Next Arrangements.
3. Anzor plans to discuss AI analysis of phishing emails with Anton as an offline conversation without a defined follow-up—now added to Next Arrangements.
Apr 29, 2026
Speaker 1 00:00:02
The city is located on the banks of the river. The film was shot in black and white. The name of the town is derived from the river. The film was shot in black and white. The name of the town is derived from the river. The film was shot in black and white.
Speaker 1 00:00:36
Oh, that's lovely. The city is located on the banks of the river Sava. The city is located on the banks of the river Sava. Can you guys hear me?
Speaker 2 00:01:06
Y ep. Oh good, okay. Just want to make sure cause I switched headsets today. It's a.
Speaker 3 00:01:17
Is that your gaming headset.
Speaker 2 00:01:19
Yeah, keeps dying. So, I gave up on it. I need to switch over to my other job, but I Charge, so this is the one that keeps dying. Plus, they've been outside working on the yard. At least I have noise canceling, so I can ignore the guys working outside. This is my gaming room too. I'm not sure.
Speaker 1 00:02:03
What you mean.
Speaker 1 00:02:06
The city is located in the central part of the island. The name of the town is derived from the river.
Speaker 2 00:02:22
The film was released on 24 July 2015. You know, you hush it, Charles. You just hush it now. I like my printer.
Speaker 2 00:02:36
Come s in very handy when I need to make signs. Also, it wakes me up every morning at six a. m. when it fires off. That's quite an outfit, by the way.
Speaker 1 00:02:49
The city is located in the central part of the island. The name of the town is derived from the river. The name of the town is derived from the river.
Speaker 1 00:03:37
The name of the town is derived from the river. The film was released on 24 July 2015. The film was shot in the city of Kozhikode. I am not a good swimmer.
Speaker 1 00:04:17
Mor ning. Good morning.
Speaker 4 00:04:18
I'm not sure what you mean. The name of the town is derived from the river. The city is located on the banks of the river.
Speaker 1 00:04:23
The film was shot in the city of Krasnodar. I'm not going to be able to do that.
Speaker 1 00:04:48
I'm not sure. The first is the most important. I am not a good swimmer. I am not a good swimmer. The name of the town is derived from the river. The film was shot in the city of Kozhikode. The name of the town is derived from the river. The name of the town is derived from the river.
Speaker 1 00:05:18
The film was shot in black and white. The name of the town is derived from the river. The first is the most important. I'm not sure what you mean.
Speaker 5 00:05:45
All right. It's uh ten o'clock. Good morning, everybody. Um, this is uh week eighteen, April twenty eighth. Um. This week's primary is uh Kevin, and the backup is Kobe. The core value I would like to highlight today is always friendly. Um, a friendly approach can turn a frustrating situation into a productive one. Especially in IT, where things don't always go as planned. The quote for today:" In a world where you can be anything, be kind." And team updates, help desk with Olivia.
Speaker 6 00:06:31
Good morning, guys. The only thing on my side is when they give aum.
Speaker 6 00:06:37
A nn ounce ment: If you are aware you're working on a project where a service is going down, like network equipment, something like that, uh just make sure to post in the P one channel. Um just giving us a heads up. In case we get any alerts. We know that it's like expected behavior. Um and that we're not all You know, run in to put out fires. So that's all from my side.
Speaker 5 00:07:01
Okay, cool. Thanks, Olivia. Um, next is Anton.
Speaker 7 00:07:06
Good morning everyone. First announcement, we're gonna remove FortiVPN completely. By this Friday, we're gonna keep only Cisco AnyConnect as our primary VPN solution for Crimson IT. This is first part. Second part, we're changing our strategy with the geo fencing policies. For Crimson IT tenant, what does it mean? We additionally creating. Three more groups. One of the group is gonna be for, people who's working from Philippines. Second group is gonna be for the people who's working from South Africa. And, the third one is for people who can obtain um static IP address from their ISP. That's related to, people who are working outside of United States. That means that starting from.
Speaker 7 00:08:03
Thursday after you're gonna be added to the group, you can utilize your. Internet without connecting to the VPN to the Crimson HQ office. Hopefully it's going to resolve the issue that you have with the connectivity. This is first part, but just to be clear, We're gonna keep in place a restriction that sit admin accounts with the global permissions to tenancy of of our clients. We're gonna, Keep requesting to utilize it from HQ IP address. So, in case you are working with the directly with the tenant of our client, with the C- Admin credentials, you need to be connected to the Cisco AnyConnect. Okay,
Speaker 5 00:08:54
Cool. Thanks, Anson. Uh, anything else on that? Sorry. No,
Speaker 7 00:09:00
No, that's it. Thank you.
Speaker 8 00:09:02
All right, Cool.
Speaker 8 00:09:04
So That's actually a huge improvement, right? Like I would like to hear from the teams, whether it made a difference or not. My understanding once you're decoupled from VPN, you guys should stop having issues with Teams. Latencies and all of that. So, once that happened, if you guys could just DM me directly. And let me know if it need improvements or not, that'd be great.
Speaker 5 00:09:32
Okay. Cool. Will do. Thanks, Anzor. Um, anything from operations? Uh, Pete?
Speaker 9 00:09:39
Uh, the only update I have today, I got the uh the report on the fishingum results from last month and once again. We had nobody that clicked on any of the phishing tests, so. Great work by the team again last month. Please remain vigilant and uh and safe and. Good work, everybody. So keep up the great work. That's all I have for today. Thank you.
Speaker 5 00:10:05
Great, uh thanks, Pete. Account management with Mike. Is my camera?
Speaker 10 00:10:15
Sorry, I was on mute. Yeah, Vince has a quick announcement that I'll follow up after that. Sure.
Speaker 3 00:10:20
Yeah, actually two. So, first one just FYI everyone. Um. E A P They are finalizing their move out of their New York office. So I just checked in with our partner out there. All the equipment has been decommissioned and is in the process of getting packaged and shipped back. To the L A location, so just kind of FYI on that. And then secondly, I wanted to make a quick announcement. Um. Our capital partners, they are in the process of getting their registered investor advisor compliance, right. So they're working towards that. This is new to me, right? Um.
Speaker 3 00:10:60
But I wanted to just bring this up because obviously, security is a huge component of that, and I just want to celebrate the fact that. Crimson does such a great job. Anton, thank you. Your team does a great job. Kind of keeping us uh always security conscious and always security aware, So just kind of want to extend that to the rest of the team to be. Very thoughtful about how we deal with customers and their logins and their dashboards because.
Speaker 3 00:11:30
I feel like that's gonna be in the near term, pretty much just the requirement across the board, right? With AI and everything else. So just good work team keeping security top of mind. And then obviously for Arc, Just making sure that we're on top of things for them because this is a big endeavor for them. And so they're really relying on Crimson to help guide them through this process. And I think that with all the efforts that we continuously make on security, we're going to get them there. So That's what I got.
Speaker 10 00:12:01
Okay, and then um from from myself, um when it comes to the migration to Hudu. Um, just a reminder to the team. Please try to vet all the information that's coming out of I T glue into Hadoop, to ensure that it's accurate and up to date. Um, One of the one of the concerns that we had was, we didn't want a copy of it glue because we know a lot of that information is stale or. Or not valid, and then also. If anyone ever has any questions on documentation, please reach out to myself or Vince. We're happy to schedule a meeting and go through the documentation with you. To help you make sure that the documentation is looking solid. That's it for account management. Thank you.
Speaker 5 00:12:40
All right. Perfect. Uh, thank you, Mike. Uh, next is April. Uh, admin.
Speaker 4 00:12:51
Um okay so, good morning guys so. We'll begin T S building on May first, and so please ensure all billable tickets. Are closed and completed with the correct department, work role, work type and agreements. This will help keep the invoicing board. Um accurate and minimize the manual review, and also we're continuing our admin side automation effort. So, many thanks to Marvin for working with Christian and automating the monthly computer count, then invoice reconciliation.
Speaker 4 00:13:22
U m, so it's currently in testing, And we're hoping for a successfulum rollout as we continue maximizing the use of cloud, and we're also exploring automation for. Our MM device counts with Connectwise agreements alongside with other security tools. So to make monthly billing more accurate and efficient. That's all. Thank you.
Speaker 5 00:13:44
Great. Ah, thanks, April. So next is finance with Elisa.
Speaker 4 00:13:51
Hi good morning, happy Wednesday just a quick reminder tomorrow is April thirty, twenty twenty six, our timesheets and expenses are due so, complete time logs and early submission is really helpful for our month end recording. Thank you so much.
Speaker 9 00:14:08
And I'm gonna remind I'm gonna remind everybody. On Elisa's behalf and everyone. Please, please have your timesheets done tomorrow for month end. So that every. So that payroll can be done on time, it's really difficult for everybody to get the to get timesheets approved, to get them reviewed and for payroll to get completed. So please get your timesheets done on time. Thank you.
Speaker 5 00:14:34
Sure. Thanks, Pete. Um, anything from NBD with Anzo?
Speaker 8 00:14:41
I don't have anything concrete. We're making progress on a couple of new fronts. We'll see how that goes, but I've been spending more time with Claude than I have been with sales. I am going to change things around and starting. As of May, I'm gonna spend 60% selling and 40% coding. But I don't have any meaningful updates. I did want to say congratulations to the team on solving MDM issue.
Speaker 8 00:15:16
I think we are now able to properly provision our clients. So there was a huge deal that was uh. Going for a long time, so Matt, great job there. Congrats. Um. And we are finally have all Ubikey exceptions eliminated. So only managed devices and Ubikey authentication is allowed in Crimson. U h, so we just we were able to remove the exclusion for Android recently, and I'm super happy about it. So making us more secure with every day. Thank you.
Speaker 5 00:15:51
All right, great. Thanks, Ansar. Um, any uh change management call- outs or project changes? Please raise your hand. Go ahead, Julia.
Speaker 11 00:16:06
Um, I have two big ones. Uh, we're actually closing in uh on projects. Angel food, sorry about that. Cloud migration project. Kevin is going on site today to decommission servers and data backup unit. So that's a big one, I think for us. We all know how long we worked on this. And in term, we are proceeding with no charge re-provision. Of twenty two cloud PCs into three regional groups, So that's also Gabby is working on this one. And Kevin is working on the project. And thank you, PS team, for bringing this to close.
Speaker 8 00:16:53
Great job. It only took us five years to get it done. I'm glad that it's over.
Speaker 5 00:17:05
Okay, cool. Is there anybody else? Otherwise, we're going to move on to training updates with Christie.
Speaker 8 00:17:13
So, before Christy kicks in, I just wanted to say I am making substantial progress on C- Bus, right? Or Crimson Bus Business Operating System. Right? So for short, I'm just going to be calling it C- Bus. You guys will be seeing it more and more. And I just wanted to give a quick update that the infrastructure is pretty much built. And we have contracts and triage in production. I am gonna start to work on. On dispatcher functionality and in parallel. I'm changing the mindset to where instead of um.
Speaker 8 00:17:56
Instead of us doing all the work, uh, let's have AI help us out. So, uh, one of the things Anton I'll be connecting with you and discussing is. Is going to try to analyze all of the phishing emails and get to the point where you will just review and say, "Yep, agree, agree or disagree," and it's a click of the button. So I'll take this offline and I'll discuss with you one on one, but. I took three companies as a pilot. That's US Barker Pacific and DTLA. So if you guys in Defender, you'll see an entry where it's validating some tickets for phishing. That's automated and that's something that I'm doing. Um. So uh. And also I'm gonna schedule a meeting with key people to really understand how can we simplify. The UI for ticket management.
Speaker 8 00:18:53
So that that could switch to utilizing C- Bus instead of the, instead of an I or orum Connectwise. And make it super simple and much user friendly. That's all I have.
Speaker 5 00:19:06
Great, thanks, Andrew. Anything from you, Kristy? I'm talking with the team. Um, I just.
Speaker 10 00:19:17
Oh, Chris, you're breaking up pretty bad.
Speaker 8 00:19:19
Yeah, something's off with your connection or your. I can't hear you.
Speaker 10 00:19:28
Nope, not really.
Speaker 2 00:19:30
I'm gonna change it. Hang on one sec.
Speaker 10 00:19:32
Oh, there you go. Now it's working.
Speaker 2 00:19:34
Ah, okay. And now it's not. Is this one better?
Speaker 1 00:19:44
I'm not going to be able to do this.
Speaker 1 00:20:39
I'm not going to be able to do that. Thank you. Thank you. I'm not going to be able to do that.
Speaker 1 00:22:48
I'm not going to be able to do this. I'm not going to be able to do that. Thank you. Thank you. I'm not going to be able to do that.
Speaker 8 00:23:55
Thank You. Thank you. So so Chris, maybe it will make sense for you to explain what's in your prompt. What exactly this thing is doing for you because you kind of showed it right, but it went super fast.
Speaker 2 00:24:06
Um. So what I'm gonna have it do, I'm gonna.
Speaker 1 00:24:23
I'm not sure what the problem is. The most common cause of death is septic shock.
Speaker 1 00:25:06
I'm sorry. Okay. The first known use of the term "ballet" was in 1581, When the I talian - born French noblewoman Catherine de' Medici commissioned a ballet to celebrate her marriage to Henry II of France. Thank you.
Speaker 1 00:25:41
I'm not going to be able to do this. Thank you. The first thing to do is to get rid of the old paint. I'm sorry.
Speaker 1 00:26:18
The first is the most important. I'm not sure what the problem is.
Speaker 1 00:26:49
Thank you.* The first is the most common type of cancer in men.
Speaker 1 00:27:19
The name of the town comes from the river. Thank you.
Speaker 1 00:27:52
I'm not going to be able to do that. The film was shot in the city of Krasnodar.
Speaker 1 00:28:29
The first time I saw him, he was wearing a black suit. I'm not going to be able to do that. Thank you. I'm not sure what the problem is. The most common cause of death is septic shock. I'm not going to be able to do that.
Speaker 1 00:29:31
Thank you.***[ Music].
Speaker 12 00:29:57
How do we get access to this?
Speaker 12 00:30:02
Yes. Thank.
Speaker 8 00:30:10
You. Done. So, um, yeah. So look, it's basicallyum it's optional, right? It's either you're going to have access to ChatGPT or to Claude. So you can switch from ChatGPT to Claude, and if you do with that subscription, you have access to. Claude Chat, Claude Co-works, and Claude Code. If you wanted to build your own application. I have a feeling that Claude will become the center of the universe for Crimson, right? I just don't want to push people, so it's optional. But if anyone is interested in switching from ChatGPT to Claude, just send me an email and I'll switch you over. Okay.
Speaker 8 00:30:52
An zor,
Speaker 12 00:30:53
We have uh I've been using Copilot. We have we have some clients that we're going to be helping with Copilot, so I'll stick with that for now.
Speaker 8 00:31:01
Yeah, so Jason, for managers, right? We're actually going to keep all three. So you guys stay comfortable with all three. They have access to Claude, or work. I mean Claude, ChatGPT and Copilot. Perfect.
Speaker 1 00:31:25
Thank you. I'm sorry. I'm sorry. I'm not going to be able to do that. I'm not going to be able to do this. I'm not going to be able to do that.
Speaker 8 00:32:00
Thank You. But but uh, but yeah yeah. But I think Chris in this case right. This is just a chat functionality. You're not gonna have access to Uh, call work which affects a riding agent from your computer, correct.
Speaker 1 00:32:24
Thank you. I don't.
Speaker 1 00:32:27
Thanks. I'm.
Speaker 5 00:32:34
Sorry. Right. Thanks, Christy. Next is going to be the duck race with Christian. Gonna help us out there, please. Yeah, let me share my screen really quick. Instead, I set it to ten seconds since we don't have much time. Start.
Speaker 1 00:33:01
You're an all- star, get your game on, go play. Hey now, you're a rockstar!
Speaker 5 00:33:11
Artemir. So, uh, Vlad, let's hear the five core values, please.
Speaker 10 00:33:18
Okay. Uh so integrity over profit. Always do the right thing. Commit and deliver. Always friendly and extreme honest.
Speaker 12 00:33:37
It took a while to remember it.
Speaker 5 00:33:40
I was always dreading this game. Okay, perfect. Thanks, Vlad. So next is going to be two truths and a lie with Pete today. Pete, are you prepared for us?
Speaker 9 00:33:55
I suppose I'm prepared. Um, let's see. Okay, two truths and a lie. So, first I received my private pilot's license while I was. Running my small IT side business for a, small airport in Carlsbad California. Um, number two. I've been wearing glasses since I was thirteen. Years old. Number three, uh.
Speaker 9 00:34:30
I was, a singer on a radio show for two years when I was younger. Why.
Speaker 10 00:34:39
Would you set yourself up like that?
Speaker 5 00:34:45
Okay, great guys. Let's hear the first one who thinks uh that uh Pete was a pilot in Carlsbad at a time. No,
Speaker 9 00:34:54
I said I got my pilot, my private license.
Speaker 5 00:34:56
Oh, you got your pilot's license? Sorry. Yeah.
Speaker 5 00:35:01
I think that's difficult. I'm going to say yes to that one.
Speaker 12 00:35:05
So, so Pete, I saw your hesitation on that on that last one, so I think that's the lie. I think the first two are the truths. Am I wrong? We're about to find out.
Speaker 4 00:35:17
Yeah, and with all the party, I didn't hear you sing at all.
Speaker 5 00:35:26
Okay, so. He thinks wearing uh glasses since he was thirteen uh is the line.
Speaker 2 00:35:33
Where's your glasses? Thank you very much.
Speaker 5 00:35:38
Contact had a few people.
Speaker 9 00:35:43
I didn't say what kind of. I'm not going to do that.
Speaker 5 00:35:51
Okay, and who thinks he being a singer. On the radio show, is a lie. Must be. I.
Speaker 9 00:36:14
Do not have my private pilot's license. Oh my gosh. Yes. There you go. No way.
Speaker 2 00:36:21
There's no way. I'm not going to do that. Yeah, the Carlstadt airport doesn't offer licensing.
Speaker 6 00:36:28
Pete has to sing next time during the party. I.
Speaker 5 00:36:36
Was pretty young. Laughter Okay, great guys. It's uh ten thirty. So let's end this meeting. Um Ryan. Be ready for the next round. Thank you so much, everybody. It's very stressful sitting in this seat, but it's, Have a good one. Have a great week. Good job, Arnie. Bye, guys. I'll run this, but I. Mike. Thank you.
05-19 Training: Microsoft 365 Copilot, Claude, and CoWork Usage, Policy Guardrails, and Privacy Compliance
> Date Time: 2026-05-19 10:57:38
> Location: [Insert Location]
> Instructor: Kris (Christi) Brown
## Summary
This recorded training series, delivered on May 19, 2026 and scheduled to run three times, introduces the Cotson/Coates Foundation team to practical, safe, and effective use of AI tools—primarily Microsoft 365 Copilot, Claude by Anthropic, and the CoWork desktop application built on Claude. Kris (Christi) Brown, CIO at Crimson IT, covers housekeeping, participation expectations, recording logistics, and post-session deliverables (link and written summary). She situates the training within an organizational draft AI usage policy that emphasizes guardrails for security, privacy, disclosure, and continuous evolution as tools change. Foundational guidance explains how large language models operate as predictive assistants rather than knowledge engines, with strengths in drafting, summarizing, and reasoning—and limitations that require human review.
The session provides a practical tour of Copilot across Word, Excel, PowerPoint, Outlook, Teams, and OneNote, highlighting recent UI changes, deep integration with tenant-bound data (emails, calendar, SharePoint, OneDrive), and meeting recap features that depend on recording/transcripts being enabled. Christi demonstrates Copilot chat modes (Work vs Web), model selection (including Claude/Opus), temporary chats, scheduled prompts, personalization for tone/style, calendar-aware answers, and reusable “agents” for repeatable tasks (e.g., passphrase-based password generation). She emphasizes enterprise data protection, compliance boundaries (HIPAA/SEC), permission-scoped search, OneDrive isolation, document protection/classification, and backend configuration of restricted “no fly zone” folders that Copilot cannot access.
A second segment contrasts Claude and Copilot: Claude excels at writing, research, reasoning, and iterative conversation from user-provided context; Copilot is tightly integrated with Microsoft apps and organizational data. Christi demonstrates Claude workflows for drafting emails, summarizing documents, brainstorming, decision analysis, and prompt iteration with audience and tone specificity, including feeding transcripts to extract action items. The CoWork desktop application handles heavier automation: cleaning and reorganizing folders, applying naming conventions, compiling cross-file reports, generating templates/scripts from source materials, and running plugin-driven finance/legal tasks. Scheduled routines (daily briefings, AI news radar) can operate when the computer remains awake, with outputs reviewed for accuracy.
Throughout, Christi underscores prompt quality, privacy and sensitive data handling (avoid PII/donor/student/confidential grant data in non-approved tools), and the necessity of human oversight. She invites feedback via a Microsoft Form, offers a free advanced session in two weeks, and commits to sending the recording link and summary after processing.
## Knowledge Points
### 1. Training setup and participation
- Recorded sessions; link and written summary will be emailed after generation.
- Offered three times; attendees may join additional sessions for refreshers.
- Video disabled due to bandwidth; use Teams reactions, hand-raises, and chat for questions; live Q&A at the end.
- Teams features: Meeting Notes indicator; Facilitator (Copilot/Teams Premium) can take notes, follow agendas, and surface items in chat.
### 2. Presenter and organizational context
- Instructor: Kris (Christi) Brown, CIO at Crimson IT; previously with the LA Dodgers.
- Works with the Cotson/Coates Foundation; acknowledges leadership (Steve, Kamya, Casey) for proactively drafting an AI usage policy.
### 3. AI fundamentals and mindset
- LLMs are predictive assistants trained on large text corpora; they generate likely next tokens rather than “knowing” facts.
- Strengths: drafting, rewriting, summarizing, outlining, explaining complex topics in plain language.
- Limitations: can be confident and wrong; constrained by training cutoff and permissions; require human review—treat like a capable intern.
### 4. Privacy, compliance, and sensitive data
- Avoid inputting PII, donor financials, student info, or confidential grant data into public/non-approved tools.
- Copilot within Microsoft 365 keeps data tenant-bound; customer content is not used to train models by default; green shield indicates enterprise data protection.
- Copilot respects permissions: only surfaces files a user can access; organizational backend can define restricted zones; OneDrive content remains private unless shared.
- Document-level protections: restrict editing/access; apply classifications (Restricted/Confidential/Highly Confidential).
- Data hygiene matters: relocate sensitive content from broadly accessible SharePoint areas to prevent inadvertent discovery.
### 5. Microsoft 365 Copilot overview and access
- Integrates with Teams, Outlook, Word, Excel, PowerPoint, OneNote; leverages organizational context.
- Access via office.com and the Microsoft 365 Copilot app (preferred); avoid “Copilot for Windows” for work context.
- Requires a Copilot license; myapps.microsoft.com lists available apps.
### 6. Copilot capabilities and workflows
- Teams: summarize meetings, draft/catch up on threads; video recaps and AI summaries require recording or transcription.
- Outlook: draft replies, summarize threads, flag action items.
- Word: draft/rewrite documents; create executive summaries; Copilot button recently moved to lower-right.
- Excel: analyze data and answer questions after saving; plan/chat-only modes.
- Chat: query across work context (files, emails, calendar); Work vs Web modes; model choice (including Claude/Opus); include web search; temporary chats for non-persistent conversations.
- Calendar-aware queries: classify live sessions vs prep blocks using categories; catch-up prompts after time away.
- Agents: persistent instructions for repeatable tasks (e.g., password passphrases); delete sensitive chats permanently.
- Personalization: custom instructions to align tone/style; flexible outputs (e.g., “pirate voice”) for engagement.
### 7. Meeting recaps and operational cautions
- Recording/transcripts must be enabled for recaps; outputs include video, AI summary, notes, screenshots, shared files.
- Stop recording/transcribing before sensitive discussions; real-world incident underscores the need for protocol.
### 8. Claude and CoWork usage
- Claude: standalone assistant for writing, research, reasoning; excels at iterative refinement with clear audience/context; connectors can access authorized files/emails with explicit permission.
- CoWork: heavier automation for file organization, report generation, applying naming conventions, and compiling cross-file artifacts; supports plugins (finance/legal/customer support/productivity).
- Finance/legal examples: reviewing invoices, preparing statements, variance analysis, flagging misallocations.
- Scheduled tasks (daily briefing, AI news radar) run on an always-on machine; Live Artifacts and new features evolving; start simple with one folder and one task.
- Accuracy depends on source data; double-check names/contacts to avoid propagating errors.
### 9. Support and training infrastructure
- Crimson IT help desk trained on AI (Copilot, ChatGPT); escalates complex questions to Christi.
- Feedback via Microsoft Form; free advanced session offered in two weeks.
- Follow-up email with recording link and summary to be sent after processing; ongoing contact encouraged for questions and discoveries.
## Assignments
- Review the draft AI usage policy; provide feedback on guardrails, disclosure, and sensitive data handling.
- Practice accessing Microsoft 365 Copilot via office.com or the Microsoft 365 Copilot app; avoid the Windows-only Copilot app for work context.
- Experiment with prompts in Copilot and Claude for non-sensitive tasks: drafting emails, summarizing documents, rewriting for clarity/tone, and explaining complex topics plainly.
- Verify privacy settings and permission scopes before sharing files with AI tools; refrain from inputting PII, donor/student data, or confidential grant details into public/non-approved tools.
- Enable Teams recording/transcription when recaps are desired; establish a protocol to stop recording/transcription before sensitive discussions.
- Audit SharePoint/Teams structures to relocate or restrict sensitive content; define backend “restricted zones” where Copilot cannot access files.
- Apply document-level protections and classifications to sensitive documents; confirm OneDrive sharing settings.
- Set up custom instructions in Copilot to align tone/style; consider creating agents for repeatable tasks and delete sensitive chats after use.
- Configure Copilot chat options (Work vs Web, model selection, temporary chat, web search inclusion) per team preferences and compliance requirements.
- Implement Outlook category conventions and calendar structuring to help Copilot distinguish prep blocks from live sessions; practice catch-up workflows and assess usefulness.
- Try a simple CoWork task (e.g., renaming files or compiling a summary) and, if relevant, set up plugins for finance/legal tasks; consider scheduling routines (daily briefing, AI news radar) and review outputs for accuracy.
May 19, 2026
Speaker 1 00:00:12
Hi Vivian. I.
Speaker 2 00:00:14
Jumped on early just to make sure that we started and I have everything set up, but I am going to mute for a few moments okay?
Speaker 1 00:00:29
I just think yeah, I didn't call you.
Speaker 1 00:01:29
The film was shot in the United States and Canada. Hi Holly. All right,
Speaker 2 00:02:09
I'm just going to wait because we have quite a few people attending for this first one. So I am going to stay muted for a moment. Um, I'm not requiring videos or your cameras to be turned on, but I am going to give everybody about two to three minutes to join.
Speaker 1 00:02:27
Hi Joey.
Speaker 1 00:03:20
Hi everybody,
Speaker 2 00:03:20
We're going to give everybody a few more moments to join. Um, because I do have a few people, few more people. In this training than I do in the other training. So, I'm going to give everybody a few moments to join. I'm not going to require videos mostly because I'm going to have to turn your videos off on my side because of bandwidth issues. Um so, I won't be able to see your amazing faces, but you are welcome to turn them off or leave them on. It's up to you.
Speaker 2 00:04:04
All Right, I think we're good to get started. I'm going to go ahead and introduce myself, and we're going to get into a few items. Bear with me right now because I'm going to show you guys all my screen. And I want you to be aware that I do have a lot of things up on my screen. So I am busy closing them out. But I am looking forward to meeting all of you guys, and for those of you guys who have never met. And this training is going to be given three times. So I want to make sure that you guys are all aware of that. I am going to be recording this training. And then once the training is over with, I'll have to wait for the link to be generated, but then I'll send out the link to everybody who joined. So real quickly, I'm going share my screen.
Speaker 2 00:04:54
And um we're going to go over uh, a few things. First, a few housekeeping things actually let me stop sharing my screen for a moment. Let me do the actual introductions. And then um give you guys some things that we're going to be upfront about and let me definitely go ahead and start the recording. I am also going to send out a summary at the end so that you guys are aware of. Of what all we talked about, and you have it. But, if you guys want to join any other training this week and just get a refresher, you're more than welcome to do that as well. Now, for those of you guys who've never met me, my name is Kris Brown. I also, you'll see me in your emails as Christy Brown. I'm the CIO with Crimson IT. And I have been working with the Kotsin team for a while now behind the scenes. So a lot of you guys have not met me. I know Holly, I know Kamya but that's about it.
Speaker 2 00:05:54
So I started at Crimson about four and a half years ago. Anzor stole me from the LA Dodgers. I chose to do some exciting things with my life and decided that it is time for me to make that move over into uh into Crimson and actually, and don't tell Anzor I said this coming up, but it's probably one of the best decisions I ever made. Um, I don't need Anzor to know that 'cause, you know, he doesn't even know that. But so a couple quick housekeeping items before we get started. Um, we are going to be recording the this meeting. Um, we are also going to be utilizing AI in this meeting. So and I'm going to show you how that's going to look in a moment. Um, we once the meeting is over with, I do have to wait for everything to be generated, and I'll send that link over to you guys in an email, along with all the summary of everything we discussed.
Speaker 2 00:06:47
I'm going to show you guys my Teams session. Now, like I said, I had to turn off my camera just because of a little bandwidth. And I also stopped the view from you guys coming in just to kind of save on bandwidth. So as I share my screen, you guys won't see any interruptions. Now, just a quick heads up. If you see a little red dot up here with notes, Uh, you can open that up during the meeting, and you can see the meeting notes as we go through. But additionally chat, The facilitator will come up in here and we'll be taking notes and bringing things up into this section right here in the meeting chat. Facilitator is an option that only comes with Copilot or Teams Premium. So as we go through the discussion today, we are going to talk about Microsoft Copilot.
Speaker 2 00:07:33
Which works right alongside your existing Microsoft environment. And we're also going to talk about Claude. It's an AI assistant from a company called Anthropic. And we're also going to briefly show you guys CoWork, Which is a desktop tool that lets Claude help you manage files and automate tasks. Um, and so just just quick heads up. Now in Teams, I want you to feel free to drop questions into the chat here. And I will see those come through. I may not see them right away, but I want I will show, uh, I will see them and I will answer questions at the end because we are going to have a time for a live Q and A towards the end of this of this training. Um And you just if I don't know if you still see my screen, but uh, facilitator did jump up and introduce herself himself. Um And so anything in there, if you want to type at facilitator to ask questions, you can do that.
Speaker 2 00:08:26
An agenda for today. Um, In facilitator, that's something new where it'll kind of follow along the agenda and tell me to hey, stay on track. I didn't drop that in today, but just a heads up that that ability is in there. Um, And then there are a couple of things I want to be upfront about from the start. Um, I do like participation because I do like to know that people are paying attention. Um, when I give training live, I usually throw candy at people And bring treats. I don't have the ability to do that on a Teams call. However, to help me feel like you guys are paying attention, I will ask you guys to either raise your hand, which is this button right here or give me some React cues. And so if you're watching my screen, I'm going to give a thumbs up here and you'll see my screen change. I'll be watching for those reactions as well. So just a little minor heads up.
Speaker 2 00:09:21
Um, and then a couple of other things I want to be upfront about. Cotson has done this right. So just want to give you guys a quick heads up about that. You have a draft AI usage policy. We are going to go over that. I'm going to look for some feedback from you guys as well. So we're going to reference that today so when you leave, You leave knowing not just how to use these tools, but what the guardrails are because there are security concerns around using AI. Okay? Any questions we have before we get through before we get started. None. I know you guys are going to be one of the best groups. I trained. I already know this from you guys, so, I will expect questions as we go through this. Now let's let me start with what an honest thing about. Ai is one. It's not perfect, but.
Speaker 2 00:10:16
There is a lot of hype and fair amount of fear around it, and a lot of um, A lot of opinions come from misunderstanding of what tools, the AI tools fundamentally do. So I want to make sure that you guys are aware of some items. Um, the AI tools that we are talking about today is going to be Copilot, which you see up on my screen, which is within your Microsoft tools. Um and Microsoft Tenancy so we have that. And then another one we're going to be utilizing is Claude. And these are both called large language models. And you might have heard that term floating around. It's also short, people also call it LLM. Just think of them as extremely well-read assistants. They've been trained on enormous amounts of text, books, articles, websites, Documentation and they've become very good at predicting what a useful coherent response, looks like given a question or prompt.
Speaker 2 00:11:14
Okay, now prediction is different than actually knowing. Okay, and I want to make sure that we're very clear about that. Prediction is not knowing what's coming next ;. It's predicting based on how they see human responses of what might come next. So it's a lot different than how humans comprehend something. Julie, I am sorry. I do mispronounce it all the time, and I am trying to fix that, guys. I will mess this up a lot because when I first started, I am pronouncing it how it was told to me, and I need to get that fixed after three years. So please feel free to continue correcting me, but I do apologize in advance. Okay? But back to prediction: they do predict things. So if I say to you.
Speaker 2 00:12:09
Uh, Mary had a little lamb, its fleece was white as snow. We know that nursery rhyme. All of you guys know that nursery rhyme. You've heard it for years and years. But if we told AI to tell me what comes next and we said, Mary had a little lamb, Its fleece was white as It's not going to inherently know it's going to be snow because it knows that nursery rhyme. It's going to say snow because it's predicting it. And sometimes it might not even say snow. Sometimes it might say something else like a cloud or something along those lines. So AI is more of a prediction tool than a knowledge tool. And, so just they've become very good at predicting what a response is supposed to look like, but they're not always going to know what the response should be. Okay, I just want to make sure that everybody's clear on that. They're not magic. They don't think the way people do. They can't browse things.
Speaker 2 00:13:05
On their own, unless you tell them, they can't take actions without you asking. And they can make mistakes. Think of AI like a very capable intern. They're smart, they're fast, they're often impressive. But you got to review their work before it goes out the door. And also remember we're human as well. We're not perfect either. I sent out a document yesterday, I know two people with the same name, They are both in my contact file. They have the same first name but different last names. I looked at a document, I corrected a lot of things, but I neglected to correct somebody's last name. And so I sent it to the right person, but when I sent it, I sent it. And i notated in the document, the wrong last name, because i know two people with the same name, just different last names, and it's an unusual name. It's not a common one. So when i read it my brain.
Speaker 2 00:14:03
Was like, okay, everything's right. I saw the name I read the name I understood, but I neglected to change it. Because in my mind, I only call people by their first name, unless they ask me to call them doctor or mister or missus. So I sent out a document yesterday totally oblivious to the fact that not only did AI mess up the name when it was building out my document for me, but I messed up the name because. I just change things in my head. I am also dyslexic, so I do that pretty often. So be aware, they're not magic. They are going to make mistakes. They're like a very capable intern. They're smart, they're fast, they're often impressive, but you got to review their work before it goes out the door. Sometimes you got to review your own work. Okay? Here is what AI does well: It does well drafting emails, memos, summaries, rewriting texts for clarity or tone.
Speaker 2 00:15:01
It's really good at answering questions from the context you provide. It's really good at generating first drafts of documents. It's also great at brainstorming ideas and creating outlines. It can pull key points from a long document, and it can explain complex topics in plain language. That's something I often ask it to do. I will give it a term, and I'll say, "Explain it to me in plain language." Because sometimes I'm not good with terminology. I'm really great at opening up a computer and fixing it, but sometimes I'll forget what that part does. I know it in my head, but I can't explain it to you. So if Steve come to me and said, hey, I've got this issue. And I'm trying to explain to him how to fix it. He's going to look at me with deer in the headlights looks because I speak technical. I don't speak Steve that well as much as I've worked with Steve in the last couple of weeks, I don't speak Steve.
Speaker 2 00:15:56
But AI is really good at speaking Steve. So I go to AI and say, Hey, I'm writing an email to Steve to explain him how to do something, But I need you to write it in his terms because I am too technical. And it will rewrite my documents for me. Now here's what you got to watch for. It can sound confident and it can be wrong. It doesn't know about events after its training date. So let's say Copilot was trained on items, December 1st, 2025. And it is now May 19th, 2026. Anything new? It's got to go search for because it doesn't know. So be aware of that. It cannot access your files unless you share them. That's another thing to be aware of, and we're going to go over that when we talk about co- work.
Speaker 2 00:16:47
Don't paste in sensitive data. So things like your donor data, your student info, financial records without understanding how privacy settings work. And we're going to go over privacy settings in a moment. And then the output quality depends heavily, and I can't stress this enough, heavily on how you ask. And you're going to want to know how to prompt. So, the biggest practical takeaway here is AI is a force multiplier for the work you're already doing. It won't replace your judgment, your relationships, or your expertise in what the Coates and Foundation does. What it can do is eliminate a lot of the tedious middle work, the first draft summaries, reformatting. So you spend more time on what actually matters for your job. And. So today, we're going to work in three specific tools : Microsoft Copilot, which lives in Microsoft, which you guys see up on my screen. We are going to spend some time in Claude.
Speaker 2 00:17:45
Which I'm trying to open up and get over here. And so this is Claude, and then we're going to, I've got a new chat I'm going to bring up. And then we're going to spend some time in CoWork, which is right over here. And you'll see some things that we're going to be doing with CoWork. Just a heads up for you guys, there is CoWork coming to Microsoft. It is out in beta, but it's not out where you guys can access it yet. But when I show you CoWork in Claude, just know that Microsoft has the same thing coming. Okay?
Speaker 2 00:18:16
Um, and then just a heads up, Copilot and Claude can live in certain applications. So for Copilot, it lives in Teams, Outlook, Word, Excel. It's the AI that knows about your work context. Claude it's more standalone, but it does have some things within Microsoft already, and that's good for writing research. Some reasoning tasks and things like that. And then CoWork itself is a desktop application built on top of Claude, That helps with file management and document automation. I'm going to show you some examples of things that this could happen. But before we get into the demos, oh, I'm sorry, Julie. Yes, These are the tools we are recommending. We use for work purpose within the foundation. And as far as how you access Cod and Copilot, I'm going to get into that when we get into the demos. So that way you guys will be aware of it.
Speaker 2 00:19:12
But I do want to spend about five minutes on something that the team has done within your own organization that a lot of organizations haven't done, and that is draft the AI usage policy. When I say how amazing your leadership is, please understand that I work with sixty clients. And I cannot express how grateful I am to Steve and Kamya and Casey and everybody else that has been working on your AI policy and the training and how we want to roll this out to all of you. That's not a small thing. Your leadership team has thought about this intentionally, and a lot of organizations haven't gone that far. Okay, so we are drafting this up. We are going to be sending it out for everybody.
Speaker 2 00:20:04
Once it's finished. And then just be aware that once we do, we are going to look for some feedback from you guys. I'm pulling it up over here because I have the draft saved on my computer. It is really long, but we're going to go through some of the items in here, just a quick review for five minutes. And, this is some things we have worked on building based off some feedback you guys have already given us and some items that we want to put some guardrails in to protect. The foundation's data and everything like that. So, real quickly, the core principles from this AI policy, which you guys will get a copy of later, is using AI as a tool not a replacement for judgment. AI is not good at judgment. Trust me on this. Every AI output that leaves your desk should be reviewed and approved by you. You have to put that review time in now.
Speaker 2 00:21:00
I'm going to stress this. You won't be perfect at it all the time. You are going to miss stuff. I miss stuff all the time, But make sure that you're reviewing it. So we can cut down on a lot of the mistakes. Number two, do not input personally identifiable information or what's called PII, anything along the lines of names, addresses, things that are important to your organization. You don't want to put this in here. Now, there are some things I'm going to show you that is acceptable and some things that are not. And you're going to see that. But you don't want that PII in there. You don't want donor financial data, you don't want confidential grant information into public AI tools, especially ones that are not set up for the foundation explicitly. Okay? Now Microsoft Copilot and the cloud Teams account I'm going to show you guys are going to be somewhat okay, but there's still some caveats to that.
Speaker 2 00:21:59
Okay, And so you want to make sure that, that information is if you're going to put it in is only put into a tool that's specifically approved for that use. All right, so you do number three, You do want to make sure that you disclose AI use when it's material to your work product. For example, grant applications or external communications where the authenticity matters. Um, And the reason for this being is that um there are some outside organizations that are going to start requiring to know when AI is used to help things out. Okay, so just be aware of that. Um I do want to make sure number four, To report any concerns you have if an AI output seems wrong or harmful or inappropriate.
Speaker 2 00:22:53
Flag it to management rather than just ignoring it or deleting it. Flag it to Crimson, send it in a ticket to an email. That way we can work with you on it. Save that chat and I'll show you guys what that'll look like in a moment. And then as tools evolve, which trust me in the last two to three years they have evolved quickly, we will update the policy to be updated as those tools evolve. So, what we have here today is a starting framework, still not the final word, but it is the starting framework. So. Let me give you a quick summary of what we just went over. I want you to use your judgment. Don't put sensitive data into tools that aren't cleared for it. Review everything before it goes anywhere official. Copilot, because it lives inside your Microsoft three hundred and sixty five environment, has a different data posture than the public web tool. So things like Grok or Chat GPT or things that you have personally accounts for, those are public web tools. Your data needs to stay in your.
Speaker 2 00:23:53
Organization, so we'll talk about that more in Copilot. And then for Claude and Co-work, um, that's going to be a section where they're appropriate for non-sensitive drafting, research and internal document work. But if you guys have any doubt, please ask. Okay? I you can always ask the help desk. The help desk team has been trained on AI use. They know the ins and outs of it. Um, they have asked me questions. We've done lots of training with them. They've all taken, uh the advanced Copilot and and uh Chat GBT courses that are out there. So, we are one hundred percent uh available to answer any questions that you guys may have about that. Anybody on the help desk, and if they don't know, they're going to come to me. So be assured of that. Um, we're going to talk about Copilot because I'll be honest, that's the tool that's.
Speaker 2 00:24:48
Uh that's going to read your Microsoft data. So real quickly, I want to give you guys a heads up. I'm going to close out of my Copilot. I'm going to show you a couple different ways to access it. Um if you're granted a Copilot license, um you can access it a couple different ways. For me, Um I actually have Copilot here. And if I go into my start and I type in Copilot, there sometimes will be two different apps that pop up. Um, I want you guys choosing the Microsoft 365 Copilot because that's the one you want to use. There is another version of Copilot that Microsoft has for Windows. I've uninstalled it from this computer so I don't have it on here, but be aware of that. Uh, number two is I'm gonna go to my my account. Hang on one second, let me get logged back into Microsoft. I keep getting logged out. It's an IT issue. One of these days I'll get help on it.
Speaker 2 00:25:47
But when you log in, there's a link I'm going to put into the chat. It's called myapps. Microsoft. Com. It's one of my favorite websites. I actually have it as my homepage. In this section, You'll see all the apps that are open to you through your organization. And so all my Microsoft apps are in here, the web-based versions and everything like that. We even have our own cloud in here, but if I'm in here and I want to talk to Copilot. Then basically all I have to do is I go right here. Oh, they moved it. I'm sorry. My apologies. They did move it. So Microsoft keeps making these changes. So I'm going to go to office.com If I go to office.com, it's going to go straight into Copilot. So you've got options here to message Copilot.
Speaker 2 00:26:41
You've got all the agents over here, which we'll go into. We'll have chats here and things like that. Also, Copilot lives in other documentation or other applications, not documentation. So I'm going to open up Word and I'm going to open up a blank document and Copilot lives here. And it's Microsoft did just move this this week. It is down here in the lower right hand corner. It used to be up here. They moved it down here literally this week. So, that is how quick technology is working. If I can't stress anything to you, I'm going to stress just be mindful Microsoft keeps making changes. Um. So you've got a couple of different options here. Get me started working, uh craft a draft from my most recent work, create an outline You can click on this, and it brings up the copilot chat right here.
Speaker 2 00:27:32
Um, in Excel, you have the same thing going on here. I have a personal file. I'm going to bring up in Excel one where I was building out some things. Uh, this information won't make sense, But in here, Copilot is also down here, and I can click on it and bring it up, and it allow I have the settings set to allow editing, but I can change this to plan and chat only. In Excel. And then also Claude can be in here. I did eliminate Claude from my add-ons here, but you can also add Claude in to help as well. But in here, I can tell it, I can ask it questions like how old is some of the data in the field started at? And it will go in and take a look at it.
Speaker 2 00:28:31
But it's also going to ask me to save. So there's some information we can chat. Um, PowerPoint is the exact same thing. You've got it in the same spots. Um, if you're in Microsoft Teams, uh, let me bring in my Teams. Ignore my calendar. Um, In Teams, you can go to Copilot right here. And so it lives in a lot of different places here. I do have it as an app on my desktop because that's where I use it the most at um. But a couple of things I want you to note. It is integrated directly into Microsoft 365 apps that you already use. So Outlook, Teams, Word, Excel, PowerPoint, OneNote. It knows about your work context because it has access to the same Microsoft environment you do. So your emails, your calendar, your files in SharePoint and OneDrive. Copilot can reference those when you ask it questions or give it tasks. Okay?
Speaker 2 00:29:27
And that integration is the key differentiator from other AI tools. You're not copy and pasting from one place or another. The AI is sitting right inside those tools. Now, here's what it can and can't do, or here's what it can do. Within Teams, it can summarize meetings, draft messages, catch up on missed threads. In Outlook, it can draft replies, summarize email threads. It can flag action items which is a good one, In Word, you can draft documents, rewrite sections, and you can generate outlines. Copilot does scrape your data. So and I'm going to go over what we can do in the settings to opt out on that. So that I'm going to go over in a moment under when we talk about Copilot privacy. In chat, in the web chat or the chat down here, you can ask questions across the files and emails. So.
Speaker 2 00:30:23
Like what did I agree to in my last meeting with Tyler? Now there is a caveat to some of the meetings. You have to make sure transcript is turned on or recording is turned on for it to scrape that information. If you do not have it recorded or transcripts, it can't scrape those meetings. So just a thing to note about that. Today I needed an address for one of my clients, so I pulled it up and I said, what is the address of this office? And it gave me the address. And it told me where it got the information from. So, got it from my emails or project files. So, you can have it pull things. I just needed the address. I knew the address was right as soon as I saw it. I just couldn't remember the street number. You can go in and ask questions about recaps. So, I have a staff training meeting recap here, and here's the recap If. I'm in a meeting.
Speaker 2 00:31:23
I'm going to show you this through Teams. If I'm in a meeting here, you guys, I don't know if you've ever noticed, but in Teams, you have a couple items in here. So I've got an Operations L10, I've got a one-on-one. Here's the AF staff training. I'm teaching them Microsoft Word. So here's what facilitator looks like and I can view a recap. Now, in the next section or right now as I show you this, I'm going to let you listen to something in a moment. But, you guys can see any of the shared files are going to be in here. My notes, AI summary is going to be in here. Just a heads up on this one. I did lose my internet. And so it did. We did have some breakup there in the middle of that, but I'm going to go to this one because this one was longer. And if you recap on this one.
Speaker 2 00:32:19
And I can see the video and I can see the meeting notes along with screenshots from the meeting. Now this what Copilot did. It also has a new video recap. This where I'm going to share with you guys my sound, and you guys can see. And began with Christie outlining the structure for the Word training, including the use of facilitator tools, chat, and reactions. She introduced the agenda So that's the video recap, And I'll send you a video recap for what we did today. Just so you can see how fun it is. Um, And just just a heads up on this :, if this only comes up if you choose to record or transcribe the meeting. I know I've mentioned that, but I want to mention it one more time. If you have recording or transcription off, you're not going to get this. So got to make sure recording and everything is on. Um, I will say this.
Speaker 2 00:33:19
Uh, Copilot has been out for a while. If, you do record or transcribe and you're having a meeting and then suddenly everybody drops off about a few people and you're discussing something sensitive, Please make sure you're stopping the transcribing and the recording, because everyone who had access to that meeting is going to be able to see that in their recap. Um, we've had not not you guys, but we had a larger company that's had Copilot on for two years now. Within the first month, they had a big meeting with their executive leadership and the directors. And then everybody left and they kept recording on. And, then they started discussing about someone's departure from the company and panicked when they realized that it was still recording and the recap went out. And, they had me to go in and clean that before anybody could see it. So I can, I'm capable of doing a lot of things. I can do that for you guys.
Speaker 2 00:34:15
But it is a headache, so be very careful when you're recording when you're not recording. Okay? Um, now for data privacy, When we reviewed the audit report, and we talked to you guys and had you guys uh, do your survey. One of the biggest things we heard and I want to address. This is what happens with data privacy? And that's one of your biggest concerns. When you use Copilot inside Microsoft 365, your data stays inside the tenant. Microsoft does not use your content to train their AI models. That is completely off by default. In fact, Claude is the same way when you're doing a business account, it will be off by default. If you look at Copilot that I have up here, you see this green shield at the top right? It says enterprise data protection applies to this chat.
Speaker 2 00:35:10
Something really to know about this. Microsoft takes us very uh, very seriously. Compliancy reasons, it will not allow copilot to do anything that is against HIPAA compliance or SEC compliance or any other compliancy policies out there. Um so it is very clean on that, and it will not allow things to retrain its models. So we can't do that additionally because. Because Microsoft doesn't have its own AI, it uses Opus through Claude or it uses Chat GPT backbone. It does not allow it to go back and share that to the other to either of these companies either. That is off by default. Your data is very secure, very protected. However, if a file is located in any SharePoint folder and.
Speaker 2 00:36:05
It contains sensitive data. Make sure you're putting it in the right places. So, for instance, a company they didn't allow us to check their data beforehand. They had uh they had their executive leadership team salaries out in a public place. They had so many files they did not know or was aware that was out there. And because it was out there, people could actually search and find out people's salaries from there. It was a mistake now, Your OneDrive data. This is your OneDrive that's personal to you. So Holly, I'm going to use you for an example right now. Um, if it's in your OneDrive and no one has access to your OneDrive, it's not going to share that data from Holly to Dylan. It just cannot do that because Dylan does not have access to Holly's OneDrive. So Dylan cannot do a search against the OneDrive, and that's how you're going to keep it out of the settings.
Speaker 2 00:36:60
Another way you're going to do that is using privacy controls. Now, within Crimson, my privacy settings are off. However, if I go in here and bear with me, This is not a good document to do that against because I haven't set where to save it. If I go in here and do your AI policy and I go in here and I go to info, there is an option in here to protect the document. And you can do that. You can restrict editing, you can restrict access. You can restrict a lot of things in here. So I want you guys to be aware of that. You have the ability to protect the document, and you have an ability to classify that. So if it's something that you need to restrict, you can restrict that editing, restrict that access. So like in here, I go in here, I can say restricted confidential or highly confidential.
Speaker 2 00:37:60
So I have those options. Holly, you had a question?
Speaker 3 00:38:06
Hi, Kristy. Just wanted to check on this. So from a top- down look at this, right? Do, we have the option as an organization to opt out of all of this, Of the settings. So that if there's any shareability, it would be on a per- document basis? And not something that we have to assign rights and permissions to each document. Instead, Have a setting where the entire drive is sort of inaccessible to Copilot for this use. And then if I wanted to use, you know, to bring in a document for summary, That I would just drive that document into Copilot as opposed to it being the opposite direction. Correct.
Speaker 2 00:38:58
100%, and that's um, that was the next piece I was going to show you. So I'm glad you brought that up. Um, protection of any document, I want to make sure that you guys are aware of this, especially in the restrict access point. Um because I want you guys to be aware of these four options. And that way, you can keep that in mind. However, That being said um we store everything in Teams for Crimson. So I'm going to bring this up um. So there are a lot of folders in here. We do store things in here with access and stuff like this. I'm going to go to SOPs right now. And SOPs, I'm going to go into my shared files. These are all of Crimson's SOPs and they're all listed here. All of this data is public, and when I say public, I mean public to Crimson, not public to the entire world. So this is only public to Crimson. Everyone within Crimson can access this. However.
Speaker 2 00:39:54
We actually have some sections here called the no fly zone. That's our restricted. Copilot doesn't search in there, but in the locations it does. So I have access to HR and management, I have access to marketing contractors and merger and acquisition. Those are my main ones, And then I have access to budget within this because you see those lock buttons. No one, not everybody has access to it. So the only people that can search against these using Copilot are the people that have active access to those folders. So under budget, which we do restrict some of this, I have access to only certain folders in here for budget. I don't have access to all of them.
Speaker 2 00:40:37
So I only have access to MS and PS. I do not have access to the admin team because they don't none of them report to me. I don't have the budget for other departments because they don't report to me. So I can only see this. So Copilot can only see the folders that are shared to me. So Holly, if you have a and we're going to use this as an example, if you guys have a similar no fly zone, maybe it's titled something different, um and Dylan doesn't have access to it, His copilot can't search it and will not give him that information.
Speaker 1 00:41:09
Yours can because you have access. Does that help?
Speaker 3 00:41:17
A little bit, um, But I I wanted to to see if on a more broad level, if we just have the option to opt out of allowing these folder, allowing copilot have access to our folders.
Speaker 2 00:41:29
Yes, on the back endum where, Where I can go in and make changes, I can actually set restricted zones and say, Copilot, you cannot touch anything in this section at all. No matter if we have access to it or not. So yes, we can do that, but it's something I have to do on the back end. Okay great. Yep. Um real quickly is there any other questions you guys have about security?
Speaker 1 00:41:59
And we're going to go into the live demo after that.
Speaker 1 00:42:09
All right. You guys are great. I mean,
Speaker 2 00:42:12
You have amazing questions. So I love this. Within Copilot, and then we're going to get into Claude, Copilot has a few distinct features, I love and a few distinct features. I don't. Real quickly, you've got two options here. You've got Work and Web, and you can choose what kind of AI you want to use, Now, it does do auto. However, I like Opus because I like Claude better. And that's a personal preference. Down here, I can choose to do a temporary chat, meaning it won't save my chat, which is okay for some things. And then you have some other items in here. You've got scheduled prompts, you've got some settings you can go into. You've got recent pages and you could tell Copilot to include web searches. Now I leave this on because it doesn't do too much.
Speaker 2 00:43:03
I want to ask Copilot, how many meetings do I have.
Speaker 1 00:43:12
This week with Koltun? And.
Speaker 2 00:43:20
It's going to pull up and find that. Oh, you want me to zoom in? I do apologize. I have big monitors. So let me.
Speaker 1 00:43:28
Blow my screen up for you guys.
Speaker 1 00:43:36
Just want to blow up one screen. Oh. Go back. All right, let me know if this is better and I'm gonna go back in here. Is that better for you guys? I do have big screens, so I do apologize. All right.
Speaker 2 00:44:20
So this is where it's not perfect. No one named Coateson came up in the People Directory, but I do have a packed Coateson week. There are eleven meetings with Coateson in the title this week. Not really better. Okay, hang on one second.
Speaker 1 00:44:36
I I will fix this because I want you guys to see. Give me one moment. All right, is that better Diane? Okay, perfect. So already.
Speaker 2 00:45:03
What I've done now, I block out my calendar for meetings and stuff, so I can work on things. So I'm going to show you guys my thing in a moment, but it says 11. So I've got some blocks in here for Wednesday because I want to work on things for you guys on my project. I've got development rollout planning that was yesterday and a few items like that. So on Thursday, I have a prep for the second session, And I do have it for 15 minutes just to follow up with what I did today. And then I have the second session and then Friday, I have my prep and then I have my third session with you guys. And then I have my post training wrap up, which is about 12. That's where I've compiled all the feedback, write summary, i do a follow-up to Kamiaab and team and things like that.
Speaker 2 00:45:53
So these are all of them, and based on this, it realized of those eleven, Three are live training sessions with staff, and the rest are my solo prep blocks. And it knew that because of how I have my Outlook set up, Which is an hour long conversation that I will if you ever want to know, I will set up a meeting with you guys and show you. So just just a quick heads up on that. Now it knew that like I said based off of my calendar My calendar, as you can see, is very beautiful and colorful. And it's because I put in categories into my meetings. So it just instinctively not instinctively, but it guesses on what I was doing based on that. So that's something fun you can do. Now another thing we can do, and I used to have it in here, is you can create an agent. So an agent.
Speaker 2 00:46:46
Is something you give it separate instructions for. So I've got a password generator agent. I told it, what I want it to do every time I chat with it. So, it's going to generate a password based off of passphrases. And that way, every time I need to do a passphrase or create passwords for people, I use this tool and I say, um Give me five unique, Pass phrases based.
Speaker 1 00:47:22
On Lord of the Rings. And.
Speaker 2 00:47:31
Then I do this every time I have to build accounts. So if you guys ever get an account I build for you, it's whatever I watched on TV that day. I go put it into password generator, I get it and then, I just copy that and that's your password. That's your temporary password. That's how I do passwords. Um, I've taught my team this, they do passwords however they like. I just do it this way. So if you ever get a password from me, have me reset your password or anything like that, this is how I do it and it generates a different one each time. And then when I'm done with this chat, I delete it.
Speaker 2 00:48:09
Because I don't want that record out there just in case. So you do have the ability to delete it. So be aware of that. Any chats you do with Copilot in a meeting is also going to be here. And, then there are some advanced features in Outlook that they are doing, where you can go in and flag things. I'm not going to go into that because we are running a little bit low on time. Um, But I want you guys to be aware there are some really useful pieces in here that I've already shown you. Um, sorry, I was about to sneeze again.
Speaker 2 00:48:47
I Want you to be aware that uh, you can delete any chats. And once you delete it, it is going to be permanent. Now let's say you're off, You're out for three days. I was out for three days. What did I miss in my emails and meetings? Okay, this is a prompt that I keep on my side here. Um, I'm going to go in. You can ask it that. If I open Word, I can and I'm going to open Word uh, I'm going to open your acceptable use policy. I can ask Copilot in here which sometimes it'll come up. I can say summarize this program report as a two page executive summary. Okay, I actually do that quite a bit for um reports that i get in.
Speaker 2 00:49:34
For my team. So I can do that and I can type that in and I can press enter. Now, you notice I went from one to another pretty rapidly. That's pretty much how I work because I have ADHD because by the time I go back to it, everything is back. Um, so here's my four areas that need my attention today. Oh, Wasn't out, but this is what I do when i'm out My email highlights any security. Uh incidences. Which I already knew about that and answered it. Separation tickets, some other things. There's some training logistics for you coming up. I do think I replied to you on this one. If I didn't, I do apologize. I thought to reply to you and it's probably in my drafts. I have to go back in and check my drafts every day before I leave. Meetings, client project work blocks, so it gives me very detailed.
Speaker 2 00:50:32
Now, if I ask the same question, you can actually have fun with this. I was out for three days. What did I miss in my emails and meetings? Give it to me in a pirate voice. You can have fun with it. Now, as I'm going to minimize this so and I'm going to go back here, here is my executive summary.
Speaker 1 00:51:03
And it will write this to me as well. Now,
Speaker 2 00:51:08
One thing I do want to give you guys a heads up on is it does not instinctively know your voice, and it does not remember everything. But if I go in here and I go to settings, I can go into under personalization and I can build out custom instructions. I'm going to give you guys my custom instructions that I use because I want it to sound more like me. So I'm going to put this into the chat. I also will send this to all of you guys in an email. As an example, you can either use mine or you can make it your own. I like it to use clear and simple language. I can add things in here. I do this for all my AIs, because I want it to sound like me if I don't do this.
Speaker 2 00:51:59
Um, they tend to use a lot of bullets and lists. I don't like bullets and lists. So I also don't like the word kindly in my because it doesn't sound like me. So I will tell it what it can and can't do. Um, Here is the captain's log for you guys, just to see how fun it was. Okay, so you can have fun with it. Any.
Speaker 1 00:52:22
Questions about Copilot before we move into Claude?
Speaker 1 00:52:33
And did I answer everybody's questions that they had? All right, we're moving into Claude.
Speaker 2 00:52:43
Claude is actually one of my favorite tools. There's actually several ways you can use Claude, But I'm going to only go over the ones that are most important for you guys. It's made by a company called Anthropic. Now it has hit fast because of, The depth of its research that it pulls and things like that. So, um, it is a good tool out there. I actually prefer it right now over ChatGPT, although a year ago I was ChatGPT everything. So things do change. Right. Now what we're talking about is stuff that's coming through May of twenty six. June of twenty six might be a lot different Okay Now Claude is different kind of tool from Copilot. It's not naturally embedded in your existing apps.
Speaker 2 00:53:28
It is a standalone AI assistant that you access through your browser or desktop application. The desktop application is going to be a lot easier from my perspective because it will allow, it will access files that you allow it to access. And you can set in there what files it can and can't access. So just a heads up. If Copilot is the AI that knows your Microsoft environment, Claude is the AI that's really good at writing, research, reasoning and working through ideas that are complex. Okay, it's also more conversational. You can have a back and forth with it. You can refine your request, you can push back on its answers and build on what it gives you. So here's how I like to explain the difference. Copilot knows your world, your files, your calendar, your emails. Claude is better at thinking through something from scratch and working with context, you hand it, and you have to hand it context. Okay, so you can write an edit.
Speaker 2 00:54:27
You can tell it to rewrite this grant update in plain language for a general audience. Or you can say, rewrite this grant update in plain language for the board. You got to tell it what the audience is. You can say, summarize this eight page report in five bullet points, and it will do that. And it's really good at it. You can tell it to break down complex problems What are the pros and cons of switching from X to Y for a nonprofit of our size? Okay, it's really good at that. You can have it brainstorm for you. Give me ten ideas for the theme of our next staff appreciation event, and it will give it to you. Okay, You can tell it to create a template for follow up with program partners after a site visit. And I do something very similar to that. I did rewrite that prompt for something more your style.
Speaker 2 00:55:22
I use something called a pld, And what pld does is it records when it's a physical recording device so that when I'm visiting sites, I usually record. It picks up on everybody around me so that I don't forget what people ask me to do and I don't forget the conversations we have because I do have ADHD. And i i do forget things very easily because of it. And also, i am a squirrel. Person, things will capture my attention mid-sentence. I'm just bad about that. So I can give it that transcript and say, break it down for me. Make me a list of what all I promised since then, so that I don't forget it. So I do do that. All right, so Claude is right here. Um, I am logged in with my account. I'm in the chat function, so this is the main Claude interface and.
Speaker 2 00:56:20
And think of it like a conversation with a very capable writing partner. And I can say, I need an email that is two or three paragraphs long explaining the pros and cons of security features in cloud. And I want To send this to Holly at Hudson. All right, so I'm going to send that. I'm going to have it do that. Now, a couple of things to note. It does have access to my email, but only what I've given it access to. So it has things called connectors. It has access to my personal Gmail account, which is okay. It has access to my Outlook email. And so it's going to ask me if it wants to send.
Speaker 2 00:57:19
I'm not worried about that. I'm not going to send this to you, Holly. I promise. So just just be aware of that. Now it's going to dig through, It's going to do its research, and you can see it's going to show you exactly what it's thinking. Now while we're waiting on this, I'm going to go over to CoWork and I'm going to show you guys some additional things you can do. CoWork is a little bit more in depth It's going to see you guys can see I created my AI training script for you. I actually was in this thirty two minutes ago, but I built this a week ago. Actually started the conversation on this well over a week ago. What I did with it and I don't want to go into too much detail, but I want to give you guys a heads up.
Speaker 2 00:57:59
I gave it every meeting. I had with Kamya and Steve and the rest of the team, and I uploaded it to that. And then I put up the AI policy that we were drafting, and I put up everything else we talked about. And said, This is what I want to create an AI training script for. I want you to look at and see what are the touch points that the team said that they want to make sure that I expand on. And I uploaded it and had it create me a demo. And then, Not a demo, but a script. And then I gave it my preferred documentation, like how I want my document to look. So I gave it information on that and said, here's what I want you to build it out to look like. So this the finished product to a point. I did make some changes to it. So this my script for you guys. I build a script for every AI training. I do so I can make it work for what you guys look like, but.
Speaker 2 00:58:56
This is how I like my my documents to look. It's the crimson colors, it's got my prep notes, And that way, my team can take this exact template because it is a template that I had Copilot create against, And they can build it for any other client that they do the training on as well. And that way it's here for every time. Now, it is a template I have in here. I gave Copilot the template to do it and I let it build based off that, and then I went back into the script and I said, and I made my edits to it. So I didn't just take fully what it said. Now, I also build cheat sheets for my projects. And what I do is I upload all the project data and say, build me a cheat sheet. It is not one hundred percent uh right, and I am not one hundred percent perfect. So Kanya, I have a friend. I think i told you guys at the beginning. I have a friend whose also name is kanya, but different last name.
Speaker 2 00:59:52
Both Kamyab's live in my Outlook contacts. I miss I put Kamyab's wrong last name on one of my documents. Just, that's my fault because I was talking to my other friend Kamyab in a different email and I just wasn't thinking about it. So AI ran with that last name and Kamyab got an updated document cheat sheet on where we are on the project with the wrong last name attached. And I even edited that document and totally blanked out on the last name portion. So AI is not going to be 100% either. It's only as good as the documentation you feed it, and even then it makes mistakes. I make mistakes because I'm human. I'm not perfect. Now, if I was perfect, I would not be working at Crimson. So just be aware, you want to double check everything.
Speaker 2 01:00:44
So in here, I've got a lot of different things I do in here. Um, I can tell it in CoWork, clean up this folder. And I can give it that project. So here's all my different things that it goes to. And so if I'm in here, which I was in that conversation earlier, but at the top you guys can see uh the coats and folder here. So um, I can go in and say clean up this folder move documents around. Okay, soum you also have different plugins you can do. And I do apologize guys we might go over. Are all of you guys okay if we go over about a few minutes? If you are.
Speaker 1 01:01:24
Okay send me a heart reaction. Okay no one sent me okay Jolie sent it,
Speaker 2 01:01:37
Call Me Up sent it, Casey, if you do need to drop, I will not feel bad. If you drop. I will continue recording and you guys can catch up with the recording. There are plugins that work with CoWork. So there's a I have finance installed on mine. I have legal because I do a lot with finance, I do budgets for certain clients and I do legal stuff for certain clients and I have customer support and productivity. So we can manage those plugins. I can tell it if i'm in here, and i go to a client that i have budget files for, so i'm going to switch over to that folder.
Speaker 2 01:02:09
I can tell it to prepare some different things for that, because I do have all the documentations in my budgets, I mean in my folder. So for this client, I can tell it to go in, Take a look at all the invoices that I have scanned and uploaded from the finance team and prepare me statements on what it looks like for this month, so that I can cross-reference it with the budget tool that I have that comes from them. I can analyze variances. I use this to, um, To actually look for things that was not in the budget that got put to account. That way I can go back to finance and say, hey, what's this? It doesn't belong here. Send it to the right department. And I have done that with one of my clients. So just be aware that that's out there and you guys can use it. You can also schedule work to be done now scheduled tasks only run. While your computer is awake.
Speaker 2 01:03:08
I don't have any in CoWork, but I do have some in code. So I'm going to show you that. It's called Routines. So I do, if you guys know about my blog that I run, I do have minions or agents, various AI agents that I do schedule. So I schedule those in code. I have a computer that stays on at home. It's a Crimson computer for all my Crimson items, and it does work for me there. So that way it'll run when and i'm not there. But you can do scheduled tasks under cowork. One of those scheduled tasks sends me an email every day, and so I'm going to pull up my daily briefing email that I get. It goes through my tickets in our ticketing system, my email. It looks at my meetings, so it knows the difference between my meetings and my scheduled work blocks. Um, it looks at my time log yesterday to make sure I'm logging it correctly. Um, my open tickets.
Speaker 2 01:04:04
Uh, my to do list and anything attention needed. Now, it's not one hundred percent perfect because some of the things on here um is got the wrong date on it because I got to update the ticket, but I can go in there and fix that. So that's my daily briefing. I also have a schedule called Radar, And Radar goes and finds me the newest news that's out there for AI and sends it to me every morning. Right around seven or six forty five is when it kicks off. It collects it. It takes about five minutes to run, and then I can see all the latest news. That way I can keep you guys up to date on things that are happening. These are just examples of things you can do with scheduled tasks. Now, I do it from code because I build out agents in code, but you can do it also from scheduled tasks. If, you guys want more information on how to do some of this automation or GenTech stuff, I am more than glad to.
Speaker 2 01:05:01
To have conversations with you guys, Just let me know if you guys want to know and go deeper in that. C o- work has a bigger bucket where it has a bigger bucket of thinking to it than chat does. So co- work does a lot of the heavier lifting and will do things for you. There are some new things in here I have not checked out yet, but just a heads up. As I learn them and go through them, I do send emails out to clients who want them in a newsletter style for Crimson. And I can send things out to you guys, just let me know. And Kamiya, but you have a question.
Speaker 4 01:05:42
Yes, Chrissy, can you hear me? Yes sir. Oh great. Well thank you very much for the training. I thought before it ends uh, Do, you think it would be a good idea since this is the first training session for the people who have attended this, uh training to uh provide some feedback to you so that you may be able to incorporate it in the following two sessions, since the sessions are being recorded, then at least you know, we can uh incorporate those ideas if possible. Would that be? Would that be good?
Speaker 2 01:06:20
Yes, absolutely. One of the things I am going to be sending. You guys is a Microsoft Form in the email that I am going to follow up with you guys on. So, you guys can add suggestions exactly what you said, Kamya. You can add suggestions, give me critiques: what I can do better, What I can't and then what other things you'd like to see in the next couple of meetings. And if now, I haven't discussed this with Kamya guys. So I am going to offer this. And. And I'm gonna tell you guys it's gonna be free of charge. So call me up, don't tell my boss I said this, please. But if you guys want, If you guys want a more advanced lesson in not next week, but in two weeks, I'm gonna offer an advanced lesson to a couple of my clients and I'm gonna include you guys in it. It's going to be free of charge. Crimson is not going to be charging anybody for that. But it'll be more advanced work and more advanced items and co-working cloud.
Speaker 2 01:07:13
And I can send you guys out a meeting invite, if you would be if you guys would like that.
Speaker 4 01:07:22
Yeah, I think that would be a great idea. Yes. Thank you.
Speaker 2 01:07:27
You're welcome. Real quickly before we end, a couple of practical CoWork use cases that's different than the standard chat. You can point CoWork to a folder of files and ask it to rename or sort or just grab. What's in there? I do use it to go in and clean up my OneDrive. I did ask it to reorganize my OneDrive, and it will do that. You can give coworker a folder of source materials and ask it to build a formatted report or summary. You can ask it to go in and pull specific pieces of information from multiple files and compile them into a table or list.
Speaker 2 01:08:08
You can describe a naming convention and ask CoWork to rename a batch of files to match it consistently. And, then you can give CoWork a document and ask it to draft a cover email or summary based on the content. One of the things I do is I have my CoWork go in, and it will draft responses for me to my emails. And so if you guys look in here, my drafts have gone down to 14. It never sends email. I won't let it send my emails. But here are some of the emails it has in here, and I'll go in. So and I'll take a look at it. So here's my briefing action for myself. Um, and this is everything that it did. I had Copilot go in and do this. Um, And so action items from the past week that came up from all my meetings. So I'm going to send this to myself, and that way it's in my inbox going forward. Um And I also asked it to build an agenda for one of my meetings this week.
Speaker 2 01:09:06
And I'll go in and edit this before I send it. So, just a heads up, that's something Copilot can do for you. All right, I want to give you a heads up. It is still evolving. It's still newer than other cool tools. You see Dispatch here? That's something that's in beta. There's scheduled was in beta last week, Live artifacts was in beta last week, now it's out for general use. It is saving real time on document heavy work. So if you want to explore it, start simple. Give it one folder, one task and see what it does. It's very similar workflow is very similar to Claude. You describe what you want in plain language. So when you're prompting something, You describe what you want and you describe the end goal and you describe the audience. Okay. Um.
Speaker 2 01:10:04
Regardless of which tool you're using, the single biggest factor in how useful you find it is how you ask. AI is only as good as the direction you give it. So be specific about what you want, tell it who the audience is, give it a format to work with, and sometimes you have to reiterate. You can tell it the output isn't quite right. This is good maybe it's a little formal or, Something I tell it frequently is, I want you to be critical without being critical. So sometimes I have to write a strongly worded message to someone. I want it to be critical but not sound critical. Okay? And something else I give it, I want you to talk with the person, not to the person. And that changes the tone of the email. So that way I don't come off sounding passive aggressive, because I can with AI.
Speaker 2 01:11:03
And then give it context to work with. You can say, write a response to this email and copy and paste the entire chain in. Okay? Um, you can tell it, hey, it sounds like they have concerns. Let's acknowledge their concerns and offer some next steps. So the single most important thing to take away is AI is conversational. The first answer you get is the beginning of the process, it's not the final result. And the more comfortable you get in iterating, saying shorter or more formal or focus on the part, the more valuable the tool becomes. And don't please don't be afraid to tell it when something is wrong. I challenge Claude. I also gave Claude a personality. Okay? So we're out of time. We covered a lot of ground today, guys, and I do apologize for going over. So you guys know how codes and uses policy frames it.
Speaker 2 01:11:57
Also, when I give you guys the form, any suggestions you have for the AI usage policy, put that in there. We want to hear about it. Okay? You know briefly how to access and use Copilot, if you have it, or how to use Claude for writing and research. Any questions that you guys might have.
Speaker 1 01:12:19
On everything we went over?
Speaker 1 01:12:28
All right,
Speaker 2 01:12:28
One of these days I am going to owe you guys donuts. I am going to have to come to your office and bring donuts, so I can meet you all face- to- face. Um, I am going to send out a follow- up email. It will get to you by end of day because I am in back- to- back meetings until about seven p. m. So, I will get you guys the follow- up, the summary to this meeting, the link to view the meeting, all of that. I will get you the link; it'll all come in the same email. You will have it by the end of the day, because I am going to double check and make sure that Claude doesn't butcher the email. It sometimes does. And then if you get stuck and you have a question, Maybe it's about what's safe to use or you want to share something cool, you figured out, reach out to me, reach out to Crimson, uh the entire help desk. We actually love this. It makes us happy when you guys reach out to us with solutions rather than problems. Because when you hear about problems all day, it's kind of draining. So if.
Speaker 2 01:13:23
You guys get excited about something, we want to know about it. Okay. I do want to thank you guys for your time today. I do genuinely enjoy this part of my work. I get to watch you guys go from nervous about AI, some of you are nervous, not all of you, um to realizing how capable of a tool it is. So you are going to figure out things that I haven't thought of yet. That's the fun part about this so share it with me. The recording will come your way. My contact info is at the bottom of every page that I'm going to send you guys.
Speaker 2 01:13:53
So please don't hesitate to reach out. CommYap has me on speed dial, so if you guys want to call me, uh call my cell phone instead of my office line. My office line rings to my cell phone; it doesn't always pick up right. Um but use my cell phone and then enjoy the rest of your day. Have fun with this. Thanks guys,
Speaker 1 01:14:12
You guys are amazing!
Attendees to review the draft AI usage policy and provide feedback on guardrails, disclosure, and sensitive data handlingDeliver remaining two sessions in the three-part training seriesAttendees to audit SharePoint/Teams structures and define backend restricted zones where Copilot cannot access sensitive files+4
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05-29 Consultation: Christy and Michuan - Verizon VoIP Solutions
Date & Time: 2026-05-29 13:59:11
Location: [Insert Location]
Customer: Christy and Michuan
## Overview
This consultation focused on clarifying the customer's current service agreement with Verizon and exploring future VoIP (Voice over IP) solutions. The customer, represented by Christy and Michuan, sought clarity on their existing "contract," which is actually a series of device payment agreements for 168 lines. They are also re-evaluating their future unified communications strategy, previously leaning towards a Microsoft Teams-based solution, and are now open to considering Verizon's "One Talk" VoIP system among other vendor options. The primary challenge is a lack of clear, consolidated information about their current cellular plan costs and commitments, which is causing issues for their finance department. Their goal is to gather comprehensive details on current costs and future VoIP options to make an informed decision.
## Background
The customer's organization currently has a Verizon cellular plan. The key point of confusion is the nature of their commitment. While they perceived it as a single contract, it is composed of **168 individual device payment agreements**. The finance department has been requesting clear data on these commitments. The customer also has a limited number of lines available for upgrades, with only **five smartphone lines** eligible. In the past, they had discussed moving to a Microsoft Teams calling environment with a previous staff member (Kaushik), but due to internal staffing changes, this plan is no longer definite. They are currently using a system called "Blue Wave" and are now in the process of evaluating various VoIP solutions and vendors, including Verizon's offerings.
## Pain Points
The customer is facing a significant lack of clarity and transparency regarding their current Verizon services and associated costs, which is creating difficulties for their finance department. Their current method of viewing the service agreement as a single "contract" is incorrect, as it's actually **168 separate device payment agreements**. This misunderstanding makes it hard for finance to track and budget for these expenses accurately. The information previously sent was not specific enough for the finance team's needs. This lack of a consolidated, easy-to-understand view of their financial commitments to Verizon is a major administrative burden. The finance department has been **repeatedly asking for this data**, indicating an urgent internal need for this information.
## Expectations
The customer expects to receive a detailed and clearly articulated breakdown of all their financial commitments to Verizon. This document needs to be specific enough for their finance department to understand, moving beyond the general "contract" view to a detailed list of the **168 device payment agreements**, including their end dates. They need this information delivered promptly, ideally **within the next week**. Success for this expectation will be when their finance team has a clear, actionable understanding of all device-related costs and timelines.
The customer expects to receive a comprehensive overview of Verizon's VoIP offerings, specifically the **Verizon One Talk** system and its potential integration with Microsoft Teams. They require detailed information on **features, capabilities, and per-month pricing**. This is part of a broader vendor evaluation process where they will compare Verizon against other options. The goal is to gather enough information to make a strategic decision about their future communications system, as they are not locked into any specific solution at this time.
## Other Information Summary
- Due to staffing changes, previous plans made with former employee Kaushik are no longer considered binding.
- The company is not exclusively committed to a Microsoft-based solution and is open to exploring various options.
- The customer currently has 54 lines due for an upgrade, but only 5 of these are for smartphones; the rest are for tablets.
- They are not in immediate need of new devices, having recently found an older device for a line.
## Next Arrangements
- Send the detailed list of the 168 device payment agreements to Christy and Michuan for their finance department by next week (around June 2, 2026).
- Schedule a follow-up meeting with Christy, Michuan, and Ryan to present the Verizon One Talk VoIP solution, including pricing and Microsoft Teams integration details.
- Prepare a proposal for Verizon One Talk outlining features, capabilities, per-month pricing, and benefits compared to a direct Microsoft Teams calling implementation.
## To-Do List
- [ ] Send the detailed list of the 168 device payment agreements to Christy and Michuan for their finance department. (Due: Next week, around June 2, 2026)
- [ ] Schedule a follow-up meeting to present the Verizon One Talk VoIP solution, including pricing and Teams integration details. (Stakeholders: Christy, Michuan, Ryan)
- [ ] Prepare a proposal for the Verizon One Talk solution that highlights its features, costs, and benefits compared to a direct Teams calling implementation.
> **AI Suggestions**
> The AI has identified the client's biggest pain point as The lack of a clear, consolidated, and easily understandable view of their 168 separate device payment agreements, which is causing administrative friction and repeated requests from their finance department.. Here are some possible solutions for your consideration:
> 1. **Create a Master Spreadsheet:** Immediately provide a detailed spreadsheet listing all 168 lines. Columns should include: Line Number, Device Type, Start Date of Payment Agreement, End Date of Payment Agreement, and Remaining Balance. This directly addresses the finance team's need for granular data.
> 2. **Develop a Summary Dashboard:** Along with the spreadsheet, create a one-page visual dashboard. This document could use charts to summarize key data, such as a timeline showing how many device payments expire each month and a pie chart breaking down the types of devices under contract. This makes the information more digestible for executive review.
> 3. **Propose a Proactive Account Review Schedule:** Suggest a quarterly business review (QBR) where you proactively present this data and discuss upcoming expirations and upgrade opportunities. This positions you as a strategic partner rather than a reactive vendor and prevents this issue from recurring.
> 4. **Offer a Buyout/Consolidation Analysis:** Prepare an analysis showing the cost to buy out some or all of the remaining device payments. This could be framed as a way to simplify their contracts and potentially align all lines to a single contract renewal date in the future, simplifying their administrative overhead.
May 29, 2026
Speaker 1 00:00:03
Hi Gloria. Hi Christy, can you hear me?
Speaker 2 00:00:07
Yes, I can hear you.
Speaker 1 00:00:09
Okay, perfect. Sorry I go back and forth with uh with Google Meets just wanted to make sure. How are you guys doing?
Speaker 3 00:00:17
Good, how are you?
Speaker 1 00:00:19
Doing good, it's Friday I'm a little sick, but you know, I don't feel too bad. It's just more of a congestion that I'm getting over, but it's been good so far.
Speaker 1 00:00:29
Good. Um, I'm just waiting on Ryan to join. Um, I know you've met him before. He's a solutions architect, So I just want to make sure he's on um so he can go over a few things with you. Um and then I did gather some information as I know, we were kind of going back and forth with the whole contract, So we'll make sure to get that um answered for you on any other questions that you may have. Okay? Let's see, How's everything going?
Speaker 3 00:01:02
It's good. Good, good. Perfect. It's good, I'm sorry I was finishing my lunch.
Speaker 1 00:01:09
Oh, you're good. I'm actually gonna take a lunch after this. So Gonna ping Ryan here. Hey Ryan, how's it going?
Speaker 4 00:01:39
Afternoon. Good afternoon.
Speaker 1 00:01:43
So, um, we can go ahead and get started. Jesus may join later, but we can go ahead and get started. I know you had some questions about potentially learning a little bit more about our V o- I- P systems. I know, we had kind of left off on a couple of pending projects when there was a whole shift in staff. Um, so yeah, we kind of want to just hear about where you guys are at, And then I'll have Ryan kind of go over our options with with our whip systems.
Speaker 2 00:02:16
Okay. Um, real quickly, I wanted to do a touch base more than just a go over all of our options meeting because we've got a few things outstandingum on my end that I need to get some clarity on. Um, so the contract I know you you brought up just a moment ago, and we definitely want to get everything uh related to the contract. What all cost assigned because we want to just make sure we have it all together. Um, Additionally, I noticed that in this is my understanding, so correct me if I'm wrong. A lot of the lines we have have phones attached to them, but not all phones, but not all lines had phones attached. Is that correct?
Speaker 1 00:02:57
The majority of them do, I think. Some don't. So, um, I have a list. You don't technically have a contract on the on on the lines. What ties you with Verizon is the device payment agreement. Um, so there's a hundred and sixty eight lines that have device payments. Some are ending in March of next year, some in November. But I can send that over to you.
Speaker 3 00:03:22
And I just, I'm sorry, this is Michonne, and our finance department has really been asking for this data. So is this something that we can for sure get like next week?
Speaker 1 00:03:32
I actually have it now, so I can send it over. I have sent over the device paymentum a couple months back, but I can resend it for you that way you have that.
Speaker 2 00:03:42
Okay. Thank you. Yeah of course. And I think and to tie into what Michonne said, I did send all of that over to finance but because at, We needed to spell it out a little bit better for how that goes because the way we look at it is it's a contract, but if it's just a device payment plan and there's no contract, We just need to spell that out just to make sure that everybody is on the same page. Yeah,
Speaker 1 00:04:04
No worries. We'll make sure that it'sum more specific for you. Okay,
Speaker 2 00:04:08
Perfect. Um okay and then if we need to add devices to lines, how do we do that?
Speaker 1 00:04:16
So there's just uh.
Speaker 1 00:04:20
I I guess if there's an upgrade, ah ah to answer your question, if there's an upgrade available and there's no device on it currently, we would just have to upgrade it. But looking at your account, there's only five smartphone lines. Um, that currently have an open upgrade available. The rest of them do have a device payment on it. Um, The only lines that don't have any device payment on it are um a couple of uh iPad lines. So, there's about There's a total fifty four lines that are due for an upgrade. But out of those fifty four, five of them are smartphones and the rest are tablets. Does that make sense?
Speaker 2 00:04:57
That does make sense.
Speaker 3 00:04:60
So did that answer your question though about how to get more phones and more lines because we are low? Did that answer that part too?
Speaker 2 00:05:09
So we can add phones to the lines that don't have anything on them, And then on top of that, we have some devices that do are eligible for an upgrade that we could add. Lines to it, The rest of them have a device payment that we need to pay off first. Correct,
Speaker 1 00:05:23
So like for the five lines, we can upgrade them. We can always get you free devices. We have promotional offers with new lines of services, and then we can always remove any lines that you're not currently using. Um, so whatever you need, I can definitely you know, go back to finance, get you the best best offer. Do you know roughly around how many new devices you're needing?
Speaker 2 00:05:43
None at this time. We just had one occur, But we were able to find an older device that we could attach to it.
Speaker 1 00:05:50
Okay, perfect. Yeah, just let us know and we can definitely help out with that. Okay, great.
Speaker 2 00:05:58
All right. And thenum so that answers the contract because they needed that for the finance team. And thenum now going over to the VoIP and the open projects for you guys, we did make some adjustments. And I'll I'll just be straight honest with you. As far as going to Verizon's plan, it's it's not something we are locked into. With the changing the staffing changes and everything happening, I know that there are some things you worked with Kaushik on on the past, and we may not go in that direction for the future. We may go somewhere else. So, we do want to understand what it is that you offer what that cost is like per month.
Speaker 2 00:06:36
Um, just so that we can understand, we also had talked about at one point the team's phones ability. And. So I do want to get an understanding of what that looks like and the pricing that, that would look likeum through you guys because as we go through this, We are going to evaluate different costs and different vendors to see what is our best options and how we can go through that for the future.
Speaker 1 00:07:01
Yeah, of course. Ryan, if you want to take that part.
Speaker 4 00:07:07
Yep, for sure. Sorry, I've been playing with the Teams functionality. We don't have the app downloaded, so it's a little limited in the browser piece. Let me see if I can share my screen. When a company chooses to go Google Enterprise instead of Microsoft Suite, it seems to throw a wrench in these types of meetings.
Speaker 2 00:07:36
No worries. I can completely understand.
Speaker 4 00:07:38
Are you seeing my second screen here when every call matters? Yes. Beautiful. Okay, so to kind of look big picture, we have two flavors of phone systems that we can present to the organization. The path we went down, A year ago, uh, Was a request to move to a Teams calling environment because I think that was his preference and maybe an organization preference to centralize on a Microsoft suite of services. I think you all still have Blue. Blue wave. Blue wave. Uh huh.
Speaker 4 00:08:35
But to be honest with you, that isn't our typical first place to start. We kind of listen on what the organization goals are and what your end product or endpoint, what you want it to be. And at the times it was a Teams calling system. Where we typically start is our Verizon One Talk VoIP system, which Is a product Verizon owns and operates, maintains, upgrades, And it will have a Teams calling plug - in if that's still a desire of the organization. But it's a standalone product that has multiple endpoints available: desk phones, PC application, desk phone mobile application.
Speaker 4 00:09:34
It can even live on a Wi Fi device like a tablet, so the endpoint can vary. And everyone receives a.
Send detailed list of all 168 device payment agreements including end dates to Michuan for finance departmentSchedule follow-up meeting with Michuan and Ryan to present Verizon One Talk VoIP solution and pricingPrepare Verizon One Talk proposal covering features, capabilities, per-month pricing, and comparison to direct Microsoft Teams calling implementation
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07-13 Reasoning Note: Christi's Health, Foster Care, and Medication Logistics Management
## Core Synopsis
The operating reality is stable but heavy: Christi is recovering from a five-day hospital stay for gallstones, returned to full-time work after one week off, and is managing complex foster-care dynamics while coordinating medication continuity and a future TMS option; PillPack refills were successfully placed for a 90-day horizon with a follow-up set for October 5 at 3:40, and the immediate logistics issue is monitors—there are none in stock at Ability First offices, and communications must commit to shipping to the recipient’s home when inventory is available. The proof points are explicit: Christi reports steady mood and sleep gains on trazodone, missed only a few doses post-hospital, received a clean bill of health, and secured refills through Amazon PillPack with calendar confirmation; Christi also instructed Maggie to reply that monitors will be sent to the home address and clarified no office stock exists, avoiding asset-mixing. The stakes are operational reliability and caregiver bandwidth: medication continuity reduces cognitive load during a high-stress caregiving period, calendar fidelity prevents appointment slippage, and disciplined asset communication avoids confusion and reputational risk; we are committing to clarity on monitor logistics and to the scheduled medication plan while keeping TMS as an October consideration.
## Operational Threads and Decisions
### Medication Continuity and Follow-up Scheduling
- Status: PillPack refills submitted with a 30-count and two refills structure aligned to Christi’s pill pack cadence; follow-up set for Thursday, October 5 at 3:40 PM.
- Rationale: Maintain stable routines under high stress; preserve flexibility for potential TMS in October without immediate time burden.
### Health Recovery Constraints and Risk Trade-off
- Condition: Recent hospitalization for gallstones; immunosuppressant status complicates gallbladder decision (keeping vs. removal both carry risk).
- Implication: Energy and strength rebuilding in progress; medical decisions will require careful timing and coordination with immunosuppression.
### Foster-Care Load and Household Logistics
- Dynamics: Rapid turnover of foster placements; current placement is in extended care, 27 weeks pregnant, seeking transitional housing; needs local OB/GYN in South Bay and baby logistics (crib acquired).
- Implication: Elevated household demands and emotional load; scheduling precision and medication automation are leverage points to reduce chaos.
### Asset and Inventory Communication Discipline (Monitors)
- Directive: Communications must state that monitors will be shipped to home addresses; there are no monitors in stock at Ability First offices.
- Risk: Mixing office inventory claims with personal shipping creates operational confusion and reputational exposure; clarity is non-negotiable.
### Calendar Hygiene and Coordination
- Observations: Prior appointment time confusion due to overlapping personal and professional obligations; calendar now confirmed for the upcoming Thursday appointment and the October 5 follow-up.
- Implication: Calendar accuracy is a single point of failure under current load; confirmations are essential to avoid misses.
## Action Items
**@Maggie**
- [ ] Reply to the recipient confirming monitors will be shipped to her home address and explicitly that there are currently no monitors in stock at Ability First offices - [TBD]
**@Christi**
- [ ] Confirm October 5, 3:40 PM follow-up remains on the calendar and set a 24-hour reminder - [TBD]
- [ ] Coordinate with PillPack to ensure monthly pill packs reflect the 30-count with two refills structure across all current medications - [TBD]
- [ ] Select and schedule an OB/GYN for the foster youth in the South Bay and secure the first prenatal appointment - [TBD]
**@Speaker 3 (Clinician)**
- [ ] Ensure all current medications are sent to PillPack with 30-day supply and two refills; verify transmission completion - [Completed per alert; reconfirm at next check-in] - [TBD]
- [ ] Keep TMS available as an October option and initiate discussion if Christi signals readiness - [Week of Oct 5]
Jul 13, 2026
Speaker 1 00:02:46
Uh, we've already signed it.
Speaker 2 00:06:42
Maggie, You have been on all the emails. Would, you mind replying back to her and letting her know that we will send it to her home address, but there are currently no monitors in stock.
Speaker 1 00:07:11
And.
Speaker 2 00:10:45
No, don't do that. We only she was asking about monitors in the Ability First offices. We don't want to mix. We do not have any monitors in stock at Ability First.
Speaker 2 00:11:15
All, you need to tell her is that we will send the monitors to her home address, but we don't currently have monitors in stock at the offices.
Speaker 1 00:12:27
So.
Speaker 1 00:14:01
Hi. Holy shit. I.
Speaker 2 00:14:28
Signed off on this one, didn't I? Cause I, Okay. Got it. Yeah.
Speaker 2 00:14:55
Sweet, I like that. Damn.
Speaker 1 00:15:02
Yeah.
Speaker 1 00:18:04
Hello. It's.
Speaker 2 00:18:15
Dominic. Yes, yes, and then I yes she is going to be at our appointment tomorrow. Thursday, okay, two o'clock on Thursday. Ah, let me make sure that that's in my calendar because. I had the wrong date and time. Okay. Okay, it's in there. Thank you. All right, bye.
Speaker 1 00:20:12
That was perfect. Hi Christi,
Speaker 3 00:20:39
How's it going? Hi, it's good. How are you? Doing fine. How have you been?
Speaker 2 00:20:44
I'm good. Let me get you over on my other monitor.
Speaker 3 00:20:47
Yeah, for sure, go ahead.
Speaker 2 00:20:53
Okay, sorry, it's been a crazy day. Yeah.
Speaker 2 00:20:57
And then I got my appointment time, mixed up with my daughter's appointment time. And so I logged in early and didn't even realize it.
Speaker 3 00:21:04
Oh gotcha Sorry about that Well okay Anything new How's things been going with you guys Move Ah.
Speaker 2 00:21:12
That's a loaded question. Um, I was in the hospital. Oh no. Um, went in on the twenty second emergency. Uh, They called I. Don't remember much of it. Uh. They called an ambulance and came and got me because I had gallstones, but I couldn't figure out what was going on. And I was just in a lot of pain. And yeah, the hospital kept me five days um and then uh, I got out. I had one week off from work. I did initial one week off from work, and then I went back to work last week full time. Um, in addition to that, we have a new foster kid that came to us Thursday, But we had another foster kid that had been with us and got triggered from all of that the night that it happened, and then she left on Wednesday Thursday. And like it was literally six hours time between one kid to the next.
Speaker 3 00:22:10
So. Yeah, how are you now?
Speaker 2 00:22:13
Um, I'm tired. Uh, But I got a clean bill of health on Friday from my follow- up visit to my doctor. Um, so everything is looking good. I just got to regain my energy levels and my strength. That's it.
Speaker 3 00:22:29
Good So keeping the gallbladder for now?
Speaker 2 00:22:33
It's a it's a catch twenty-two situation, Because I am on immunosuppressants, keeping it could endanger me. Taking it out could also be a risk factor because I am on immunosuppressants. Yeah, yeah, so we're very carefully thinking through all of the options.
Speaker 3 00:22:55
Yeah, gotcha. Okay, well how are you feeling through all that? That's huge stress huge amounts of stress How are you feeling?
Speaker 2 00:23:02
Um honestly I am just taking it in stride like, Uh, They did keep me on all my meds with the exception of the trazodone. While I was at the hospital. So, um, so that was good. Everything uh I didn't have any downtime during that. So I didn't feel any anxiety or anything having to go cold turkey. Um coming back I might have missed one or two doses on the days I slept in just because forgot, but other than that, it's been really like.
Speaker 2 00:23:34
Status quo, take it as it comes. So not rollercoastering on emotions or anything like that.
Speaker 3 00:23:40
That's good because that's a lot of stress actually. So I'm glad that you're able to kind of like be steady through it because that's a lot. Yeah. How's your daughter?
Speaker 2 00:23:50
Uh, she is excited for college, Upset that her internship at a therapy office, uh had to end today um because she didn't have a good boss. I told her to quit. So, but overall she's doing good. In fact, her appointment was at three thirty. And so I know she was having that and she was because she's got to get a renewal for her, her meds and I got to remember to go pick that up. But yeah, so she's doing good. She leaves for college in four weeks.
Speaker 3 00:24:31
That's exciting and scary, but you know, well, it's exciting, right? Yes. A lot.
Speaker 2 00:24:37
Yeah. And, our new foster kid, she uh, she's going to be with us for about a year, maybe a little longer. She is twenty seven weeks pregnant, and so she wants to go into transitional housing. We've tried to convince her that staying with a family would be better because she'd have the support after the baby comes, and transitional housing doesn't offer that support.
Speaker 3 00:25:02
So That's a lot to think about. And how is she? She's.
Speaker 2 00:25:05
Doing good. I mean, she's she's on the she's in the extended foster care, so she's over the age of eighteen. Um, for the most part, she's doing really good. Um, Her boyfriend slash baby daddy um was in the military and just got discharged, and he's leaving tomorrow to go back to the east coast So. There is a little emotion there. Yeah, that's tough. Yeah, so we've gotten her a crib. We're starting to get everything put together. The baby is healthy, But we got to find her an OBGYN here on the east, uh, in not east coast in the south bay. Yeah, I gotcha because she's from Pomona. So um so we gotta get her all the doctors and stuff set up.
Speaker 3 00:25:54
Okay well good that's a lot. So, how do you feel about things like medications? All that you feel like we're in a good spot for now.
Speaker 2 00:26:02
Definitely in a good spot. Um, yeah, I would say the trazodone is helping with the sleep. Still not there; like I am still i am getting six hours, so that's good for me. But trazodone seems to be helping;. The effects are I totally forget that I take it. I take it; I just totally forget that I take it. Um, because I just seem to be at an even state, not as unfocused as I was.
Speaker 3 00:26:33
That's awesome. Okay. Yeah, and TMS is always there, but you've got a really full plate right now. But it's there if you feel like you need it. It's always an option. So thank you. Okay. Well, I'll refill for now then um so I think we did 60 days last time, did that work? Or did you want to do 90? Um it's up to you. What are you thinking?
Speaker 2 00:26:52
Could, we do 90 just given everything that's going on.
Speaker 3 00:26:56
Yeah, you're pretty busy. Yeah. Yeah. And it's like early October. Yes, yeah. So maybe like the week of October 5th. Sometime, any preference.
Speaker 2 00:27:06
That would be good. Let me hang on. Let me pull up my calendar October 5th actually um.
Speaker 2 00:27:21
Anytime in the afternoon is wide open. I don't, I'm not traveling, nothing's going on. So yeah.
Speaker 3 00:27:26
Okay. Do you like the same time at 3:40? Yes. All right, that one is yours. And then since we're doing 90, Do you want all 90 at once through Amazon? Or do you like doing the 30 with two refills? I don't know what they were-.
Speaker 2 00:27:40
Thirty with two week refills, because they do- I do it in the pill pack. So all my meds are bundled for eight a m and I take.
Speaker 3 00:27:47
Them every month. Yeah, okay, perfect. So I will do that then. All right, so I've got you on the schedule for October 5 th, 3:40. And then I'm going to send this over with two refills this time for all of them over to PillPack. Okay. Don't worry. Perfect Well, yeah, Let me know if you need anything, though, in the meantime, if anything changes, or if you decide you want to talk about TMS again, You can always shoot Brittany a message and let me know Yeah,
Speaker 2 00:28:12
I think I'll be more open to that in October.
Speaker 3 00:28:15
It's. Okay, You got a lot on your plate Yeah. It's a commitment. Like that's kind of the that's the drawback. I feel like it works great. People really like it, but I mean, it's time. It's a commitment. So yes, Okay Yeah got you all set up. It looks like everything went through with PillPack so far. And then um I've got you on the schedule But yeah And I think I.
Speaker 2 00:28:36
Just got the alert that they went through.
Speaker 3 00:28:39
Look at there they're. So quick actually It's really nice.
Speaker 2 00:28:44
All right Thank you. So much. I'll talk to you later. Bye.
## Meeting Information
> Date: 2026-04-21 09:57:00
> Location: [Insert Location]
> Participants: [Sergio] [Speaker 2] [Speaker 3] [Olivia] [Speaker 5] [Pete] [Speaker 7] [Speaker 8]
## Meeting Notes
- Topic Title: CT Homes/City Homes Firewall Delivery and Installation Planning
- Olivia will confirm the original firewall ETA (May) and proceed with the original order due to cost and timing.
- Installation/config: Gabby or Kevin to assist with configuration; Ryan to install onsite; John may join.
- Pete emphasized scheduling an off-hours/low-impact cutover and allocating ample time for potential issues.
- Conclusion: Proceed with the original order; prioritize rapid configuration/installation upon arrival and coordinate off-hours cutover.
- Topic Title: ITGlue to Hudu Migration Status
- Olivia: Second company assignments issued; completion expected next week.
- Pete highlighted the six-week window to June; Olivia acknowledged the timeline.
- Conclusion: On track for June; continue assignments.
- Topic Title: Signal Partners Engagement and Invoicing Concerns
- Olivia will remove devices and sync with April; target completion this week.
- Tim from Signal Partners contacted Speaker 2; Olivia noted potential payment issues.
- Speaker 2 requested outreach and an apology to Tim.
- Conclusion: Olivia to coordinate with Christian and contact Tim; clarify payment standing.
- Topic Title: AutoElevate Rollout Progress
- 523 devices enrolled; “A” companies completed.
- Cottonwood targeted next; requires hands-on device work; Anton engaged.
- Conclusion: Continue phased rollout; prepare for Cottonwood device touch.
- Topic Title: CT Comps Equipment Decision (General Guidance)
- Pete advised stopping inquiries to CT about alternate equipment; stick with the original order due to timing and cost.
- Conclusion: Use the original equipment plan.
- Topic Title: Bandwidth Upgrade Risk Management for Client Cutover
- Pete cautioned against underestimating upgrade time (e.g., moving to multi-gig).
- Plan with the client for off-hours and allow buffer.
- Conclusion: Schedule off-hours and allocate sufficient time.
- Topic Title: Carney Properties and Client Shifts to Cloud (Copilot Influence)
- Speaker 2: Carney is evaluating cloud; many Copilot clients are considering cloud shifts.
- Work may be delayed pending client decisions.
- Conclusion: Monitor client direction; timelines may slip.
- Topic Title: Sharp & Barbara RMM Deployment and Endpoint Security Changes
- 288 machines in RMM; ~100 failed via LogMeIn push; Robert and Gaston are working to finish.
- Using Intertam for mobile device management under evaluation.
- Access pursuits: Verizon, Brivo, High Tech scheduled; ADT fully transitioned (doors, cameras) with access for Robert and Yason.
- Significant cost savings achieved; uninstalling Trellix via RMM; CrowdStrike next.
- Conclusion: Continue RMM completion and security stack transition; pursue MDM with Intertam.
- Topic Title: Microsoft Migration and Box/Google Content Strategy
- Microsoft migration approved; target start mid–Q3 to end–Q3; quote to be prepared.
- Box content mostly stale; move remaining content into Google Docs to streamline migration.
- DLP is being set up in Microsoft; licenses to be switched accordingly.
- Conclusion: Prepare quote; sequence content moves; proceed with DLP and licensing changes.
- Topic Title: RMM Rollout and MFA Timelines
- RMM target: 99% by April 30.
- MFA for laptop users set for May 15.
- Conclusion: Adhere to stated dates.
- Topic Title: SHARP Computer and Docking Station Upgrades
- Rolling out upgrades tied to grant; BAFMA has 12 computers left; ~40 laptops for programs.
- Docking stations need upgrades; Dr. Barbara authorizing due to previous omission.
- Conclusion: Continue device and dock rollouts per inventory and approvals.
- Topic Title: DTLA Alliance Tabletop Exercise and Cloud Team Setup
- Tabletop exercise next week; Speaker 2 to handle cloud team setup after.
- Minimal involvement needed from Jason’s team for setup.
- Conclusion: Proceed with tabletop; Speaker 2 to configure cloud team.
- Topic Title: Lion Real Estate Group and Nishida (NWA) Onboarding Details
- Lion: 15 completed, 5 shipped, 1 on hold pending manager hire.
- Nishida/NWA: 11/14 Microsoft accounts configured; onsite today; Hunters to be pushed; dark web addition planned; KB4 training date pending; Avanan to be pushed after Gmail-to-Microsoft migration.
- Pete requested clarity on client naming, onboarding fee billing, and billing start/proration.
- Conclusion: Proceed with technical tasks; follow up with Seg on fees and billing schedule.
- Topic Title: Maverick Gaming Security Assessment Ownership
- Seg leading; checklist sent.
- Seg absent due to London train strike; scheduling noted.
- Conclusion: Await Seg updates; team acknowledged.
- Topic Title: Oticon/Autocon and John Tracy Clinic Networking Projects
- Project 2662 (Autocon Surge MR36 AP): ETA updated to April 28; configure on arrival; placement on Apr 30 or after.
- Project 2671 (John Tracy Clinic): APs arrived; tentative onsite Friday at 11 AM; config ready.
- Project 2674 (Autocon: Reposition APs): Kevin and Vlad scheduled; updates pending.
- Project 2683 (Autocon Serge Belgrade Camera PoE Switch): Cisco Catalyst 9300L ordered via Ingram; no ETA; question why Catalyst vs Meraki MS130; may be client standard.
- Pete requested clarification on who set the standard and contingency if long lead times.
- Conclusion: Track ETAs closely; confirm standards/decision authority; plan alternatives if backordered.
- Topic Title: Barker Pacific Group (The Quad) Unifi Device Management Access
- Gabby: No response from Methodology IT; contacted property manager Kara for contacts.
- Prior MSPs unresponsive; may need to wipe/restart or replace if access is not obtained.
- Conclusion: Escalate plan with Jason if access fails; consider reset/replacement path.
- Topic Title: Project Angel Food Desktop Migration and Hardware Refreshes
- Onsite training scheduled; waiting on Stephen for 3 more devices with server Mike; urgency communicated.
- Two hardware refresh projects: tracker updated with Caleb; only 2 laptops and 2 desktops at Crimson HQ; remainder at top (inventory noted).
- Conclusion: Follow up with Stephen and plan remaining device work.
- Topic Title: Intraten Connectivity Options
- Azure VPN tested and will not work; considering second option for UBT; awaiting Jason’s response.
- Conclusion: Pending decision on alternate solution.
- Topic Title: Lancer Skincare Azure Migration and Unpaid Invoice
- Noncompliant devices persist; final invoice sent March 11 remains unpaid.
- Julia to follow up with accounting and Jennifer (client contact).
- Conclusion: Follow up on payment and device compliance.
- Topic Title: Wine Bar Teams/SharePoint Cleanup Discovery
- Jason leading discovery with department heads; regroup with Charles after discovery.
- Conclusion: Proceed with discovery; plan internal review.
- Topic Title: Wayfinder File Structure Standardization and Timeline
- Waiting on final outputs from Michael; Charles standardizing a department/program-based structure; to propose to Wayfinder and prepare demo materials.
- Target completion best case July.
- Pete requested hours tracked and a ballpark effort to date.
- Conclusion: Continue structure design; ensure time tracking; prepare executive demo.
- Topic Title: AXCRP/ACRF Upgrade Scheduling
- Meeting Thursday with contacts to discuss migration downtime and confirm date/time.
- Conclusion: Await scheduling outcome to set completion date.
- Topic Title: Clappage Project Closure and Documentation
- Project completed and 100% billed; collection status unclear.
- Olivia asked if changes were documented in Hudu; Julia to verify and update.
- Conclusion: Confirm Hudu documentation; check collections.
- Topic Title: Alire mDNS Disablement (Time and Materials)
- Waiting for 3 devices to be turned on or instructions; invoice paid; additional work to be billed as needed.
- Conclusion: Proceed when devices are available; bill additional time if required.
- Topic Title: CBRE Third-Floor Network Equipment Small Project Scope
- New project approved: 4 hours (2 techs x 2 hours). Wording implies possible overrun; unclear on billing for extra time and packaging/boxing responsibility.
- Unclear PM involvement vs tech-managed in ConnectWise.
- Pete clarified the quote was client-approved; need to ensure scope/billing clarity.
- Conclusion: Clarify overrun billing terms, materials responsibility, and management approach before execution.
- Topic Title: AI Agent for ConnectWise Project Status and C-BOS Integration
- Tony asked questions; Julia emailed Speaker 2 and cc’d Zor for approval.
- Speaker 2 to hand over to ONSR to build against C-BOS; will send code to ONSR.
- Conclusion: Proceed with ONSR building integration pending approval.
- Topic Title: Ability First Project Status Change and Device Staging
- Speaker 2 requested moving Ability First from On Hold to Active and starting device prep in office; Gabby’s team to set up before shipping to camp.
- Timeline: next couple of weeks.
- Conclusion: Reactivate project; begin device staging.
## Next Arrangements
- [ ] CT Homes/City Homes Firewall: Olivia to verify May ETA and proceed with the original order.
- [ ] CT Homes/City Homes Firewall: Schedule configuration (Gabby or Kevin) and onsite installation (Ryan, with John); coordinate off-hours cutover.
- [ ] Signal Partners: Olivia to contact Christian and Tim; clarify payment status; apologize for delayed response.
- [ ] AutoElevate: Continue rollout; plan hands-on work for Cottonwood devices with Anton.
- [ ] RMM/MFA: Complete RMM rollout to 99% by April 30; enable MFA for laptop users by May 15.
- [ ] SHARP Upgrades: Proceed with laptop and docking station upgrades per inventory and approvals.
- [ ] DTLA Alliance: Conduct tabletop exercise next week; set up the cloud team thereafter.
- [ ] Nishida/NWA Technicals: Finalize Hunters deployment; add to dark web monitoring; obtain KB4 training date; push Avanan after Gmail-to-Microsoft migration.
- [ ] Nishida/NWA Billing: Confirm onboarding fee status and billing start/proration with Seg.
- [ ] Autocon Belgrade Switch: Track Ingram ETA for Cisco Catalyst 9300L; confirm who set the standard and whether alternatives are acceptable; propose options if long lead time.
- [ ] BPG/Quad Unifi Access: Gabby/Jason to decide approach if Methodology IT remains unresponsive (reset/replace).
- [ ] Project Angel Food: Follow up with Stephen to complete remaining 3 devices; proceed with onsite trainings.
- [ ] Intraten: Decide on second connectivity option (UBT) after Jason’s review.
- [ ] Lancer Skincare: Julia to follow up with accounting and Jennifer on the unpaid invoice; address noncompliant devices.
- [ ] Wayfinder: Continue structure design; ensure all time is logged; provide Pete a hours-to-date estimate; prepare executive demo materials.
- [ ] AXCRP/ACRF Upgrade: Confirm migration downtime and schedule after Thursday meeting.
- [ ] Clappage: Verify Hudu documentation and collections status.
- [ ] Alire mDNS: Wait for remaining devices; bill additional time if needed.
- [ ] CBRE Third Floor Network: Clarify billing for overruns, packaging responsibility, and management approach before work.
- [ ] AI Agent/C-BOS: Proceed with ONSR build upon Zor’s approval; send code to ONSR.
- [ ] Ability First: Move project to Active; Gabby’s team to stage devices for shipment to camp over the next couple of weeks.
## AI Suggestions
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. Nishida/NWA commercial details: Onboarding fee status and exact billing start/proration are unclear; confirm with Seg and update invoicing.
> 2. Autocon Belgrade switch standard: Who mandated the Cisco 9300L and whether Meraki MS options are acceptable is unclear; confirm the client’s network standard and prepare alternatives in case of long lead times.
> 3. BPG/Quad Unifi access: No defined fallback if prior MSPs remain unresponsive; define a timeline and decision point for wipe/reset or replacement.
> 4. CBRE third-floor scope: Quote ambiguity on overrun billing and materials responsibilities could cause disputes; clarify terms with the client before scheduling.
> 5. Lancer Skincare unpaid invoice: Final invoice from March 11 remains unpaid; align accounting and client contact to resolve and prevent project closure delays.
Apr 21, 2026
Speaker 1 00:00:04
Hi Maggie. Hi Junior. Hi Christy. Good morning.
Speaker 2 00:00:15
Ignore the sounds behind me, I'm going to turn off my camera, um because I uh my brain is not functioning, I am uh at home today so.
Speaker 3 00:00:38
I'm actually also not going to have my camera on because I'm in a car. So, um, there may be also some noises. Oh my gosh.
Speaker 1 00:00:53
Okay? Yeah, I'm fine.
Speaker 1 00:01:10
They're doing yard work next to my window.
Speaker 2 00:01:16
And it freaked out the cat, and the cat jumped on my shoulder with her claws, and that hurt. And then she fell. And then my iPad and my laptop fell.
Speaker 2 00:01:30
So Very lovely morning. I am working on the D T L A tabletop exercise for next week.
Speaker 1 00:01:40
Hi Olivia, hi Miguel. Hi guys, good morning. No, no, no. Sorry, I'm I am not it is morning. Just ignore me. It is a morning indeed.
Speaker 4 00:02:04
I don't even have updates for most of my projects.
Speaker 4 00:02:08
Days. I.
Speaker 2 00:02:12
Am working from home today. Oh, I love that for you. I actually hang on Alexa, turn off the lamp. I woke up with a pretty gnarly migraine, so I am trying my hardest to kill it, But I had it yesterday as well. And so Michelle was like told me yesterday as I was leaving, she's like if it's still there work from home tomorrow. So. I am taking.
Speaker 1 00:02:40
Advantage of working from home. Maggie,
Speaker 4 00:02:59
Uh, when you get a chance, can you do me a favor? Could you check and just make sure that this uh CT Holmes firewall is or the. Original CT Holmes firewall is still set to arrive in May. Yeah, okay. Thank you. I just want to make sure that it's not delayed.
Speaker 3 00:03:32
It's Ten o'clock and Pete is here. So, Mikey, can you start?
Speaker 5 00:03:37
Okay. Good morning. Welcome to I'm sorry. Our week 17 of the QOP meeting. So I'm sharing the screen. Can you see my screen? Yep. Yep. All right, so let's start with Olivia.
Speaker 4 00:04:02
Um, okay. So my CT comps firewall I got no response from Joe and Paul. At this point, we only have two weeks until the device is set to arrive so I'm assuming that they're going to want to wait on that I'll send a um I'll check in today. Um our uh ITG to Hudu migration, um we're still in progress. Um everyone has been assigned the second.
Speaker 4 00:04:32
U m company uh that they have to complete, which should be done by next week that second company is so making progress slowly, but surely.
Speaker 6 00:04:48
Are we on track to hit June? Do you think Olivia we're down to?
Speaker 4 00:04:53
We sure are.
Speaker 6 00:04:55
We're down to a month and two weeks?
Speaker 4 00:04:58
Okay, well, don't stress me out.
Speaker 6 00:05:04
I'm Just laying it out there. You got six weeks.
Speaker 4 00:05:07
Yeah, I'm going to start working on Crimson, so that's going to be fun. Okay. Signal partners, I'm hoping to complete this by this week. I'm going to remove the devices this week and then yeah, I'm just going to sync up with April today at some point.
Speaker 2 00:05:31
Has anyone talked to Sorry, I cut my hand just a moment ago. Um, has anyone talked to Tim from Signal Partners? He reached out to me, and then it got lost in a flurry of sharp issues uh that came across my inbox. But, he's I think he's either looking for somewhere to go or what he can do. And I didn't respond back to him because I was out. Oh,
Speaker 4 00:05:52
I thought well cause Christian had sent a message. Let me check okay uh.
Speaker 2 00:06:01
Yeah,'cause I think I mean to ghost him. I just, it, I was out and then it got lost in a flurry of alerts. And I just remembered like two seconds when you said it.
Speaker 4 00:06:13
Yeah yeah. Um, I'll check with Christian and I'll give him a call, but I think he was behind on payments. So, not too sure there but let me figure it out. Yeah.
Speaker 2 00:06:29
And please apologize to him. I like Tim. He's he's really nice. I just, yeah, it was it was a couple weeks. No worries.
Speaker 4 00:06:39
And then my auto elevate implementation, we have five hundred and twenty three devices enrolled, So we're done with our companies that start with an A So. We're clearly making progress there, and then we're going to try to push up Cottonwood. I just spoke to Anton about it on Friday so, Um, we're going to try to do cottonwood uh next. But that requires us touching the devices, so it's going to take a minute. So yeah,
Speaker 5 00:07:14
That's my updates. Thank you, Olivia. Now let's go to Christy Spradlin. So for.
Speaker 6 00:07:24
Olivia by the way Olivia I wouldn't even ask CT about that, Equipment anymore, I would just let's just go with the original order and forget about the.
Speaker 4 00:07:33
That's kind of what I'm thinking, Pete, because it's so expensive.
Speaker 6 00:07:37
Two weeks two weeks is just I mean they've waited this long. Let's, just let's just go with the original order. And do we already have teed up the folks that are going to do the install? The config is that Gabby, Are you doing that? Or is that uh, does Ryan have to do anything with that? Or what are we shipped them directly to San Diego City Homes? Yeah.
Speaker 4 00:07:57
So we'll have somebody can help configure it. Gabby, I'll ask either you or Kevin. I think Kevin was helping withum with Ryan last time, and then we'll have Ryan install it.
Speaker 6 00:08:10
Yeah, let's let's tell Ryan like make it a top priority as soon as it gets there. Let's get scheduled to get it configured and installed with them like as quickly as possible.
Speaker 4 00:08:22
And yeah, I think John's gonna, Be there as well. I think Ryan and John are planning on going. Oh, good. Yeah,
Speaker 6 00:08:32
And we're going to cut over their full bandwidth like, but But tell them tell them to work with, tell them to work with the customer to do this, if possible off hours or least impactful hours. Because I don't want us to underestimate what could happen, because if they have. I don't know what they have today, But if they have like you know a hundred megabits or whatever they're they're using now, And we're gonna cut them over to like five gig or whatever this thing's gonna be. And it takes three hours to do it. I don't want them down for two hours and screaming about it. So, let's you know if we have to do it in the evening or we have to do it, You know, let's not say, oh, it's gonna take thirty minutes, and it takes us four hours, and we run into issues and then they're screaming about it. So let's let's plan for plenty of time to.
Speaker 6 00:09:21
Make this make this happen.
Speaker 1 00:09:24
For sure, on it.
Speaker 6 00:09:26
Thank you.
Speaker 2 00:09:32
All right, so for Carney Properties, I am still having conversations with Jason Yu. They're still trying to evaluate everything, So they may go to cloud and Just a heads up:. Most of the clients that I've been working with on Copilot are now thinking about making a switch to cloud. So. We're in a good spot with them, but honestly, we haven't done much. So just a heads up on that. That might keep getting pushed. Sharp and Barbara, They are at the two hundred and eighty - eight machines in RMM over the next couple weeks. Robert and Gaston are going to try to finish out those machines. We had about one hundred fail within the system. We don't know why, but so when we pushed it out through LogMeIn, it failed. So we've still got a few more that we got to do.
Speaker 2 00:10:18
We are. I had a conversation with Intertam today, uh, in regards to Sharp and Ability First. We're going to look at exploring using Intertam to manage the mobile devices. Um, and so they sent me over that information. I am getting access to Verizon, um, Brivo and High Tech is on the calendar for this afternoon to try to get access to their systems. So that we can lock down FMIS better. Um, and ADT is fully on my uh, Not in my romantic, it's fully migrated over to me. So, We have full access to all the systems with ADT, not just the door locks, but cameras as well. So, we are able to manage those and Robert and Yason have access to that. We have killed estimated a couple hundred dollars, A couple hundred thousand dollars uh in in stuff that we've freed up in the last couple of weeks alone. Right now we've got Trellicks going through the uninstall um and.
Speaker 2 00:11:16
Sean is helping us get the uninstalls through our MMS so that we can uninstall Triolix from all machines. Next up will be CrowdStrike, and they will push that through, and then at the same time we'll get on all machines. Um, and there's so much more, but I am not gonna bore you guys; those are the heavier issues. Uh, Microsoft migration has been greenlit. I did talk to Onsor about that, and we are going to spin up a quote for that. Jason, I'm gonna bring your team in for the migration portion of it. Um So that we can get everything done, however, It's not going to take place until mid Q three to end Q three is when it's going to start. First, I'm going to migrate everybody off of Box because there's not that much data on it. About eighty percent of the documents that are on Box were just Lorenzo's with no one having access to them, and most of them were stale and outdated. So the rest of us being moved into Google Docs so that when we start the migration portion, uh it's gonna make uh Jason your team's life much much easier.
Speaker 2 00:12:15
And I've already started setting up DLP for you guys in Microsoft only because they're actively using Microsoft already. And so I am going to be switching all those licenses over so that we can lock things down. So just to answer for you,
Speaker 6 00:12:30
Chris, what is our target for having RMM completely rolled out? Because I am curious as to when we think we're going to get a real full inventory of all of how many machines we really have there.
Speaker 2 00:12:42
So I made a commitment to Onsor that we are going to have ninety nine percent of it by uh April thirty first, April thirtieth. There's no thirty first. Um and that is our attempt. And then we're also pushing MFA. So MFA is going to for laptop users will be uh May fifteenth.
Speaker 6 00:13:00
Okay, All right,
Speaker 2 00:13:02
Thank you You're. Welcome on the SHARP computer upgradesum because they are related to a grant that SHARP had gotten. Um, we are still rolling those out slowly. Um, BAFMA has the twelve computers left. I actually thirty was the incorrect number. T here is more like forty uh laptops left for programs. So, we are going to we have the full inventory done um and then I am. We're gonna start with that. And then we'll look into the mobile upgrades after uh We are having to upgrade docking stations right now. So uh.
Speaker 2 00:13:37
Doctor Barbara is actually signing off on all the docking station upgrades, because when he bought the laptops, he did not buy docking stations. That's a lovely little thing. And we keep finding more ghosts, by the way. DTLA Alliance cloud team setup that just got put on my radar yesterday, Maggie?
Speaker 5 00:14:00
Yes, yes, yes. Yesterday.
Speaker 2 00:14:03
Right now I am working on, Their tabletop exercise, which is next week. Um, and then I will start working on the cloud team setup with them. Uh, Jason, I am not including your team in on this one, just because it's going to take me an hour to do talks. So I'll go ahead and just do it. I will access if I'm on your team get that done, uh and everything will get uh and I'll try not to use your team for that uh, because I'm going to need them for earlier.
Speaker 1 00:14:38
Was that a chuckle from Gabby? She.
Speaker 2 00:14:43
Hasn't seen she hasn't seen this spreadsheet yet that they sent me.
Speaker 7 00:14:48
Ooh, can't wait, Christy.
Speaker 1 00:14:51
I will help you with, i will help you with all the others as well. So it's gonna be a lot of fun.
Speaker 5 00:15:04
Okay, let's proceed. The Segread project for the Lion Real Estate Group. According to Seg, Fifteen com fifteen completed five shift one to be hold, once manager has been hired. And then for Nishida Go Live date eleven out of fourteen users, Microsoft accounts were configured already. We had internal sync up yesterday with the team. Monty and Vana will be onsite today, Patrick, Gabby and Kevin will be on standby. Hunters will be pushed today and client will be added in dark web. Still waiting for the preferred date for the K B four training and simulations. Avanam will be pushed through already through after their personnel Gmail to Microsoft migration.
Speaker 5 00:16:03
Next for the fire ranch,
Speaker 6 00:16:06
And just to complete that project. Yeah, I sent a note to SED just a little bit ago also asking about, And I don't know Julia, if you know this, or if anybody else on the call knows this for Nashida, but actually I've got a few questions. How do we refer to this client? Is it Nashida? Is it Wang? Do, we do we have like a name that we're referencing because I don't really know what we're calling them. NWA.
Speaker 3 00:16:33
Okay. Yeah, I've been saying NWA. I don't think it's great, but that's what I've been saying.
Speaker 6 00:16:39
That's a weird way to say it. Okay, okay. I like Mashita better, but okay if that's what we want to call it, that's fine. Um Do we know if they had an onboarding fee or did we waive that? Or do we no? Do we have any idea what their contract had?
Speaker 6 00:16:58
If we don't, hopefully we'll find it because I sent her a note asking, was there an onboarding fee and if so, did we bill it or did we waive it? And if we billed it, did they pay for it? If we didn't bill it, I sure hope. We bill it now and then secondly. I know we're going live. I guess today is technically the live date or the. Is today really the day that they technically are starting to be billed, or is it like tomorrow or something? I don't really know if there's like an overlap period where we're giving them like any kind of a. And if these are questions for Seg, I was going to ask Seg today, but I didn't know she wasn't going to be on the call. So um, I can connect with her later. But um, I don't know if we're giving them like one bill in May that covers the prorated dates in April into May or whatever. But.
Speaker 6 00:17:50
If nobody knows these questions, I'll ask. So let's go ahead to the next one.
Speaker 5 00:17:56
Okay, for the last one, The Maverick Gaming checklist has been sent to the team for checking. And then for Anton's project.
Speaker 6 00:18:13
Actually, who's driving the Maverick Gaming security assessment?
Speaker 6 00:18:22
Is that Seg doing that? Seg's doing that. When I saw the note go out yesterday, so she's not on this. She's not on this call. Okay, um, all right. I saw an I saw a list go out from her yesterday. Uh, is she not on here because of the Nishida onboarding?
Speaker 5 00:18:47
Uh no, she they I think, There was a train strike, and her train was moved from two p m to six p m London time.
Speaker 6 00:18:58
There was a what I'm sorry.
Speaker 5 00:19:01
Um, train strike in London.
Speaker 6 00:19:06
Oh okay, oh I see okay. Okay.
Speaker 5 00:19:14
Pay for migration to hunters curated and cottonwood will be kept, In software and Lumify, that's per Anton. Next project, Miguel.
Speaker 8 00:19:30
Good morning everyone. So for project two six six two Oticon Surge MR thirty six access point, E P A has been updated to April twenty eight again, and then uh, check with Kevin on this one. So the AP will be configured upon arrival, and we'll schedule the placement on the thirtieth or the day after. Arrival of the equipment. Then uh project two, six, seven one. Uh this is for John Tracy Clinic. So the APSV uh has arrived yesterday, and uh I checked with Vlad on this one. So Gabby just in case you don't know yet, but I had a call with Vlad this morning, and we're checking on a possible schedule, probably on Friday eleven am, but I'm gonna confirm with him later if it is final or not.
Speaker 8 00:20:17
And I will reply on the thread if it's confirmed. Awesome. Okay, and then oh by the way, uh is it already uh configured? Uh yes. All right. That's ready to go. Okay, And then next, we have project two, six, seven, four, this for autocon series repositioning of two existing access points for the parent's office. So uh, check with this one last week and uh today. Uh, the Kevin and Vlad are scheduled over there. Uh, Again, we will have a call later with Vlad to check updates regarding their work. Then, lastly, I have project two, six eight, three Oticon surge. Uh this is a new project. The POE security camera switch for Belgrade. So uh, the the switch has been placed already for order, and there is no ETA as of now.
Speaker 8 00:21:16
And that's for.
Speaker 6 00:21:18
Say that again, Miguel. The the switch what?
Speaker 8 00:21:22
Oh yeah, uh this is for the P O E security camera switch, But uh upon checking the actual switch, it looks like a core switch Cisco C nine, three hundred series. So uh yeah, that's a rather expensive switch. And the order has been placed already, and we don't have the estimated time of arrival yet.
Speaker 6 00:21:47
So they need a core switch for cameras.
Speaker 8 00:21:51
Yeah, I read the quote there. It says there that's a very, very uh,
Speaker 6 00:21:57
Is this a is this a core switch just because it needs a lot of power? It's a POE. Why why do they need a core switch for for cameras? I'm just curious.
Speaker 8 00:22:09
Okay, this one I'm not sure but the the when I read the scope, It said it needed a Cisco Catalyst nine thousand three hundred L to align with client network, standard security policies and operational requirements. So,
Speaker 6 00:22:26
So who who write who's who builds the standard for this? Is that us? Is that them?
Speaker 8 00:22:35
This one I am not sure. Uh, but if we have let's say for example we discuss this one. We usually build it, but for this case, I just got the code, so I'm not quite aware of the history of this one.
Speaker 7 00:22:52
Um, I, just want to add that the 9300 L, you can manage it on the Meraki, even if it's a Catalyst. It's compatible with Meraki.
Speaker 8 00:23:04
Uh follow- up question on this one Gabby. Why can't we just use the regular? Uh? What model is it again? Meraki MS one thirty switches on this one because yeah,
Speaker 7 00:23:18
The one thirty. Mhm. I am not, I am not sure why they so. So who is.
Speaker 6 00:23:25
So who is who told us that we need this? Like how do we get to the point where we say this is what we need? Like who tells us this is what we need Is that them Now I know that Autocon is like they have. Really, really expensive cars that they that they store right. So they have a standard camera system that they use across all their sites. So, this might be their standard, and this might be a network standard that they're using for their camera systems. I don't know, maybe this is maybe they tell us what they need. I don't know, But can somebody just get the details on this because do we decide this? Or do they decide this?
Speaker 8 00:24:03
Yeah, uh I can check with Vincent after this call.
Speaker 6 00:24:06
Yeah, I mean if that This is their their standard, What I what I'd like to understand, though is, are we ordering this for them? Or are they ordering this? And they're telling us that. I mean Maggie you you order right do you know if we ordered this.
Speaker 5 00:24:22
Yes, We ordered grant orders based on the.
Speaker 6 00:24:27
But we don't have an ETA yet. Is that is that what we're waiting for is the.
Speaker 5 00:24:31
Yes. There's no ETA in Ingram.
Speaker 6 00:24:35
So Ingram hasn't given us an ETA yet, or we haven't placed the order.
Speaker 5 00:24:40
We have already placed the order and we're waiting for the ETA.
Speaker 6 00:24:44
Okay, how long do we usually have to wait for that?
Speaker 5 00:24:48
Thisum this under two to three days.
Speaker 6 00:24:53
Okay, when did we put the order in or when did we?
Speaker 1 00:24:57
We put the order. Let me check.
Speaker 6 00:25:06
The reason I am asking is a lot of this stuff's back ordered. So if it's going to be months or weeks or whatever, we might need to find out if somebody else has some options.
Speaker 8 00:25:17
Yeah, we put it uh yesterday. I might be,
Speaker 6 00:25:21
Oh, yeah, yes. Okay. So we probably have another couple days to wait. So let's stay on top of this. If, they come back with a really long lead time, and this needs to be our standard right, if we get a really long lead time let's, Find out what our other options are. Right, let's not just say okay, we're going to wait four months for something. Let's figure out, let's escalate. Let me know that um other people know and let's see what our our other options are. And you know, we want to do that with laptops. We want to do that with equipment. We want to do that with everything. We don't just want to say okay, We're going to wait three months or we're going to wait four weeks or whatever we're going to. We need to figure out what our alternatives are, et cetera. So okay.
Speaker 6 00:26:04
Thank you.
Speaker 5 00:26:10
Next project, um, Gabby.
Speaker 7 00:26:13
Uh, thank you Maggie. Uh, So two, six, five one, uh Barker Pacific Group, the quadum we haven't heard back from methodology I T. Uh we've been following upum within this last weekum regarding having access to manage the unified devices. I did just send an email to Kara, who's the property current property manager at the quad, To see if she has any information regarding who can we contact directly at methodology, who can help us. But at this point, if we don't get you know anything out of it um. We might have to um take some other matters and I might have to talk with Jason on this, like what would be the best approach.
Speaker 7 00:27:03
Um, but this is where we're currently at basically. And this is after we called them. We called methodology and then told us send an email. So, you.
Speaker 6 00:27:14
Probably you had no success before, when you tried to use them too, right? Yeah,
Speaker 7 00:27:22
Well, First, we we I was in touch with Core Intelligence, who was the previous MSP that managed it. No luck with them. And then methodology was the previous previous MSP that we found out they managed to unify devices. And I believe they're currently managing the landline phones from what Kara told us. So I wanted to see if she has any anybody we can contact directly regarding this, if they can help us.
Speaker 6 00:27:54
Okay. Yeah, and if we need to end up, you know kind of, Wiping and starting over, There, we might have to just figure out how to do that or replace them or whatever we've got to do. We'll have to let them know. We've kind of tried our best and I'll let you and Jason figure it out.
Speaker 3 00:28:15
All right, okay. Hey team, I need to drop off this call for a minute. I'll be back. Alondra's calling me.
Speaker 1 00:28:32
I recall correctly,
Speaker 4 00:28:33
I believe the next project is Julia. Yeah.
Speaker 3 00:28:41
Hi everyone, um, I'm actually on a mobile connection and it's a bit choppy. If you cannot hear me, can you turn off your cameras please? Project number 2533, Project Angel Food desktop migration.
Speaker 3 00:29:02
On-site visits scheduled for training. We're following there to help them to get familiar with the setup. Three more devices with server Mike, Both Mike and I are following up with Stephen, and letting him know this urgency. So ball is in his court.
Speaker 3 00:29:35
And then, and two six one one. Those are two hardware projects. Uh, refreshes. I worked with Caleb yesterday to update the Excel tracker, And I will follow up with Stephen uh to find out what's the plan for remaining devices. Um, For Caleb, we have only two laptops and two desktops at Crimson IT headquarters for them. And uh remaining block stops are at the top. Project 2317 for intra-ten. Um I think Jason is actually leads uh leading this project now. Um, he asked me for some things to send to him. So I shared um documents I have.
Speaker 3 00:30:26
Anton, the first solution was tested Azure VPN and will not work. So he's asking if we can proceed with the second option for UBT. Um, I'll wait for it. I execute a message to you, But I guess, uh I should wait for Jason to be back to me, right? Can you guys hear me?
Speaker 6 00:30:52
Yes. Yeah.
Speaker 3 00:30:54
Oh okay.
Speaker 6 00:30:56
But Maggie's screen changed. There.
Speaker 1 00:31:13
A Lancer project two five eight three Azure migration. Same notes, I guess.
Speaker 3 00:31:24
Sean is still having issues with non compliant devices, And I'm keeping the project also open, just because I don't see the final invoice that was sent on March eleven, which is more than a month ago. It's still unpaid. Um so, Um Do you think I should follow up with Jennifer or accounting follows up on this?
Speaker 6 00:32:10
Follow Up with Jennifer. Who's that?
Speaker 3 00:32:13
The the main point of contact for this project. Because I sent her a popping mail, I sent her everything we're and we told her we're closing the project, but invoice is still not paid so. I'll follow up with accounting to see when when they followed up last time and who they sent invoice to just to make sure and send the right um email project. Two five eight eight for wine bar um I synced up with Jason yesterday. This a file structure cleanup project or Teams SharePoint cleanup. Um this his Jason is actually leading discovery now for.
Speaker 3 00:32:57
File storage and meeting with department heads to understand the usage and needs. So once he completes his discovery, we will regroup internally with Charles. Project two five nine eight for Wayfinder. Um yesterday came this call Michael uh from Wayfinder still did not provide us final outputs like he promised. Uh Charles. Carl reiterated the need to lock the folder structure and naming upfront. So we can avoid the rework and user confusion. And Charles is actually working on to standardize department and program based structure this week. And he will propose to Wayfinder and actually. That will give, and he will also give us.
Speaker 3 00:33:56
Ma terial for the to do the demo that we find the requested for the executives. Um, but still right now I'm. Best case scenario completion is in July.
Speaker 6 00:34:10
And Julia and Olivia, are we tracking all of our time? Amelia or excuse me, Emile's and Charles and Julia yours and Olivia yours and everybody else's, time is being logged in this ticket. A hundred percent, right?
Speaker 1 00:34:27
Yeah, I have a specific phase.
Speaker 6 00:34:30
Where do we where do we sit so far from from our perspective, you know? Or, can we find out? You don't have to tell you don't have to tell me right now, But can you can you give me uh just a ballpark on number of hours we've spent so far? I am just curious. Whenever you get a chance. Okay. Thank you.
Speaker 3 00:34:51
Project two six two nine on aum, A X C R P upgrade. It's C R F upgrade. Uh, per John, Meeting is scheduled this Thursday with point of contacts, and they will discuss the migration, expected downtime and confirm the migration date and time. That will give usum the completion date for the project.
Speaker 6 00:35:19
I'm sorry so so they're doing it this weekend you said?
Speaker 3 00:35:22
This week they're meeting. On Thursday to discuss that. Okay,
Speaker 6 00:35:28
So they're they're discussing it this week.
Speaker 3 00:35:30
They're discussing yes, they're discussing the uh downtime during migration and they, They wanna so Sean I mean, John wants to present it to them and get the date from them.
Speaker 6 00:35:47
Okay okay.
Speaker 3 00:35:51
Projects two six five three flop.
Speaker 3 00:35:56
Library consolidation. Can.
Speaker 6 00:36:00
We scroll down? Um, we're still stuck on there or is it just my screen? No, it's just out of there. I just still see Lancer Skincare.
Speaker 1 00:36:12
I think Maggie's maybe frozen. Maggie's frozen. Yeah,
Speaker 6 00:36:16
I think yeah, it looks like Maggie's whole thing's frozen there.
Speaker 1 00:36:21
Maggie is even frozen on my screen.
Speaker 1 00:36:24
I can share my screen instead. Thank you, Bryce. Can you see my screen?
Speaker 4 00:36:41
Yes, we can. Clap it and clap it.
Speaker 3 00:36:45
Clap it and clap it. Third point.
Speaker 3 00:36:50
Firmarit's project is completed and can be closed. It's been already one hundred percent billed, and I believe no, it was not collected yet. Project two six seven two. Sorry,
Speaker 4 00:37:09
Julia. Real quick about Clappage: Have we documented any changes? Anything? Any idea if Mertz has documented anything in Hudu about this?
Speaker 3 00:37:21
I will double check. I have a ticket for code updates. I'll double check that. Thank you. Project two six seven two, Alire disable mDNS. Um, I'm still waiting for three more devices to be turned on or or tell me what um exactly they want to do with it. So uh invoice was actually paid so So far, we're good. This a time and material. If we need more time to complete this, we're going to bill additionally. I also have a new project for C D Richards Ellis for third floor network equipment. This was requested by Kevin. This a brand new project that was just approved yesterday, and it's estimated for.
Speaker 3 00:38:18
For four hours total, two technicians for two hours. Um, I kind of run it by Mike just to double check everything is correct. And Mike flagged that the wording also implies it is a possible full day with two technicians, which is potential more time. But it doesn't say it's kind of like says it's a doesn't specify that. Additional hours will be built, so that's kind of red flag for us.
Speaker 3 00:38:51
C B Reacher's Ellis.
Speaker 1 00:38:58
Oh. So.
Speaker 6 00:39:01
So so we're saying somebody mentioned somebody sent a an estimate to a client directly without formalizing. It is that what we're saying?
Speaker 3 00:39:13
No, they're, The quote was requested by Kevin and it got approved by the client. But when I'm reading the quote to see, okay, so what are the projects? What are the hours? Who's doing it? Is there a PM hours included or not? I mean, technicians can manage the project, right? If there's no PM hours. But uh it's just the flag was that.
Speaker 3 00:39:43
It says two hours by two technicians, so four hours total. But it also say it may run over, so additional billing could be. But it's not. It's not exactly say that there is going to be billed separate, right? Okay. Um Also uh not clear who's going to provide packing boxing materials.
Speaker 3 00:40:11
So, that's something that Mike also is not sure and I'm not sure. In a project like this, do we set it up under requester in Connectwise? And if they need my help or any other project manager help, we can help them. But I think then they need to know how to manage projects in ConnectWise. Just kind of open question, right? To Jason's team. Um, that's it as far as my notes for our capital. I finally updated Hudu with the high level reusable infrastructure overview document. Um, Pete, like you asked me, Uh for Avalon is they're now in migration. So next follow up will be in four weeks. Uh so it's not.
Speaker 3 00:41:08
We're not doing anything else for Avalon migration. And that's it. For me.
Speaker 6 00:41:23
Okay. Anything else we need to add?
Speaker 4 00:41:29
Anyone know about the last one? Which one? AI agent, ConnectWise project status agent? Asking for a friend. I don't know what that means.
Speaker 2 00:41:45
I think that might be for Tony because Tony was asking some questions, but I don't know what it is actually. I just know he was asking questions.
Speaker 3 00:41:53
I emailed you, Christy and blind copy on Zor and said, hey Zor, and Zor is the one who's supposed to approve it so.
Speaker 1 00:42:01
Oh okay. Got it okay.
Speaker 2 00:42:05
That makes a little more sense now.
Speaker 6 00:42:09
Well, I know C Boss is happening too. I mean, There's some stuff going on there with with triage and smart dispatch stuff and all that. I don't know if this has anything to do with any of that, but maybe not. So, I don't know.
Speaker 2 00:42:23
I i know what it is now now that Julia mentioned it. Um, I handed it over to Obsor to work with to build against C Boss. Um, i'm gonna try to work on some other projects, In the meantime, and then send the code over to ONSR to add to CBOS. But for this one, I am going to have ONSR do it.
Speaker 3 00:42:42
Awesome. That would be I think it would be amazing again talking about yesterday. It's a little bit hard, yeah.
Speaker 2 00:42:51
Yeah, And then also, uh I know Maggie is having trouble. But if we can relay this message to her because I am going to forgetum we need to. The ability first project back out of on hold to active, we'll very start prepping for that project. So we're going to need, yeah, and Gabby, we're going to need you guys setting up the devices. I know they're in the office already. Um. So we'll just need you guys setting up the devices and I'll get with you guys on that before we ship them to camp. All right so.
Speaker 1 00:43:29
We'll need to do that in the next couple weeks.
Speaker 4 00:43:39
Okay, great. Anyone got anything else?
Speaker 2 00:43:44
I do not suggest working from home with three cats. They chose this meeting to not focus on Pete's head for once and instead, do cartwheels off my desk. I liked it better when they were focused on Pete's head, then I could get work done.
Speaker 4 00:44:03
All right, cool. Well. I'll give you guys back twenty minutes of your day since I'm leading this meeting now.
Speaker 6 00:44:08
You all have a wonderful day. Thank you very much.
Speaker 4 00:44:11
Bye guys, thank you.
05-26 Meeting: Optional SSO Implementation for Concur
## Meeting Information
> Date: 2026-05-26 09:11:32
> Location: [Insert Location]
> Participants: [Susanna] [Christi]
## Meeting Notes
- Topic Title: Optional SSO Setup for Concur
- Christi plans to implement Single Sign-On (SSO) for Concur.
- SSO will initially be optional; users can continue logging in as they do now.
- Using SSO enables Microsoft account sign-in and may reduce authenticator prompts.
- SSO is considered a security improvement for the organization.
- Susanna asks whether users will see an SSO option at login; Christi confirms they will.
- Susanna confirms that “Microsoft account” refers to users’ email accounts.
- No changes to Susanna’s current user setup process.
- Christi notes SSO could become mandatory in the future.
- Christi offers to show Susanna examples of SSO on other sites if she can stop by.
- Susanna is in meetings with consultants but may stop by briefly.
- Conclusion: Proceed with optional SSO for Concur; no immediate changes to user setup.
## Next Arrangements
- [ ] Christi to complete the optional SSO configuration for Concur.
- [ ] Susanna to stop by Christi’s office for a brief SSO demonstration when available.
- [ ] Plan internal communications to inform users about the optional SSO and how to use it.
- [ ] Evaluate and define criteria/timeline for potentially making SSO mandatory at a later date.
## AI Suggestions
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. Communicate the SSO option and instructions to all Concur users to minimize confusion.
> 2. Confirm whether authenticator requirements change for users choosing SSO and document the login flow.
> 3. Define criteria and timeline for potentially making SSO mandatory.
May 26, 2026
Speaker 1 00:00:03
Hey Christy.
Speaker 2 00:00:04
Good morning, how's your Tuesday going?
Speaker 1 00:00:07
Wait, give me one second. Sorry. No worries, you're good. I'm doing good, how are you?
Speaker 2 00:00:10
I'm good. Hey, I am going to set up SSO for Concur in the system. It's not going to affect anything anybody is doing. It's not going to cause issues with the login However, if a person wants to not have to put their authenticator code in every time they can choose SSO and log in with their Microsoft account.
Speaker 1 00:00:31
Oh, okay. Okay. So like would they have that option when they log in or like how is that? Yeah,
Speaker 2 00:00:36
They would have that option when they log in. However, they don't have to use it so I'm making it optional, but it's it's actually better security for us.
Speaker 1 00:00:47
Okay, perfect I know. A lot of people don't hate the authenticator. So if they log in with their Microsoft account, is that is that just their like you know, email account, yeah.
Speaker 1 00:00:59
Yeah, and because then would I set up the user the same way?
Speaker 2 00:01:02
Um, you just set it up the normal way, and thenum eventually we can make it mandatory that everybody uses the SSO. Um, if you are you in the office today or are you at home?
Speaker 1 00:01:16
I am but I'm like kind of in a meeting all day with uh consultants.
Speaker 2 00:01:21
No worries. If you get five minutes and you come upstairs and my door is open, I can show you what an SSO looks like for other websites. Okay. So sounds good.
Speaker 1 00:01:32
Yeah. All right, awesome. Thanks. Have a good day. Yeah, You too Let me see if I can stop by No worries Bye Okay Bye.
Provide Susanna a brief SSO demonstration when she is availableDraft and send internal communications to Concur users explaining optional SSO and how to use itComplete optional SSO configuration for Concur+2
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06-17 Weekly Meeting: All-Hands Updates, Cybersecurity, and AI Training
> **Date:** 2026-06-17 09:57:13
> **Location:** [Insert Location]
> **Participants:** [Sergio] [Christi] [Speaker 3] [April] [Speaker 5] [Speaker 6] [Anton] [Pete] [Mike] [Anzor] [Speaker 11] [Speaker 12] [Speaker 13] [Speaker 14] [Speaker 15]
## Meeting Notes
### **POTS Line Quote for Faroaks Site**
- A POTS line quote is in progress and will be delivered today, June 17, 2026.
- The provider must clarify pricing due to recent cost changes.
- POTS line pricing has jumped to roughly $1,000 per line.
- Christi noted the client currently pays $138/month for an existing copper line.
- Provider Lingo is moving away from copper; a migration notice may be issued soon.
- The Faroaks site MPOE is behind the reception desk, and wireless reception is strong.
### **Weekly All-Hands Meeting Kickoff**
- Weekly all-hands for week 25, held on June 17, 2026.
- After-hours support: George (primary) and Kobe (backup).
- Core value spotlight: "Commit and Deliver," with shout-outs to Christi and Charl for positive client feedback.
- Quote of the day from April: "If at first you don't succeed, then skydiving definitely isn't for you."
### **Team Updates**
- **Help Desk:**
- Anderson will deploy Cloud this evening (June 17, 2026).
- A new Level 1 technician, Adrian, has joined.
- **Cybersecurity:**
- Investigating an incident with the EAP.
- The intratam project is expected to be completed by the end of next week.
- **Operations:**
- Three cyber incidents occurred on June 16, 2026, including Eldridge (noted by Anton) and an issue at Maverick.
- Another customer fell for a phishing attempt and shared personal credentials.
- Pete emphasized ongoing security training for staff and customers.
- Open tickets remain high at ~350. Overtime is available to help reduce the backlog.
- **Account Management:**
- Vince is out due to a family emergency; Mike is the point of contact.
- Shout-outs to Christi and Anzor for exemplifying "extreme ownership."
- Project Angel Food has a KTLA fundraising event; a link will be shared to help offset a 35% budget cut.
- Pete and Mike will meet with Hannah and Avalon on June 18, 2026, to address issues, including Avalon not responding to accounting emails.
- **Finance:**
- There are open or unsubmitted timesheets in ConnectWise; please review and submit.
- **Admin:**
- Monthly computer and license counts are underway this week.
- **New Business Development (NBD):**
- Progress with Maverick Gaming to convert them to a full client; the ConnectWise company name is now Double S G Gaming.
- Anzor is pursuing an opportunity with Foothill staff.
- A new company, ExcelBoss.com, has launched to provide AI custom software solutions.
- ExcelBoss clients: WineGuard (GetHelp replacement) and AutoConcierge (rebuilding Zoho, CRM, and billing platform).
### **Project and Change Callouts**
- **Interim Compliance Project:**
- Conditional access policy audits are underway.
- Cloud PC user wave is complete except for one Linux user; target closure by end of June.
- **Wayfinder SharePoint Migration:**
- The client changed direction last week; a change order is in progress.
- Active migration continues with a very tight end-of-June target.
- **Arc Capital:** Dropbox-to-SharePoint migration planned in the next two to three weeks.
- **Anderson:** Firewall replacement rescheduled for July 2, 2026.
- **Ticket Management:**
- Christi reminded the team to log AI and other project work under the correct active project to track hours accurately.
- **Circuit Redundancy Testing:**
- Following the AbilityFirst incident, Pete asked client champions to schedule planned redundancy tests for clients with redundant circuits to verify failover works.
### **AI Training: Introduction to CoWork**
- Christi presented CoWork, which offers more advanced capabilities than standard chat AI.
- **Key Features:**
- You can prompt CoWork to perform tasks, not just chat.
- Prompting best practice: state the desired end result first, then outline steps.
- Generates training scripts, PowerPoint decks, and Heygen scripts from existing files and brand guides.
- **Usage and Token Management:**
- Usage is token-based; larger documents and longer sessions consume more tokens.
- Anzor noted conversations are stateless; returning after a delay can increase cost as memory refreshes.
- Christi suggested using "Sonnet" or "Haku" instead of "Opus" and setting effort to medium or low to conserve tokens.
- **Claude for Clients:** Recommend Claude Teams for small companies and Claude Enterprise for larger ones.
### **Team Fun Segment**
- The team played "Two Truths and One Lie."
- Paula participated; her lie was that she went skydiving in Dubai.
- Sigrid was nominated for next week’s game.
## Next Arrangements
- [ ] [Speaker 3] to send the Faroaks POTS line quote to Christi today (June 17, 2026).
- [ ] Mike to post the Project Angel Food KTLA fundraising link in the napping channel.
- [ ] Pete and Mike to meet with Hannah and Avalon on June 18, 2026, to discuss issues, including Avalon’s lack of response to accounting emails.
- [ ] All team members to review and submit any outstanding ConnectWise timesheets.
- [ ] Client champions to schedule and document redundancy tests for clients with redundant circuits.
- [ ] Anzor to meet with Chris offline to discuss the ExcelBoss.com vision.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. The high volume of open help desk tickets (~350) was noted as a challenge. While overtime was offered, no structured plan was discussed to reduce the backlog.
> 2. A customer shared credentials in a phishing attack. No specific follow-up actions for that customer were outlined beyond general training reminders.
> 3. The Wayfinder SharePoint migration timeline is very tight after a change in direction, risking the end-of-June target. No explicit mitigation strategies were discussed.
Jun 17, 2026
Speaker 1 00:00:10
Good morning.
Speaker 2 00:00:12
Good morning. Hey do you know, do you how long until I get the quote for the POTS line?
Speaker 3 00:00:20
Uh, it'll be today. I'm working on it. Um, Just need to uh my provider to clarify something and I'll send that over to you.
Speaker 2 00:00:29
Have you ever been to the Faroaks site? Never. Okay, so the MPOE is when you walk through the front door, the MPOE is right there, right behind the reception desk. The door kind of blends in. There's good wireless reception there, but also all of their ISPs terminate in there as well.
Speaker 3 00:00:52
Okay, perfect. Yeah, that's pretty much what the uh the provider request. They want to do a site survey and you know, to see what's going to work best for the area.
Speaker 1 00:01:03
Okay. Perfect.
Speaker 3 00:01:06
Yeah, But I'm I'm working on the price uh because they just fairly changed it last week and I don't understand some stuff, so I need them to clarify before I give you a price, you know. Gotcha Because all the POTS line went about thousand dollars per line. So that's just stupid crazy.
Speaker 2 00:01:23
They're currently, oh sorry, no go ahead. No. They're currently paying 138 per month for the existing POTS line.
Speaker 3 00:01:33
Does the old does the copper one?
Speaker 2 00:01:35
Yeah, that's a copper. But uh, lingo is wanting to get out of copper. Okay. So I I wouldn't be surprised if they give them a notice to move off of copper line soon.
Speaker 4 00:02:51
Alright, it's ten o'clock. Let's start. Okay, so good morning everybody and welcome to our weekly all hands meeting. Today's date is June seventeen twenty twenty six. We are on week number twenty five The primary for after hour support for this week is George, and the backup is Kobe For. Our core value spotlight, the core value that I would like to highlight today is commit and deliver Um, big shout out to Christi and Charl for the positive feedback from clients. Um, this a reflection of your hard work and commitment to delivering great service. Keep it up. Okay, and for our quote of the day, So I've been looking for a quote that I can share with you guys this morning, and this the quote that resonated me the most. So um, the quote goes like this: um If at first you don't succeed.
Speaker 4 00:03:48
Then skydiving definitely isn't for you. So I hope that's also resonating with you guys. Um, okay, team updates. Let's go to help desk with Olivia.
Speaker 5 00:04:03
Hey, bro. Uh, Happy Wednesday, everyone on the help desk side of things. Uh just a heads up. Anderson will be deploying Cloud this evening. In case, there's any help desk tickets and then also. A new help desk technician starting, Adrian. Adrian, tell us a little bit about yourself. Something fun, yeah? Just introduce yourself.
Speaker 6 00:04:24
Hi everyone. Yeah, I am Adrian. It's really happy to be here and meet all of you. I am starting off as a level one technician. I guess maybe an interesting fact about myself: I really enjoy traveling, looking to just look at new places and learn more things and, I enjoy meeting new people and I am excited to get to know you guys more.
Speaker 5 00:04:49
Welcome, thanks Adrian. Happy welcome,
Speaker 6 00:04:52
Thank you so much.
Speaker 5 00:04:54
Thanks April, that's all on the help desk side.
Speaker 4 00:04:57
All right, welcome to the team Adrian. Okay, cybersecurity updates with Antonin.
Speaker 7 00:05:04
Morning everyone updates from cybersecurity we have an, Incident with the EAP that we are currently working on with the investigation. And additionally, We're going to try to finish up with the intratam project probably by the end of next week. That's all updates from security team. Thank you.
Speaker 4 00:05:30
All right, thanks Anton. Operations with Pete?
Speaker 8 00:05:34
Good morning everyone. Uh yeah to tag on to what Anzor said, theum, Cyber cyber incidents are um are prevalent out there. We had three different things actually come up yesterday. The um Eldridge is the one that Anzor mentioned that, that the team is working on, and we had we had a couple of things come up with um Maverick that we were investigating yesterday. Diligently in the morning that looked like it could be an active cyber incident. And then uh one of our other customers um.
Speaker 8 00:06:09
Was actually a victim of a phishing attempt and ended up, it looks like, sharing credentials, Personal credentials and a number of other things with some people that were stealing a lot of their credentials. And probably getting a lot of their personal passwords and other things. So be diligent out there. Work with work with our customers and and please remind them if they're, you know if they are not taking our training, if they are not signed up for our training, let's make sure that that we are helping them get signed up for that. If they if they have are signed up for it and they're not taking it, let's let's encourage them to take it. And, if you are not taking the training that we were supposed to be taking, make sure you are because we're going to be uh monitoring that as well. Um.
Speaker 8 00:07:06
Otherwise, I know that ticket counts are still fairly high. We're still, we're still trying to recover from, you know, falling a little bit behind during the um during the, the time when people were out. We're we're doing some catch up there, But the holidays and the um and the summertime are always a a high volume time. So, um if there's anybody that wants to work a little uh overtime, I think we can probably do that. If you want to talk to Olivia, uh we can probably do some of that. We've got, We're still, I think, at about 350 or so open tickets. So let us know if you want to help try to do some catch up in that space. I think that's all I have for today. Thank you.
Speaker 4 00:07:50
All right, thank you, Pete. Account management with Mike.
Speaker 9 00:07:55
Thank you, April. Just a quick update: Vince wasn't able to make the meeting; he had a family emergency. So if you're trying to reach Vince, he's out of pocket; feel free to ping me. Uh, in the interim until he gets back, I kind of wanted to expand on what April was saying. I want to give kudos and a shout out to both Christi and Anzor. Um, I feel they embody one of our core values, which is extreme ownership in all that they do. I always want to tell them thank you. I see their interactions with customers and I really appreciate the extra level that they go. So thank you to both Christi and Anzor. Um, one more two more things um Keith.
Speaker 9 00:08:31
Project Angel Food has an event with KTLA, which is like the Channel five news. They have a big fundraising event. So I am going to be posting in the napping channel a link to that event. If you can share it with friends and family, Project Angel Food is an amazing organization. They bring medically tailored food to those in need through L A County, and their funding was cut by like thirty five percent for this upcoming year. So these fundraisers are really important for them to be able to deliver those meals to those in need. And lastly, Pete and I will be meeting with Hannah and Avalon tomorrow. So that's it for account management.
Speaker 10 00:09:12
Thank you. Mike said that Avalon is not responding right so to to accounting guys emails.
Speaker 9 00:09:23
Yeah, we'll we'll make sure to discuss that tomorrow. Okay Okay.
Speaker 4 00:09:30
U m all right, um finance updates with Alisa.
Speaker 11 00:09:37
Uh hi, good morning, happy Wednesday. It looks like there's still open uh time sheets or unsubmitted time sheets in connectwise. So just a big favor, please. Uh, take a moment to to review past few timesheets and make sure they're submitted for our manager's approval. Thank you so much.
Speaker 4 00:09:57
All right? Thank you. And on the admin side, nothing major to highlight. We're just doing our monthly computer and license count for this week. So, if you have anything that you're working on that, you think will affect our reports or billing, please always coordinate with us. Thank you. And for NBD updates with Anzor.
Speaker 10 00:10:20
On my end, so.
Speaker 10 00:10:25
I don't have anything exciting to report just yet. It does feel like we're making progress with Maverick Gaming, so thank you team for that. And I am working actively with Pete to see if we can convert them to a full client, which will be obviously incredible. And also I had a really good meeting with the staff at Foothill. So, I am reaching out to COO and see if we can reel those guys in. Those are the really two big opportunities I am currently pursuing and working on. Right, and either of them goes through, that's going to keep us busy for a while. So that's on MBD side. Also, just so everyone's aware, I started a new company called ExcelBoss dot com dot Okay, this is the company that will be providing.
Speaker 10 00:11:23
AI custom solutions, effectively software development for our clients. And so far we've got two of the clients that signed up for it. We have WineGuard who's interested in us building them the replacement for GetHelp. And, we have AutoConcierge, where we're rebuilding their Zoho and CRM and Creator and billing all in one platform. Um, so Chris, I am going to be taking you offline later today. Um, to really walk you through this vision and discuss. Um, it's really going to be treated as separate company. Uh, But we're gonna obviously share clients and uh ultimately will ensure further stickiness of Crimson IT with the clients. Even though Excel Boss is a different company. Obviously it's the same set of people. So um that's all I have.
Speaker 4 00:12:22
Awesome. All right. Thanks, Anzor. Any project or change callouts? Okay, Julia?
Speaker 12 00:12:34
Hi everyone. Happy Wednesday. Just to tag on Anton's message, we are for interim compliance project, we are doing conditional access policy audits right now. We did complete Cloud PC user wave, although one Linux user still remains open. That's all for now. We're still aiming to close it out by end of June. We also have Wayfinder SharePoint migration project that Emil and Charleses are working very hard on. Client changed the project direction last week.
Speaker 12 00:13:16
So we are in order to do the change order, in progress change order. IT training was delivered by Christi this Monday after her vacation, which was amazing. Thank you, Christi. So team is now in active migration for Wayfinder. Just keep in mind, we're targeting end of June, but with a flag that timeline will be very tight. Thank you everyone.
Speaker 4 00:13:47
Okay, got it. Thank you Julia.
Speaker 13 00:13:51
Good morning everybody. Um just want to inform you that Arc Capital. There will be a Dropbox to SharePoint migration that will happen in the nextum two or three weeks and then Um the firewall replacement for Anderson that is rescheduled on July 2 n d. That's it. Thank you.
Speaker 4 00:14:10
Thank. You Seth.
Speaker 2 00:14:14
Uh, real quickly, I just want to remind everybody that if you're working on tickets in regards to AI and other projects, make sure that you're putting the tickets in under the project. So if a client reaches out and says, Hey, I need help with this, and it has to do with an active project, and most AI is going to be active projects. So just a heads up for everybody. Um check the system to see if the pro active project is out there and make sure the ticket is going in for that because we want the hours for uh for. You know, Connecting troubleshooting things like that to be against the active project. So we know the time that's going in. And what we need to forecast for in the future.
Speaker 4 00:14:55
All right, thank you, Christy. Pete?
Speaker 8 00:14:59
This is mostly for client champions and for the network team. So, we had an incident with AbilityFirst recently and where they have redundant circuits. But. A circuit goes down, and we don't realize the other circuit was already down or maybe both circuits are down, and then the redundancy doesn't kick in. So we're doing a redundancy test, we're scheduling a redundancy test, but if any of your clients have redundant circuits, Get with the team and let's schedule a planned test to make sure that number one, we've got redundancy that actually works.
Speaker 8 00:15:37
And. And and let's do that as a scheduled test with the client right at a time. That is least disruptive to their business. So, um if you have clients that have redundancy, Let's let's get a test scheduled so that we can, and let's let them know we're going to do that. And let's let them know the results. So if if that's if that's something you have uh, get with your client on that. That's all I.
Speaker 4 00:15:59
All right thank you Pete And just to add this announcement I think, Ma verick Gaming's name or company name in Connect Wise has been changed to Double S G Gaming, so just a heads up. Okay, next is training updates with Christy.
Speaker 2 00:16:18
All right, So I made a promise to you guys. We're going to continue going through the AI training last week or not last week, I was on vacation last week. The week before we did how to install CoWork. This week, we're going to go into cowork and how to utilize cowork because I think that's going to be the tool that is most useful for all of you guys. I'm going to share out my screen. This is some of the work I've been doing in cowork. Let me know if you need me to increase the zoom on it. Anybody?
Speaker 1 00:16:49
Yes, please.
Speaker 2 00:16:50
Okay. Olivia was smirking. So I wasn't sure if that was aimed at me in a comment for zooming in. 'Cause she's had to hear that a few times from clients when I'm on this computer. Um, all right, so CoWork has a lot of unique features that chat does not. And I want to draw your attention. Everybody knows how to use chat in either OpenAI, CoWork or or Copilot. But CoWork takes it to the next level. You can still chat with the system, but at the same time you can have it do work for you.
Speaker 2 00:17:22
Now, I'm actually in a chat. This is one that I've been working on for my meeting today with Avalon. I've also got my advanced Excel training class that I've been working on for Ability. First, which actually starts next week. And, if anybody wants to be a part of the advanced training class next week, Let me know, and I will get you added to the training invite so that you're aware, and you can start doing these with it. But what I did was, I'm going to open up a new task. You've got New Task here, you've got Projects You have artifacts, and I'll go over what artifacts are a little bit later. You have scheduled, and you have customize. So you've got a couple different options in here that you can utilize. We're going to go into new task. And when it comes to prompting in CoWork, it's going to be a little different than chatting. With prompting in CoWork, You want to give it what the end result should be first and then tell it how to get there. Whereas in chat, You just tell it how to get there and what you want the end result to be. So you're going to swap it.
Speaker 2 00:18:19
You want to do that in co-work and code at the same time. So in a new chat, I'm going to make it where I'm working in a project or folder. So I've got client training documents right here, and that's a project that I have that I've built out in projects. However, I could also switch it to any of my folders, and these are the folders I use most often. So have my desktop, which uh i only use once it's still on there Avalon ability first DTLA And, then i've got my meetings folder. And these are ones I use most often. So for this one, I'm going to do client training and I'm going to tell it, I need an advanced Microsoft Teams training for AbilityFirst. I will need a training script and.
Speaker 2 00:19:17
A PowerPoint presentation. Also, I need a Heygen script. For what Heygen is, is a way I can build out these trainings as a video. I'm not going to go into what that is, but I do need that script. So I'm going to ask it to do that. Now this is my end goal. I need the Microsoft Teams training, I need the PowerPoint presentation, I need the script and i need a heygen script, And what I'm going to do is I'm also going to tell it to go look at file folder for my previous trainings. So I'm going to copy over a link, look in this location for previous training, to see what is done so far. And I'm going to copy and paste that link in there. And then one last thing I'm going to do, this is something I've started doing recently.
Speaker 2 00:20:15
Is I wanted to build it using the Crimson brand guides. Well, I'm going to call it Crimson Brand Book because that's what that's what the file says. And special thank you to our marketing team who keeps putting these together. So I'm going to drag and drop that brand book in here. Um, and I could keep it in the project folder as well under project, which I do. But I'm going to show you, I'm dragging and dropping the current brand book, and I'm just going to hit go. Now during this time it's going to give us a progress, and that's for longer tasks. But it's going to go through the thought process. You can go in and take a look at everything it's doing. You can watch it or if you're like me because you have to multitask, You can go to your next your previous chat and look and see where everything is. Now this is one where I did it for the.
Speaker 2 00:21:10
For the advanced Excel training. And so it built it. I'm not a fan of how it built it. I'll go in, I'll be honest, sometimes you just got to go in and re-edit things. Half my time lately, instead of building things has been set to actually redo it uh to make it look nicer. It gives me the foundation, I go in and make it look amazing. So, this what it built when I asked to do the advanced training for Excel. And this where we're at within AbilityFirst. So backstory. AbilityFirst wants to go in the direction of AI, But they see that their team needs a lot of training first in standard Microsoft stuff before we get to that point. Partially for budget reasons and partially because their people need training, so we're providing that training for their team. So this is actually where we are in the advanced training classes for AbilityFirst. But it did build me the basis for it. It made it look pretty and it gave it the Crimson brand colors. So I'm going to go in, I'm going to.
Speaker 2 00:22:09
Take a look at everything. I'm going to look at the script and then I am going to record one training without anybody in there. And then I'm going to give uh the training to AbilityFirst live in a Teams call next week. So these are the things you can have this do. Um another thing that I had it do today, these are examples, I have my Avalon meeting today and I have a agenda already in here. Created as a document yesterday when I was working on my Avalon stuff. This time I wanted it to clean up the agenda for me. Go in, take a look, take a first stab, And then I'll go in from here and I'll, edit it and update it so that I can add it have well, actually have Julia add it to the meeting for the agenda and understand where we're going with that. So these are the things that it will do for you. Additionally things you can have it do organize and categorize things.
Speaker 2 00:23:08
You can have it go in there and do it. I had it go through my documents yesterday and clean up my documents and put, because sometimes client files find their way into just the default documents. I had to clean it up and move. So these are the things you can have CoWork do. One last thing before we, before I'm done, I want to show you guys artifacts. Anything you work in CoWork makes it an artifact. So if you look right here, the C users, All of that, that's an artifact. It's a file, but CoWork also calls them artifact. So if you can't find something through looking at the chats, Click on artifacts and then you can search artifacts here and see everything you've done. Okay? That's my quick training for today. Next week we're going to go a little bit deeper into CoWork, But I want you guys to see just a high level overview of the things you can do. If you have CoWork, go in and do some of the things that I showed you guys.
Speaker 2 00:24:06
It's really easy to do. Have it check over. I did have it check over my project agenda. I gave it the scope of work and said, hey, Make sure that you check and make sure my agenda matches the scope of work. And it did. So I had it remove and it told me why. These are the things you can have the system do. You can have it check against other pieces, but this is what you want to use CoWork for Any questions?
Speaker 2 00:24:40
It's quite a bunch today. Y'all need some coffee or something? I know Anzor doesn't. He's been working hard today, and so is Pete. Yes, Julia?
Speaker 12 00:24:50
I've used 75%. Do I have to be worried about it? Stopped using my cloud today.
Speaker 2 00:24:58
That's an Onzo question, But I am going to show you guys if you guys go down to settings and usage, it'll show your usage limits. I use my Crimson account for Crimson only, so mine's a little bit lower. But I also do a lot of the heavy lifting outside of CoWork. Contrary to what you guys believe and what I've said in the past, I do a lot of my work by hand, but I also use CoWork to double check me. So.
Speaker 12 00:25:27
If I limit my prompts or chats, Will it like if I just do everything in one instead of asking question, will it limit my usage?
Speaker 10 00:25:39
So so the usage rate depends on the amount of token system utilizes. So it really depends what you're having to do, right? If you're given a large document that it needs to process, it will use up more tokens, right? So some you still have twenty five percent. Um, right. And ultimately, I also have ability to allow people spend more money if we need to, right? But I think right now it's set at a hundred dollar per person. So uh we want to try to stay in that range.
Speaker 12 00:26:15
So when I upload the document instead of going back and forth, If I just doing one prompt, everything that I need to do with this document, will it save the talking tokens or not?
Speaker 10 00:26:29
Um, so so the way it works, right? It's actually the conversation is stateless. So every time you send information back and forth, it takes entire document, entire conversation and sends it. Right. Um, so that's how it works at least with a Claude code. I actually need to look and see how it works in cowork, which I believe is just a UI on top of the Claude code. So that that means exactly the same thing.
Speaker 2 00:26:56
And Anzor is one hundred percent right. Oh, sorry, Anzor.
Speaker 10 00:27:01
Conversation. It's going to cache. Did I lose you guys?
Speaker 2 00:27:06
You broke up for a moment.
Speaker 10 00:27:08
So so okay, yeah. So if I'm if you have in a conversation with Claude, every time you ask something, it takes entire conversation, ships it to the Claude process. It gives you the answer. So the longer the conversation. Right, the more information it sends back and forth. That's number one. Number two, if you start the conversation, it caches that information so it uses far less tokens if you're actively engaged. But if you come back to the same session an hour later, it now refreshes the memory right so it becomes more expensive. So there are a number of things to keep in mind.
Speaker 2 00:27:49
And then to add to Anzor because Anzor is 100% correct, Um, when I start a new task or start a chat, I make sure I'm not on Opus. Opus uses far more tokens than Sonnet and Haku. Soum sometimes depending on what I know it's going to be, I'll do it down to low. But default Sonnet unless I'm coding something. Default is Sonnet at medium or low effort and that'll save on your tokens Julia.
Speaker 1 00:28:19
And yep yep.
Speaker 2 00:28:23
All right, I'm done uh April.
Speaker 4 00:28:27
All right, thank you Christi and Anzor. I think we have another question from George.
Speaker 14 00:28:35
Yep. Uh yeah, I put it on chat for everyone to see and comment. So regarding, I know how Microsoft has its own various flavors for their products. Is there such a thing with Claude? In general,
Speaker 10 00:28:53
Like I think for small companies, the best thing for them to use is Teams. Right, so Cloud Teams is the best approach for larger enterprises. It should be Cloud Enterprise. Right, we never want to use individual cloud accounts for a company. So it's either Teams or Enterprise.
Speaker 14 00:29:16
Can Can one easily switch from Teams if they see that. Their needs are okay. So we'll start with Teams. Copy that.
Speaker 10 00:29:25
Start with Teams. Mhm.
Speaker 14 00:29:27
Copy that, thank you.
Speaker 4 00:29:29
All right, okay so let's now move on to our Team Fun segment, Doc raised by Christian.
Speaker 1 00:29:36
Sharing screen one moment Can you see the docs? Yes Awesome Let's start.
Speaker 13 00:30:26
Okay, Go for It.
Speaker 15 00:30:46
Any example? Um, the always friendly, uh like when reaching out to some resources internally or externally. Well, uh prior to what Christi has mentioned, I actually double check on AI now. So that's it. Okay.
Speaker 4 00:31:14
Uh, since I have two more minutes, um, you're the one uh assigned for two truths and one lie as well.
Speaker 15 00:31:20
So go for it. Yeah. Okay. Uh, I have my two truths and one lie here. So my uh first oh my first free diving adventure was at Apo Reef. Second, I hiked Mount Pulag after not hiking for three years, Last is I went skydiving in Dubai on my first international trip.
Speaker 4 00:31:45
Ooh, okay. Thanks. ABC World in the Trust. What is the first one again? I'm sorry.
Speaker 15 00:31:53
Diving, Syria, Syria related ocean related. So first free diving was at Apo Reef. So that's the uh second largest coral reef system uh in the world, but largest here in the Philippines.
Speaker 4 00:32:08
Okay, who thinks that's a lie?
Speaker 15 00:32:10
I don't think that's a lie. It's too specific.
Speaker 13 00:32:16
She's so natural. Like all of them, whatever is a lie, it just sounds so true. Like so natural. Yeah,
Speaker 4 00:32:24
Okay. How about number two who thinks that's a lie? Um that's the uh sorry. I can't rememberum what is it again? What was the second one?
Speaker 15 00:32:36
Uh, hiked Mount Pulag after not hiking for three years. Okay.
Speaker 4 00:32:41
Mount Pulag is one of the highest mountains.
Speaker 15 00:32:44
In Philippines in Luzon.
Speaker 4 00:32:46
Yeah, in Luzon. Oh, that's a lot. Okay, for the third one skydiving Dubai. This is a bunch as well. Okay 10:30 can you help enlighten usum Paula?
Speaker 15 00:33:02
Uh yeah the last one is the lie.
Speaker 4 00:33:05
I can't just make light. Got it. Okay, okay, so you have to nominate the next one for next week.
Speaker 15 00:33:15
Oh, I have to nominate? Yeah.
Speaker 8 00:33:18
Yeah, you have to pick the next person.
Speaker 15 00:33:21
Uh, Sigrid? There.
Speaker 4 00:33:26
You go! Sigrid! All right, that's it. It's already 10:30. Thank you guys for joining and enjoy the rest of your day. Bye.
Speaker 6 00:33:36
Bye- bye. Bye everyone. Thanks everyone, bye- bye.
Determine mitigation plan for Wayfinder SharePoint migration given tight end-of-June deadline after client direction changeDefine structured plan to reduce open help desk ticket backlog from approximately 350Anderson to deploy Cloud this evening+11
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07-28 Meeting: ISP Discounts, Client Project Status, Alere Training Schedule, and RMM Migration
> Date: 2026-07-28 09:30:08
> Location: [Insert Location]
> Participants: [Speaker 1] [Olivia] [Speaker 3] [Speaker 4] [Speaker 5] [Pete] [Speaker 7]
## Meeting Notes
### **Internet Service Provider Discussion**
- Several participants shared experiences with internet service providers, primarily Spectrum and AT&T.
- [Speaker 1] received a $40 monthly discount and an 80-hour credit from Spectrum after an outage and is adding AT&T fiber for a dual-internet setup.
- [Speaker 4] noted a client reduced their Spectrum bill from $112 to approximately $36–$40 after installing Starlink.
- [Speaker 5] saw their Spectrum bill drop from $90 to $40 once fiber became available in their area.
- The group observed Spectrum is more flexible with discounts when competition exists; calling annually to request deals was recommended.
### **Client Project Updates**
- **Firewall:** Ready to close. Refund approved and processing, expected completion by July 31, 2026.
- **Signal Partners:** Olivia will call Tim on July 28, 2026, to determine whether to continue or offboard the client.
- **Alere Implementation:**
- Team is working on the first implementation for Carney.
- Defining the process for complex systems like MRI.
- Currently at 50% completion.
- **Carney AI Training:**
- First “foundations” session held on July 27, 2026.
- Remaining training postponed to the week of August 3, 2026, to allow users to catch up.
- Pete advised against scheduling progressive sessions for the same group on consecutive days in the future.
- **Sharp Computer Upgrades:**
- Paused by Robert to prioritize migrating the last 40 users from LogMeIn to RMM.
- 20–30 users migrated; ~20 remain.
- **DTLA:** Transferred to Onshore.
- **Alere Training:**
- Scheduled for the week of August 3, 2026.
- Sessions by department: Project Management (advanced users) on Monday, Internal Operations on Tuesday, Executive Team on Friday.
- **Avalon Test:** No response on new training; [Speaker 1] will follow up.
- **Barker Pacific:** On hold pending client team migration. No training conducted yet; only a kickoff meeting.
## Next Arrangements
- [ ] [Olivia] to call Tim at Signal Partners on July 28, 2026, to finalize project status.
- [ ] [Speaker 1] to follow up with Avalon Test on July 28, 2026, regarding new training.
- [ ] [Speaker 1] to schedule an OBGYN appointment for Angie.
## AI Suggestions
> **AI Suggestions**
> AI identified the following unresolved items or unclear action plans; please review:
> 1. Alere implementation for Carney is 50% complete and facing complexity (e.g., MRI), but a clear timeline or next steps to overcome current challenges were not defined.
> 2. Barker Pacific is on hold due to a dependency (team migration). There is no plan for monitoring the dependency or re-engaging the client.
> 3. Sharp project migration of the final ~20 computers from LogMeIn to RMM is ongoing, but no target deadline is set for completion.
Jul 28, 2026
Speaker 1 00:00:11
Hi guys. Can you hear me? Good morning everybody. Good morning, guys. Oh, there you guys are.
Speaker 2 00:00:24
I didn't see what time it was and I don't have my updates. Can I go last? Okay.
Speaker 3 00:00:40
Okay, Let's give a few minutes for everyone to jump in.
Speaker 1 00:00:47
Glad I took your advice. What'd you do? So I called Spectrum; they knocked off $ 40 off my monthly bill. They are crediting 80 hours back to me because that's how long it was down. And then uh AT and T was only thirty dollars for fiber, and so I am going to have both with the firewall.
Speaker 4 00:01:12
Beautiful, beautiful, beautiful. This is actually an interesting thing, because like every time something like comes up like I have somebody who installed Starlink, And like they literally knocked off from a hundred and twelve dollars, it went down the spectrum because they did not they did not want to let the customer go. So, they knocked off from one hundred and twelve dollars to I think it was like also around like thirty six forty dollars a month. It's crazy. That's crazy. So now they have now they have dual dual Wi Fi over there.
Speaker 1 00:01:45
Yeah, I got the uh I got the TP Link because it's small business grade, and I was like well I could do load balancing or failover with it, And then I realized, you know what would be great is because it's got to be installed in my bedroom. Uh, do load. Load balancing, put myself on fiber and put everybody else on uh spectrum. It's nice. So, Uh but they did tell me yesterday,
Speaker 4 00:02:14
The little things that we is the little things that we enjoy, you know in life. Yeah. One person I.
Speaker 5 00:02:21
I told you Vlad about my fiber right?
Speaker 4 00:02:24
Yes yes yes.
Speaker 5 00:02:25
I had the same thing until fiber came along, Spectrum was like charging me ninety bucks, and now I am down to forty dollars.
Speaker 1 00:02:33
Yeah, yeah, with both Spectrum and Fiber. Mine was ninety dollars. Now I am paying seventy dollars for both. So.
Speaker 4 00:02:46
So what they say is that literally, like every like at the end of the year, let's say, for example, maybe like at the beginning of December or something like that, just let they suggest to call in. And see if there are any special deals, like on literally on anything you know, especially with like Spectrum and stuff like that. AT and T I haven't had much luck with AT and T getting them down, but Spectrum is very like they're very pliable. Let's put this way, you know, so they say, like every every every December, we should like give ourselves this gift of lower bills.
Speaker 1 00:03:21
I love that yeah. And also.
Speaker 5 00:03:27
You don't have a competition. Yeah, that's true. I had Spectrum for a very long time here, and I didn't they didn't have a competition, and they were like nope we're not giving you discounts.
Speaker 1 00:03:39
Yeah. That was the way it was at my old apartment because we couldn't get fiber into that complex. Uh and they knew it was. Uh. They knew it was only Spectrum in there, and so that's why I was spending ninety dollars a month on it.
Speaker 4 00:03:57
Oh, but that's awesome.
Speaker 1 00:03:59
Yeah. I just got to convince the kids to let me take down the internet for 20 minutes today to get everything set up. I know Dom will do it because her iPad's on Spectrum, and we get Spectrum signal in our apartment, but we don't get AT and T signal or Verizon. So convincing the other two to let the internet go down for 20 minutes is not not the best.
Speaker 3 00:04:30
Okay, some, Pete is not yet here. I think he can just like jump in later while we can start the meeting. All right. Um, Olivia, are you ready or we can get back?
Speaker 2 00:04:46
We can go. I'm ready.
Speaker 3 00:04:47
Oh okay. At least oh, Christi and Vlad gave you that few minutes to give my updates,
Speaker 2 00:04:58
Then. So thanks guys. Always for you.
Speaker 3 00:05:01
Okay. Yeah. She knows, she knows. All right, let's start off the morning everybody. Welcome to week 31 of our Q&A meetings. So let's start this with Christi Holmes for their firewall. Okay,
Speaker 2 00:05:18
This one we are good to close. The refund has been approved being processed and I think it should be completed at very least by the end of the week. I think the 31 st. Alire said. Right, next is Signal Partners. Okay, So I'm going to call Tim this afternoon, and then we will finally either close this project because we'll keep them on as a client or we will offboard them. So I will have good news next week, hopefully pending Tim's response. All right, and how about Alere implementation?
Speaker 2 00:05:59
Uh, we're working on Carney this week. Um, we added all the programs that they asked us for or that they approved. So we're justum, we have to it's kind of complicated. But, we're working on Carney this week, and we added all the programs are just going to work withum either Jason or Mark. So yeah. Add.
Speaker 3 00:06:23
It so long. So this is still fifty percent completion. Yeah, still fifty. All right,
Speaker 6 00:06:34
So Olivia, Do we have aum we have like a tracking list of companies that we're implementing and how how we're progressing on that?
Speaker 2 00:06:44
Yeah, I do have a tracking list, but Carney is our first one. So we are like trying to figure out how it all works. Um.
Speaker 6 00:06:54
Thought we had Anderson or somebody already implemented didn't we?
Speaker 2 00:06:57
We have Carney, uh, but it's just a couple. It's just a handful of programs. Like Carney also has like MRI and like different complicated systems that we're trying to figure out exactly how it works. So okay. There are yeah.
Speaker 3 00:07:19
Right next isum Carney for their AI training.
Speaker 1 00:07:24
So we did the first foundations training yesterday, and it went pretty well. However, they did realize that they have various degrees of people with different levels. So, we are postponing the rest of the training until next week to give one or two more basic users, some time to catch up with their skills. And so I think it's going to be scheduled Wednesday and Thursday. And then that project can be closed in about two weeks. Unless they postpone again.
Speaker 6 00:07:58
And one thing we might want to do, Chris, As we learn from these types of trainings is we should probably suggest to customers if they want to do something like this that they don't stack this. I was a little surprised when I heard that they wanted to do three trainings in a row with that big of an audience. That were progressive because when we first talked, I thought it was three separate groups doing intro training, three days in a row. And I was like, okay, I get that. Like if it's three groups of ten all doing intro training, that makes sense. But, when you then told me, it was the same group three days in a row for two hours, it was too late at that point to say don't do that. But yeah.
Speaker 6 00:08:45
If they ever try to do, if the customers ever try to do that again, tell them that's a really bad idea and don't ever do that again. Cause it's, that's just I don't know. No, no, no team is ever gonna do that for the first day and go, oh, my god. I want to do this two more days straight and unless they, yeah, you know, yeah.
Speaker 1 00:09:08
Yeah. And it got to the point where they said yesterday, okay, everybody all in the same room because I think uh. One of the rooms, it was all the advanced guys and they weren't paying attention at all. So I think they realized.
Speaker 6 00:09:21
They're going to get completely glassy- eyed and like they're going to think, I got two more days of this and be like, uh. I mean, I'm at Evolve for a day and I'm like the second day, I'm already like.
Speaker 1 00:09:33
Olivia and I share your pain. Except for we had amazing groups that did not bore us as bad. But I did have when i started a group that did make me glassy- eyed. So, um, with Carney Properties, uh, I'm sorry. Sharp computer upgrades. Um, Robert did pause last week. Uh and Pete you'll be excited to know why he paused. He paused so that he could work on getting the last 40 stragglers uh off of LogMeIn into uh RMM. And so in one week, he jumped that number about 20 or 30. So it's 20 or 30 in RMM.
Speaker 1 00:10:14
So we got about 20 left, and that's why he paused that. But we were.
Speaker 6 00:10:18
So LogMeIn is almost done?
Speaker 1 00:10:20
LogMeIn is almost done. We're tracking down that last 20 computers. So so good news there. Um DTLA has been transferred over to Onshore. Okay And then Alere, I was giving her a second to catch up, For sec. So, Alere, we are holding their training next week. And this one we actually did divide it out by departments. So executive team is on Friday, Internal operations is on Tuesday and project management. They're more advanced users is on Monday. So.
Speaker 6 00:11:05
Now are we going to be able to are you going to be able to fit all that in and the Carney extended training next week? Yes. Along with your day job.
Speaker 1 00:11:16
Yes. So I actually uh the Tuesday, the Tuesday training may change to the following week, so it's just a a hold. Um but I have some stuff going on Ability First. So I have made sure that there is room for everything and the Elire property training, I already have that set because this will be, I've already done one round of training with them so, We already have all that itinerary in. They are happy with the itinerary. We've already gone through it, so they are super ready to get started. So that one will be like sleeping while talking. Avalon test Julia, I didn't see a response from them yet on new training. Have you?
Speaker 5 00:12:05
They did not Okay.
Speaker 1 00:12:07
So we need to. I'm going to follow up with them uh today because I had it on my calendar to follow up with them today and get uh see where they're at. I think they've had some stuff going on, And then Barker Pacific have not responded uh for the setup and the next meeting. Some Julia sent out that email last week, and Julia, I know I noticed you had some hold on my calendars. Um actually yeah,
Speaker 5 00:12:32
I'm gonna remove them and also for Barker Pacific.
Speaker 7 00:12:36
The reason why they're holding up is because they need a team migration. Hi, give me one second. My computer to me, my phone picked up over my Teams about scope being delivered.
Speaker 5 00:12:53
So, they really cannot do anything because they wanted to condense their team first migrated. So basically there's another project in the works right now.
Speaker 6 00:13:06
So how much have we done for. Um. Did we lose? Sorry,
Speaker 1 00:13:14
I was in another meeting and uh my phone flipped over my headset.
Speaker 6 00:13:18
But how much have we actually done.
Speaker 1 00:13:21
For so far? Nothing. I'm good.
Speaker 6 00:13:25
So we haven't actually done any training.
Speaker 1 00:13:27
No, we had one kickoff meeting and um that's it. I found Angie an OBGYN okay, And so I have I'm waiting on a call back from them. They're supposed to call me back today. Um,
Speaker 1 00:13:42
And So to get her an appointment scheduled, she did have to go to urgent care last week.
Olivia to call Tim at Signal Partners to determine continue or offboardMonitor Barker Pacific team migration dependency and plan re-engagementFollow up with Avalon on new training with no response received+4
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Crimson IT
same meeting as the 07-28 Weekly Project Status transcript (second segment) - covered by 884574 (1.02h, ticket 961815). No separate time logged, deliberately not double-counted.
ticket 961815 - WEEK #31: Weekly Project Que Up Meeting
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2E54F79AB62C37DE12F91B5FD386A8694C023BD9-7CAC
## Core Synopsis
The airport transfer booking is confirmed, but the communication chain is fragile: the Reservations Agent verified an Orly Airport → Paris booking and committed to send a confirmation email immediately while CC’ing April at the same Crimson IT domain; however, the interaction exposed ambiguity in the primary contact’s name (Ekaterina/Katerina), manual spelling of email addresses, and confusion about using WhatsApp to capture email data. The evidence is clear from the call: the customer reported no confirmation received, the agent found the booking and promised immediate dispatch, then struggled with accurate email capture and suggested WhatsApp as a workaround. The stakes are straightforward—airport pickups fail when confirmations and contact details aren’t airtight—so the only acceptable outcome is a clean, verified email confirmation to both addresses without reliance on ad hoc messaging apps.
## Communication Control: From Booking to Confirmation
### Booking Status Verification
- The Reservations Agent located and confirmed a booking for Orly Airport to Paris.
- The customer’s original issue: no confirmation email received after web booking.
### Contact Details Capture: Email Spelling Risk
- The Agent read back “katrina@crimsonit.com” (phonetic/fragmented), indicating potential misspellings for “Ekaterina/Katerina.”
- Manual capture increases error probability; there was no booking number exchanged to anchor the record on both sides.
### CC Request and Ownership Dynamics
- The customer (April) requested that her email (april@crimsonit.com) be CC’d in the confirmation because Ekaterina is her manager.
- The Agent agreed to include April’s address in the outgoing confirmation.
### Channel Confusion: WhatsApp vs. Email
- The Agent asked for April’s email via WhatsApp tied to the number on file; April clarified she can provide the email directly.
- Reliance on WhatsApp for email capture is a process mismatch for formal confirmations.
## Action Items
**@Reservations Agent**
- [ ] Send the booking confirmation email to katerina@crimsonit.com and CC april@crimsonit.com - [Immediately]
- [ ] Include full booking details (route: Orly → Paris, date/time, vehicle, price, booking reference) in the email - [Immediately]
- [ ] Reply-all confirmation that the email was sent; if any address bounces, follow up via WhatsApp to obtain the correct spelling and re-send - [Immediately]
Apr 24, 2026
Speaker 1 00:00:14
H Ello. Hello.
Speaker 2 00:00:15
Hello. Hi, um. I've booked a. Hello, can you hear me?
Speaker 1 00:00:19
Yeah, yeah. Can I help you, sir.
Speaker 2 00:00:22
Um yes, I booked a airport transfer earlier via your website. And I'm just wondering because we still did not receive the booking confirmation email.
Speaker 1 00:00:35
Uh, let me check. Yes.
Speaker 2 00:00:40
Do you need a booking number?
Speaker 1 00:00:43
Ah yeah. Okay. Uh, madam, Miss uh, Donald Livison.
Speaker 2 00:00:48
Uh no, um.
Speaker 1 00:00:52
Ah okay yeah, okay. It's a.
Speaker 1 00:01:09
Yes, Katerina. Orly Airport to Paris, okay. Uh, twenty seventeradak. Uh, yeah. Okay, your booking is confirm. I will send the booking confirmation now.
Speaker 2 00:01:18
Okay, perfect. Could, you also pleaseum CC Do, you see the email address for Ekaterina right? On your end.
Speaker 1 00:01:27
Ka trina at uh crimsonit dot com.
Speaker 2 00:01:31
Crimson it dot yes, correct. Could could you also add another email when you send it? I can give you my email because Katerina is my boss, so I just want to make sure I will also receive the confirmation email.
Speaker 1 00:01:44
Uh yeah okay I will uh now I will uh send or another emails,
Speaker 2 00:01:50
Uh no uh so once you send the confirmation email to. Yeah, Katarina, could you also add my email address as well?
Speaker 1 00:02:01
Yeah, uh, I you send me the through WhatsApp this number. Your email,
Speaker 2 00:02:06
Uh No, I did not send you. Oh, a WhatsApp.
Speaker 1 00:02:10
Yeah, this number.
Speaker 2 00:02:13
Um. Yeah, that number that I gave you for Yekaterina, that they it has the WhatsApp. It also has a WhatsApp. Yeah.
Speaker 1 00:02:21
Yeah. Okay. Ah. Ah. I I will send the message now. Are you send me that your email.
Speaker 2 00:02:27
Yeah, I can give you my email now.
Speaker 1 00:02:29
Okay. Yeah. Okay,
Speaker 2 00:02:31
Okay. Um, it's my name is April. That's A like apple. April.
Speaker 2 00:02:46
At Crimsonit dot com, same as Yekaterina.
Speaker 2 00:02:53
Okay, Are you okay Please send it now, and we'll wait for it. Thank you so much.
Speaker 1 00:02:57
Okay, thank you, ma'am. Okay,
Speaker 2 00:02:59
Bye- bye. Have a nice day. You too. Bye- bye.
05-06 Training: Computer and Account Security for HIPAA Compliance
Date Time: 2026-05-06 15:53:30
Location: [Insert Location]: [Insert Location]
Instructor: [Insert Name]: Ms. Brown
## Summary
This session is a guided, hands-on training focused on strengthening computer and account security for HIPAA compliance. Ms. Brown walks employees through setting up a Windows Hello PIN on their Windows laptops/desktops and enabling two-step verification on their Google accounts. The training includes creating a Passkey and setting up the Google Authenticator app on mobile phones. It is interactive, with step-by-step instructions, Q&A, and real-time troubleshooting. It is also noted that more IT training sessions will be offered in the future to improve efficiency.
## Knowledge Points
### 1. Training Introduction
- **Purpose of the Training**
- The primary goal is to guide employees through setting up Windows Hello on their computers.
- The session is a manual walkthrough, providing assistance for anyone needing help with the process.
- **Training Resources and Format**
- A Windows Hello setup guide will be sent to all participants.
- Employees comfortable with the written guide may leave before the hands-on portion concludes.
- The training is recorded; access to the recording will be provided for re-watching or sharing.
- The meeting is held on Microsoft Teams, supporting hand-raising, reactions, chat, and avatars.
- **Future IT Initiatives**
- The company plans additional optional IT trainings to help employees increase efficiencies and learn more about tools like Google and other computer functions.
### 2. Windows Hello PIN Setup
- **Accessing Settings**
- Click the Start button (center or far-left of the screen).
- Select "Settings," or type "settings" in the search bar if not visible.
- **Navigating to Sign-in Options**
- In Settings, click "Accounts" (green person icon on the left).
- Select "Sign-in options" (typically the third option).
- **Setting up the PIN**
- Under "Ways to sign in," choose to set up a PIN under Windows Hello.
- The PIN can be 4–8 characters, typically numbers, with an option to include letters.
- After setting the PIN, raise your hand in Teams to confirm completion.
- **Troubleshooting PIN Setup**
- If an error occurs, open a help desk ticket and include the error message.
- Errors often indicate deeper laptop issues requiring IT attention.
- **Other Sign-in Methods**
- After the PIN, you may configure facial recognition (if your camera supports it) or fingerprint recognition (if available).
- The instructor also mentioned a physical security key and is available to show it in her office on Mondays and Wednesdays.
### 3. Google Account Two-Step Verification
- **Accessing Google Security Settings**
- In Chrome, go to Gmail.
- Click your initial or profile picture in the top-right to open the Google Account menu.
- Select "Manage your Google Account."
- Go to the "Security" tab (also referred to as "Security and sign on"). You may be prompted to re-enter your Google password.
- **Enabling Two-Step Verification**
- In Security settings, click "Two-Step Verification."
- If it is off, turn it on.
- **Setting up a Passkey**
- Under Two-Step Verification, select "Passkeys and security keys."
- Click "Create a passkey."
- In the Windows Security pop-up, click "Continue" to save the passkey.
- Enter the Windows Hello PIN you just created when prompted.
- This setup is necessary for both laptop and desktop users to meet HIPAA compliance.
- **Setting up the Google Authenticator App**
- For laptop users with a SHARP cell phone. Desktop-only users without a company phone may leave at this point.
- On the phone (iPhone or Android), open the App Store.
- Search for and download "Google Authenticator" (multi-colored star-like icon).
- On the computer, return to the Google Two-Step Verification screen and click "Authenticator app."
- Follow the on-screen instructions.
- In the Authenticator app, tap the plus (+) sign and select "Scan a QR code."
- Use the phone’s camera to scan the QR code on the computer to link the account.
- **How Google Authenticator Works**
- The app generates six-digit codes that refresh every few seconds, shown by a circular timer.
- This time-based system is a form of two-factor authentication (2FA) that enhances security.
- The PIN is the first line of defense for logging into the computer, while the authenticator app is the second line of defense and a backup, required when accessing the Google account from a new computer.
## Questions
- [Insert Question/Confusion]
## Assignments
- [ ] 1. All users: Set up a Windows Hello PIN on your laptop or desktop.
- [ ] 2. All users: Create a Passkey for your Google Account to ensure HIPAA compliance.
- [ ] 3. Laptop users with a company cell phone: Install Google Authenticator and link it to your Google account for two-step verification.
- [ ] 4. Users encountering errors (e.g., PIN setup or Passkey creation): Open a support ticket by emailing itsupport@sharpca.org with the error details.
- [ ] 5. Dana: Wait for assistance with resetting your Google password after the training.
May 6, 2026
Speaker 1 00:00:07
I'm not going to be able to do that. Hello, how are you guys? Hopefully you guys can hear me. Yes, I'm blessed.
Speaker 2 00:00:24
Thank you.
Speaker 1 00:00:25
Good. I will turn my computer on closer to four o'clock. I just saw that you guys had already joined. I figured I would join and keep you company for a moment while I am. Work ing on a few items, if that's okay. Okay.
Speaker 1 00:05:48
Um, Just a heads up for you guys while we're waiting on everyone to join us. Um. I am going to send out a guide on how to set up Windows Hello. Which is what we're going to be going through today.
Speaker 2 00:06:19
So, Do we still need to participate in the training if we're okay with just the guide? Oh, okay.
Speaker 1 00:06:25
Well, if you are okay with a guide, yes because afterum. You don't have to stay for the training if you are good with walking through the instructions, but if you'd like help or you'd like. For just someone to be here, that's what today is for us. You know, just to walk you guys through it manually. Okay, yeah.
Speaker 1 00:06:49
Thank you. You're welcome. And I'm going to share my screen so you guys can see it firsthand. Bear with me one second. Thank you.
Speaker 1 00:07:20
All right, let's go ahead and get started. It looks like it's just the four of us, which is not an issue. I am going to share out my screen. I do want to give you guys a quick heads up. Um, as we go through this, um, oh, Pratt's joining us. Awesome. Uh, give you guys a quick heads up. We are going to be doing more of these trainings in the future. Um, So I just want you guys to be aware that um they are coming and what we're going to be doing is we're going to go through a lot of different IT things try to help you um. Get some increased efficiencies and different things like that. You don't have to attend the trainings, But it's pretty useful if you guys want to learn more about how to use Google or how to do various things within your computer. We are going to be having those come soon, so just want to give you guys a quick heads up to that. Also, we are recording this training, so once the training is over with We will grant you access to that. In fact, I just realized I didn't start it this time.
Speaker 1 00:08:19
I am going to start it, okay? So we are going to start recording now, And then that way, if you guys want to rewatch it or if you want to send this out. To anyone, you're more than welcome to do that. Now, The very first thing we're going to do today is we are going to actually set up a PIN for your laptop. And so what I want you guys to do to follow along, you guys should be able to see my screen. Let me know if you're unable to do so.
Speaker 1 00:08:50
Or you're unable to see it. Yes, we do. Yes, we do. Yeah. Awesome. Fantastic. Um, so real quickly, I am using Teams to do today's meeting just because it's a lot easier. It will allow you guys to do fun things like raise your hand, react, different things like that. In fact, if you guys want to be on camera. There are some fun tools that you can do within it if you wanted to. So just a quick heads up for that. If you don't want to show your faces on camera, not a big deal at all. I do not mind that at all for you guys. You just let me know what works best for you. I am turning on my camera though. I don't know why it suddenly turned off, maybe it thought maybe it heard me talking about it. Um.
Speaker 1 00:09:44
But if you guys have any questions, you can also put it in the chat. The chat is open and I'm going to send out Um. some different things later on. So right now, just to have fun with this training, I am going to turn on my avatar. And we are going to have some fun today. Real quickly. What we're going to do is we're going to work through getting your computers, whether you're on a desktop or laptop. We're going to go ahead and And set you guys up to sign in only with a PIN instead of a password. And so to do that, it's going to be fairly straightforward. On your computers, you're going to click the Start button, which is down here in the middle of my screen. So for you guys, It can either be in the middle of your screen or to the far left or wherever you might have it. And once you click on that start button, You should have a window come up like this, and it should show you settings. If it doesn't.
Speaker 1 00:10:43
You can just search for settings bytyping in settings.
Speaker 1 00:10:48
Okay. And I've got mine on. In fact, I'm going to minimize this window right here if it will let me. Let's try it this way. All right, So I'm going to minimize that window. So all you can see is my settings. I'm going to make it a little bit bigger. And from your settings window, What I want you guys to do is I want you to click on account. And accounts is over here in this left field. Left side of my window has a little green icon of a person. And once you go to accounts, You can go to sign in options and sign in options should be the third one down. Now, The very first thing we're going to do is we're going to set up a PIN for you. I want you guys set up a PIN first, and then you're welcome to go back in and set up any other way of signing in. So for me, I have camera sign in and I have security key sign in.
Speaker 1 00:11:41
So my security key is actually a physical key. I'm not going to show it to you guys because that would, I would have to disconnect my laptop for that, and that's just not going to work. So, what we'll do is everybody's going to set up a PIN under Windows Hello first. And for me, I've already set it. So I've already, I've got an option to change PIN. But for everybody else, you can go ahead and set that up. It's going to allow you to set up a pin anywhere from four to eight characters, all numbers. But, there is an option there to change that to letters, if you would like. And so mine's already there and says change pin. I'm not going to worry about changing it for you guys to see it. But take a moment right now. What I want you guys to do is once you see, or once you've got your pen set up on your laptop or desktop, I want you to click on raise your hand. Okay. And then if you're having a problem with that PIN.
Speaker 1 00:12:39
It's not allowing you to set it up. Then, what I want you to do is open a ticket with the help desk. Letting us know the error that you've got, and that way we can take care of that for you. Normally when that error occurs, There's something going on with your laptop a little bit deeper that we got to take care of. So. Now, if you're a laptop user and you're having problems with that PIN, not a big deal because when we get to the authenticator. You can set up the authenticator for your Google, which is important. You'll still need to do that with us. So. Thank you, Daniel. All right. So Again, Just in case, I was speaking a little too fast because I tend to do that accidentally. You'll have to let me know to slow down. Just raise your hand once you are done with setting up your PIN.
Speaker 1 00:13:40
Oh, you guys are quick. I'm loving this.
Speaker 1 00:13:57
And Just a heads up, um, if you are if you're around other people who haven't joined this training, um, your once you've gotten through it. You are more than welcome to walk them through it later on, because by the time you guys are done with this, you're going to be experts. I promise that along with the documents, I'm going to send you guys on how to set it up. Okay uh Keisha I think I saw your hand raised did I Okay, I okay good. Um.
Speaker 1 00:14:36
Anyone struggling with it, if you're struggling with it, go up to your React button. And throw me over a surprised look if you're struggling with setting up your PIN. And that's going to look like this. If you look at my picture, you'll see the surprised look. It's up there under React. So if you need help, send over that. Hi Carla. All right.
Speaker 1 00:15:08
Jennifer, how's it looking for you? You're doing good. You can also send me a thumbs up if you want, if you're doing good. That's what a thumbs up looks like. All right, perfect. Like I said, we're going to have fun here. All right, if you guys want to go ahead and just drop your hand raise, you're more than welcome to do that. We're going to go into the next piece. But just a heads up for you guys, later on, you're welcome to set up facial recognition as well. If you have the option for fingerprint, which I do not, you're welcome to set that up. I'm not going to talk to you guys about what a security key is. Just know that some of us have those. And if you ever want to see one, you can come see me in the office. I'm here on Mondays and Wednesdays. Um.
Speaker 1 00:16:07
And I am at another client on Tuesdays and Thursdays. So, but you are more than welcome to come in and check it out. So real quickly, we are done with this portion. You guys can minimize that. I'm going to minimize mine. Ignore all my icons. I got too many icons. My screen should there's too many icons. I am going to go into Sharp. And. So basically, what we're going to do is go into your email for me.
Speaker 1 00:16:37
And Dana, I tried to email you today on the email you left on the form. So I do apologize if you didn't get the original one. It was just being weird. All right. Now what we're going to do is I want you to click on your, If you have a face here or your initial over here on the far right. I'm hovering over it says Google account. I want you to click on that. And this cool little screen is going to pop up. And I'm going to click on Manage your Google Account. And so you're going to see this lovely screen come up. Throw me, you send me a thumbs up if you got to the screen okay. Okay.
Speaker 1 00:17:35
Awesome. Dana's got it. Diana's got it. Keisha's got it. Latisha's got it. Daniel has it. All right, we're looking good. Chris and Nikki, you guys good and Carla. Can you repeat it? I had some background noise. Not a problem. Feel free anytime you see that. So go into your Gmail. In Chrome. And then go up here to this little, uh, your little initial up here and you're going to click on that. And you're gonna go to Manage your Google Account. And it's going to pop up with this little screen right here. Okay, I got it. Perfect. All right. Once you're in here, I want you guys to go to security and sign on.
Speaker 1 00:18:33
It might ask you to put your password in again. If it does, no big deal.
Speaker 1 00:18:52
And Let me know when you guys are there. The only reason why I'm pausing so much is because I have a tendency of. In my neurodivergent ways, just start talking and forget to make sure everybody's still following. I am terrible when you go to Disneyland with me. If you ever go, I am the one who speed walks through Disneyland and then I forget to turn around, look and see if anybody is following me that should be following me. Ask my daughter. I lose her all the time. She's a slow walker, I'm a fast walker. All right.
Speaker 1 00:19:27
So in here, in security and sign on, you're going to see an option for two-step verification. If you do not see that it's turned on, all you got to do is click on it. Everybody's going to click on it, anyways. But we're going to click on it. I'm going to put in my password. And hang on, I've got a password tool that keeps track of all my passwords because I have a million and two of them. You're going to enter your password. And say next. And thenum. If you had the option, turn it on. Go ahead and turn it on for two- step verification once you're here. And as you guys can see, I got a lot of second steps in here. So we're going to go through these. I'm going to start with the easy ones.
Speaker 2 00:20:19
Should it be for passkeys and security keys or for the authenticator or the phone number?
Speaker 1 00:20:25
We're going to go through that in a moment because we're going to set up each one of them. So, but that's a good question. I love it. Uh, very first thing we're going to do for everybody but Daniel. I do apologize, Daniel. You can't do this part. I'm sorry. The next part. Yes, ma'am.
Speaker 2 00:20:40
I have a question. Which password are we supposed to put in?
Speaker 1 00:20:43
Your Google password.
Speaker 2 00:20:45
Because I put in mine and it's not going in.
Speaker 1 00:20:48
Your email password.
Speaker 2 00:20:48
It's not going through. Yeah, it's not going through. No.
Speaker 1 00:20:52
Who who's having a problem with their password? Besides Dana, was anybody else? Just Dana. Okay, Dana, I can reset your email password after we're done here. Um or I can have you call the help desk and have them reset it. One or the other. Where are you located, Dana?
Speaker 2 00:21:22
Um, eighty seven fifty Vermont.
Speaker 1 00:21:24
Oh, okay. I was gonna say you could also come by my office, but that's a little too far for you to walk over. So, um, if you can't put your password in, don't worry about it. We'll I will help you with this one a little bit in after this. And get you in correctly. For everybody else, but Daniel, 'cause Daniel can't do it on his computer. But Daniel, stay with us 'cause the next part after this one you can do, I promise. For everybody else, what I want you to do is click on passkeys and security keys. Okay. And you're going to create a passkey. I got to first delete mine because I can't walk you through this, unless I delete it. So you're going to create a passkey. And this little blue screen is going to pop up, and you're going to say, create a passkey. And then Windows Security is going to pop up and it's going to say, Save your passkey? Yeah.
Speaker 1 00:22:19
I want to save my passkey, so I'm going to say continue. And that PIN that you just set up, you're going to enter that one more time. And as soon as you enter, you don't have to hit enter. It's just going to go away. It does show for you, Daniel. Okay. If it does, see if you can try it. Now, if you're a desktop user, this is what you have to do to become HIPAA compliant on your desktop.
Speaker 1 00:22:50
And laptop users, this will also enable you to be HIPAA compliant. Well, that Daniel, you are just that's not cool. I will get you fixed. I promise you, I will get you fixed and we'll get you through that. Add that information in the ticket so that we can get that fixed. All right. Once your passkey is created, click Done.
Speaker 1 00:23:27
Yeah, I have that same error up here, but trust me, I'm going to fix that in a bit. Um, I'm going to turn that on for everybody in the company. All right, so once you've done pass keys, click back. If you are a desktop user only. And you do not have a sharp cell phone. You can drop from this call. Because you don't need, you don't, you can't do the next part. But if you are a laptop user, This is where our cell phones are going to come in handy.
Speaker 2 00:23:58
Do you mind going through that stuff really quickly? I was able to get in.
Speaker 1 00:24:02
Oh, awesome. All right, so once you're in You're going to click on two- step verification. So you should see the security and sign- on window, just like what I have. And you're going to click on two- step verification. And then from here, you're going to click on Passkeys and security keys.
Speaker 1 00:24:25
And then you're going to click on Create a passkey. Once you do that, it's going to pop up a window. You're going to say continue. And then from there, It's going to ask you to put in the PIN number that you just created on your laptop. Or your desktop, whichever one you have.
Speaker 1 00:25:01
And then once you've done it, you're going to see your devices under Passkeys. And then from there, you can you're done. And then we're going to hit the back button. Now, this little arrow right here, this one right here, I'm going to take that off in a little bit. So it's going to allow you to do pass keys for sign in. Because it does clear us for HIPAA compliance if you're using a passkey, which is amazing. Okay. Now, if you're a laptop user with a Sharp cell phone, just a heads up, we're going to set up Authenticator. All right, so this is where you're going to need your cell phone. So for Authenticator, I am going to turn off my avatar. Because I want to show you my cell phone. All right. In your cell phone, you're going to go to the App Store. Now I have an iPhone, but if you have an Android, very similar.
Speaker 1 00:25:59
So, you're going to go into the App Store and you're going to search for Google. Authenticator. Now, I want to be very clear on this next step. When you get there, you're going to see advertisements for things that don't apply. What you're looking for is this little icon here. It's going to look like the star. And it's going to be multicolored. And so if you click on it, This what it looks like. It's going to say Google Authenticator. Don't click on anything else but this app. This the app that you need. Okay, and you're going to download and install that app. That is awesome. If it was already downloaded, perfect. And once it's downloaded or if it's already downloaded. Throw me a raise hands again so that I know. Perfect.
Speaker 1 00:26:58
That's awesome. Daniel, you can't. Are you having issues again? Feel free to jump in. You guys don't have to stay muted if you don't want to. Oh, it's still downloading. Okay, not a problem. We're holding for you. All right, you're good Daniel. Perfect. All right, Jennifer. How about you, Chris and Carla? Are you guys good? All right, Jennifer's good. All right. Uh, Chris and Carla's good. Chris, how about you?
Speaker 1 00:27:60
All right, perfect. All right, So what we're going to do is go back to the screen, and you're going to see Authenticator here. You're going to click on Authenticator. Now I already have it, but you guys should see something where you can start the setup for this. And go ahead and follow the instructions on the screen. It's been so long since I've done it, I do apologize. I looked at all my Google accounts, and none of them have the authenticator set up, or all of them have the authenticator set up, so I can't show it to you from scratch.
Speaker 4 00:28:37
Hello. Ms. Brown? Yes. Um, sorry, so when I when I click the picture it says, do you want to add the token named Google and then my my email? Do I press yes for the token? Mhm. Okay.
Speaker 2 00:29:17
After, should I turn on two- step verification?
Speaker 1 00:29:20
Yes. And if you can, lower your hand. I'm going to lower some of your hands. automatically, but That way we can we can see who's all got. In a second, I'm going to ask another question for you guys to raise your hand on.
Speaker 1 00:29:49
All right. Now, I want you guys to raise your hands in the app, if you've already got it set up or you're finished with the setup. Okay. No worries.
Speaker 4 00:30:04
Just real quick, Ms. Brown, sorry. So on my actual phone, um the Timer and the numbers keep on refreshing. Do I just back out of that?
Speaker 1 00:30:13
Yeah, if you've got timers and they're refreshing, that's perfect. In fact, that's the next thing I'm going to show you guys. So on my phone, you're going to see mine. Mine's in red right now, and then it turned blue. That this little thing right here. This little pie that's slowly counting down, that is a timer. Each of these codes refresh every few seconds. And so you can see, I have a lot of apps on here. I have a lot of apps on here. So I got quite a few things on here that's protected by this app. Um, this is not even my main app either.
Speaker 1 00:30:47
But, the way this works is it refreshes every few seconds, and you'll see it changes to red when it's about to refresh one more time. And that is by design. So each one of those will refresh on a set schedule. And that way bad actors can't try to copy your code. In a way. So I know that one, that one looks a little uh. That one's got a lot of stuff on it, but not as bad as this one. This my main one, and you can see this like long. I have so many apps on there. This where a lot of companies are going to for HIPAA compliance. Or for most of the compliances, and so that's called two factor. And the way it works is it's connected to the Google site. And that code is automatically refreshed every few seconds, and that way Google has it, and Google can verify.
Speaker 1 00:31:43
That the person who's typing in that code is the person who has the authenticator in front of them because it refreshes so quickly. Does that make sense? I'm sorry for me. I have a question. Um, it just says, uh, to add a code. Do I click on it? Uh, if it says add a code, yes. Okay, and then it takes me to scan a QR code. QR code or enter a setup key. So you're going to scan a QR code. But when you're in Google Authenticator here, there is an option right here, this little plus sign on your phone. And if you click that, you're going to do a scan a QR code from that app. And it's going to give you a camera. And you scan the QR code with that camera pop that pops up. Okay.
Speaker 3 00:32:38
And don't worry, we've got until 4:45.
Speaker 1 00:32:42
So you guys can keep asking questions as you need to. I'm here for you. And if it gets boring, I might tell a few jokes. Maybe. Probably not. I don't know any good jokes anymore. Now, If you are done with setting up the authenticator and you don't want to hang out with me, You're welcome to drop from the call because that's pretty much all that we had to do.
Speaker 1 00:33:10
And now you're an expert at setting these up. So if you want to drop, if you don't want to hear my voice anymore, feel free to drop at this point. I'm going to stick around until the last person leaves. So.
Speaker 4 00:33:24
I'm so sorry, I missed that. So we can leave once we're done with the authenticator app?
Speaker 1 00:33:29
Yeah. That's it. Oh,
Speaker 4 00:33:32
Okay, and thenum for a ticket. I'm sorry, I know you sent an email, but I know it's not the sameum way to send a ticket. U m, how do we send a ticket again?
Speaker 1 00:33:41
It's quite all right. Uh, let me do this. I am going to uh, I'm gonna. Just in an email. It's it support at sharp ca dot org.
Speaker 4 00:33:52
I'm so sorry. Give me a quick second.
Speaker 1 00:33:56
No worries, you're good. Take your time. That's what I'm here for. So Diana, the QR code comes from this window right here. You'll have an option to set up an authenticator app. And so you'll click on setup. Oh she accidentally left oh no it's okay.
Speaker 4 00:34:27
You said it support as sharp. CA dot org. Yes. Then I'll just put ticket.
Speaker 4 00:34:36
Support Slash support. I'll just put to get.
Speaker 2 00:34:39
Yes. Sorry, Miss Brown. Yes, ma'am. This is Jennifer. Sorry, I. So once the numbers are alreadyum on my phone, the numbers that are producing with the little time clock, then that means I'm set up already. Yes, ma'am Okay, and so when does this take effect? Right now. Like when will we need this? Oh, so once I log out of my computer and log back in, it's gonna ask me for this.
Speaker 1 00:35:06
It's going to ask you for the PIN. PIN is going to be your first line of defense. Your authenticator is your second line of defense.
Speaker 2 00:35:14
I see. So I'll be able to enter the PIN that I set up today. Yes, and then then it'll ask me for the code on my phone.
Speaker 1 00:35:24
It'll do the PIN first, and that's it. But if you if you ever forget your PIN, then the authenticator app. Is going to be your backup. Now, if you try to access your Google account on another computer. Uh, you'll need that authenticator app.
Speaker 2 00:35:43
I see. Okay, I think I got it. Thank you so much for your help. No worries.
Speaker 1 00:35:47
You guys have a great day. Nikki, how are you doing? You too. Oh, Nikki left. And Daniel, how's everything going? Were you able to get that email sent?
Speaker 4 00:35:56
Yeah, I just sent the email right now and thenum I'll just go based off of that. Yes.
Speaker 1 00:36:01
U h, the help desk. I know Gaston and Robert are already gone for the day. Um, if any other techs on our team have availability, they may try to call you today. If not, they will reach out to you tomorrow.
Speaker 4 00:36:13
Yeah, it could be a tomorrow problem. It's already four thirty,
Speaker 1 00:36:15
So no worries. All right,
Speaker 4 00:36:18
Thank you. Appreciate you. All righty, have a good one.
Speaker 1 00:36:20
You're welcome.
Speaker 4 00:36:20
Have a great evening Bye bye bye Bye bye Likewise I'm sorry.
05-21 Meeting: Microsoft 365 Copilot Readiness and Deployment
> Meeting Date: 2026-05-21
> Location: [Insert Location]
> Participants: [Speaker 1], [Christi], [Mike], [Speaker 4], [Speaker 5]
## Meeting Notes
### **Project Kick-off: Microsoft 365 Copilot Readiness and Deployment**
- **Description:**
- Christi introduced the project to deliver a structured Microsoft 365 Copilot readiness and deployment program.
- The goal is to measure productivity gains with generative AI while ensuring the tenant is hardened, governed, and ready for audit.
- The project will be divided into coordinated workstreams: data protection and governance foundations, and a phased Copilot deployment.
- Christi's team is accountable for technical delivery, design, and adoption. The Alere team is accountable for sponsorship and timely project-related decisions.
### **Project Scope: Inclusions and Exclusions**
- **Description:**
- **In Scope:**
- Microsoft 365 tenant readiness assessment.
- Hardening of conditional access and privileged identity management (PIM).
- Collaboration with PEC to ensure good access hardening.
- Design and deployment of sensitivity and retention labels.
- Activation and deployment of Microsoft 365 Copilot for all users by project end.
- Structured feedback collection from users via forms.
- Mobile Copilot enablement via Intune Mobile Device Management.
- Weekly status reporting and recurring working sessions.
- Final transition to a steady state with ongoing Copilot governance and help desk support.
- **Out of Scope:**
- Endpoint hardware procurement or refresh.
- Data migration from platforms like Box, Dropbox, or Google Drive.
- Major Copilot extension or plugin development.
- Third-party AI tooling outside the Microsoft Copilot family (excluding the included OpenAI and Claude).
- Replacement of existing MSP relationships outside the 365 stack.
- License procurement beyond Copilot.
### **Project Phasing**
#### **Phase 1: Tenant Readiness and Security Foundations**
- The initial phase will validate findings from an external security audit and remediate issues related to data protection, tenant housekeeping, and external/guest access.
- Key deliverables include designing and deploying sensitivity labels, DLP policies, and retention policies, with explicit validation of global relay journaling.
- The team will review 22 app registrations and service principals to remove obsolete ones and will also review the one conditional access policy currently in report-only mode.
- The PIM configuration package will be reviewed for relevant roles.
#### **Phase 2: License Activation and Working Infrastructure**
- This phase focuses on activating and validating Microsoft 365 Copilot licenses for the pilot team.
- A shared Microsoft Teams channel and document repository will be established for collaboration.
- Deliverables include a license activation record, pilot readiness confirmation, and documented configuration changes.
#### **Phase 3: Pilot Deployment and Feedback Collection**
- Copilot will be deployed to the pilot group, followed by user training on prompt patterns and specific use cases.
- Feedback will be collected to capture "wins" and "losses," and data access will be monitored via Microsoft Purview.
- A survey will be sent to the entire organization to gather insights, concluding with a "go/no-go" evaluation for full deployment.
#### **Phase 4: Full Deployment and User Enablement**
- If approved, Copilot will be extended to all users with comprehensive training, including extra "pre-basics" sessions at no cost.
- Quick reference materials will be provided, internal champions identified, and a help desk escalation path established.
- Copilot will be enabled on mobile devices via Intune (MDM), with training on mobile use cases.
#### **Phase 5: Post-Deployment Monitoring and Project Closeout**
- After full deployment, the team will monitor Copilot activation, use, and feature adoption.
- Outcomes will be assessed by interviewing department heads.
- The project will conclude with a formal closeout meeting and the handover of operational ownership, with continued support provided post-handover.
### **Copilot Training and Data Management Strategy**
- **Training:**
- The pilot group will receive separate, extensive training to test use cases with email, Excel, Word, etc., to help tailor general staff training.
- A smaller, separate session for the executive team was considered.
- All training sessions will be recorded and made available for download (links expire after 30 days).
- The pilot group is tasked with developing 2-3 test use cases each.
- **Data Interaction:**
- A key concern is how Copilot will interact with 20 years of restructured company data, which could lead to poor results.
- Data cleanup is considered a "phase two" project.
- The interim solution is for users to manually drag and drop specific files into Copilot for analysis to ensure the correct data is used, rather than allowing access to entire network folders.
- **Application Integration:**
- Future integration with internal systems like the MRI accounting system and Argus was discussed.
- Other potential integrations mentioned include Salesforce, Notion, HubSpot, Canva, and Jira.
- It was clarified that Copilot natively supports reading PDF files, and the upcoming Adobe integration is more for managing assets in the Adobe Cloud.
### **Team Introductions and Roles**
- **Christi's Team:**
- **Julia:** Project Manager, training Paula.
- **Paula:** New Project Manager (in training).
- **Gabby:** Microsoft Engineer and Engineering Lead.
- **Alere Team:**
- **Giancarlo Foppiano:** Leading the project for Alere.
- **Kenny Yoon:** Chief Flogger.
- **PEC Team:** Present from Chicago, involved in ownership.
- **Roles & Responsibilities:**
- **Executive Sponsor:** [Speaker 4]
- **Business Stakeholders:** [Speaker 4], Kenny, and Daniel.
- **Pilot Users:** Colin, Mark, Jolie, Daniel, Sam, and [Speaker 4]. A correction was made to Mark's last name.
### **Alere Operations and Technology Update**
- Giancarlo reported that technology onboarding for new hires has been smooth.
- The team is considering acquiring iPads for property managers to use with the "fixed" application for project workflows. Mike added this to the agenda.
### **Project Logistics and Planning**
- **Meeting Cadence:** A recurring weekly 30-minute status meeting will be held on Thursdays from 11:30 AM to noon, starting the week of June 1st, 2026. The PUC team will be optional attendees.
- **Communication:** A weekly status email will be sent on Fridays. A shared, cross-federation Teams channel and chat will be created for routine questions and project artifacts.
- **Blackout Dates:** The team will avoid changes during specified blackout periods. Giancarlo provided dates, and additional dates for month-end closing in late June and mid-July may be needed.
- **Team Availability:** Christi will be on vacation for a week in June and another in August; Gabby and Julia will be her backups.
- **Office Locations:** Alere has four offices: 6000 Newport, 316 Newport, San Francisco, and El Segundo.
### **Success Criteria and Risks**
- **Success Criteria:** The project is successful when security postures are mitigated, all policies (sensitivity, DLP, retention) are active, Copilot is fully enabled (including mobile), and an adoption baseline is established.
- **Risks & Dependencies:**
- Coordination with third-party providers like Global Relay.
- Potential for pilot user resistance or low engagement.
- Possible conflicts with business calendars outside provided blackout dates.
- Potential technical issues with MDM during the mobile rollout.
## Next Arrangements
- [ ] Christi to send the recurring weekly meeting invitation for Thursdays, 11:30 AM - 12:00 PM.
- [ ] Christi to create the shared Microsoft Teams channel/chat and add relevant members.
- [ ] Christi to send the project plan document and other relevant documents for verification and collaborative edits.
- [ ] Validate project details to input them into ConnectWise.
- [ ] [Speaker 4] to provide additional blackout dates for the end of June and middle of July.
- [ ] [Speaker 4] to send Christi a list of everyone on the PEC side who needs to be included in communications.
- [ ] Connect on the best way to procure and set up iPads for property managers.
- [ ] The team will begin Phase 1 activities.
- [ ] [Insert more]
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. A decision on the cadence for recurring project meetings was mentioned but seems to have been finalized as Thursdays at 11:30 AM. Final confirmation via the invite is pending.
> 2. The procurement and setup of iPads for property managers was added to the agenda, but no specific next steps or owners were assigned.
> 3. A decision on whether to implement PIM for PEC is still pending.
> 4. The executive sponsor role needs final confirmation.
> 5. A complete list of users for the new Teams channel was not finalized.
> 6. A decision was not made on scheduling a separate, dedicated Copilot session for the executive team.
> 7. While data cleanup was identified as a necessary "phase two," there are no defined steps, owners, or timelines for this long-term initiative.
May 21, 2026
Speaker 1 00:00:05
Good Morning. Good morning. Good morning, Chris. Hi Paula.
Speaker 2 00:00:12
Hello everyone, good morning. Good morning, Paula. All right, Uh I have the agenda in the system and I am utilizing some newer features of Copilot. So you guys might see that.
Speaker 1 00:00:28
I can see that on top I love it. Yes. For whatever reason, my my agenda doesn't show up on Teams anymore. Hmm, interesting. I.
Speaker 2 00:00:43
Didn't get a chance to change the agenda inum.
Speaker 1 00:00:55
My brain is not working this morning,
Speaker 2 00:00:57
In the meeting itself but.
Speaker 2 00:01:01
Giancarlo sent me over information. So I have updated it in my project plan. And I'm working on fixing it. I had to, I hand wrote it and I realized my fingers are still bothering me. And so when I rewrote it, I was like, okay, I got to send this through through AI because there's way too many misspellings.
Speaker 3 00:01:30
So Do we have that in connect wise yet or no I would like Paula to to proct well?
Speaker 2 00:01:36
So I am going to I'll send it over once because we got to validate everything todayum and then once we validate, then we can put it into connect wise Jean. Carlo did say he was coming to this meeting. So uh, he he's.
Speaker 3 00:01:54
John Carlo John Carlo. And Daniel, I would think. Okay, perfect. Move.
Speaker 1 00:02:03
Here. I think it's just.
Speaker 3 00:02:07
Giancarlo stepping in operationally because it's just. I usually meet with Daniel and Kenny, but I know for things like this when we were managing the move, Giancarlo was involved like with choosing vendors and stuff like that.
Speaker 2 00:02:24
Gotcha. Okay. Yeah, he he did respond back. He's the technical project owner. Um, he did send me blackout dates and uh yes.
Speaker 3 00:02:37
Just a reminder, we have four offices for Alere. So I'm not sure if that's going to be taken into consideration, but bulk is at 6000 Newport work, the new office 316 Newport. And then you have John Carlo in San Francisco. And then there's like one or two people in the El Segundo office. Gotcha.
Speaker 2 00:02:54
Oh, and I'm at Ability First today. So, uh just a quick heads up on my camera.
Speaker 3 00:02:60
Hope your internet's working better.
Speaker 2 00:03:02
It is. We upgraded it. Good. Yeah, but I don't have a camera in this office Oh, I see, We had to loan out my camera to someone else that just started and needed a camera.
Speaker 1 00:03:14
So Okay We will be replacing mine Good morning.
Speaker 1 00:03:24
Good morning. Good morning. Good morning. Every.
Speaker 3 00:03:30
Time I see your name, I love it because I just think of my uncle or my step uncle in New York. Yeah, my wife's uncle is Zeo; his name is Giancarlo. And besides you, he's the only other Carlo I've ever met so.
Speaker 4 00:03:45
Yeah, I haven't met too many in my life either.
Speaker 2 00:03:49
So, I have a family member. Also with the same name, except for we pronounce it Giancarlo. So I am going to mess it up and mispronounce it all the time. So please bear with me because.
Speaker 3 00:04:00
I already tried correcting you before you hopped on,
Speaker 2 00:04:02
But I know. But I have known this gentleman my entire life. He's he's one of my godfathers, soum it's going to be a hard one to break.
Speaker 3 00:04:15
What you're saying is when when you hear that, it's endearing.
Speaker 2 00:04:18
It is very endearing because he he's the one who taught me how to uh parallel park using a John Deere tractor stick shift. So very endearing. He also taught me to ride my first horse. So yeah, so every time I see your name, I I think of him.
Speaker 3 00:04:38
Andum I wanted to, at least be part of some of this, but I'm going to have to hop a little bit early. So I'm just gonna. I'll just make a note in chat and drop off.
Speaker 2 00:04:46
Okay, everyone has time. Uh, is Kenny and Daniel coming?
Speaker 4 00:04:52
I believe they should be. Yeah. Okay. Yeah, I thought they were.
Speaker 3 00:04:57
And how are the onboarding? Oh, sorry, go ahead Chris.
Speaker 2 00:04:60
No, go ahead ask your questions.
Speaker 3 00:05:01
I was just going to ask John Carl how the onboarding's going. I know the move went pretty well, and Rebecca did a great job coordinating everything. And uh right now, I know you guys are are filling seats.
Speaker 4 00:05:12
Yeah. Any feedback on that? Or is that you know, I think 90. Five percent of the hires have started, and as far as I know, you know it's been pretty smooth with the technology onboarding. Andum, and I think we've got another one that starts on June first. Maybe we have like a couple open positions, but for the most part, you know everybody's kind of in place at this point.
Speaker 3 00:05:40
That's good. Congratulations. That's awesome. So on this end of it, we're like okay cool but, Leading up to it, I know is very stressful. Sure.
Speaker 4 00:05:50
Yeah. Yeah, I think everything has been going good. You know, Kenny and I were looking into maybe adding a few technology pieces, maybe getting some iPads that that the team members, The property managers will be able to take out to the field and use with the fixed application that they. Tend to use for their workflows of their projects. It's just, it's a lot. It would be a lot easier to manage on an iPad than I think on their phones. And it's not necessarily like an application, It's still like going to the browser and I think property managers, you know, would rather see it on a larger screen. So, we're looking into getting a couple of those items and maybe we'll have to connect on the best way to.
Speaker 4 00:06:45
Set those up even within the environment.
Speaker 3 00:06:47
I'm going to put that on the meeting agenda right now, just so we don't lose it. So, appreciate that.
Speaker 2 00:06:54
Perfect. Um, let's go ahead and get started real quick. I do want to say hello to everybody that joined. Bear with me, my camera, I don't have a camera at the office I'm sitting in. It is one of my offices, But we had an executive start this week at my client site, and they borrowed my camera and I need to replace it. So no camera for me, but our next meeting I will have a camera. So I do apologize for that. Um, I'd like to quickly give you guys uh introductions over here and then let you guys introduce yourself. I do know Kenny already so um hi Kenny it's been a while.
Speaker 2 00:07:27
I need to come back down there and take you out to lunch again. So, I want to introduce my team. You guys all know Mike. I'm going to start with Julia. Julia is one of our awesome project managers here, however, I'm going to be managing this project because this one's more my realm. Julia is working on training Paula. Paula is one of our new project managers that just started with us this week, and so she's also on here. And then Gabby is one of my best Microsoft engineers, And she is jumping in because she's going to be working on the remediation of the assessments and everything that we have going on. And so she's going to be working hand in hand on this project. She's amazing as well. I cannot say enough good things about Gabby, so you will hear me speak highly of her. And then I'll let you guys introduce yourselves.
Speaker 4 00:08:22
Sure. Um, Giancarlo Foppiano. Um, I'm involved in company operations and uh leading the project for the Alair side.
Speaker 1 00:08:33
Okay. Kenny Yoon on the Alair side on the chief flogger Thank you And. We have some uh some of our.
Speaker 4 00:08:48
Team members from from uh PEC side. Who was involved in our ownership. They're on the video here from Chicago as well.
Speaker 2 00:08:59
Okay, awesome. Nice to meet you guys. Nice to meet you. All right, so we're going to go through the project scope walkthrough, roles andresponsibilities. I'm going to take you through the document I've put together. I will be sending this over, After we get done with this meeting, because I want to verify the project scope. You sent over your team that's going to be the pilot group and the blackout dates. So I quickly referenced them into this document. So let me know if I got any of this incorrect, but let's go through this real quickly. The title page, we're just going to ignore that. That's gibberish for the most part.
Speaker 2 00:09:40
So, you guys have engaged us to deliver a structured 365, Copilot readiness and deployment program for your user population. So, we're going to be looking at how we can measure productivity gains using generative and agentic AI while making sure that your tenant is hardened, it's governed, and it's ready for audit before Copilot is enabled at scale. Now, when I say enabled at scale, We are going to go ahead and enable it for your pilot users because we do need people to test out some of the items for the audit and compliance state. We're going to do all of this in two pretty coordinated work streams. So we're going to do the data protection, identity, your tenant's governance foundations, all of that items in accordance -- sorry I was about to sneeze.
Speaker 2 00:10:35
To the second deployment where we deploy Copilot to the user population. We are going to stage that rollout. So we have the pilot wave, which is your pilot users, And then we're going to gradually graduate to full enable it once the adoption and risk has I do apologize. I am about to see I don't know what has happened. I am getting this sneezing fit that I'm trying to hold in. Can you guys give me one second? Sure.
Speaker 2 00:11:08
All Right, sorry. I have taken all my allergy meds, but something is in the air here today. So we are going to be accountable for the technical delivery, the design and the adoption. And then you guys are accountable for the sponsorship, How it's represented to the business and any timely decisions that are in regards to the project. I know it's all gibberish here. I am speaking it. So in scope, Uh, we're going to do Microsoft three hundred and sixty five tenant readiness assessment. Uh, We're going to rerun some of the already existing uh items that were ran earlier this year. We're going to take a look at everything. We already have conditional access in play and on, but we're going to look at anything we need to do about hardening it. We're gonna look again at uh privileged identity management. We are gonna work with you guys to see outside of what Crimson handles, we're gonna look at.
Speaker 2 00:12:01
PEC and say, well, not look at them. We're going to work with PEC and say, hey, let's make sure that you guys have good access hardening on your side. And that's more of just questionings and answers. We're going to look at sensitivity label and retention design and deploy that out so that you guys can say, Let's say, Kenny has a document with really sensitive information that Copilot does not need. We're going to show you guys we're going to enable, Document sensitivity labels, and we're going to show you guys how to use it, including the training we're going to do to all your staff. We are going to activate Microsoft three hundred and sixty five Copilot and deploy it for all users towards the end of the project. We're going to look at structured feedback. So I do have forms already created. I've used these in the past for other projects where we ask for feedback.
Speaker 2 00:12:59
And capture that feedback from your staff. So as they work through it, we want them to give us feedback and say, hey, this working. This not working or I was able to find this document. Maybe there's a stray document out there somewhere. We're going to look at mobile Copilot enablement, and we're going to be pushing that out through with Intune Mobile Device Management Workstream. And I will say just a side note, Copilot on mobile is awesome. That's my own two cents. I use it because I drive every day from South Bay to Pasadena, and I have a full blown conversation with Copilot using voice. So it's actually a game changer. We are going to give you guys weekly status reporting, and we're going to do a reoccurring working session cadence. So, we're going to set up a cadence on meetings and get you guys statuses. I want to hear from you what is that preferred meeting cadence? We'll discuss that in a bit.
Speaker 2 00:13:56
And then we'll do a final transition, and then to where you guys are comfortable, you're at a steady state with AI. But we're still providing ongoing Copilot governance. So we're still going to keep an eye on things. We're still going to work through things. Your team can call the help desk and ask them any questions about AI, ask for assistance. Our team on the help desk side is fully being trained right now in the newer Copilot features. And our team has been using Copilot for well over a year now. So just a heads up, our help desk is really good with Copilot and AI, And we're still providing ongoing training to our staff as new items come out within Copilot. So out of scope, this is your standard boilerplate stuff. So we're not going to do no endpoint hardware procurement or refresh for this. There's no need for it.
Speaker 2 00:14:51
There is no need for migration of data into Microsoft, three hundred and sixty five from things like Box, Dropbox, Google Drive. We're not out of scope is Copilot extensions or plugin development, but we will enable it within reason. So if you guys are using something like Asana, things like that that you want the plugins enabled within reason, we will help you with that. But large Copilot extension or development where we're spending ten hours developing a, A very unique plugin for Salesforce. That's actually a different type of project. And then third party AI tooling outside of the Microsoft Copilot family. Now, just a heads up on this, it does not apply to the already included OpenAI and Claude. So those are already included into Copilot. So just a quick heads up on that.
Speaker 2 00:15:49
And then replacement of existing MSP relationships outside of the three hundred and sixty five stack and license procurement beyond Copilot. So just a quick heads up. Um, Let's go into. Uh let's go into phases, real quick because I did put this in the wrong order. Um, And then as we go through this meeting, please let me know if you guys have any questions or you need to change anything. I am going to send this over. So if there is any phase where you are like, hey. I don't understand this. I don't get this, or you know, Can we move some phase one to phase two or phase two back to phase one? Let me know. Okay. Um,
Speaker 1 00:16:29
Any questions so far?
Speaker 2 00:16:33
Not yet. Okay, perfect. So our phase one is tenant readiness and security foundations. What, we're going to do is we're going to recap and validate the findings from the external security audit. Um. And then we're going to remediate any data protection foundations, any tenant housekeeping, and any external access including guest access. We're going to design and deploy sensitivity labels, the DLP policies, and the retention policies with explicit validation of global relay journaling. And, we want to make sure that that's all in place before any of those changes go live. So before we deploy it, we got to design it. You guys will need to sign off on.
Speaker 2 00:17:16
The design and it's not too bad. Um, I just did a design earlier this week. It really was not anything big for the client. And if the client is larger than you guys, um, and it literally took us three days. Uh, we already had the design mapped out. We sent it over. They said, yes, and we were able to implement it yesterday. So And, then we do want to review the twenty two app registrations. And the service principles that are in scope. The reason why we want to go through. This is sometimes there will be an app registration, like if you're using a tool and then you stopped using it, you got rid of it, but the app registration is still within Microsoft. We want to get we want to close that back door. So we're going to review those with you. And so we're going to send over a tenant readiness report. We're going to send over the sensitivity labels, the DLP and the retention policy package.
Speaker 2 00:18:15
Once you guys approve it, then we're going to deploy it to production. We're going to look at your conditional access. I think there's one conditional access policy that's in report only. We'll review that with you and see if we need to flip it over. And then the PIM configuration package on our end, We have PAM in place. So we don't need it on the Crimson side for PIM because we already have PAM, but we're going to look at the PIM configuration package for anyone else. That's in a. Sorry, in a role that needs that PIN put in. And, then we'll send over the app registration list and the service principal list for you guys to review. And take a look at. When I send that over, I will send it over to everyone, including PEC, because we want PEC to weigh in on this. Okay? Phase two goes to license activation and the working infrastructure. We're going to activate and validate the three hundred sixty five Copilot license assignments.
Speaker 2 00:19:14
For the pilot team, okay. We're going to validate technical readiness of them ahead of the enablement. We are going to have some training with your users, so with your pilot users, we want to have some separate training. Uh we want to go through make sure everybody understands how to use DLP, how to use those sensitivity labels in Word Excel all of those areas. We want to make sure that um everyone understands how to use Copilot some of the cool features. Some of the boring features, all of that. We are going to stand up a shared Microsoft Teams channel and a repository for everyone here to have those conversations. So it's not just going to be the emails, it's not just going to be the weekly meetings. We're also going to have that Microsoft Teams channel where the team can ask questions, things like that. And then.
Speaker 2 00:20:10
Giancarlo, we are going to always make sure that you're involved with every decision. And I did your name right this time. I had to pause for a second. I was like, I'm going to get it right at least once in this meeting. Mike is going to be so proud. So for deliverables, license activation record, the pilot readiness confirmation, any documented configuration change and your project working channel and document repository. Okay? And then for the pilot deployment, we're going to deploy Copilot to everybody in the pilot group. We are going to deliver that's where we're going to do the training. We're going to teach prompt patterns. There's prompting has changed over the last couple of years, so we're going to do that. We're going to look at use cases. So we're going to talk to Daniel, we're going to talk to the rest of team members, we're gonna say hey how do you want To use it? Are you looking at creating a.
Speaker 2 00:21:08
Are, you looking at it for a way of using it as a more advanced version of Google? Are you actually looking at it for agentic workflows? What are you what are you looking for doing it within your own job? We're going to have those conversations individually with people. Um, we are going to do the feedback collection. Okay, so we want to capture both the wins and the losses. Like what is the friction? What were you imagining this to do that it's not doing? How, can we work with you on making this work in the way you want it to? We're going to monitor data access. We're going to monitor label behavior. We've got audit signals, all of that we're going to be checking out in Microsoft Purview. And then once we're done, we're going to have another big meeting where we're going to say, hey guys, how is this going? Are we gonna go or not go? Are we gonna fully deploy it? I know at the end of the day, you guys are about 99 %. Sure, you want to go this way, but we'll still evaluate it.
Speaker 2 00:22:07
Um, and then definitely going to be sending out um a survey or two, um just to capture you know what other people are looking for. And that I would like I didn't write that in here. But for you guys I'd like to send that to your entire organization so that we can see, what is it the rest of your organization is looking for with Copilot. So that we can help. That's going to be hand in hand with the full deployment. Okay so that might go between phase two phase three, Um, but for the full deployment, we're going to extend it to the entire user population. We're going to equip every user to apply it in their roles. Um, we're going to do training sessions with everyone in the organization. Um, as I'm doing training sessions with other organizations, I'm coming to a realization. And this we're going to provide. Uh, I know we had given you guys an answer of how many training sessions and how long those training sessions.
Speaker 2 00:23:04
But I'm going to add to you guys at no cost additional training sessions, because one of the things I'm learning with other clients is some people take to it like a fish in water. And some people don't take to it very quickly. So I'm going to add an additional the pre basics to the basics of AI for you guys for some of your team members. Um I'm learning that the one hour training sessions sometimes go too fast for some users. So we want to do that as well. I am going to be sending over quick reference materials. We are going to look for internal champions, and we're going to have a path for your team to escalate questions, which is the help desk. And, we want to make sure that everybody knows and comfortable with who they can reach out to when they have questions. At that point, we're also going to enable Copilot on your mobile devices. We're gonna roll that out through our MDM, Which is Intune for you guys and make sure that everybody understands how to use it.
Speaker 2 00:24:03
Um, for those of you who have a long drive in the mornings and evenings, How you can use Copilot to catch up on email and check your schedule for the next day. Things like that. And then we're going to work with your leadership to say, hey, is Copilot being used the way you want it to? Are we meeting expectations? Is information coming in coming out? We are going to look for that as well. And we're going to My deliverables here say full deployment completion record. We are going to deliver that. We are going to do user enablement materials. Um, we are going to do the Copilot enablement. We're going to send you guys over all the reports. I'm also going to be sending out some training stuff. Um, I'm working on some videos with others on uh on how to use Copilot uh, more so than what the standard training shows. Uh. So I'll be sending out some um links for you guys on that information.
Speaker 2 00:25:00
And then for phase five, because we're not done yet, even though we've deployed it at this point. We're going to look at Copilot activation. We're going to look at the active use of it. We're going to look at who uses what type of features within it. And then we're going to look at outcomes. We're going to interview a few people. You guys tell me who are your head of departments that is using Copilot, and we're going to sit down and talk to them might have to sit down on Teams. I might have to send some chocolate to people, which I am totally 100% okay with. But we want to get information back from them. We want to see, is there any documents that are coming out that's coming up that shouldn't be coming up. We want to look at some of the baselines. We want to see how you guys are operating against Copilot or with Copilot. And then we'll do a project close meeting with you guys. Uh, we'll hand off the operational ownership to the right properties.
Speaker 2 00:25:58
Parties, But we're also going to keep our part so that we can continue supporting you going forward. All right, and then uh you did give me blackout dates. I got this in. I was running to the last minute right before this meeting getting these in for you guys, But we have these are your blackouts. So we want to make sure that we are not affecting any business during this time. Just a heads up Right here, I will be out on vacation. Anyways, my daughter is graduating from high school, so I am taking a week off. Um, And then there is also an August date where I am taking a week off to get her to college. So I will be available for you guys to call while I am out, but I won't be working during that time. But you guys can still reach me. Gabby is.I haven't seen her vacation schedule, But I did look to see if she was off on the days. I am off ;. She's not. So anything I can't answer, Gabby will be here.
Speaker 2 00:26:55
U m and you guys can reach out to her Julia will be backing me up as the project manager. Um so she'll also be someone you can reach out to if you have any questions while I'm out. So just a quick heads up for you guys.
Speaker 4 00:27:09
And what we might need to do is just thinking, maybe we we didn't think too far ahead through the course of the project, but I'm guessing that we'll have similar dates at the end of June and middle of July. That we'll have, you know, we'll have the monthly close for June happening and and similar types of activities. So we'll probably want to add those as well, assuming that we'll be continuing to you know. But I guess it depends on if you tell us, You know, everything that needs to be done from a system standpoint will be done by the end of June. Then maybe don't have to worry about that at that point. Maybe we're just doing like um.
Speaker 4 00:27:48
Rolling it out and training people, but it's something to keep in mind depending on how long those phases go.
Speaker 2 00:27:55
Not a problem at all, and thank you for that. Um, I am giving you guys my August dates only for the training portions because I don't think we're going to go pastum the end of June on rolling out the configuration changes unless we see some things happening. Um, in fact, I don't plan on us going past June thirtieth so at all. So perfect. Roles and responsibilities, you guys know me, you guys know Mike. Gabby is our engineering lead on this project. She is just as technical as I am on the Microsoft side, even more so. She actually finished her certifications before I did. She's better at that part than me. She always beats me on the certifications. I don't know why, I just can't, I know this stuff, I just don't like taking tests. Um, I have Sean.
Speaker 2 00:28:47
As the executive sponsor, I think that might be a mis type on my end. That's not right, is it? Where is it? Yeah,
Speaker 4 00:28:53
We don't have a Sean on our side.
Speaker 2 00:28:55
Um. I mistyped. Uh, Sean is on our security side, so I was like, wait, why did I type that there? Um.
Speaker 4 00:29:04
Let's see. I mean, we could putum I mean, you could put me there too, if that makes sense or if we rather have like our CEO or our COO there, we can do that too.
Speaker 2 00:29:16
Um, I almost wrote Kenny, but I'll put you down unless Kenny says to put him. Either way.
Speaker 4 00:29:24
We're going to look at this together.
Speaker 2 00:29:26
Perfect. And then you of course are the technical project owner, my business stakeholders is you, Kenny and Daniel. Um and then my pilot wave users make sure I wrote this in correctly Colin Mark Jolie Daniel Sam.
Speaker 2 00:29:45
Anybody I missed from that?
Speaker 4 00:29:46
There's one edit there on Mark. His his last name ends with an R, not an E. Oh okay.
Speaker 2 00:29:54
Yeah, there you go. That looks good to me. I mean you can you can include me in the pilot wave users too. I mean, I'll, probably i i want to kind of do all the training with them. And then uh try and do some parallel testing as well too, Okay Perfect. Um, and then for communication plans, um, I am going we're do this is a kickoff meeting. Um weekly status email that I'm going to be sending out at the end of the day on Fridays. Um. So I'm gonna send that to everybody on the distribution list that you pointed out in the email earlier today. Um and then we can do this weekly or biweekly.
Speaker 2 00:30:39
Some of my clients want it weekly. Some of my clients want it twice a week. Some of my clients want it biweekly. We'll do a thirty minute Microsoft Teams meeting between all of you and us, for any discussions or any decisions or unblocking anything that's gotten blocked. Okay, do you guys want to how often do you want it?
Speaker 4 00:30:58
Weekly sounds good for now. And then if we find that's too much, we can make it every other week. Maybe we should. If, you guys have availability to do that, like on a Thursday or something like that.
Speaker 2 00:31:10
Okay, perfect.
Speaker 1 00:31:18
All right, perfect. And then I'll create a shared Teams channel. Let me know who all needs to be on that. We'll do routine questions, any project artifacts, any quick decisions that don't require a meeting. I'm also going to send over links to various documents.
Speaker 2 00:31:34
Training stuff, And also, I am curating for multiple clients, some YouTube videos and things that people want to see and watch. So I am curating that list. I'll have that into that Teams channel as well. Okay, okay. I am going to remain available to you guys outside of the standard cadence. The reason why I gave you my vacation dates is I want you guys to be aware that while I am on vacation, I can still answer text messages I will still answer emails. I might be slower at emails and text messages. I will also answer my phone other than the two hours I'm at my child's graduation, I will be available to you guys. If I don't answer, Gabby or Julia will be my backups. So Gabby from technical, Julia from a project standpoint and an escalation pass can come but can.
Speaker 2 00:32:27
Be escalated to me. It can also be escalated to Gabby and Julia. Now, if you need my boss, you you can escalate to Pete on my side. So, uh he's technical as well, so he can jump in and help. Any questions on the communication plan?
Speaker 4 00:32:45
No, that sounds good.
Speaker 2 00:32:47
Okay perfect. Um I am going to share with you guys a link to this document, any edits you need to make. Feel free throw in comments, tag anybody in here, and we will answer. So, we don't like to make 50 million copies of a Word document across the board. So you guys are welcome to edit this. In fact, Let me copy this link and put it in the chat for you guys to have as soon as Microsoft catches up. Real quickly, the engagement is successful when each of the following conditions are met.
Speaker 2 00:33:24
And that's going to be the security postures are mitigated against the findings. We've got sensitivity labels turned on, we've got DLP turned on, we have retention turned on, Conditional access and PIM I keep putting in here, but it is optional for PEC since Crimson already has PIM in place. It depends on what PEC wants. App registrations and service principles are reviewed and documented for each item. The pilot wave has a structured feedback, and we're going to do a documented go or no- go recommendation. I am going to ask for that. Microsoft 365 Copilot is enabled for the full user population. We have an adopt measurable adoption baseline established. I am going to show you results from Microsoft on how everybody is using Microsoft 365 Copilot, okay?
Speaker 2 00:34:24
We are going to send over all the enable materials, and it's all going to be organized. It's going to be put into a package and given to you guys. We have mobile Copilot enablement in place, and the Copilot governance model is documented and transitioned to you guys. Okay? And then you guys confirmed, are you good for us closing out the project? That's how we close out a project. We're going to make sure that you guys are happy with it. Okay? These are your risks and dependencies. I am not going to go in here. I did put SOFOS in here. We are transitioning, you guys have SOFOS, we, I need to double check your security stack. So we do have that. And then we also want to coordinate with your third party provider. We have Global Relay, and it stays intact through the deployment and all the tenant readiness gaps.
Speaker 2 00:35:17
Surface beyond the assessment. Okay. And then 365 Copilot license availability and assignment timing, pilot user resistance or low engagement. I will tell you, we do get with certain clients, some resistance and no engagement from certain departments. That's not unusual. So we do, We do get that resistance, and it does sometimes cause us to miss some of our adoption targets. At that point, we're going to talk to you guys, say, what do you think? What should we do? Most of the time we'll go forward because it's usually just a small group of people who resist. And we don't mind resistance. I completely understand. Any business calendar conflicts during the configuration windows outside of what you guys have given me?
Speaker 2 00:36:13
Um and any of your dates in July right now with what you've given me, we can work around all of that, all right? And then any issues with mobile device management. We have had some MDM issues lately with Microsoft. We do understand that um but we we don't anticipate any issues with MDM pushing out copilot to your mobile devices. So we should be good there. Okay. And then you guys tell me, uh, once you review this document, are you ready for phase one? And when you're ready, and we'll I'll tell you in the background, we're already taking a looking at things. We're already going over everything. So we're ready to go into phase one whenever you are.
Speaker 4 00:36:55
Yeah, I think we are too.
Speaker 2 00:36:57
Okay, perfect. Um, I am going to set up uh, a scheduled meeting You guys want it on Tuesdays? I'm sorry Thursdays or Fridays?
Speaker 4 00:37:11
Thursdays would be better, I think.
Speaker 1 00:37:13
Okay, let me pull up my calendar real quick. Hang on one second. Don't look at this week; this week's crazy.
Speaker 2 00:37:22
This week's been busy. This has been a very abnormal week, and I do have a very colorful next week. I am at camp most of the week;. It's a place in Big Bear where we're upgrading some network equipment, but I am in the office Tuesday, Wednesday, and Friday. Friday is completely clear but, On Thursday, I will be in a place where we have very little internet and no cell phone range because we are replacing an entire Meraki system for a big camp kids camp area. And it has a lot of cabins. So I will be up there on Thursday. Would you guys like to start the weekly meetings the following Thursday?
Speaker 1 00:38:03
Yeah, I think that's okay. Okay.
Speaker 1 00:38:07
All right,
Speaker 2 00:38:08
So the following Thursday, um, one to two is always my hold. I do training for a client at their office. Um, but other than that most almost all Thursdays I'm free.
Speaker 4 00:38:20
Yeah, I'm mostly free on Thursdays also. So anytime's good for me.
Speaker 1 00:38:29
Uh Daniel Kenny anybody else want to weigh in on meeting times? Yeah, I'm pretty open. Okay. Yeah. Um, could we do 11:30 to noon? Sure. Okay. That gives me a nice buffer before lunch. I'm.
Speaker 2 00:39:01
Going to clean this up a little bit later, but I want to go ahead and just get this on here.
Speaker 1 00:39:13
For The PUC team, will you guysum join for those weekly updates?
Speaker 1 00:39:25
Uh, you can include us as optional for now.
Speaker 2 00:39:28
Okay. I'll send this over to you guys. And if you can forward it to everybody that needs to attend, um because, For the PEC guys, I don't know if I have all of your information just yet in my system. And then can I get you guys to send me a list of everyone on the PEC side that needs to be kept in the loop? And then I can keep them on the meetings and stuff.
Speaker 4 00:39:52
Okay. Yeah, I can do that.
Speaker 2 00:39:55
Okay, perfect. All right, I'll get this sent over. I'm also going to turn on reoccurrence after this meeting andum, I just want to stick it here for a placeholder right now and, Uh, when I send it out, I will send out documents as well. Um and I'll have everything put in. I'll spin up the Teams meeting asum in addition to all of that. PEC, do you guys allow uh cross federation Teams chats?
Speaker 1 00:40:26
Yes. Okay, perfect. I'll add you guys to the Teams chat as well. Right? Any.
Speaker 2 00:40:33
Questions you guys have for me?
Speaker 4 00:40:37
I have a couple questions. I think, you know, the way that you walked through all the phases, all the steps was really helpful. I like that, you know, We're going to- -. It was one of my questions was, were we going to have a separate training for the pilot group? That was something that they were asking me about because, you know, A lot of them just don't have familiarity with it and I think they would need that to do those test use cases. So that'll be helpful to have that training. And I like the idea that you're going to have like an additional training, which I think will benefit the team. You know, like you said, I think it's hard to capture a lot of this in an hour session and maybe having a second one is good. One thing that we may want to consider is whether there's anything we may want to structure specifically for the executive team. They may have a different set of questions or.
Speaker 4 00:41:35
Thoughts in the way that they may want to understand it than than the general um team. So maybe we can figure out whether if we use, you know, a 30 minute, uh weekly session or something to do something, specifically with them where they could ask some questions or or anything else that they'd rather do just in a smaller group. Um so maybe we can work something out on that. And um. You know, the thing that that I've been thinking about a little bit is, you know, the training on how to actually use Copilot, How to create, you know, agents and prompts and things like that will be very necessary. Um, What I'm curious this is more based off of the data that we will be pointing those prompts to is what kind of results we're going to get and whether those will be different than our expectations. And and that's not.
Speaker 4 00:42:31
Because of anything in the copilot side of things, I'm more curious now about our data. And, as we start to go through this, and we may see it in our pilot phase, I'm wondering if there may be recommendations that you guys may have. And, maybe you'll see this as you start labeling of our data and our network folders and things like that around the structure of our data. Like the way, you know, we have In some cases, potentially you know twenty years of information. You know here that we've in the last year or two when we combined two companies together, We tried to have someone come in and rework our network folder structure to organize it in a way that seemed logical at the time for people just going in and accessing files. But I'm not sure a lot of thought was put into what that might mean for having a tool like Copilot searching through the folders.
Speaker 4 00:43:30
And looking for things, right? And. So I think we may find that, that the results of some of these things that we're asking it to do may not come out exactly how we want. And, maybe that's because Copilot can't interpret what it's looking at in the best way. So what I'm wondering is like if there's some sort of recommendations that might come out of this? If we start to learn that as things that we can do differently to structure, you know, the way that we Store the data, the way that we name files, The way that we may take an approach to like archive folders, where we may have multiple drafts or versions of a file that, ultimately, there's a final version. But maybe we've kept a lot of the old ones. And and so I'm just curious how Copilot is going to interact with that and and produce results. And so my concern is that it may be more.
Speaker 4 00:44:27
And, we're trying to figure out how do we approach getting that data in the best format possible to produce the results that we want. So, that may be a whole different side of this, um, that's outside of the scope. But, that's something I just definitely want to bring up as I start to think about, you know what what we're actually you know, hoping to get out of this.
Speaker 5 00:44:46
Hey Giancarlo can I can I step in for a few minutes? Yeah. Um, I would treat that asum, Somewhat of a phase two because the data, uh, One to be uh one clean in terms of how Copilot is going to use it, but the accessibility of it. So, what what we've done is that we have not allowed Copilot to have access to folders directly. And. So the alternative in the interim before we started cleaning up before we start cleaning up data. Is that you're able to drag and drop files into Copilot.
Speaker 5 00:45:24
Versus it going out and finding. Now, It will have the capabilities of going out and finding documents that are in your email, Teams, specifically probably more so OneDrive, which is fine I think. But to your point, Yes, there, there's the possibility of it accessing, you know, ten versions of the same file. And they're also Like the figure Copilot, where there is a source of truth file, so it knows it's pulling from a particular. So your prompt might say use this particular file with this definition, So it doesn't try to go out and look at all ten of those specific files. So I would say in this early stage, I would limit um Copilot to have direct access to files and then just allow the user to um.
Speaker 5 00:46:22
Make it, a attachable file into the Copilot three hundred and sixty five desktop app in itself. Okay, And that'll that way, you will you'll be able because one of the huge things that we've talked about this in some of our meetings is the validation of data. Because we want to make sure that the copilot is using the correct data, we want to validate actually is using right file. So I would say as at early stage start out by just dragging and dropping um a file into. An attention to do a comparable. If you're, So I wouldn't allow it just yet to have direct access to the file system.
Speaker 4 00:47:03
Okay. Yeah, that's that's interesting. That's that's a different approach than I was picturing, But it does sound like that will produce better results than what I was thinking if we just let it, you know, have access to everything.
Speaker 5 00:47:17
Yeah, I think, I think that it's it's a little bitum it's probably a little bit more of a cumbersome step. But it's probably a little bit more necessary, because if the data isn't playing the usual garbage in garbage out kind of deal, you know, make sure that the accuracy of the information that copilot uses to produce those results are coming from the source of truth.
Speaker 4 00:47:36
Okay. Yeah. And then and then I guess like as a subsequent phase I think we can maybe evaluate. Find a way to, and maybe that's a totally different group or a different project, But you know, evaluating the best way to clean that data and structure it. So that if we do want to be able to point, you know, Copilot to a repository of all of our data, you know that we feel comfortable about what's there.
Speaker 1 00:48:08
Okay. What else did I have?
Speaker 4 00:48:14
I Think that was that was it mostly like just to give you guys a little heads up. We've already tasked the five people identified as the pilot users with coming up with some uh test use cases. Um I think we were asking they may come up with three or four. We've asked them to kind of speak with like their departments and their team and the teams that they normally work with to sort of refine that down to maybe two. For each of them, And then so those will be like more specific tasks that maybe they do on a regular basis that they want to figure out can Copilot assist them in doing that more quickly, more efficiently, more accurately. And see what those results produce. I think in addition to that, What I am hoping that we may be able to have them do during that test phase. And maybe this is what you have in mind.
Speaker 4 00:49:07
Is to just give them the opportunity to understand a little bit about like what what the capabilities are for it to just go through email and and summarize things or or pull out, you know, critical deliverables or things that are coming up on their calendar, like just using how copilot interacts in general with like Excel Word. Um Outlook and teams I think having that training for them and allowing them to play around with how. That can just create some more ways of them interacting with those applications in a general sense. I think would be helpful as part of that test phase. So hopefully that was something that you had in mind, in addition to some very specific tasks that we're asking them to test. Yes,
Speaker 2 00:49:55
Part of the training that we're going to do with the pilot group in advance is to show them. A lot of these little things that people don't realize Copilot's capable of doing. And Ronelle, I do like that you gave us a heads up about the files. So I'll do a lot of training surrounding drag and drop and things like that, but I'll also do, you know, here's what you can do with Copilot. One of the newer features that Copilot has right now is you can have it flag all your emails coming in from someone that you want to make sure that you notice. So we'll do that and when we do that.
Speaker 2 00:50:30
Part of the training we do is going to be some basics back in Microsoft Word, Excel, OneNote, things like that. That you know people don't usually get that kind of training. They just pick it up. And, we'll touch on some hey. Did you know you can do this in Teams? But this is how Copilot makes it even better type training. I will say I'll probably have a little bit more extensive training with your Pilot users, Then I will with your staff only because as I go through the extensive training, I'm going to find out what works for Eller and what doesn't. And if they say, oh, we don't use it this way, then I'm going to drop that from the overall training with your entire staff. So we try to make that where it's more tailored to you. And I know it's been a while since I worked on the Eller client.
Speaker 2 00:51:24
For you guys, I know Daniel, I know Kenny, but I have been out of the loop on what Alear does. And so as I go through this, I'm going to learn more and more about you that I didn't realize in the past. And Gabby and I can then condense things in say this is going to work, This is not going to work and just really build this around what you guys need.
Speaker 4 00:51:48
Yeah it could be that maybe if you're doing some of those, For the pilot group, I mean, even if you ended up recording some of those trainings, It could be something that we share or make available with the bigger population down the road. And maybe you don't have to repeat it with all of them, but maybe it's just something that they can access.
Speaker 2 00:52:07
Yes, all trainings that I do, I always record and then send you guys out links. Um I do give you the ability to download the training because the links do expire after 30 days. That's a default Microsoft thing. So, Uh, you guys will be welcome to keep those trainings, do whatever you want with them. Um, and go from there. So, we will make sure all the pilot trainings are.
Speaker 1 00:52:30
Recorded and available for everybody.
Speaker 4 00:52:33
Okay. Yeah, I think that sounds good. And then I think you brought up something about like, You knowum whether we would want Copilot to interact with any other type of applications that we may be using. You know, in general, We don't have a lot of other applications because we store majority of our data, you know, within the Microsoft, three, sixty five environment. But the big, the big area really well. T here is two, but would be you know, our MRI accounting system and our Argus system, which something I think is probably a whole other project down the road. But as you start to learn a little bit more about like our.
Speaker 4 00:53:15
What we are doing on a daily basis, where our data lies. It's something that I guess we could think about as to whether there is a thought of how we could create some sort of interaction with those in the future. Cause we're always, we know that those applications have their own native AI tools as well, which we are not using and may consider down the road. You know, Kind of when we get done with this Copilot implementation and make sure that this is all running smoothly. We can look to evaluate whether those those are, you know, something the PSC feels comfortable with. And so we'll, you know, just something to keep in mind. But right now, we don't have a specific goal of like some apps that I think we want to tap into.
Speaker 2 00:54:01
Yeah. Let me go ahead and give you a quick example. One of my first clients that I did their AI rollout, they're actually using it really well. But we've connected, so we add connectors for Salesforce, Notion because some of their team uses Notion, HubSpot, Canva, Linear. We've added connections for Google contacts and Google Calendar. Adobe. We've also because one of our clients had an on-prem file share, we have added file share capabilities that attaches to their on-prem. Jira is another one that we've added.
Speaker 2 00:54:37
So you're aware of, I don't know if you guys use Miro or know what Miro is, but I use it. It's think of it like a mind map tool and kind of like Visio but a little bit more robust. It's the best way I can explain it. So, those are the kind of things that maybe some of your team might be using that you may not have thought about. We're constantly adding Box because a lot of our some of our clients really like to use Box rather than SharePoint. I'm not a fan, But they like it, so I added it. SQL servers, Constantly adding SQL Azure SQL servers for and Postgre servers for some of our clients and GitHub. So there's a lot of them out there. Microsoft is adding more and more every day. Asana and Monday are big ones. I feel like I'm adding Asana weekly for clients and monday dot com So there are they they are continuously adding.
Speaker 2 00:55:35
If you guys decide, hey, I want to add Canva because of my marketing team. Let us know we'll add camera Canva. And I think there's some Adobe ones that are coming out.
Speaker 4 00:55:46
Yeah, that's interesting. Like the Canva one, I'm not sure whether there's people on our team using that, But I know definitely we will want to understand how we can use PowerPoint and do that. And, then if that seems like, you know, there's additional things that we would want to do like from a marketing perspective or anything like that within Canva. That could be something to think of down the line. And as far as Adobe goes, I think what we'll be interested to see is like, you know, How we can use Copilot just to interact with with PDF files that we have that we want to extract data with. But, whether whether there's a benefit or a reason to point something specifically to the Adobe application is another thing to think of down the road because.
Speaker 4 00:56:33
So much of our information comes in in PDF format from external parties, Whether those are comps from brokers and things like that or just legal documents and other things. We usually have a Word version of a lot of the legal documents, but sometimes PDFs. So, we'll be interested to see how we can extract things from there and where that takes us.
Speaker 2 00:56:56
So just a heads up on that, PDF is native for Copilot. It's considered a native system. I know the Adobe stuff that's coming out is being able to manage digital assets, including PDFs across organizations. So if you're using Adobe Teams and people save things into Adobe Cloud, that's what's coming out. But reading PDFs, the system is already there for that.
Speaker 1 00:57:20
So yeah. I know.
Speaker 2 00:57:26
We're getting down to the end of time. So I don't want to take up too much of your time, But is there any other questions you guys have or concerns that you guys have after this meeting? I am going to send over a summary. It is a copilot written summary, so just a heads up. I make it look nicer. Uh, I take out all the bullet points because I don't like bulleting. Um, But if there's anything else that you guys uh want me to add to it, let me know.
Speaker 4 00:57:52
Okay. I think those were all the questions that I had.
Speaker 2 00:57:56
And I will send out the link to this document. It is a living document. You guys will be able to access it from my OneDrive. It's in a secure location, so you are welcome to add comments and do updates. I am a heavy user of versioning and version history within my documents, so if you mess something up, like my cat likes to walk across my keyboard when I work from home, we can revert it back. So I love the versioning in Word and Excel.
Speaker 2 00:58:26
Um, and then anything you guys can think of you want to add later on, please let me know. Gabby and I will both be in that team's chat. I am going to leave Julia out of it for now and Paula out of it just because Julia is in so many teams, chats. I feel sorry for her; she's busier than I am some days, and Kenny will tell you that says a lot. So, um, feel free to reach out. Uh, I think all of you have my cell phone number or at least Daniel and Kenny does if not. It is in my signature. If you guys need me, call my cell phone before you call my office line. I'm no longer working out of the downtown office because I am at client sites most of the week, so I don't get to see Gabby's amazing face every day anymore. Sadly, but I am faster reachable on my cell phone. Feel free to text me, call me whatever you need to do.
Speaker 1 00:59:18
Great. Awesome Thank you very much.
Speaker 2 00:59:20
You guys are amazing. Thank you Have a great weekend.
Speaker 1 00:59:24
You too. Bye. Bye everybody. Thank you very much. Thanks, Christy. Thank you everyone. Hi. Thank you.
Send project plan document and related documents to Alere for verification and collaborative editsSend recurring Thursday 11:30 AM weekly meeting invitation starting week of June 1 2026Begin Phase 1 tenant readiness and security foundations activities+8
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07-13 Meeting: Time Machine Software Implementation and Productivity
> Date: 2026-07-13
> Location: [Insert Location]
> Participants: [Sergio] [Christi] [Pete] [Olivia]
## Meeting Notes
### Review of Time Machine Software Capabilities
- **Description:**
- The team reviewed features of the "Time Machine" tool, which integrates with ConnectWise.
- The in-and-out board displays employee status (e.g., "lunch," "available"); data may require a browser refresh to be accurate.
- It tracks missed scheduled tickets, who is working on which ticket, and for how long.
- The tool helped identify a former employee who was not working during their shift.
- It provides daily details on tickets touched, completed, and minute-by-minute activity.
- **Conclusion:**
- Time Machine is a live overlay of ConnectWise, updating every 60 seconds, tracking employee activity via ticket interactions.
### Primary Reasons for Using the Software
- **Description:**
- The main reason for subscribing is hourly contact sync from Active Directory, Office 365, and Google into ConnectWise.
- It automatically deactivates users in ConnectWise when they are deactivated in the client’s Office 365.
- The schedule sync feature is crucial; it uses Google Maps to calculate and block travel time for on-site technicians.
- **Conclusion:**
- Time Machine and MTX features are bonuses; primary value is contact synchronization and schedule/travel time management.
### Employee Adoption and Usage Patterns
- **Description:**
- The tool is most effective for remote staff.
- On-site tech adoption is mixed. Some, like Ryan, use it to save time and assist with expense reports; others do not.
- Some employees, such as Dmitri, do not always log tickets in real time.
- Some staff may have one ticket open all day, which is expected for certain roles but not for others.
### Plan to Increase Tool Usage and Productivity
- **Description:**
- Pete proposed communicating increased use of Time Machine to all staff during the next all-hands meeting.
- Messaging will emphasize measuring productivity, understanding why tasks take longer, and identifying automation opportunities—not a lack of trust.
- Olivia will present the tool and its purpose clearly in a five-minute segment.
- Examples include lengthy onboarding/offboarding processes and an unacceptably high average ticket time of 90 minutes.
- **Conclusion:**
- Goal: increase awareness that productivity is being monitored to improve efficiency and find automation opportunities.
### Automation and Reporting
- **Description:**
- Interest in automating onboarding, computer imaging, and Office 365 account setups.
- Matthew, experienced in this area, has been assigned to a related project; Patrick will champion the effort.
- The team discussed the "Score My Team" feature to report on performance using metrics like real-time ticketing.
- Olivia raised the idea of an API for AI-driven queries; none exists currently. Christi suggested recreating dashboards in BrightGauge.
## Next Arrangements
- [ ] Christi will create actionable reports from Time Machine and explore recreating dashboards in BrightGauge.
- [ ] Olivia will prepare a five-minute presentation for the all-hands meeting to explain increased use of Time Machine for productivity monitoring; Pete will kick it off, using Christi’s training time slot.
- [ ] The team will regroup on 2026-07-15 to check progress on reporting; Jane is scheduled to be moved on 2026-07-15.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. Several employees, such as Dmitri, are not consistently logging work in real time, impacting reporting accuracy and client billing. A clear policy and enforcement plan were not established.
> 2. The average ticket resolution time is 90 minutes, deemed "not acceptable." While Time Machine will be used to investigate, no specific reduction targets were set.
> 3. Employee adoption of Time Machine is inconsistent, particularly among on-site technicians. No specific plan was discussed to enforce or incentivize usage beyond the upcoming announcement.
Jul 13, 2026
Speaker 1 00:01:18
Hi.
Speaker 1 00:01:57
Hi. Hello.
Speaker 2 00:02:00
I am eating my lunch, so bear with me. I taught the girls this weekend.
Speaker 1 00:02:10
To make two things:
Speaker 2 00:02:13
A completely white girl. It looks white girlish. Let me rephrase:" completely," I said," completely looks like a white girl chicken casserole." But it has heat. I promise it has heat. We we have chili flakes in here, um. I taught him how to do that. I taught him how to make a homemade apple pie, um, yeah. New kid fit along in right alongside Dom with no issues, oh good yeah, I was telling Olivia today uh Dom is uh.
Speaker 2 00:02:53
She she won't let anybody like she won't let the new girl do anything. She's like overprotective. It's very cute.
Speaker 3 00:03:03
How old is the new girl?
Speaker 2 00:03:05
She's nineteen, she turns twenty in two weeks. Wow, yeah, So we uh, yeah I've got I got to plan a last minute celebration for her. She has no family, So it's just going to beum it's just going to be my friends andum she doesn't have any friends here.
Speaker 1 00:03:34
So all right.
Speaker 3 00:03:43
So should we look at the options with time machine that what we wanted to look at?
Speaker 2 00:03:51
Yes, I already had it open for you. All right. Let me let me increase my screen so that you guys can see. Um, so we are live. Okay, Ryan's actually a good example of the in and out board. He put himself to lunch, and he's going to be back at 1 : 05, but he hasn't taken himself out yet, and all is he back. Olivia?
Speaker 4 00:04:20
Uh yeah, he is back.
Speaker 2 00:04:22
So he's definitely back.
Speaker 4 00:04:24
He's messaging me about Avalon servers.
Speaker 2 00:04:27
No worries, all we had to do is click end lunch and now he's back available. Uh Ronnell is going to be well should have been back already as well.
Speaker 4 00:04:34
Wait go to live Chris because I'm I'm seeing different things than you're seeing right now. I'm live Oh like I see I see a bunch of different people that are on lunch.
Speaker 2 00:04:49
Are you at all members Oh yeah, I'm on all members. Weird.
Speaker 4 00:04:56
And like I see Ryan working on a ticket. Interesting. Well, sometimes it's good and sometimes.
Speaker 3 00:05:04
What if you do? I was just going to say, what if you refresh the browser?
Speaker 2 00:05:07
There we go. Sometimes we have to do that. Perfect Yeah Um So, you've got people who are back from lunch already. And all you do to clear them is click the X. And then you can see who missed a schedule. So Stephanie's missed two scheduled tickets that she had in her queue. And who's been those at Pepper? Christian. Oh, Christian. Christian. So he's got a couple of schedules missed here. Vana has two missed schedules right here, e-waste laptops and spare computers. So, we can see who's missing theirs. Normally I see this on Caleb or not Caleb Kobe.
Speaker 2 00:05:47
Um, But we can go in and we can actually see what they're currently working on. Um, and how long they've been in that ticket. So Juneau's been in this ticket for two minutes, but she's also been working on this uh tenant one for three plus hours. She probably accidentally left that and working as you know. Yeah. So And so probably so did Monty um And. So we can see all of this going through uh. I know he's actively working on this right now. I know he has been in and out of working on this one, Just because it's like one of those things where he's just working on it while working on other things or in between working on other things. So he's probably left it open, But he just walked out to go handle was handling this one because we've been having some issues with badge system here. But in here, the biggest thing Pete is we learned.
Speaker 2 00:06:45
There was a former employee here that was sleeping on the job, and we learned it by just going in here and looking their working time. Cause this will show when they started and when they ended. And, all of them was either at the beginning of the day or the end of day, And there was a massive missing in action uh of non-working time from like around nine am, our time till about three pm, our time. And this was somebody in the Philippines. Um he's no longer with us as you can imagine.
Speaker 4 00:07:15
So essentially, what this does, Pete, is it shows you how many tickets they've touched, how many tickets they've completed every single day per day. And, then it also gives a detail of what they did each minute of the day and when they were doing it. So.
Speaker 3 00:07:30
What is it based on?
Speaker 2 00:07:32
Their tickets. It is a live overlay of ConnectWise that's updated every 60 seconds, if not sooner.
Speaker 2 00:07:47
So it's like our smart dispatch that's constantly pinging ConnectWise and doing things. Nilya does that. Now, the reason why we pay for this, Pete, is not because of Time Machine and it's not because of mtx. It's because it's the only company out there that will connect with Active Directory, Office 365 and Google and keep our contacts updated in ConnectWise on an hourly basis. And if someone is deactivated within the client's Office 365, then they are deactivated in ConnectWise almost immediately. So it's keeping this up to date. And, it was the only company out there that did it plus using the schedule sync. And is it is it now? Yeah, It is still in there helped Olivia when she was scheduling on sites and now Sue and Charl.
Speaker 2 00:08:43
Because it looks at Google Maps to get the traffic time, And it blocks out the travel time that they need before and after based on what Google Maps says, it's this average for that time of day. So those are the two things we wanted it for. We just get all the rest of these as a bonus.
Speaker 3 00:09:08
Okay, hold on one second.
Speaker 1 00:09:24
Okay, no problem.
Speaker 2 00:09:26
Um, where this really works for us is our remote staff. Uh,
Speaker 3 00:09:36
Which is pretty much everyone.
Speaker 2 00:09:38
Yeah, We try to get it to work for on site techs and I'll. Be honest, some techs. Yeah, most techs, uh follow what Monti does, because Monti helps train the on site texts. Yeah, but people and she doesn't want to use it. But people like Ryan and a few others have realized how how much it saves their time when they're going on site and how it puts in their expense reports and stuff for them that they've gravitated to it. So, but not all.
Speaker 3 00:10:07
So we should so we should remove Jane right?
Speaker 4 00:10:11
Well, not yet. I am going to move her on the fifteenth, so on Wednesday, yeah.
Speaker 3 00:10:16
Okay, And Jesse doesn't use this because he does whatever he does for the bank right?
Speaker 4 00:10:21
Well, he'll have one ticket so like. If you go back to last week, he should have one ticket every single day. Or he should be touching one ticket every single day.
Speaker 1 00:10:30
Mhm. Okay.
Speaker 4 00:10:35
Oh, he had two tickets actually there. But, normally he should only have that one ticket that he's putting all of his time into. Same with like Damania, you'll see they'll have they will have like one ticket. Yeah, but everyone else should be having more than that.
Speaker 3 00:10:50
What about Dmitri?
Speaker 4 00:10:52
Dmitri, you should be having several.
Speaker 2 00:10:55
Yeah, Dimitri is um he doesn't put tickets in for half the stuff he does. But he does.
Speaker 4 00:11:02
But he like click on his time entry?
Speaker 3 00:11:05
But that's not good because how do we report to Weingard what we do for them? If we're not putting tickets on?
Speaker 2 00:11:11
He is putting so let me go back a day. He does put them in but as you can see the delta, he puts them in later.
Speaker 2 00:11:22
And sometimes he'll forget.
Speaker 4 00:11:25
So he does his like work and then after the fact, he'll go in and say," Okay, during this day, during this time, I did this and this and this." Yeah. But I think maybe he was out that day when he only touched one. It's weird that he only touched one ticket. That's today? Yeah.
Speaker 2 00:11:45
He's probably on site at.
Speaker 2 00:11:52
He's probably on site at a at one of the other sites. Now that's not even a work ticket. Cause sometimes I'll see that when he's had to go to one of the other remote sites for Weingard,
Speaker 3 00:12:07
Or he's at seems like a lot of days he goes to multiple sites based on the expense reports I approve.
Speaker 2 00:12:14
Yes, he's constantly running yeah Okay Sum.
Speaker 2 00:12:23
We've had issues in the past with texts, not that we suspected to be having issues. And the first time I showed this in an all staff meeting, I thought some people were going to pass out. Their faces turned so white. And, we've always made the statement to them when we've taught them. This none of us like to big brother, But if we have reason that we feel that we have to big brother, you, this how we're going to do it. And we were just very open and honest with them. And after that, timesheets approved. And I hadn't done one of those conversations in probably a year and a half or two years.
Speaker 3 00:13:01
Well, maybe that's what we have to do in the next all-hands is say, We're going to start usingum We're going to start using Time Machine much more closely starting this week. And here's what we will see. Yeah. And we're going to start looking at this regularly including Pete, Yes. And because we have to measure productivity and we have and we have to measure and make sure that you know, we we know how much time things are taking. We don't have to We don't have to say it in terms of, We don't trust people, and we don't think you're producing the way you're supposed to produce, But we can also imply that it will show how much productivity people have. Yeah. And I think Olivia, you should be the one that messages this.
Speaker 3 00:13:51
But take the time to do it right and take the time to explain it clearly. You know, use five minutes and explain it to everyone because I want them to know. I want them to know what we're going to be looking at and why, right? And don't blow through it like it's no big deal. Just just you know show them what we're doing and why we're doing it. Um, But I think it's important, you know, And you can use examples like onboarding and offboarding, and other things are taking far too long. And we need we're trying to understand why. And we're trying to figure out where we need to automate. And, we're trying to figure out where people are spending time and why people are spending so much time. And what's taking so much time to do certain things so that we can work on what we need to automate and where.
Speaker 3 00:14:46
And, this is the tool that we're going to use to go and look at what tickets are taking. So much time from people that, you know, And they're they're going to get the hint that we're looking at what they're doing and why they're taking. So long to do it and stuff like that. And I think as part of the conversation, you can suggest that we're looking to try to automate processes related to. Things like onboarding and automation of, you know, computer imaging and things like that. And, if people have done those things in the past and want to help us do it, let us know because we would love to have them assist or something, you know, or whatever whatever you want however you want to approach that. Because I wouldn't doubt that we've got a couple folks that might have even.
Speaker 3 00:15:44
Played around in that space before. Yeah, have we asked Matthew if he's done that before?
Speaker 4 00:15:50
Yeah, he has. That's why I put him on that project. Okay, yeah, and I talked to him about it last week too. Okay, said he was willing to.
Speaker 3 00:15:58
And who are we going to start with? Lion is that who you said does the most?
Speaker 4 00:16:02
I told Patrick because I am putting Patrick as my champion for this. I said you pick you either want to pick somebody who we have a long. You know, we? It we take forever on their onboarding, or you want to go for an easy goal. So I spoke to him last Friday about it. So okay, so real quickly,
Speaker 2 00:16:21
Just a heads up for you guys. Um, we did this. We did this a couple years ago with ability first andum. We Olivia knows, but I went back in and ran a report today had had a Claude analyze the report because Claude has the connections into it. And to connect wise to do ability first, so I had it run a report. We're still why is this being so mean to me today? This is what it came back through as. We're still under the average is still that table looks odd. The average.
Speaker 2 00:17:04
Per ticket for ability first is still roughly under two hours to set up because we automated a bunch of it in um Intune. The one thing we want to get back to, to um doing Anton, we can ignore because they're just doing the security side. But this is all the hands on setup time per tech. Um and so, we did automate a lot of that using Intune. Um and I want to get into automating the actual count, Setups themselves within Office 365.
Speaker 3 00:17:37
So maybe Chris, what we do is we steal your training. We steal your training time this week, and I can kick it off with what we're doing, what we're trying to do. And between Olivia and you, you guys can talk about Time Machine. But the things I am going to touch on are what we're looking for, why we're looking for it, and then we can talk. You guys can talk about the tool that we're going to use. That we're that we're gonna that we're gonna use to do this. Because what I'm going to talk about is, you know, I'm going to talk about when we were looking at onboarding and the time that it took to do onboarding and offboarding. I'm going to talk about and when I say talk about it, I'm just going to reference it. Um And i'm i'm gonna i'm also going to mention um uh.
Speaker 3 00:18:31
That our average ticket time when we look at it right now is like 90 minutes, which is not acceptable, right? And I get that you know certain tickets take a really, really long time and other tickets don't. But the long and short of it is if the average is 90 minutes, it should be much lower than that. So Um, we're working on trying to figure out why it's so high, what we need to do to get that ticket time lower, And how we're going to be more efficient and what needs to be automated for that. And then that'll segue into what we're looking at and how we're looking at it and what the tools are that we're looking at. And.
Speaker 3 00:19:24
And that, you know, again, this will probably result in people going," Oh shit." People are going to be looking at how productive I am and what I am spending my time on. And if I am screwing around, I better shape up or whatever. Right? Well,
Speaker 4 00:19:40
And so Chris joined my EOS because I asked her to go to help go through this. So she joined my EOS last week. And that was definitely the takeaway was like Oh."
Speaker 3 00:19:55
So So I guess I guess my, my follow up question, what is what is on this dashboard is what kind of reporting can we get out of this? That actually is useful if I don't if I don't have the time to sit here and look at it because realistically. I should be able to go. Okay. It's the end of the week now show me for each person, how much time everybody had. In each category, yeah.
Speaker 2 00:20:25
Yeah, this is I used to run this week. I used to run this weekly and monthly. I stopped when you came on board, Pete. Because Anzor said you need to get out of doing all of this, So this is the it's a scorecard of how they're doing real time ticketing. How How well are they saying on top of putting things in as they're happening? Ticket timesheets which is, Are they putting their time in correctly? Is there the proper amount of time per ticket? There's actually information about how each thing is scored, And we can we have showed that we've taught that in the past of how the score happens. And then you can see Bray never put a ticket in on time. Kolby, Nemanja is awash because he was already on here for You were a manager. So but then here's our our heavy hitters.
Speaker 2 00:21:17
These are the people that we knew were staying on top of things.
Speaker 4 00:21:23
But also like I wonder, Do you know Chris if there is a way for like an API connection with Nylayer? Because I think TimeZest in general has so much good information like Pete was saying, But like just to be able to like ask AI and I know I keep going back to AI. But like to be able to ask, like. Are there any outstanding tick? Are there any like tickets that. Somebody put a crazy amount of time into this week. You know, Like any outliers that I need to point out that I need to look at, Like those kind of things would be helpful if they have an API connection of some sort.
Speaker 2 00:22:01
Yeah, they don't have an API connection here, But I wonder if I can recreate this on BrightGauge because I'm sure I can because this is the same information, BrightGauge has the ability to pull. We just might have to write it, and that is a good possibility. I just had it on my calendar, and all I would do is sit here and hit the refresh print screen, And then add it to my list of things on my spreadsheet that Anzor had me keeping. Yeah,
Speaker 4 00:22:37
But this I don't know. To me, this doesn't really like seem very intuitive.
Speaker 3 00:22:43
So what is RT?
Speaker 2 00:22:47
Um, Real time. Real time. So what it measures is, are they putting in tickets and their time into tickets right as it happens? Or is there a large delta between it where they're putting it in at end of day?
Speaker 3 00:23:01
Well, but see, I guess I would want to see like several columns on this. Like I don't really know what I don't know what total is either. But if I if I said, I want to see a weekly report that has everybody listed, And I would probably filter out like managers and stuff like that. Because ultimately, what I would start with is I would want to see Olivia's team and I would want to see Anton's team. That's how I would probably start because I don't really care about, I don't really care about admin team. I don't really care about, you know, the payroll accounting team right now. And i don't care about folks that aren't doing really customer facing work. And i don't necessarily care about like the supervisor manager role.
Speaker 3 00:23:44
Manager team, But but then what I do want to see, though is like if people are. If if, Like how much time do people have like recorded for lunch or breaks or or, Admin time or whatever whatever that sort of non work time is because if there's huge outliers regularly for certain individuals that are like not working like kind of what you were saying where there's big breaks. Not engaged. Yeah. That seems like that would be a standout pretty quickly. If there's if there's notable numbers of low ticket volume, I guess that would be a standout. Um, if there's other indicators, I don't remember what all of them were honestly because from from time machine, but sort of you know laying them against each other. And then I would like to.
Speaker 3 00:24:43
Ideally, be able to sort these by like L one, L two, L three kind of levels of people, because then I group the L ones together, and they should generally right, they should generally be relatively productive compared to one another. L two s kind of l three is kind of again. It's not going to be exact, but at least it gives me. Kind of bands to put together, and I keep and then I could put the security folks together. Um, I don't know. It's a place to start, But that this feels like it's at least a better indicator than what we were looking at Olivia before. Maybe. I don't know.
Speaker 4 00:25:26
I do think that it's better for us like this is what I use. If i if i have like a if i'm micromanaging someone i go on time machine, and i would see i don't consider it.
Speaker 3 00:25:38
I don't consider that micromanaging. I consider that management because when we're talking about, we're talking about the kind of work we do, this is what we have to do to manage them because they're remote people. Now, If you've got people that you absolutely know, are always productive because they are doing stuff all the time, you don't have to manage them as closely. But when you know when you have people, you know, Are not productive unless you manage them closely. Then you have to micromanage them like on a daily basis. Ronell has to be micromanaged, yeah, on a regular basis.
Speaker 4 00:26:14
So that's what I've been doing with Ronell. I've been looking at his time machine, um, but but I was going to say but from a like technician perspective, I do think that dashboard or like giving them different KPIs. So that they know they're doing well is good for them, you know what I mean? It just gives them like obviously if you are working, you are doing well, right? Like like you know if you are doing well. But, i I think it would be helpful for them to say, okay, I have this goal. I am going to try to hit it. Okay I have this You know clearly I am doing bad on first day resolution. Like, let me try to make sure that I am closing those tickets and updating those tickets a day of instead of the day after maybe like, for example, Right?
Speaker 3 00:27:03
So, why is? Oh? This is sorry. This is twenty twenty five. Never mind.
Speaker 2 00:27:06
Yeah. No, this isn't a one basically what I would do I'd go in every week I'd look at the period that it gives me. So this was the last period I'd. Take a look. Okay, we have we have a little bit of an issue here. I would put it in its correct format here. I would I know, as I knew at the time there was nothing I could do to get Aslan to put his time incorrectly.
Speaker 2 00:27:31
And honestly,
Speaker 3 00:27:32
I'm not even going to look at Aslan because what he does is not. Yeah. What he does and who he is, I'm not even going to like focus on him right now. Yeah. I'm going to just focus on the people that are taking tickets and and really servicing the customer. So that's where I want to start. I guess the question Olivia is, Do you know enough about this tool and how to produce these reports to produce these reports or not really?
Speaker 4 00:27:58
Not this one that Chris is looking at. I don't, I don't, I don't know too much about this one. I and honestly that's the only one I created.
Speaker 3 00:28:06
So where do we go to produce this Score My Team? To produce this report.
Speaker 2 00:28:12
So this is under Score My Team here.
Speaker 4 00:28:19
Okay. So the higher the number, the better, I'm guessing? Yep right? Exactly.
Speaker 4 00:28:27
And then and.
Speaker 3 00:28:28
Is that a report that's already out there? Or can how do we create a report?
Speaker 2 00:28:33
So this is one I just created. But what you can do is add a Scorebook or you can if you've got any up here that you can edit, you can go in and edit itum. And so these are the scorecards I did at that time. Um I've got to make new ones, but you can add a Scorebook, and then you just call it, whatever you want I'm going to randomize it. And I can do it by rankings or individual metrics. And then I select what members I want in it. And if it's like a, if I do it by department, I can do that. If I want to do it by whatever. So you just select your members and I'm just going to put George. And then from here, I take a look at the modules and the score modules and I choose what I want. And so if.
Speaker 2 00:29:24
If I don't want it, then I just click on the trash can and delete it. But, they have some really good training information about what each one of these means. So, and then you can add modules in here. Um, they have new ones. I did not know they had configuration, so that's brand new Olivia. Um, the real time uh real time average um, They've got a lot of new stuff in here. I only had four last time. Yeah,
Speaker 4 00:29:56
I was going to say this is amazing. And then you just add in. So if I want to go in here and put configurations and timesheets, and then it will score and weight it. This is just the one I just did just now.
Speaker 2 00:30:19
Is for individuals, but you can also build it the way the other one. It'll show you what the averages are. And then how do I get to next? There you go. And view Scorebooks, open Scorebook. And it's going to take a couple of days to fully do, but it starts it. But that's weird. Oh, it starts up for August because we're in the middle of July. So it starts up for the next month out. There's a way to change that. I got to remember how to do it. This has been two years since I looked at this last, so bear with me, guys on that. But I mean, that's how you build it out. Then, you can also do a real time ticket analysis, and you can see the information in there to see what's going on.
Speaker 2 00:31:13
I've used that a few times. I haven't used it in the last couple of years, But I have used it in the past, and it gave some good data when I was trying to look up and understand something. I used to use it a lot on our survey stuff.
Speaker 3 00:31:27
Okay, here I go again, but I got to go on another call. So, um, I guess where do we go from here to actually make this useful? So how do I get something useful out of this?
Speaker 2 00:31:40
Let me work on that for you.
Speaker 3 00:31:42
Do you I don't know if you have time to do. I don't know if either one of you have time to do this, but how do we.
Speaker 2 00:31:48
Yes, but you need this. This is something I'm willing to push.
Speaker 4 00:31:50
Something else aside for, okay, and I can look into it too, and look into BrightGauge as well. Yeah, for those KPIs.
Speaker 3 00:31:59
So when do we regroup? And like can we touch base Wednesday? And just see if we're progressing. And then because I'm out Thursday Friday this week, um so let's just touch base quickly on. Wednesday and just see where we're at. We don't have to take a half an hour or anything, But maybe we can just find out if we progressed and then we'll go from there. Okay. Okay. Sounds good. Thank you.
Speaker 4 00:32:20
You're welcome, thanks guys. Thanks okay Bye bye.
07-15 Meeting: AI Tool Setup, Change Request Compliance, and Time Tracking Protocols
# Meeting Notes
## Meeting Information
> Date: 2026-07-15 09:55:36
> Location: [Insert Location]
> Participants: [Christi] [Sergio]
---
## Meeting Notes
### AI Tool Setup Requirements and Project Management Protocol
- All AI setups (Claude, OpenAI, Copilot) must be organized within a project before work begins.
- Completed projects are handed over to Christi; she is currently at least two weeks out on starting new projects.
- An urgent setup arrived last week and was partially handled; some staff were trained on the process.
- Requirements before proceeding:
- Setup must be in a project
- Client quotes must be signed
- SSO configuration and training are also in progress alongside these setups
- Questions should be directed to Christi or Pete.
---
### Change Request Process for Client Environment Modifications
- Any change in a client environment — including small updates like compliance policies — requires a change request form.
- The form is in the Crimson portal: Open a ticket (upper right) → Crimson Internal Forms → Change Request.
- The link was previously shared in chat and will be pinned in the Napping team channel.
- Note: Pete is not currently in the Napping team channel.
- Change requests are filled out by staff, often on behalf of clients; approvals are typically already in place.
- Compliance audit context:
- Woodbridge is audited every 3 months and actively checks for change requests.
- Some other clients are audited annually.
- Christi is currently working to close an audit for a client called Shark, started before she joined.
- Recent weeks had instances where change requests were not completed; this must be corrected going forward.
Conclusion: Change requests are mandatory across all client environments, with no exceptions. The link will be pinned for easy access.
---
### Time Tracking Tools — MTX vs. ConnectWise
- Staff are not required to use MTX; ConnectWise is equally acceptable if used correctly.
- Example: Olivia previously had perfect time tracking using ConnectWise by marking items in progress and applying correct codes.
- MTX is recommended for fast-moving ticket workflows and mobile/field use (Christi's preference); CLI is also used.
- The priority is accurate and correctly coded time entries to ensure clean reporting — the tool used is secondary.
Conclusion: Use whichever tool (MTX or ConnectWise) helps you track time most accurately and correctly.
---
## Next Arrangements
- [ ] Christi to pin the change request form link at the top of the Napping team channel
- [ ] Add Pete to the Napping team channel or separately notify him about the pinned change request link
- [ ] Staff to ensure all AI setups are in a project with signed client quotes before submission
- [ ] Define an interim prioritization/owner for urgent AI setup requests during the two-week backlog
- [ ] Mike to follow up with Christi separately regarding approval processes for change requests
- [ ] Conduct a retro review to address recent missed change requests and mitigate audit risk
- [ ] Christi to continue working on closing the Shark client audit and establish target milestones/deadline
- [ ] Pete and Olivia to share notes and action items from their reporting/compliance discussion
---
## AI Suggestions
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. Pete is not in the Napping team channel where the change request link will be pinned — there is no stated plan to separately notify Pete, which could result in him missing the update.
> 2. AI project backlog is at least 2 weeks behind — there is no clear prioritization plan or interim owner identified for urgent AI setup requests that may come in during this period.
> 3. Previous change requests were not filled out — no remediation or retroactive review was discussed for the missed change requests from recent weeks, which could pose audit risk.
> 4. Pete and Olivia's reporting/compliance discussion was referenced but not captured in this transcript — any decisions or action items from that segment are missing.
> 5. Shark audit closure has no defined deadline or milestone stated, leaving its resolution timeline unclear.
Jul 15, 2026
Speaker 1 00:00:04
Good morning. I BCC'd, you guys on the ability first email, just to show you the difference in the emails that I send out. So, have fun with that. I thought you guys needed to see moose.
Speaker 1 00:00:41
Monty, can I come hide at your house? I mean, I can ride a bike there. I don't have to drive. Uh, good morning. Uh, we have three three teenagers in the house now.
Speaker 1 00:01:11
Yeah, I mean you've seen my apartment right? Yeah. So I mean it's big enough but yeah.
Speaker 1 00:01:22
Oh That reminds me. Maybe. I mean if anarchy involves three teenage girls.
Speaker 1 00:01:54
Actually, I kind of like having. Oh.
Speaker 2 00:08:57
Yeah.
Speaker 1 00:15:22
Good morning, guys. Uh, real quick, Just a reminder, all AI setups, whether it's Claude OpenAI um Copilot should be in a project uh. And those projects are handed over to me um but just a heads up I am at least two weeks out on starting those projects. So I know that I had an urgent one come in last week that I had to handle halfway. Um and I do did train some people on how to do that. But make sure, even if you know how to do those setups, make sure they're in a project. Make sure that quotes have been signed by the client. All of that because we are also doing training in addition to all of this. We're setting up SSO, things like that. If you have any questions, see me, see Pete, see uh yeah see one of us. All right thanks.
Speaker 1 00:17:04
Good morning. Good morning. Actually, training updates are going to be done by two of us. Um, so I'm going to get us started. Uh, I want to remind you guys, this is more of a a heads up if you're making changes in any of our client environments. I'm not talking about, just like you're taking down a server and putting in a new one. I'm talking about little changes such as compliancy policies, anything along those lines, you have to fill out a change request, Um, how many of you guys show of hands real quickly? How, many of you guys know how to fill out a change request that should fill out change requests? Email does. I only see email. So, Becker does. Okay, I'm going to walk you guys through it. Um, Crimson has a portal just like any of our other clients. Um, Real quickly I'm going to wait for it to come up because my internet's a little slow, but you're going to go into the portal.
Speaker 1 00:18:00
There is, you're going to open a ticket. That open ticket's going to be over here on the upper right side. It's open ticket, And then you're going to look for Crimson Internal Forms and then change or change request. Sorry it's going so slow guys. I don't know why it's decided to refresh on me. So just a heads up on that if you guys have any issues, the link was provided in one of the chats yesterday. Um, however, We've had some issues in the last couple weeks where change change requests were not filled out. And I want to make sure that everybody understands that, hey, they should be filled out. So I am going to post that uh that link in the Napping team. It will be pinned at the top. And uh I think the only person not in the Napping team is Pete. So um so just a quick heads up on that. Uh Mike, you had a qu perfect. Thank you. Uh, Mike, you had a question?
Speaker 1 00:19:03
This is for our customers, but the change request form is in our Crimson portal. Because we're filling out the form and some of our client, and let me let me give you guys a quick heads up. You are going to fill it out on behalf of the clients. Most of the time we already have the approvals in place, but if we do need to get a client approval, We know where to get that. And so you are going to get that from your point of contact. But real quick heads up, Some of our clients, and honestly, it's actually not it's more than a sum. Have compliancy requirements that if they get audited, they're looking for those change requests. So Woodbridge is audited every three months, and they're looking did you make a change? Did you change a compliancy policy in Microsoft? If you did, where's the change request? They're looking for those kind of things. Some of our other clients, they're audited once a year.
Speaker 1 00:19:57
Um. And so they may come up and they may say, hey, I. Where's the change request for X Y Z um I actually am working on closing on an audit for uh shark that was started earlier in the year before I got here. So just a heads up for you guys. It's across the board. Uh. It has to be done. Mike did I answer your question? Yeah. Just.
Speaker 1 00:20:28
Yeah, send them over. We actually have approval processes in place, but hit me up later and I'll get you that information. And the only reason why I'm cutting Mike off, not because it's Mike because Mike's awesome, But because Pete and Olivia need to take over and do something that they need to discuss with you guys. So I'm going to segue into now while we're talking about reporting and compliancy.
Speaker 2 00:20:56
Uh, We are we have another reporting issue that we're going to go over and discuss. And so for that, I'm going to turn that over to Pete because he's more elegant than I am on this one.
Speaker 1 00:21:27
Oh, thank you. Hang out with me because Dom started running her own wrap team meetings after three months of hanging out with me every day at the office.
Speaker 1 00:29:42
So real quickly, you didn't miss something, but you didn't know that you missed it. Um, real quickly guys, I want to remind you, you don't have to use MTX to have good time if you're in ConnectWise. Cause Olivia, when she worked on triage and dispatch, she had perfect time, but she used ConnectWise. And it's only because she put things in progress as she worked on them and put them into the right codes when she was done. We ask you guys to use MTX because it makes things a lot easier when you're flying through tickets. But for what Olivia used to do, what Sue's doing now, ConnectWise was her better tool. So find your good tool and use that. For me, MTX is perfect for me because I can use it on my cell phone, I can use it when I'm going to client sites. I also use CLI. So those are my perfect tools. But for some of you guys, ConnectWise is your perfect tool. So just a heads up.
Speaker 1 00:30:37
We're not about which tool we want you to use. We're more about putting your time in accurately and putting it in correctly so that everything looks good, is correct, and there's no issues with reporting and anything like that.
Speaker 2 00:35:08
Okay.
Speaker 1 00:35:41
Thanks guys. Bye.
05-19 Weekly Meeting: Personnel, Project Updates, and Operational Metrics
## Meeting Information
> Date: 2026-05-19
> Location: [Insert Location]
> Participants: [Olivia] [Speaker 2] [April] [Speaker 4] [Pete] [Christi]
## Meeting Notes
### Personnel Updates and Announcements
- April is excited about the upcoming summer outing in the Philippines over the long weekend. Some staff will be out until May 21, 2026.
- Two new employees, Paula and Marie Carr, have been onboarded and are training with Julia, Elisa, and Jane.
### Business and Project Updates
- **New Business Opportunity:** Big Hit Seven proposed that Crimson IT manage their network. Pete instructed Speaker 4 to contact Anzor ASAP and cc Pete.
- **Quote and Pricing Process:** A recent DTLA sale included an incorrect $150 installation fee for provisioning 24–27 new computers. Pete said this is a significant loss and the process must be fixed. He emphasized this cannot happen again and noted Vince and Julia bypassed Olivia’s review.
- **Maverick Project:** A large domain migration for Maverick has a tight 12-day deadline. Pete stressed “all hands on deck,” including overtime and weekend work, and bringing in any required resources to ensure success.
- **Weingart Contract:** Weingart signed a five-year extension with Crimson IT after winning the RFP.
### Team Stress and Leadership
- Christi reported high team stress levels (several “fives”) and noted a lack of training for certain tickets. She will create Hudu documentation to help the team.
- Pete emphasized that leadership should feel comfortable discussing organizational issues openly and confidentially.
- He suggested that if teams perform well on challenging projects like Maverick, spot bonuses may be considered to recognize employees who go above and beyond.
### Operational Metrics and Customer Feedback
- Olivia reported one negative customer survey (“red light”) from Friday, May 15, 2026, associated with Gaston. Christi is following up with the customer.
- Positively, there were 46 “green” surveys, and Gaston and Robert received good Google reviews.
- Key metrics reported by Olivia:
- Compliance tickets: 31
- Same-day resolution: 51%
- Open tickets: 385 (increasing)
- Time per ticket: 1.19 hours (decreasing)
- Olivia noted the Helpdesk will be under pressure for the next two weeks due to staff on leave or assigned to projects.
### Progress on "Rocks" (Quarterly Goals)
- **Christi:**
- “Execute Sharp technology roadmap” is on track.
- “Deliver AF cost allocation platform” is done for V2; moving to V3.
- **Anton (reported by Speaker 2):**
- “Monthly report automation” is on track.
- “Security audit assessment service template” is completed.
- “Local admin and Wi-Fi password rotation” is on track.
- **Olivia:**
- “Complete Todo migration and cut off ITG” is on track, with a hard deadline of June 1, 2026, when the IT Glue license ends.
- **Jason (Speaker 4):**
- “MDM Intune compliant devices” is on track; documentation is pending.
- “Establish a client onboarding standard network configuration” is off track; the client list has not been created.
- “Project estimating coding process” is in progress; a draft workflow will be shared with leadership for validation.
- **April:**
- “Transitioning to admin team leadership role” is on track.
- “Phase one agreement building automation” is off track due to scheduling difficulties with the ConnectWise team.
### IT Issues and Resource Management
- Christi reported network slowness at Ability First HQ (Fair Oaks) despite a recent bandwidth upgrade. She requested Jason’s team investigate the Meraki configuration.
- Pete advised Jason to improve project planning for his team (Kevin and Gabby) by blocking calendar time for projects to better manage resources.
## Next Arrangements
- [ ] **Speaker 4:** Contact Anzor regarding Big Hit Seven’s network management proposal and cc Pete.
- [ ] **Christi:** Create Hudu documentation to address team training gaps.
- [ ] **Christi:** Follow up with the customer who submitted the negative survey regarding Gaston and report back.
- [ ] **Jason (Speaker 4):** Assign investigation of network performance issues at Ability First HQ (Meraki configuration review).
- [ ] **Jason (Speaker 4):** Share the drafted project quoting/estimating workflow with the leadership team for review and validation.
- [ ] **April:** Follow up with the ConnectWise team during the marketing meeting on May 20, 2026, to unblock Phase One agreement automation.
- [ ] **All Teams:** Complete the migration from IT Glue to Hudu before the June 1, 2026 deadline.
- [ ] **Leadership (Pete, Olivia, Jason):** Define and implement a corrected sales quote review process (owner, steps, approvals) to prevent pricing errors.
- [ ] **Helpdesk Leads (Olivia, Christi):** Create a two-week workload re-prioritization and offloading plan to mitigate stress and limited staffing.
- [ ] **Maverick PM (Jason) + Resource Owners:** Draft and circulate a 12-day resource allocation plan (overtime/weekend coverage, named assignments).
- [ ] **Jason (Speaker 4):** Set recovery plan and timeline for off-track rocks (“client onboarding standard” and “project estimating process”), including a client list creation milestone.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. The process for creating and reviewing sales quotes is broken, leading to financial losses. While discussed, a concrete new process and accountable owner were not formally decided.
> 2. Team stress levels are high, and the Helpdesk faces a rough two-week period with fewer resources. Support was offered, but specific actions to re-prioritize or offload work were not defined.
> 3. Two of Jason’s (Speaker 4) rocks are off track (“client onboarding standard” and “project estimating process”). Clear next steps to get them back on track were not fully established.
> 4. The Maverick project has an extremely tight 12-day deadline and requires “all hands on deck,” but a formal resource allocation plan was not discussed.
May 19, 2026
Speaker 1 00:00:01
Yeah, finally got it done. So that was really uh really good. I felt really good to get done. And that's all I have on the good news side.
Speaker 2 00:00:10
Congratulations April.
Speaker 3 00:00:14
On personnel side, I'm just excited for the upcoming summer outing for the Philippines, so scheduled it just in time for the long weekend on Monday Um. So just a heads up some of us are going to be out until Wednesday.
Speaker 3 00:00:32
Thursday. Again, soum yeah, and also for employee headlines, we have just successfully onboarded Paula and Marie Carr. So for this week, they are busyum doing trainings with Julia Elisa andum Jane. That's all thank you.
Speaker 2 00:00:53
Jason good morning.
Speaker 2 00:01:05
Scheduling to have all the boat maintenance done.
Speaker 4 00:01:13
On the business side, Kevin's actually on site right now at Big Hit Seven, which is just one of the buildings right up the street. And, he just messaged me on Teams saying that they're proposing to have Crimson IT manage the network. Figure seven for them. So, Kevin asked," Who do I connect with to manage their network?" Would that be me?
Speaker 5 00:01:46
Um, So they're saying that we're supposed to be managing them, and we don't know that we're supposed to be managing them.
Speaker 4 00:01:53
Is that what you want us to start managing them because right now it's currently managed by somebody else? So they want us to take it over. Absolutely. Sign us up.
Speaker 5 00:02:05
Um, let's not let's not hesitate. So, um, you know what? Reach out to Anzor ASAP and see if he see if he wants to handle that, see if he wants us to handle it some way. I mean, we're not. We're not the marketing guys, so he may want to reach out to somebody and get that ball rolling. But if if we have a contact, send them the contact. Tell them whatever information you have, send it to Onzor, And if you don't mindcc'ing me just so I kind of know what's going on, that would be perfect.
Speaker 2 00:02:39
It's great. Anything else?
Speaker 4 00:02:44
No for me. Thank you though.
Speaker 5 00:02:46
Okay. All right? Personal good news had a great vacation and I'm happy to be back, but it was probably. I would put it in if it's not the top vacation I've ever had, it's way up there. The whole family went. Beautiful weather, one of the best resorts I've been to, all inclusive. Everybody had a great time. It was really nice so had a wonderful time also. I'm, just going to say these guys are in the conference championship that starts this week and I'm pretty happy about that. Probably.
Speaker 5 00:03:19
From an employee, Good news, and let's not forget that this also the time to call out things about our employee teams. Um, from an employee perspective, April mentioned we have two new people starting this week. Um, I think let's let's encourage our teams. We have a bunch of projects that are going right now that are pressing our teams. It's up to us as leaders to prop them up, encourage them, keep them going and keep them motivated. This kind of like When we had all those on boardings all happening at the same time, there's a lot of pressure happening right now. So keep the folks motivated and moving and encourage them. And you know, if there's things that we can do as a team to help support them, let me know. Um It, all just kind of came at the same time. So we have to sort of figure out how to deal with it. If, there's if there's other people that we can pull in to help by all means, let's do that. So um.
Speaker 5 00:04:16
That's what I have for employee and personal good news. And let's move on to the next step. Scorecard, Mike's not here, so um, transactional sales for last week. Um, I don't know if you want to hover over that big pro, we can see if there's anything significant that stands out. It's probably just a bunch of equipment. Um yeah My guess is the DTLA or whatever the big sale was. I heard that one was about fifty grand, right? Yeah, so so that's a that's a big one that we need to talk about. Um, we'll take that one as an offline conversation, But we've got to we've got to fix this issue and and get get better. We've got to get better visibility before we can.
Speaker 5 00:05:11
These orders, these quotes going out. This $150 install is not working for me. And it's not working, it's not going to work for Olivia's team. We're basically saying we're going to provision 27 or 24 or whatever it is new computers, including onsite installation and delivery and everything else for $ 150 bucks. That's just ridiculous. We're losing money on this and nobody looked at this before it went out. And Vince basically used rack price, and that should not have been the way it went. And we just had this conversation two weeks ago, and somehow this just went right through, and Olivia didn't even get a chance to look at it. And it went right through procurement and went right to the customer. So, we lost out on probably, you know, money that should not have been lost out on. So we need to have a good hard look at this, and I don't want this to happen again. So if I have to start looking at every order before it goes out, I'm going.
Speaker 5 00:06:09
To do that, but I really don't know how I have the time to do that. But somehow we've got to we've got to stop this from happening. So so Kevin,
Speaker 4 00:06:19
You you are Kevin. She's so looking forward, Kevin Pete. You asked me to look at all the invoices or the quotes right? I Mean.
Speaker 5 00:06:30
Yeah, and I you know at least at least from a professional services perspective. So, you know, maybe maybe you need to look at everything before it goes out. I don't know. I mean originally, we said, Olivia, and you know, Olivia needs to look at everything that affects her team before it goes out. Vince and Mike are supposed to be responsible for anything that comes through the customers that originates from there, from them, and you're supposed to look at anything that originates from your team. Now this was specifically uh PC refresh for a customer, so this really wouldn't have gone through your area at all. So I wouldn't have expected it ever to go pot past you, But I would have expected Olivia to at least be able to look at this. But somehow Vince took rack price, and it went right through sourcing and went right out the door, and Olivia never even got a chance to see it. And I don't know how that happened. So.
Speaker 5 00:07:18
Like in in some ways, I you know, I'm going to point the blame on this one at Vince and Julia for letting this go past without Olivia getting to look at it because that's not right. So I'm not going to spend time on this call, but that's that's an example of something that should not have happened. So we got it we got to fix that. Um from a project perspective uh I don't know if there's anything. Major on here. It's not a huge number from the week before. I think we have some numbers that probably have to be either paused or backed out, but then we have new projects that are time and materials. Obviously, the big one that most people here know about, We're doing a huge project for Maverick that has an incredibly tight deadline that is almost.
Speaker 5 00:08:12
Unbelievable, But we're basically doing a domain migration in two weeks for a company that has multiple sites and thousand users or whatever it is, which is just wild. But we're gonna, we're gonna pull this one off, and we're gonna be successful. And hopefully, it brings us a lot of business in the future. But long story short, this is a tall order. We got to have all hands on deck and whoever we need to make this happen. Please bring to the table if we need to do overtime for it, if people are okay doing overtime for it, if we need to do weekend work to achieve this. Please make it happen. Please ask people to help. To the extent we need help, um, we have very little time to make this come together. So whatever you can do as leaders to bring the right resources to bear to pull this off, we seriously have.
Speaker 5 00:09:08
12 days before this has to be done. So, um, this is a very challenging. I mean, we're still trying to develop the project as we're executing on it. So, Um obviously, I've only been in back for two days, and I'm still even trying to make sure I got all the details on everything. So. The folks here and some of the other folks are still, you know, have even a better handle on it than probably I do. But I have a pretty good understanding of what we have to achieve. I'm fairly technical on this particular aspect and I know how tall an order. This is. So let's bring all the resources to bear to bring that together. New MRR, um, I don't know what the $90, 000 new MRR is but it's probably the WineGuard.
Speaker 5 00:09:59
Uh, the deal that's officially signed. Okay. And then, okay, so they just they just broke it out into the two. I see. Okay, that's great. And if anybody doesn't know, Uh I think everybody here knows, but Weingart did basically extend a five year contract with us officially by signing an agreement with us, and we won the RFP. So that was great. Okay Team stress level?
Speaker 5 00:10:29
I don't know, Chris, if you were able to fix your.
Speaker 2 00:10:32
Technical issue.
Speaker 6 00:10:34
Yeah, all of a sudden the network here slowed down. So for team stress level, I'm just going to stay off of video and I turned off y'all's video as well. For team stress level, we did have a quite a few fives coming through. We had a lot the last two weeks we've had a lot of responses. So thank you all to who are reminding your teams to fill it out. I did set up an automation to go through and, Um, and to tag. Um, sorry about to see. Um, I did set up an automation to go through on Fridays and put the link in so that everybody remembers that, hey, we got to do stress surveys. Um, There has been a few comments come through, and I did bring this to Anzor and um Pete's attention yesterday.
Speaker 6 00:11:23
But just be aware, your teams are a little bit stressed. I did get with Olivia on a couple of tickets or a couple of comments that came through. Got the tickets from her. So I can see if there's something I can do to assist the team on some of the some of the things that were notated. I think there was a ticket that people were not understanding how to do this. They didn't feel like they were getting good enough training for it, So I'm going to go through and see if I can create some documentation and upload it to Hudu. And I'm also going to look at the ticket myself to see, you know, what is exactly being asked because when I started to read the notes, then this meeting started. So I didn't get a chance to dig into it further. But if it's something on one of your teams, I am going to bring it to your attention. So just remember that if it's something where I don't know who it is, but I'm making some assumptions, I might pull one or two of you into a group chat and say, hey, heads up. But I am also taking this piece so that he is aware.
Speaker 6 00:12:18
So just just a quick heads up on that.
Speaker 5 00:12:23
And I I think I. This is an opportunity for me to kind of make a comment that's sort of related to leadership peers, you know, And I and I've said this multiple times, but we here in this meeting are the leadership team, um including Mike. And I think we should be able to talk openly about things that are important to the organization, right? The things that matter, we should consider this organization our leadership team. We should consider our conversations confidential. We should consider what we discuss here confidential, But we should be able to talk openly about things that matter and things that we need to address as a group. And we should be able to work together to address those things. So for instance, if we have something that we.
Speaker 5 00:13:12
Feel needs to be addressed, Or if we feel like there's somebody that has a challenge on their team, and we want to talk about that, we can take it offline and talk about it individually with that person. Or, if we think it's been a chronic issue, and we want to talk about something that is an organizational issue across the board, or if we want to talk about something openly here, I think you should all feel okay about doing that. Right? I want this to be a group that we can talk To each other about as an organizational leadership team. So, please consider that and know that I am very open to talking about that kind of stuff here, because this is really what it's about. Like it's up to us to make this organization successful, right? And and each of you plays a huge role in that. Like you are all leaders on the team, And without each of you kind of leading your team and doing what what we need to do the right way.
Speaker 5 00:14:09
We're not going to be successful. So so together we have to kind of do all the right stuff. So and I need you, you need me, we need each other. So um let's bring those things up and and work together to make that happen. So I just want all of us to feel feel good about being able to share that kind of stuff openly on on these kind of calls. And obviously work together, individually as you need to talk to me individually as we need to or or in. Separate groups, you know that that's totally fine as well. But um I just want you to know that what we talk about here, you know will stay here and it should stay here. Right? Don't don't I'm asking you now and and I'm expecting that, You know, don't go and just kind of whisper now with other people, whatever we're talking about. You know so-and-so said this about whatever. As a leadership team we should we should really be able to talk.
Speaker 5 00:15:05
Talk closely about things that matter here and keep it confidential. So I'm assuming that everybody's doing that, But I figured I'd say out loud as well, because it really matters what we all do here. So um and we want our teams to feel supported by us. And what comes out of these surveys really matters to me, right? I mean, I want to be able to support them. We're asking a lot of them and You know, what I'm hoping we can do again, especially like with this maverick thing and some of these other challenging projects. You know, if we do well and we deliver, I hope we can do something like what we did in the last round is, you know, if we do some spot bonuses for the people that that really deliver and really go to bat for us. Maybe, we can, you know, maybe we can do some things for some of those individuals. And I don't want to promise anything. I don't want to point out who would get what.
Speaker 5 00:15:57
I don't want to even set expectations for that. But if we see people that really go above and beyond and really, you know, step up, you know, We will try to recognize that if we are successful in delivering what we need to deliver because we, you know, We've done that in the past and I want to continue to make sure we try to do that. So anyway. Okay. Um number of compliance tick- oh sorry, number of green surveys Oh unhappy customers, sorry.
Speaker 1 00:16:25
Uh, so we had one red light on Friday. It was a sharp. Um, Chris, did you happen to look at that? I haven't gone through all of my emails yet,
Speaker 5 00:16:34
So I'm not sure. It had Gaston's name on it.
Speaker 6 00:16:37
Yeah, it did have Gaston's name on it. I reached out to the person. Um, I thought I replied but it might be stuck in my drafts. I got like twenty messages stuck in my drafts, but i did reach out to the user. Um i had had some good conversations with him in the past. So i'm hoping this is a fat finger issue. Um. But, he's I I don't know yet. So I just want to talk to him and see what happened. And hopefully, it's a fat finger. He's a genuinely, uh, great guy that I've worked with in the past. So let's see what happened?
Speaker 5 00:17:10
Yeah. Can you let us know if possible today what you find out on that Chris? Yeah, I did see that Friday and Gaston's not normally a person. We see that well I would expect that from but I mean things happen, obviously,
Speaker 6 00:17:22
So okay. Uh yeah, I'll do that. And as soon as I get if it if I don't see him today, I know yesterday he was out of office. So, um if I don't see him today, I will. I will definitely go hunt him down tomorrow.
Speaker 2 00:17:36
Okay great.
Speaker 1 00:17:37
Thank you Chris. Uh Green surveys, we had forty six. So along the same line, Gaston and Robert did get good responses on our Google review. So that's good Adam. Compliance tickets, we have 31. Same day resolution, 51% same day resolution. Number of tickets open, we have 385. We are going up and the next two weeks for Helpdesk is going to be really, really rough. We have a lot of people out, and we have a lot of people on projects. So please be patient with my team and myself. And then time per ticket, we have 1.19 hours per ticket so coming down.
Speaker 1 00:18:22
And yeah, that's it.
Speaker 2 00:18:25
All right. What's next? Do we go under rocks or? Uh, rocks. Yeah.
Speaker 5 00:18:34
I haven't put mine in here yet, but I know what mine are. So we can jump over to Mike's out. I think his are probably We'll call him on track. I think they're probably on track for now Chris.
Speaker 6 00:18:49
So for mine, Execute sharp technology roadmap is on track. And honestly, it's almost done as far as the actual roadmap itself. There's a few things that I am working with Doctor Barber and the ELT team on for their plans. But the biggest things are is understanding what is going to be turned off. And then deliver AF cost allocation platform is done with V2. However, now we're moving into a V 3 as of last week. So, this might we're going to go ahead and put done because that was the plan for that piece for my rocks completely executed. But now I want to change it up a little bit. Um and I need to put you guys on mute and Sean's calling me.
Speaker 2 00:19:39
All right. Sounds like that was April Good morning Can you hear me? All right, Anton, Monthly report automation is on track. Security audit assessment service template, it's completed. Local admin and Wi- Fi password rotation, it's on track.
Speaker 6 00:20:03
Yeah, give me one second. Let me double check.
Speaker 1 00:20:07
Complete Todo migration and cut off ITG, I'd say that's on track. And, then my other two are off track at the moment, and I think they'll probably be off track for the next. Because I'm not sure if it matters or so.
Speaker 4 00:20:24
As it relates to the Hadoop migration, um, let's specifications in the near future about my team. Um, I know that that Dimitri's been updating it. I uh Keppie's been out for two weeks. So there's probably been very little movement. Um, so I just want to make sure thatum.
Speaker 4 00:20:47
You know, I know where they're at and how much more we have. I think it's it's going to be a lot of work. So Jason,
Speaker 5 00:20:54
So you so you are aware IT glue licensing ends June first. So,
Speaker 6 00:20:59
We have a hard date,
Speaker 5 00:21:00
Two weeks or less than two weeks from now. So,
Speaker 6 00:21:03
They have to have everything out of our system by June first and into the new system with no later than June. First. And it shows that it was paid on January thirteenth Okay, So, And that was that invoice was December. So that was the twenty twenty five invoice. And then the, The forty two thousand or forty three close to, Was paid on February thirteenth and that invoice is still says paid.
Speaker 5 00:21:33
That wasn't accurate anyway. So if they got to start over in Hoodoo,
Speaker 6 00:21:38
Then that's what they got to do because they need to get the stuff out of it.
Speaker 5 00:21:40
Glue exported out of it, glue and get it into hoodoo and then fix it. I mean, it's pretty much as simple as that, as far as I'm concerned. Olivia, correct me if I'm wrong, but what more is there to do besides that?
Speaker 1 00:21:55
Yeah, Wine Library didn't have too much when I originally looked. And a lot of it was still outdated. So I think the actual. As long as like the things that are up to date are moved over by first, that's what's important. And then after the fact we can create. Um, more documentation andum, whatnot uh in each of the two.
Speaker 4 00:22:20
Is there any automation? Can they is there a script they can run?
Speaker 1 00:22:24
No, everything is manual at the moment. We're manually moving everything over.
Speaker 6 00:22:28
I'm gonna go into Planful and take a look at everything. I had it up last night. Um, much in there and I think putting so much first time. I'm in a team meeting right now with my team.
Speaker 5 00:22:36
To get everything out of it.
Speaker 6 00:22:38
But no, no, I don't mind because they're talking rocks and I don't need to be part of that conversation.
Speaker 1 00:22:42
I think it's at like eighty five percent Jason completion.
Speaker 6 00:22:46
Um, so I don't think that helps too much. Um, because I was logged into it. I'll check in with him this week. And thenum let me let me see if I can't see it. If not, I will go bug somebody to to either give me access or do the research.
Speaker 5 00:23:03
I really don't want to hear a bunch of excuses about how big a deal it is. And if they blow it out of proportion. They need to just sit down, go through, compare it, and pull anything that's still an IT glue and just get it done. And you know this is not a daunting task just for Weingart. I mean, we got people that have tons of stuff to do. So yeah okay. Um Jason I'm.
Speaker 6 00:23:29
I'm going to go in and take a look at what I sent them because I know I sent them a full spreadsheet there. And A full updated of everything. You know,
Speaker 4 00:23:37
Working on an important project for them. So I would say I'm on track. So the MDM Intune compliant devices. So I'm, I think the last parts they've got it working. Yeah. There are a couple bugs, you know, So for the big ones.
Speaker 6 00:23:53
From a vendor But,
Speaker 4 00:23:54
They they do have a process now and I'm waiting on All, right, are you on your way here? So it's not done until it's documented Awesome And. So I'm just waiting for the documentation. So uh I'm on track.
Speaker 6 00:24:04
Thanks. Bye.
Speaker 5 00:24:05
Fantastic, and that's a that's a huge one, Jason. I got to tell you, like that was that has been lingering since ICE started here. So having the traction that we've gotten in the last sixty days, and I know it's a combination of Matthew and Anzor jumping into it, and obviously Monty and Juno, but like the fact that we have gotten it to work is phenomenal.
Speaker 4 00:24:30
Yeah no And it was Anzor was, Because there was a little disagreement internally. Well, it wasn't disagreement. Matthew, I guess, just didn't understand it exactly what needed to happen. And uh, Monty was just, you know, persistent like, no. It has to be this way, and Anzar came in confirmed it, and they put their heads together and got it working. So that was a good push. So um regarding number three, uh.
Speaker 4 00:25:02
You had want my team to go through and look at uh firewall configurations. And uh so this is kind of part of the standardizing to make sure that they're part of our standard configuration. Is that right?
Speaker 5 00:25:18
So is this well, This was this was to establish a client onboarding standard network configuration and make sure we have it. And, then we need to then we need to make the list and go through our current. Clients and make sure that they have the standard configuration, right? So it's kind of a two phase or two pronged effort. So, you know, do we have phase one documented and do we know what that is? And then phase two, do we have the list and are we making progress on it? If we don't get it completed, how far down the list are we? And you know. We should have by the end of the quarter. We should at least have.
Speaker 5 00:26:02
N umber one complete, have the list complete and be working through the list, where how far down the list we get is debatable, but we should at least be you know, working through the list. So we can talk about that in our one- to- one, but that that's the expectation for number three.
Speaker 4 00:26:21
I gotcha. And so at at the moment, I have the configuration, but I don't have a list. So I don't know if you want to call that off, let's just call it off track. And then we'll get. Back on track. And then, as it relates to the project estimating coding process, so I went through and I developed a as I understand the process, the current process, The uh project estimating uh learning a lot about how we you know start from developing a um a statement of work all the way through billing. And um and so basically.
Speaker 4 00:27:01
Anybody can ask for a quote is what I is what I understand. Is that everybody's agreement? Anybody can request a quote from sales, correct?
Speaker 5 00:27:12
Pretty much. I mean, we could have a customer ask, we could have a customer ask one of our team members. We could have Onsor get a request from a potential or an existing client. We got to have anybody get a request from an existing client or a potential client. So the answer I think is yes. Yeah.
Speaker 4 00:27:30
And that's my understanding. And. So when so the person that's re, so then they take complete ownership of scoping it themselves. So somebody, uh, it could be uh someone from the help desk or someone like myself, I can request it, but I've also got to understand all the things that are that are necessary. I got to take complete ownership of it. So that means I need to I need to search for this huge, I need to provide everything for equipment, for time. Uh, whether it's accurate or not, I'm the one that has to scope it. So if I'm asking sales to give me a quote, I'm scoping. Is that right?
Speaker 5 00:28:12
No, you're establishing a process.
Speaker 4 00:28:15
No, i i understand, and and yeah,
Speaker 5 00:28:17
You don't you don't have to own it. You just have to bring the right resources to bear to do a requirements study and and produce a quote based on whatever that. Those requirements are right. So, if the person says, I need this. I need a an SD- WAN quote. I need a quote for a replacement network. I need a whatever it is, you have to have a process to go through that says, I'm going to bring the right resources in to produce this quote, whatever that looks like.
Speaker 4 00:28:46
Yeah. So I've established that, that i just i just want to establish exactly where we're at today. And if we're going to change it, great. But I wanted to, so I have something. Do, you want me to present it to the leadership team just to validate that the workflow is correct?
Speaker 5 00:29:03
Yeah, I think that's a great way to do it. And I want to encourage everybody on this call, use AI to get yourself a template for as much of this stuff as you can, right? And then build off of that. Like ask AI to give you the basics for what you're looking for and then tweak it. For for Crimson to to get what we need out of it, right? That, that's you can. You can definitely do that for a lot of the things that we're trying to we're trying to get to here.
Speaker 4 00:29:32
So and I did I. This was my first Claude project just to make sure I understood it. And so we'll tweak it after this, But I just want to make sure i I understand the way it works right now. So, i'll send i'll drop in your leadership team, our our team meeting uh or. Our leadership team, just everybody take a look at it. Tell me if I'm wrong, and then I'll correct it if I'm wrong.
Speaker 5 00:29:56
And you know, and ultimately Jason, You know, this, this may need to just land in your court down the road, right? Because if things keep happening, the way they are where quoting just is still not working. Quoting may all need to just go through you just to make sure it goes through one funnel because if it keeps being wrong, it's got to go through someone that's not, I don't know that I got time to look at everything, but I'm not sure that you're the right person either. So we we'll have to figure it out. Okay. Okay. All right, uh April.
Speaker 2 00:30:32
On track by the way.
Speaker 3 00:30:34
Okay okayum on my end for transitioning to admin team leadership role. So this is on track. Marvin has started to step back from the role, so I only reach out to him now just for consultation or. Any advice that um can provide. Um phase one agreement building automation. Um I would say this is up track because it's kind of hard to get a hold of the Connectwise team because I have some pending questions for them. But for some reason, I'm having a hard time to um schedule with them. So tomorrow, there's a marketing meeting with Connectwise. So I might follow up with them during that meeting. So.
Speaker 3 00:31:18
That's all.
Speaker 5 00:31:20
Just for a reminder for everybody, we're probably down to about six or seven weeks left in the quarter. If we don't deliver everything, we don't deliver everything from a from a goals slash rocks perspective. You know, the target date is end of Q 2, which is June 30 th. So we have roughly six or seven weeks left in the quarter so, And. And because this is like, you know, the first one, for uh you know, for some of us here, Um it's a good. It's a good barometer to say, okay, what realistically should I set for goals for Q three, when we get to that point. Um, sometimes you know, we set lofty goals, and it's a little too much when you start to see what the real workload is like. So it'll be a good barometer for next time. All right let's go to the next group.
Speaker 2 00:32:15
Anything on the to- do list we need to review? All right, what do we have on the ideas?
Speaker 5 00:32:32
Stress levels, Chris, you want to say anything else about that? I know we talked a bit about it, but anything else you want to talk about?
Speaker 6 00:32:38
Yeah, I do. Let me bring up Ability First Network Configuration first because both of those are mine.
Speaker 6 00:32:45
Jason, I was digging into Meraki. We're having some issues. We just upgraded the bandwidth at Ability First a week ago, but we're not seeing any changes here. Um, I am not good with Meraki. I'm not good on the networking side and never have been. I know just enough to be dangerous and form opinions, and then tell other people what to do. So if you can have someone dig into that, I also am at a point right now where I'm trying to do some no budget stuff for Ability First, so that they they can see some additional things without savings. And so Jason, If you have any like little tweaks that we can do in their network configuration or any ideas, that would be greatly appreciated. That's more of just me asking for help and trying to not forget it, which is why I put it on IDS. So.
Speaker 4 00:33:36
I uh, What was it there? What particular did they not They have multiple sites.
Speaker 6 00:33:41
Was this at HQ? This is at HQ, which is Fair Oaks. I also was going to put in the floor plans so that everybody can see it. Because I know, Marquis has a really robust floor plan system. So I'm going to get those updated for Ability First because I have all the floor plans. And that's actually one small project. I was going to work on this week in my spare time because I've been meaning to do it for a year. Maybe.
Speaker 5 00:34:02
We can just assign Gabby or somebody to go and, Talk and work work on or whoever Gabby or Kevin to go, see what the see what the configuration was, what is it now, and then why is it not better?
Speaker 6 00:34:16
Yeah, because I am only getting twenty up and down right now, and that's the way it's been the last week or so. And no one's really seeing the new bandwidth updates. So I don't know enough to fix it. We could go down. The up and down was supposed to be a hundred.
Speaker 5 00:34:32
We don't have We don't have time to talk. The details here, so let's take that offline, please. Okay. Um, One of the one of the things I'm going to give as guidance to folks here, A lot of people in the past Crimson have kind of just been like come in during the day. And sort of do what they think needs to be done that day. We're getting to the point where we're busy enough where folks may need to start planning their calendars a little better when it comes to the project work they're doing. Um ticket tickets.
Speaker 5 00:35:03
For like help desk tickets and things like that, I think historically we've done a lot with. But when it comes to project work, I think it's been a little bit more seat of the pants. And I'm just using that because that's how I'm going to phrase it. But I think with things that are coming down the pike, especially in your area Jason, With some of the projects that we've got specifically with limited resources like Kevin and Gabby. I want to make sure that they are starting to plan their days a little bit more because when I start start to see things like the arc projects and stuff that we're doing there, Some of the things that we're planning for some of the stuff that's going on down in San Diego, some of the other stuff that we're doing with Maverick things. And then now you know, stuff that Chris is asking for. Plus, knowing that we are going to have things come out of the woodwork where they're going to have to drop everything and go.
Speaker 5 00:35:57
Let's have them start putting things on the calendar, Or you help them start doing that so that they're planning some of these projects and blocking calendar dates out into the future instead of just saying, Well, I'm I think I'm going to go do this at this time. And then we don't have to have to shuffle things around. So okay. Anything else there, Chris?
Speaker 6 00:36:16
Not for ability first. Um stress levels. I wanted to bring upum a conversation I've had with someone today, and I want to kind of put some light on it because. Pete, you did say we could be open and free. And so a few of us are, And I am saying a few because I have been in there, but I am not there right now. But I am going to talk about things in the past because I know other people were seeing it. In the past, it was pretty stressful for me. You weren't here yet, Pete. And so basically, I was the.
Speaker 6 00:36:55
The poster child of where everything got dumped into my lap, And then I had to figure out who I could delegate to without overloading them, which made me the bottleneck. And some people didn't see that because I was trying to protect their stress levels and say, "Hey, you know, i see that you you have fifty million things on your plate, but I am not going to add any more to it." Um. That kind of got me into hot water with Ansor quite a few times because he didn't think I was delegating. But then on the reverse side, I am going to use Marvin as an example. Other people were seeing that I was throwing a lot of things over to them. Marvin actually made a statement and said, " My team is tired and they're stressed, and they wish you would start just doing things for yourself instead of sending it over to us." And that became a.
Speaker 6 00:37:50
Stressful time for me, and I know that I did not handle that well. I didn't handle it at all pretty good, and then it made me take a step back and say, okay, how can I. In a way manage up and manage down, And so I am bringing this up to you guys because I am seeing some of you guys are in the same boat that I am. One of the things I learned, and not to give Pete's ego any more fluff and stuff like that. I will say, when I came from the Dodgers, which is where I came from, I worked for a very narcissistic boss and it was bad. When Anzor offered to steal me away from the Dodgers, It took me some time to think about what I really wanted, because Dodgers is prestigious. Everybody knows them. You know, if you work there three years you can go anywhere you want. And that was the lines that I kept getting fed. At the end of the day, I knew what I wanted.
Speaker 6 00:38:47
And I wanted to be a mom. I wanted to live to my full potential. I wanted bosses that could see me and hear me and allow me to help grow a business, and that's everything Munzer was offering. But then at the same time, it was pretty stressful, but it wasn't as stressful as the doctors literally because it came from there. My doctors were even commenting two years after the fact. That they saw my blood pressure go down, they saw all my stats going better. And this is me with an autoimmune disease, so I'm getting my blood work done every three months. But the one thing that I did was I kept it internal. I didn't share my frustrations with Olivia or Cheryl. But they did see a side of me that they never should have seen. And so and we've had that conversation since then. What made me stick with Crimson is the fact that one, Ansar's not definitely not a narcissist.
Speaker 6 00:39:42
Okay, I can say that freely. But his heart, while he's not perfect, is golden. And when I see what he's trying to do, he loves you guys. Even to the point he might say something that's his Russian nature to say and kind of harsh sounding. But he is absolutely got a great heart with it. When, you are dealing with the stresses and the frustrations you are look at the pros and cons of working here. We work harder than most MSPs, I can say that being in most evolved groups that I've been in, I've been in three different evolved groups. I can say that now. I am in another peer group. I am looking at all these CIOs and I am like, "You've got time to do X, Y, and Z. " I want to have one on ones with my staff, and i don't have I don't have that freedom and cadence. Lean on the people around you. Don't um don't do what I did. i made some serious mistakes and missteps at Crimson and i learned from those.
Speaker 6 00:40:37
But if you need a hearing, if if you need someone to hear you, if you need someone to go get a drink wine with you, call me. Call Pete. Pete can't come to LA as often but he will listen.
Speaker 5 00:40:47
I will though but I will. If I need to I will.
Speaker 6 00:40:50
He will bring the bourbon.
Speaker 5 00:40:51
On a plane tomorrow If you need it, I'll be on a plane tomorrow, and I will be there. And then i don't i'm not just saying that i mean,
Speaker 6 00:40:58
It But what about in the Philippines?
Speaker 6 00:41:02
Hi, I'll do what I've done.
Speaker 5 00:41:03
It'll take me a lot longer to get it'll take me a lot longer to get to Manila April, but if I need to, I will. I have a passport.
Speaker 6 00:41:09
Okay. Yeah, well, I am saying all this because we recognize and I can't speak for Pete. This is just me speaking from my heart Every single person in this meeting is amazing. I don't know Jason as well, But what i've seen so far of you Jason, you are pretty amazing Um. No, i'm amazing Good there. There are days where I go home and I cry, because I feel like I've not done anything good for the day. I literally felt like yesterday, I know I did a lot of work yesterday. Did 11 hours worth of work, but I walked away feeling like I didn't make much of a difference. And that's just a me issue. And I know you guys are going to walk away every day feeling like, hey, I didn't do that great of a job that could have.
Speaker 6 00:41:56
But just know that every single one of you here, I am proud of because you guys have done some amazing things with your teams that I wished two years ago, I could have done and I had the capacity to do. So don't give up on yourselves. First off, second off, if you're having a bad day, go talk to Pete. Come talk to me. I know I'm not in that same position. I used to be, but at least I'm a listening ear, and you can vent to me and it goes no further. Um, And if you need help with something, ask me. Now I am not good at networking; we all know that, but I can do all other jobs. Um, I just don't have the time or the energy to spend on relearning, how to do all the networking stuff. But I am here for you guys and I will listen. And I don't want you guys to continue feeling like you've got nowhere to go because I know what that man's like throwing things.
Speaker 5 00:42:45
Yeah, And that is across the board here, obviously, like everybody is here for everybody and everybody may have. Interactions that are challenging now and then, but let's all be here for everybody. And I know we're out of time already. What uh, anything else for IDs that we need to hit today? Thank you for that. I wasn't trying to cut you off. It was what you what you said was absolutely true and and it it means a lot. Thanks.
Speaker 4 00:43:15
Thanks everybody. I have the Maverick meeting I need to jump on to.
Speaker 5 00:43:19
Yeah, I got to go to the project meeting as well. Anything else before we wrap? No. Thank you all. Have a wonderful day, have a wonderful week.
Speaker 6 00:43:27
Thanks guys, appreciate it guys Bye- bye Bye- bye.
Investigate network performance issues at Ability First HQ Fair Oaks including Meraki configuration reviewComplete migration from IT Glue to Hudu before June 1 hard deadline when IT Glue license expiresContact Anzor regarding Big Hit Seven network management proposal and cc Pete+9
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07-10 Meeting: Client Issues and Recovery Plan
> Date: 2026-07-10
> Location: [Insert Location]
> Participants: [Speaker 2] [Pete]
## Meeting Notes
### Frustrations and Issues with Client DTLA
- Speaker 2 expressed significant frustration with the client DTLA, specifically Suzanne, describing her as one of the most difficult clients.
- A training session on July 9, 2026, was unsuccessful. Speaker 2 felt unprepared because pre-session survey results were not visible due to a Microsoft system issue.
- The client felt the standard cloud training was not applicable to them and a waste of time because it lacked their specific use cases.
- Speaker 2 has apologized and is committed to fixing the situation.
### Recovery Plan for DTLA Client
- Speaker 2 plans to create custom training videos based on DTLA's specific use cases.
- Mike will help manage the situation and "run interference".
- Anzor will be asked to conduct one-on-one training with Suzanne, as Speaker 2 feels they have better rapport.
- Additional training on Power Automate, which the client is interested in, will be provided.
### Client Concerns About Anzor's Role Change
- Some clients, including Doctor Hill from SCHARP, have expressed concern that Anzor is leaving the company.
- Speaker 2 reassures clients that Anzor is not leaving but has transitioned to Chief Visionary Officer to focus on creative work.
- Pete is now the CEO, and Anzor remains the owner of the company.
### General Workload and Client Management
- Speaker 2 discussed the challenge of managing a heavy workload, including a new project for Westwood.
- Pete advised Speaker 2 to manage their workload, pace themselves, and set proper expectations with clients instead of always saying yes.
- Speaker 2 is also trying to connect with Christi from SCHARP, who has missed several meetings. SCHARP is currently ahead of schedule.
### Finalizing SCHARP Client Agreement
- Pete and Speaker 2 discussed the need to finalize the SCHARP agreement before the end of July 2026.
- The proposed pricing structure is tiered: a base cost for 300 machines, with decreasing costs for subsequent batches of 50 machines.
- Speaker 2 confirmed the agreement is already written and ready for signature.
## Next Arrangements
- [ ] Fix the DTLA training issues by creating custom videos and arranging specialized training sessions.
- [ ] Pete to give Anzor a heads-up about the DTLA client situation.
- [ ] Speaker 2 to meet with Kevin and Michael next week to improve their process.
- [ ] Speaker 2 to send a copy of the finalized SCHARP agreement to Pete.
- [ ] Speaker 2 to hand-carry the SCHARP agreement to SCHARP for signature.
- [ ] Speaker 2 to follow up with Pete after talking to Doctor Barber.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. The root cause of the Microsoft survey system issue, which led to the failed DTLA training, was mentioned but there are no clear steps to prevent it from happening again.
> 2. Speaker 2 is struggling with burnout and an excessive workload. While Pete offered advice to "say wait sometimes," there are no concrete steps to re-prioritize or delegate tasks.
> 3. Communication issues with Christi from SCHARP were noted, as she has missed multiple meetings. There is a risk to the project if this continues, but no clear plan was set to resolve it.
Jul 10, 2026
Speaker 2 00:00:04
Hello. Um, I am going to be real with you for a moment. I am always real with you, But I am going to be real in a way that I've never been before. Okay?
Speaker 1 00:00:12
Yep. Mhm.
Speaker 2 00:00:14
This might sound a little bit harsher than I intend. There are three clients within Crimson that they are the only times I've ever thought about quitting other than when Anzor pulled something that he later apologized for totally unrelated. But they're the only three clients that I have literally thought about quitting. Principal one is Sims, Which is no longer an issue because I don't deal with him at all anymore. One is Eltridge, But I figured Paul out where I can have a good conversation with him and hang up and then go get a drink. And one is DTLA, specifically Suzanne. Now, I am going to apologize in advance because I bombed yesterday.
Speaker 2 00:00:58
Mike knows this. He's going to run interference between being in the hospital, some issues on Microsoft's side, And I had asked someone to take care of some things for me and they didn't get it done because I guess I that's that I'm gonna take on this one because I didn't explain it properly. Um, I am fixing the DTLA stuff. I am bending over backwards Pete, and you've seen it where I have bent over backwards for them. Just to make a better impression, but it's not working. She's the only client that has ever said to answer that I always come into meetings, ill prepared and I fly by the seat of my pants. Only client who's ever said that, ever. And I have almost quit over this multiple times. So, I wanted to give you a heads up. I am going to. I am letting Mike handle it, but as my boss, I want you to be aware of it. I did bomb out yesterday.
Speaker 2 00:01:55
I am going to fix it. I am going to make it better for them. Mike is going to make fix it, make it better for them. But before she comes to you and complains or before she goes to answer and complains, I want you to be aware that yeah, I have to. What happened? It was a training yesterday. I checked all the surveys two weeks ago; no one had put surveys in, so I thought, I could not see any use cases they gave me or anything like that, so I did my standard cloud training that I do for every other client. And she kept interrupting. She's like, "This not applicable to me." This not applicable to me. And in my frustration, I didn't she didn't see that I was frustrated; I didn't show it. I said, "Hey, I need you guys to fill out the survey because i, at that point did not see any results coming in for them showing." And i so i thought they never did it.
Speaker 2 00:02:48
Or I never sent it to them and they're like, we already did it. I'm like, oh. And then I just played it off as my own stupidity and being out. But I had already checked and Microsoft wasn't showing me results, which we've had this happen once before and I completely forgot about. But as soon as I triggered the survey with a new survey request, all of them appeared. And it's an issue that Microsoft has had. But for the last three weeks, I thought I didn't send out the survey because the results weren't in the report. They weren't showing up, so I played it off as it's my fault. I didn't check it, um, And I just let it go because I know Sherry has that opinion of me. I am not going to change her mind, So i i did that Um They felt like I wasted their time yesterday with the training because I didn't have use cases that worked for them. So what I've promised them is, "I am going to make videos for them that are more."
Speaker 2 00:03:45
Be suited for their use cases. I am going to do slower training, And then I asked Mike, if he will talk to Anzor and have Anzor do one on one training with Suzanne, because I don't speak Suzanne. She's smart, but she acts dumb, And she wants me to break everything down, even though I know, she knows it. Um, and we just she and I are like oil and water. We've never really done well together because I, I either dumb it down too much for her or I don't dumb it down enough for her, and she will call me out. She'll interrupt constantly. So, Anzor will speak Suzanne, and I'm going to ask Anzor to take over her training. Um, and then I'm going to do training. And then I'm going to add to their training because they are interested in Power Automate. I'm going to add that to their training. But I'm going to sit down with Kevin next week, and we'll sit down with Michael next week and I'm gonna get better at this thing right now. Okay So, what you're hearing me say is, "I have"
Speaker 2 00:04:44
I'm gonna fix it, but I need you to be aware. All right. And I don't like saying that to you, but I gotta be real with you. I just.
Speaker 1 00:04:53
I understand.
Speaker 2 00:04:54
I just. I try with them and I just feel like I don't get anywhere.
Speaker 1 00:05:15
You do have to make time the day before you plan something to set some time to plan for it. I know you automate and automate and automate, but you do have to, you know, Put twenty thirty minutes in the day before, at least or a few days before, to actually look at what you're going to be doing and make sure that the that you plan some manual focus time for what you're going to be doing just to make sure that all the bases are covered.
Speaker 1 00:05:45
Because automation works to a certain extent, But there is still a piece that you just have to have ready in advance. And I'll be honest,
Speaker 2 00:05:57
I did do it. Yeah, because I do do it, and I had the training and everything written weeks ago. Like I wanted to be on top of this one, and I still felt. But I get what you are saying; I hear you. am going to make a better effort. Um, I know it seems like I automate a lot, but I do also hand do a lot. Um, But I'm going to make a better effort for to to be more apparent that I am prepping. Um, and I definitely hear what you're saying.
Speaker 1 00:06:26
How many people were in the how many people were in the training?
Speaker 2 00:06:29
Uh eight. Okay. So.
Speaker 1 00:06:33
Okay was Mike was Mike in it or no?
Speaker 2 00:06:35
No he did not But I did call him after and give him a heads up. And. I know Kevin's going to talk to him. I had a conversation with Kevin last night, trying to rebuild that trust and took away a lot of what he said. You know, He gave me some critiques, and I am definitely going to, you know, try to do better with them because I am struggling with her. She it's like I had a great training with Aaliyah yesterday, the day before yesterday. Like it was great and then yeah and then up on Mountain DTLA.
Speaker 2 00:07:09
So okay, I'm I'm trying here, but I do hear you. I definitely going to put it in place.
Speaker 1 00:07:15
Okay, okay. My plan is i'll get I'll give Anzor a heads up too, just so he's kind of aware and that way he's yeah. Okay,
Speaker 2 00:07:26
I'm definitely trying to make things better. Thank you. It happens. Yeah, I because i've got Westwood now coming up and that landed in my lap yesterday. And George is like, how soon can you get it done? And I am going to have to send out a note to all, all of our texts to say, hey, these are running a little bit longer and I need a few weeks. Yeah,
Speaker 1 00:07:50
Just well just just set you know set proper expectations. Say, you know, it needs to be scheduled, and you know, I can put it on the schedule as of X, right? And that's how it needs to be. And make sure it's billable. Yes.
Speaker 2 00:08:05
Absolutely, one hundred percent making sure it's billable. And then additionally with that, like I am trying like Christi keeps accidentally blowing me off. But, she keeps so she and I was supposed to meet at eight o'clock last night because we've been trying to meet all week and she's not been able to meet with me. She's just skipping the meetings and then she missed last night's meeting. So I am trying to stay on top of Christi. SCHARP is ahead of schedule on a lot of things. And they're happy right now, So I am trying to keep them happy and continue looking like we are making progress on the things which we are. We're going to have Alere soon. No, before is already in, So I am trying to keep on everything, but this yesterday, it just oh I almost came home and opened the bottle and I have yet to open the bottle and have a really good drink yet. And I almost did last night but, I had a new kiddo coming last night and she's here.
Speaker 2 00:09:02
So I couldn't drink around her, yes.
Speaker 1 00:09:05
Don't pile so much on that you drown, Chris. You got to pace yourself. I will.
Speaker 2 00:09:11
You can't keep,
Speaker 1 00:09:12
You can't say yes, to the extent that you fall over like you get, you got to say, wait, sometimes. So yeah,
Speaker 2 00:09:20
I am learning my, as you know, I am loyal to Anzor because he's allowed me to do what I can do with kids that I want to make sure we're still making money. But also got to remember I am just one. One person, and I am not infallible. Of course, of course. So,
Speaker 1 00:09:37
I mean, you know, the funnel, the funnel is only so wide. So you got to you got to be able to, yeah, You got to be when people ask you for stuff, you can't always say yes and you can't always volunteer to do it. You got to say sometimes I can do it later. I can do it whatever or I can't do it right so Yes.
Speaker 2 00:09:58
Um, heads up. A couple of clients reached out. SCHARP was the last one who reached out. Um, they're concerned that Anzor's leaving. I guess the announcement didn't come over well.
Speaker 1 00:10:09
He's not going on who who Who asked? Who said that?
Speaker 2 00:10:12
So Doctor Hill said at this time, and then a client Doctor Hill Aaron Hillum She's a she's a COO ex sharp in Apollo We were all in the same conversation. Um, so what I what I tell them every time whenever I hear it, Anzor's not leaving. He just likes to be creative and being a CEO takes away his creative freedoms. So Pete is an amazing CEO and is allowing Anzor to be creative. Anzor's still around. Pete is the boss. I love Pete, he's the best. That is how that conversation goes.
Speaker 2 00:10:47
Okay And I tell him you're amazing Yeah,
Speaker 1 00:10:49
And on Anzor isn't going anywhere so.
Speaker 1 00:10:54
If I know the client, and you know what when Doctor Barber responded the way he did, I told Anzor," I said, is that a good thing or a bad thing?" He said it's a good thing. I am like," I am not so sure." So yeah. I think I think Anzor can can have a conversation with Doctor Barber.
Speaker 2 00:11:08
Yeah. Um, i I am telling them hey, look if if I know the client well and they know me well, I say, look, Anzor and I both have ADHD. You know, this, and he needs freedom to be creative. And they're like oh yeah we know, And then I'm like, so Pete is the CEO, Anzor's being creative. He's just chief visionary officer. And then they're okay.
Speaker 1 00:11:27
Well, and he's still the owner. I mean, it's like where's he where's he going to go? Yeah.
Speaker 2 00:11:32
Yeah, I do reassure him that he still owns the company. He owns the company,
Speaker 1 00:11:36
And he's the is the yeah, yeah. I mean, yeah.
Speaker 2 00:11:39
I don't know That might be why Doctor Barber keeps hunting me down. And I haven't been in the office on the days he's been in office. So I'm probably going to go into office after my doctor appointment, which I need to leave in a few minutes for.
Speaker 1 00:11:50
Well, we also got to finalize their agreement thing. We got to get that. Yes, And the way I think we should structure it is that the base three hundred machines cost X. Yes, the next fifty costs less, and the next twenty, the next fifty costs less. However we want to do that, But basically, you know, let's let's get and and we need it signed. So we got to get that. Yes, we got to get something in front of him before the end of the month. That's a, A signed agreement with that new pricing structure.
Speaker 2 00:12:21
I'm way ahead of you. We've already got it written up, and it's ready for his signatures and I'm going to hand carry it to him for him to hand sign and I'll scan it, send it back.
Speaker 1 00:12:29
Can you can you send me a copy of what that final one is? Okay. Yes. Okay.
Speaker 2 00:12:34
I should have asked him to CC'd on that Let me find it and I'll get it over.
Speaker 1 00:12:40
Sound good, thank you Yep,
Speaker 2 00:12:42
You're welcome Thank.
Speaker 1 00:12:43
You Have a good day and a good weekend.
Speaker 2 00:12:45
Fingers crossed that I don't have to have surgery, and we can just manage gallstones with diet. That's what I'm going to find out today. So, okay. All right, I'll see you later.
Speaker 1 00:12:54
Let me know how your conversation with Doctor Barbara goes if you talk to him.
Speaker 2 00:12:57
I will, and thank you for being awesome.
Speaker 1 00:12:60
Absolutely, thanks.
05-12 Lecture: Microsoft Word Collaboration, OneDrive AutoSave, and HIPAA-Compliant Workflows for AbilityFirst Staff
> Date Time: 2026-05-12 13:14:37
> Location: [Insert Location]
> Instructor: Christi
## Summary
This lecture is a practical tour of Microsoft Word focused on modern collaboration and file safety for AbilityFirst staff, delivered on 2026-05-12. Christi demonstrates how to use Word’s ribbon and key features, emphasizes saving documents to OneDrive or Teams to ensure AutoSave and version history, and shows co-authoring workflows, sharing links, managing access, comments with @mentions, and tracking changes. She covers OneDrive syncing indicators, restoring prior versions after accidental edits, and integrating AI tools (Copilot and ChatGPT) for drafting and updating documents. Additional accessibility and productivity features like Editor, Dictate, Read Aloud, and Immersive Reader are highlighted. The session includes Q&A on OneDrive status icons, storage behavior when the cloud or local drive is full, and real-time co-authoring comparisons with Google Docs, with a reminder about HIPAA compliance (avoid personal Google Drives). Christi notes follow-up sessions: a repeat meeting on Thursday and an Excel-focused training next week.
## Knowledge Points
### 1. Word Interface and Ribbon
- Ribbon and Tabs
- The ribbon across the top in Word contains tools organized in tabs: Home, Insert, Draw, Design, etc. This is called the ribbon and differs from older versions of Word.
- If the ribbon feels cluttered, users can switch to a simplified ribbon view via a small arrow to the right of the ribbon.
- File Menu Context
- The File tab opens a distinct window with options like Info, Save, Save a Copy, and more. Christi navigates back from File to the document to continue demonstrations.
### 2. Saving, AutoSave, and File Types
- AutoSave Importance and Behavior
- AutoSave is one of the most important features in Word. If AutoSave is on, work is safe; if off, users risk losing work during a power outage or crash.
- AutoSave is enabled when saving to OneDrive or a Teams location. It does not auto-save when files are saved to Downloads.
- Christi recounts losing “over 30 pages” in a day on a 120-page college paper “20 something years ago” due to not saving properly, illustrating the importance of AutoSave.
- Where to Save for AutoSave
- Save documents to OneDrive, Teams channels (shared departmental locations), Desktop, or Documents folders that are backed up/synced via OneDrive. Downloads is intentionally not synced.
- At AbilityFirst, OneDrive is typically set to back up Desktop and Documents automatically; Downloads is not synced by design.
- File Type Adjustment
- If a file is being saved with an undesired format (e.g., .odt), users can change it to a standard Word document (.docx) via the save dialog’s format list.
- Save a Copy vs Original
- Using File > Save a Copy creates a new file and switches the current session into the copy version. Users can verify location via the down arrow near the file name.
### 3. OneDrive Sync, Status Icons, and Storage
- OneDrive Sync Indicators
- The OneDrive icon (blue cloud) in the system tray shows sync status; users can pause or quit (not recommended during regular use).
- In File Explorer, a Status column shows icons:
- Green check mark: file is saved locally and synced.
- Cloud icon: file is only in the cloud (OneDrive removed local copy to save space because it hasn’t been used recently).
- Person icon (on folders/files): indicates shared items; manage access via OneDrive context menu.
- Desktop, Documents, and Pictures typically show the Status column and are synced; Downloads does not show status/sync.
- Storage Management
- If OneDrive cloud storage fills up, backend processes automatically add storage; staff need not take action.
- If local hard drive fills, OneDrive will offload infrequently used files to the cloud (removing local copies) to free space.
### 4. Version History and Recovery
- Restoring Prior Versions
- Version history allows restoring earlier snapshots after accidental edits (e.g., a cat named Moose stepping on the keyboard).
- Access via the down arrow near “Saved” or via File > Info > Version History; users can select a prior version and click Restore.
- OneDrive keeps snapshots whenever meaningful changes occur; extensive version lists accumulate for documents saved consistently in OneDrive.
- Practical Use Case
- Christi demonstrates a document on “v3” due to clients sending changes as new documents; version history shows timestamps and versions (e.g., new versions beginning from the previous day when a new file was introduced).
- Comments may be visible alongside version history, showing prior collaboration notes and assignments to colleagues.
### 5. Collaboration: Sharing, Co-Authoring, and Access
- Sharing Links and Real-Time Co-Authoring
- Use the Share button (top-right) and “Copy link” to share OneDrive or Teams documents; recipients can co-author simultaneously without attachment emailing.
- Real-time presence shows collaborators’ avatars and colored cursors; users can see where others are working in the document.
- Co-authoring works within Word apps when files are in OneDrive or Teams. Open Teams files via “Open in an app” for full Word experience.
- Managing Access and Authors
- Right-click files in Teams/SharePoint to manage access, view version history, download, integrate, set alerts, or mark as favorite.
- In Word’s File > Info, users can add authors (e.g., adding April) to indicate co-authorship, protect documents, restrict editing/access, and review metadata (size, last modified, created date, last printed).
- Best Practices
- Avoid emailing attachments and versioned filenames (e.g., v3); share the link instead to maintain a single source of truth and leverage version history.
- OneDrive can share documents externally (outside the organization) when permitted; Teams does not allow external sharing in the same way.
### 6. Comments, @Mentions, and Track Changes
- In-Document Communication
- Use comments with @mentions to request input and keep conversations within the document; mentioned users receive email notifications with direct links to comments.
- Threads can be replied to and resolved (three-dot menu > Resolve thread). Comments provide context for project newcomers.
- Reviewing Changes
- Under the Review tab, show comments, show markup, and enable Track Changes (e.g., set to “Everyone”) to record edits during collaboration.
### 7. AI Assistance: Copilot and ChatGPT
- Drafting and Updating Content
- Christi uses Copilot (enabled on the Crimson side but not for the audience) to draft a plain-language, non-technical document for everyday staff on checking slow computers.
- She uses ChatGPT to rewrite an existing document for “2026 Cool Hardware Standards” with updated vendor models while keeping formatting, demonstrating Control+A to select all and copy-paste workflows.
- Availability Considerations
- Copilot is not turned on for most staff; examples shown are for demonstration and time-saving purposes during training.
### 8. Productivity and Accessibility Features
- Search Bar
- Use the Search bar in Word to quickly find functions like Spelling & Grammar, Word Count, and Print.
- Editor
- The Editor feature goes beyond spell check; it detects awkward phrasing, suggests clearer wording, and provides a document score (e.g., changed from “70 something” to 67 during demo).
- Dictate (Voice Typing)
- Dictate allows speaking content into the document—useful for users with RA or when hands are tired, or for thinking aloud; works best with a good microphone/headphones.
- Read Aloud
- Read Aloud (Review tab) reads text back; excellent for proofreading since we hear slower than we read, helping catch errors we might overlook while reading quickly.
- Immersive Reader
- Immersive Reader (View tab) removes distractions, supports line focus, syllable breaks, text spacing adjustments, and read-aloud—especially helpful for users with ADHD (Christi and her daughter benefit).
### 9. Teams File Locations and Departmental Shares
- Channels and Shared Libraries
- Teams channels (e.g., Crimson > SOPs) host shared files accessible to team members; opening, sharing, and co-authoring can be done from these locations.
- Files saved in Teams also auto-save, supporting collaborative editing and version history.
- Example Workflow
- Christi navigates Crimson’s SOPs channel, demonstrates right-click options, opens files in Word, shares links, and co-edits with colleagues like April and Andrew.
### 10. Compliance and Organizational Policies
- HIPAA Compliance
- AbilityFirst is a HIPAA-regulated organization; personal Google Drives are not HIPAA compliant. Staff must save documents only to OneDrive (and organization-approved locations) to protect client data and organizational information.
- Device Replacement and File Continuity
- With OneDrive, if a laptop fails (e.g., drops in a rain puddle), IT can provide a new device within four hours, and files are restored from the cloud as long as they were saved to OneDrive.
### 11. Scheduling and Next Steps
- Upcoming Meetings
- Thursday: follow-up session to revisit content covered too quickly or provide assistance.
- Next week: Excel-focused training session.
## Questions
- [Insert Question/Confusion]
## Assignments
- [ ] 1. Save all active Word documents to OneDrive or appropriate Teams channels to ensure AutoSave and version history.
- [ ] 2. Verify OneDrive sync status in File Explorer (Desktop/Documents/Pictures) by checking the Status column icons; confirm Downloads is not used for critical files.
- [ ] 3. Practice restoring a prior version of a document using Version History to familiarize with recovery.
- [ ] 4. Share a document via link (Share > Copy link) with a colleague and co-author in real time; observe presence indicators and cursors.
- [ ] 5. Add a colleague as an author via File > Info; explore Protect Document and Restrict Editing options.
- [ ] 6. Use comments with @mentions to request feedback; resolve threads upon completion and test email notifications.
- [ ] 7. Enable Track Changes (Review tab) and perform edits to understand markup visibility during collaboration.
- [ ] 8. Try Editor to improve clarity and style; note the Editor score changes and suggested revisions.
- [ ] 9. Test Dictate and Read Aloud for drafting and proofreading; assess improvements in catching errors.
- [ ] 10. Explore Immersive Reader for focused reading; adjust settings like line focus and text spacing.
- [ ] 11. Confirm compliance by avoiding personal Google Drive for any work-related documents; ensure OneDrive usage for HIPAA safety.
- [ ] 12. Prepare questions and attend the Thursday follow-up training; plan to join next week’s Excel session.
May 12, 2026
Speaker 1 00:00:03
Another minute.
Speaker 2 00:00:04
Okay, go. Yes, Friday we have a meeting.
Speaker 1 00:00:10
There we go. This Tuesday we have meeting too, you know? On Tuesday with uh, yeah yeah Hi guys I am so sorry about that Can you guys hear me? Can you go Yeah yeah.
Speaker 3 00:00:28
Okay okay perfect I thought I was going crazy, All right. Let me reshare my screen because it did disconnect me from the system when that happened. So, all right. Now, I don't know exactly when I got cut off, so I'm going to probably reiterate some things, But I'm going to go back and give you guys a tour of Microsoft Word. But let me turn back on recording as well, because that disappeared when I got disconnected. So, okay. I see transcription is still on but not recording.
Speaker 1 00:01:03
All right, let me start that.
Speaker 3 00:01:06
Confirm. All right, I may repeat for you, just bear with me. So. One of the things we're going to do is we're going to go through a quick tour of Word, But hopefully, by the end of this entire meeting, you'll know how to save your documents, so they're never lost, How to open and edit files directly from Teams and how to work in the same document with a coworker without emailing five versions back and forth. All right? So let's take a look at what's on my screen when I opened Word. Notice the ribbon across the top here. This is where all your tools live and they're organized in tabs. So you've got Home, Insert, Draw, Design, etcetera. These are all tabs that will help make your Word documents a little bit better. And if your ribbon looks too cluttered you can switch to the simplified.
Speaker 3 00:01:57
Ribbon view by clicking on the littlearrow to the right of the ribbon, which is right here. And we can go in and just do a few things in here. Um, I'm not going to do that. I kind of like where my ribbon is currently, but this is called a ribbon. Um, So it's a little bit different if you.
Speaker 3 00:02:14
Are Aware of how Word looked years ago. Uh, too many years for me to to say. Um, also I didn't bring up fileum, File is a whole nother window that we're going to get into in a moment. So just be aware of that. And, we're going to go through and talk about a few things on that portion in a moment. So I'm going to hit the back button and get back to my Word document here. Now, once I save a document, oops, there is going to be a little auto-save button. I'm actually going to show you guys what that looks like. Let me open this up.
Speaker 3 00:02:55
Here is a document I've been working on, and you'll see there's a saving that's happening here. Once it's done with automatically saving, it's going to give me a little icon that'll pop up, and I can click on that. But it also auto-saves. And if auto-save is on, your work is safe. If it's off, you're one power outage away from losing everything. And I trust me, 20 something years ago when I was in college. I was working on one of my final papers that I needed for a class, and I was about 120 pages in. It was huge. It was long. I had been working on it for a while, but I had written over 30 pages that day alone, and I did not save properly. So, I lost my entire day's work. So now Microsoft has a really cool auto- save feature, and we're going to go through what that looks like.
Speaker 3 00:03:51
Because it is one of the most important buttons in Microsoft Word today. Also at the top here, you're going to see that search bar. If you're ever looking for something in Word, like, you know, the Find option or the Replace or spelling checker, You can click on Search and get and type in what you're looking for, and it'll pull it up. So for me right now, there's spelling and grammar because that's something I use pretty often. I also use word count pretty often, and I definitely use the print option pretty often. So those are up there if you need them. And then on the share button over here to the far right, this is something I use every document, probably multiple times every document. And we'll use this later, We'll get into it, but it is one of the most useful features out there. Okay?
Speaker 3 00:04:46
Now, let's go ahead and create a document. Now, if you guys remember in the first part of this meeting, I did mention that you may not have Copilot. Most people don't. I have it on the Crimson side, so I'm going to show you guys how I use it. However, it's not a feature we have turned on for you guys, But I'm going to use it just to make my life a little easier right now. So, I want.
Speaker 3 00:05:16
To create a document describing how to check your computer when it runs slow. I want my audience to be normal, everyday staff. Let's make this document talk.
Speaker 3 00:05:46
To them without technical language. Okay, So I'm going to have Copilot draft that while I'm sitting here going through some things. Um, and this is I'm just going to let it do its thing while I do this and kind of a time saver. Up here in the top you see where it says document one word. I'm going to click on that and I'm going to save this file. Now I'm going to save it in OneDrive, but if I click on the down arrow, I have a couple of different options. And the file name is automatically choosing. I'm just going to keep this and I am not worried about, I'm going to change this right here, this .odt. I don't like that. I want to change it to a Word document. If you ever see that there's a way to fix it.
Speaker 3 00:06:34
I keep forgetting to fix it, so that's why I have it on there. But I'll show you guys how to fix it today just so that you're aware. So I want to make sure it stays as a document right here. And if you click down, you can see a full list, but I want it to be just a basic Word document. And you have more options here. Um, I'm not going to worry about the more options. I clicked on it just to show you guys, But I'm going to go ahead and hit save. And this is going to save to my OneDrive because that's where I asked for it to save. And you'll see that right here it'll say saved. And that's because the system is going to auto save it. And that's when those, like I said, One of the most important features that you guys can see is it will automatically, oops, my mouse keeps messing up. It'll automatically auto save. And if I hit the down button, It'll show me the location it saved in and I even have an option for version history, which we'll get into a little bit later. But while we were talking about that.
Speaker 3 00:07:32
Uh, Microsoft, well, Copilot went ahead and wrote this for us. And not too bad. I'm going to keep it. So it's a one page document. We'll add some things to it a little bit later, some features. But I do want to show you that now I want you guys to remember if autosave is on your work is safe if it's off because it wasn't saved in OneDrive. Then you're one power outage away from losing everything. So this is how you make sure it's always on. If, you save it either in OneDrive or you save it in a Teams location, it will always auto-save. If you save your file in your downloads folder, it's not going to auto-save. Now most people at AbilityFirst OneDrive is automatically backing up your desktop and your documents.
Speaker 3 00:08:28
It won't back up your downloads. So, if you do save it to your desktop, or you do save it to your documents or any place under your documents, it's always going to auto-save. And that's a catch that Microsoft has. But there's two other locations I want to make you guys aware of. One of those is Teams location. So if you guys were in my Microsoft Teams training last week, there is a location on Under channels. And I'm going to show you guys real quick. For Crimson, I do save often in SOPs. So if I go to this channel and I go to shared, All my files that I share within this team's location is here for anyone to access that has access to this team's channel. Now, if you weren't in the Teams training last week, that's okay. Just know that these locations are public shares.
Speaker 3 00:09:24
Or department shares, depending on how it's set up. But if it's saved there or it's saved in OneDrive, it's going to always auto- save. Okay?
Speaker 1 00:09:36
Hopefully that made sense to everybody. Now.
Speaker 3 00:09:44
One of the reasons we have OneDrive on your computers, And you guys can see down here. There's a little blue cloud with a red X on. Don't worry about the red X. That's my fault. This your OneDrive, and it'll always show if it's syncing or not. This a file folder that I deleted in the system wants me to try to fix it, but all of these files right here, these are all stuff that's been saved to my OneDrive. And I can go in here, I can pause syncing, I can quit. I'm not going to do that because I want these to automatically be here. And if I go into my documents, I'm going to show you guys what it looks like. Here's my file folders. If I go into my documents right here, I know that my OneDrive is syncing automatically when the system catches up. I'll show you. It's going a little bit slow.
Speaker 1 00:10:41
Hang on one second.
Speaker 3 00:10:43
It's decided to not respond. So I'm going to, oops, I was going to minimize it but minimized everything instead. All right,
Speaker 1 00:10:52
Let me go back to it. There we go. All right,
Speaker 3 00:11:01
I'm going to open this back up and I'll show you guys what it looks like. So if I'm in here in my folders and I go to documents.
Speaker 3 00:11:09
You'll see the status right here. If there's a status field and there's some clouds in there, there's people in there or their checkmarks, that means these files are on your OneDrive. Now if you go look at my downloads, I don't have a status folder here because my downloads is not syncing to my OneDrive. And that's intentional because a lot of people's OneDrive or downloads should not sync to to OneDrive. So just be aware of that. Pictures will sync. So in here you'll see this one's set up to show me thumbnails, But you'll see right next to each of the names. There's a little either a little cloud or a little green check mark. Those are all synced. If you go into my desktop, you'll see that those have a status field as well. So files that are located in those areas they're going to get automatically saved, okay? Now um.
Speaker 3 00:12:07
One of the other things I want to point out to you guys is version history. So what happens if I go in here and I start typing, but then Moose decides to jump on my keyboard? And maybe I was editing right here and he goes like this. And maybe I didn't see it. Oh, hang on. I distracted my computer. But maybe I didn't see it. Maybe I was in the restroom or maybe I was going to cook dinner and Moose just jumped on my laptop and did that. And this all saved. And, you know, I didn't notice it and I closed out of the file and, you know, I put my computer away and decided to go to bed and just didn't notice it. But I need to send this document out the next day. What I can do is I can click here.
Speaker 3 00:12:57
And I can go to version history. And so if I click on version history, then you guys will see, well not right now because I don't know what this is that jumped up. Hang on. Okay, there we go. You'll see version history right here and you'll see times next to it. So what I can do is I can click on this modified by, and I can see check for updates is back and I'll hit restore.
Speaker 3 00:13:27
And now I restored what moose broke. Now, give it a second because it's got to pop back up after it restores. It'll disappear and come back. And there we go, everything is all better. So, that's actually one of my favorite features is version history and ignore this because when I typed on my keyboard, everything just went crazy. But if you take a look now, everything has been restored, the system is back here The file is back here. And depending on the file, if you've if you have set this up and it's saved on your OneDrive, you're going to see a lot of version histories. I'm going to bring up this system right here. I'm on v3 of this document because the client kept sending me new changes in a completely brand new document. So I had to track those changes. Now, I have that in here. I'm going to click on this down arrow and I'm going to click on version history.
Speaker 3 00:14:28
And you can see in here, Because this document was a brand new document that they sent back to me yesterday, now I have new versions. I only went back to yesterday, but if this had been saved all along in the same document, There'd been a whole list of versions here as we went through and edited it. So just be aware version history is there. It does save automatically within OneDrive and it is a feature that's really awesome. So version history, great tool to use. Okay. So anytime you make a meaningful change, just to recap, OneDrive keeps a snapshot. If you accidentally delete a paragraph yesterday or moose jumps on your keyboard, you can come back here and restore the to the older version. And like I said, This has saved me more times than I can count, because I have three cats at home plus teenagers. There have been times. All right?
Speaker 3 00:15:24
Now, one thing I do want to bring it up, I forgot to mention this earlier. Think of OneDrive as just a folder that lives on the cloud and on your computer. So any files that you put there that are on your laptop or on your phone? If you use your phone, all sync. So if your laptop does die tonight for whatever reason, your files are going to still be there tomorrow. That's also another useful thing because I can't tell you how many times people call the help desk because they drop their laptop or. Or, you know, it got dropped in a rain puddle or I've seen everything. 28 years in IT and I've seen it all. Onedrive is actually one of those really amazing programs that if your computer was to die for whatever reason, We can give you a new laptop within four hours, and all your files are going to get restored as long as it got saved to OneDrive. So that's another reason why I want to do that.
Speaker 3 00:16:22
Now, if you guys, if your departments are using Microsoft Teams, which we did training on last week, and they're storing files there, which they should be. You can go to the channel that everyone is in. And I'm going to show you with a crimson folder. Let me go back to this. And in here is SOPs. So this is a crimson folder that we have where staff who Who write SOPs for the company, I'll store them here. And so from here, if I right click on any file, So I've got an old one here that I'm going to look at, because I need to rewrite it. But right click on that. I have a couple of options in here. All right? I can go in here and see version history. I can go in here and I can download it. I can open it in SharePoint. Um, i can integrate it with something.
Speaker 3 00:17:19
I can also go in and take a look at any alerts or set it as a favorite here. I can go in and manage access. Okay, I can also share it with other people if I want them to see it. If maybe I'm referring back to a document, I can click on Share and send it over to them. But on this very top option, I want to say Open and I want to say Open in an app, which is going to open it in Microsoft now. Let's pretend like this is a document that maybe me and Andrew are working on. And I was to say, hey Andrew, I want to edit this. I'm going to go in and edit it. Can you take a look and edit something else on page three? He and I can go in and work on that document at the exact same time, and both of our edits are going to get captured. In fact, I could see him working, and he can see me working. Additionally, I can go in here and say share.
Speaker 3 00:18:17
And I can copy that link. And when I say copy that link, it's going to pop up with a little button. I can go into Word and I can go chat with somebody. And I can say, "I'm going to go to April just in case." Can you open this document on your computer?
Speaker 3 00:18:48
All right, so hopefully she can go in and do it. She might be in a meeting. I'm going to check her status real quick, so I'm going to hover over her icon. Oh, she's not in a meeting. Good. So hopefully she can go in and take a look. But when she does, you will see the AT pop-up, which is her icon or her picture, and we can see that she will be in this document. And it'll actually show a ring around her picture that has a color attached to it. So let's see if she jumps in. While we're doing that, I'm actually going to use AI and I'm going to update this. So I'm going to say, see, and I'm going to go into ChatGPT. I want to and I'm going a new chat it. I want to rewrite this document for 2026 Cool Hardware Standards.
Speaker 3 00:19:47
From the vendors mentioned with new model names. And so while she's doing what she's doing, I'm going to have ChatGPT update this for me. Um, and I'm also going to say keep my formatting the same. That way it doesn't change anything. I want to copy all the stuff here. When I copied just now, I just right clicked. So, I'm going to copy that, paste it. And I'm going to send that over while we're talking. But when I did that, What I did was I held down the control key on my keyboard and hit A. And that allowed me to select everything. And then I right clicked and I chose copy. Okay? So while that's doing that, Um That's a quick way, i'm editing it. Sometimes i get busy. I get chat, gpt to help me.
Speaker 3 00:20:45
In fact, ChatGPT wrote this original document. I gave it the list of things I wanted in it. But just a heads up for you guys, um, I.
Speaker 1 00:20:56
Was about to say you.
Speaker 3 00:20:59
Can share documents within teammates. Also, just a heads up where it says saved right here, auto saved is on. And then with theseum two little people here, it designates that is as a shared file. Okay? Now, What if I want the document I was working on just now with you guys, the one that I had Copilot create for me, this slow one. What if I want to save this to Teams? Well, that's easy. So, what I can do is I can go here to File, and I can say Save a Copy. And when I say Save a Copy, I can actually go into these Quick Access options. So i'm going to click on Crimson IT.
Speaker 3 00:21:43
And where I was was under SOPs within Teams. So I'm going to click on SOPs. And here's the exact same folders I showed you in Teams. So if I go back to Teams and I go back to um, to SOPs here and I click on the shared, you'll see all the same folders are here. Makes it easy to save. Okay? Now, I'm going to go back to the other document real quick. Because I saw April just, there she is. Now if I hover over her, she's in gray. That's the ring around her and there's her picture. And I see that she has this document open. She's on page one. So let me scroll back up to page one. And there's her little cursor, I know it's hard to see on this red background, but that tells me where she's at. So I moved the background so you can see her little, her color. Now I'm going to put that back where it was by hitting the control Z.
Speaker 3 00:22:41
And there we go. Now, I wrote this years ago, four years ago or I mean two 2024. Um so I do need to update that. But just so that you guys are aware that is how you can quickly uh work with people in a document. Now as far as this one is concerned, we're going to go back here and now I'm jumping around and I do apologize. We are going to save a copy to that same location. Now, I can choose to save it in a folder but for this one, I'm just going to save it in the default location.
Speaker 3 00:23:11
I want to make sure that it stays a Word document. And now I'm going to hit Save. Now, when I am saving a copy like this, now I'm in the copy version. So instead of being in the original one, I'm now in the copy. Whenever you hit Save a Copy, you're in the copy version. And I can see that by clicking on the down button and seeing the location. Okay?
Speaker 1 00:23:38
All right. Um.
Speaker 3 00:23:41
When you're co- when you're um when you're wanting to work with coworkers, especially on documents, you don't have to email attachments anymore. When a file is in OneDrive or Teams, You just share the link and anyone with the link can open the same document. So, you guys saw where I said it was a version three earlier? You don't have to do that anymore. And, that's one of the things I'm trying to slowly teach people because it can get annoying. You don't see the version history or anything like that. Um, But if I've got a document saved in OneDrive, and we're going to pretend like this. One is the original one that I saved in OneDrive and I, click share and copy link, I'm going to copy this link and I'm going to send this over to April. Um, Good thing. April doesn't mind for me to use her as a guinea pig for my meetings. So all right. And I'm gonna say thank you.
Speaker 3 00:24:39
Can you open this one and make any changes you see fit. Now, I sent that link to her. So I made my statement and then I pasted it in there. I quickly paste things by hitting Control V on my keyboard. But just a heads up, that's just my easy way of doing it. Now, When she opens up, you'll see her cursor. And while she's in here, she can work at the same time as I am. There's not going to be any conflicts because the system allows for two people to edit at the same time. You guys can see right here, her " AL " and where she is with a purple cursor. And. So that's something that just will make life a little easier for you guys where.
Speaker 3 00:25:35
You can save things, you can work on them together, and actually co-author things. Okay? So there's not going to be any issues here. But I can also go in here and change the co-author by hitting File and go to Info. And then here's the author, and I can say Add an Author. And I'm going to just name April. And so there she is, and I can add her as a co-author.
Speaker 3 00:26:06
And that way people know that both of us worked on it. I also have a few other options in here. I can check for issues. Um, I can look at the version history from here. I can protect the document and restrict editing if I need to or restrict access. Um, I can do a lot of different things in here. I can also copy the pass from here, i can share it and i can open the file location. I can also see the size of it When was it last modified, when was it created, and when was it last printed if anybody had printed it. If I go into the other document that I was working on and I go to that same location under info, I can see that it was last modified today. It was created in February 28th of 2024. No one has ever printed this, which is not shocking, but I can see all of this information in here.
Speaker 3 00:27:04
I can also go back here and hit the version history from here, or I can go into File Info and hit the version information from here. And so when I do, I can see all the versions here. Now when I hit the version history, I can also see any comments people added. So you guys saw that this opened up a little side panel. There were comments in here at one point. There we go. And I can put in here, I'm going to close this out and just see the comments. I can see that I tagged somebody. We'll need to update this portion with our actual roles and configurations that we currently deploy. And he never did it, by the way. And let's see if there's any other comments. There's a few other comments. I sent this over to Charles for him to work on. I sent this part to Marvin for him to work on and Sagrid as well.
Speaker 3 00:28:02
Well, April actually tagged Segred. And so I can do that. If I go back to the document I was working on with you guys, I can add comments here. Okay? And so April added some a few items in here. I can go in here to review and I can show comments. I can also show markup.
Speaker 3 00:28:32
And so I can see anything that they did. I can also track changes, which is a helpful tool. So I can click on the down and I can say everyone. And so any changes will be tracked in here. There's a lot of different options in here for when you're co-authoring with people. If I want to say, if I want to highlight this and I want to add a comment, I'm going to highlight, I'm going to say new comment and i'm going to say at April Does This read correctly. And then she can take a look and tell me. Now, I'm going to hit the control enter to send that. Um, and I had an option to assign that to her. Okay, so this is part of that co-authoring I was telling you guys about. When I mention someone like April, like I did just now, they get an email notification with a link straight to this comment. And then if she already takes care of it.
Speaker 3 00:29:30
She can go in here and hit the three arrows and resolve thread when she's done. And she can also reply to it. And, that's something that actually will save a lot of our time and effort when we're working on documents together. Okay, Comments are how we have conversations inside the document instead of in a separate email thread. Everything stays together, and so when someone joins a project later, they can see exactly what was discussed.
Speaker 3 00:30:00
Which is amazing. It's one of my favorite features. I have a lot of favorite features, by the way. Okay? Now, I'm going to go through a couple quick features that are worth knowing about. If you go into on the homepage, you go into Editor, which is right here. This goes beyond spell check. It catches awkward phrasing. It might suggest some clearer wording, and it gives you a score for the entire document. So it changed. It went from 70 something to 67. But it does, it will give you some information and suggestions. There's also a dictate option for those of us who like I have RA. So sometimes my hands don't want to work well, I have voice typing. So if I click this.
Speaker 3 00:30:56
I can talk to my document instead of typing. So if your hands are tired or you're just you want to think out loud, this is a feature that I use pretty often. Another option I like, this especially works really well if you have headphones, is Read Aloud. And if you go to the Review tab right here, um I may have hidden it. Let me double check. Read Aloud, it's right here. I didn't hide it yet. Um It'll read the document back to you, And it's one of the best proofreading tricks I know of. So, One of the things I am going to do real quick is I am going to share my sound. And I am going to ask it to read out loud.
Speaker 1 00:31:35
A simple guide for everyday Crimson IT staff. Is your computer taking longer than usual to open programs, load websites, or simply get started in the morning?
Speaker 3 00:31:47
Okay, so a key thing to note, She's also really good at putting you to sleep. But, you will hear errors. You might miss when you're reading it because we read faster sometimes than we can process or we type faster sometimes than we can process, and we hear things better because it goes slower. We read faster than we hear is what I was trying to say. One of the other tools that I use a lot is in the View tab.
Speaker 3 00:32:19
And there's an option called Immersive Reader right here. And so it will strip away distractions and help focus. It's useful and it's very useful for people who have, who benefit from a cleaner reading view. My daughter, I taught her this. My daughter, she gets easily distracted. She has ADHD, I have ADHD. So I showed her this. It was a game changer when she's working on her Word documents and stuff for school. So you have things that you can go in. It can show breaks between syllables. It can read out loud in here. It can focus on a line. You can change your text spacing, different things like that. So it's a game changer. All right, I'm going to close Immersive Reader and then I'm just going to quick recap for you guys.
Speaker 3 00:33:14
There's three main points I want you guys to take with you. First, save everything to OneDrive or Teams. Autosave only works there and autosave is what protects your work. Second, When you are wanting to share a document or co-author a document or work with a team member, click the share button. This even works if you want to send me stuff to my Crimson account. I can even send things to your accounts. So like if I'm sending something to a client, They can read it. I can give them access, but only if it's on my OneDrive. That's a separate caveat. And, then the last thing I want to mention is when you need someone's input, You want to use comments with the@ mentions, and that keeps the conversation inside the document. Does that make sense everybody?
Speaker 1 00:34:09
All right, any questions?
Speaker 3 00:34:11
Yes. Okay good. Any questions you guys might have? Yes, Rosa.
Speaker 2 00:34:19
Yes, I only have one question. Okay. Do you know how on my computer I have my documents? Yes. I have a file with all my documents, um, a folder. Will that automatically save all my documents if I keep saving them there?
Speaker 3 00:34:35
If and I'm going to show you this most people's will.
Speaker 3 00:34:41
But, you want to go into your documents and just real quickly check and make sure you have this status column. Okay. And if you have a status column, it is automatically saving to your OneDrive.
Speaker 2 00:34:53
And again, remind me what the little cloud means?
Speaker 3 00:34:56
So that's actually a good question. I did not go over that as well as I should've, but if it has the green check mark, it means it's saved to your computer. If it has a cloud, It means you haven't touched this in a while, and OneDrive automatically removed it from your hard drive to free up storage space, but is still available on the cloud. That's what the cloud means. And then yeah, this is a really good question. I'm glad you asked. And then if it has a person beside it, it means you've granted access to people. So if I right, click on I know clients and projects has been shared. But if I right, click here.
Speaker 3 00:35:36
And I go to OneDrive, I can manage access. I can see who has access to it. So for this folder, actually no April, the one I was talking to while I was doing the training, she has access to it right here. Um okay.
Speaker 2 00:35:50
And these are the people I've granted access to it. So, Okay well thank you that's so helpful.
Speaker 3 00:35:56
You're welcome with OneDrive. I can even share some documents outside of the organization now, I can't do that in Teams but i can do that in OneDrive, So, but that was a very good question.
Speaker 1 00:36:08
I'm glad you asked. Anyone else have any questions?
Speaker 2 00:36:15
Yes, hi Christine, my name is Genevieve. I wonder if the cloud is full or we have to keep update?
Speaker 3 00:36:23
If the cloud is full? Yeah. If the cloud's full, There's nothing you have to do on the back end. It automatically adds storage, and we will do that for you. Now, on your hard drive, if your hard drive fills up, Onedrive will automatically push things to the cloud and delete it from your hard drive. If you haven't opened it in a while or worked on it in a while. And so that'll free up. Yeah. And that's something uh it's very helpful to your computer.
Speaker 1 00:36:53
I see. Okay. Thank you. You're welcome Anybody else?
Speaker 4 00:36:59
So I have a question Yes Andrew, So is it like Google Docs where you can see them like altering it, altering it while you are doing it as well.
Speaker 3 00:37:09
Yes. One Drive is actually better than.
Speaker 1 00:37:14
Google Drive, but one hundred percent yes.
Speaker 4 00:37:20
Cause that's like a, It's a new innovation isn't it? Because before is like you can only do it on Google Drive. But now to have your own Word documents have it. That's pretty amazing.
Speaker 3 00:37:31
Actually, it's the other way around. Microsoft came out with it first and then Google Drive. However, What most people don't realize is a lot of businesses didn't make that change to OneDrive as quickly. And. So a lot of files were saved in file locations on servers, which didn't allow.
Speaker 1 00:37:54
Co- authoring at the same time.
Speaker 1 00:37:60
That makes sense. Yeah,
Speaker 3 00:38:02
So a lot of people didn't know about it, and they thought Google was the innovator, which is not the case. But that's okay. Also, Just a heads up for you guys and I'm not I'm not saying anybody does this, but I have seen people at Ability First do it in the past. Your personal Google Drives are not HIPAA compliant and because Ability First is a HIPAA company. We do want to make sure that you don't save your files any other location other than OneDrive. And that way we can make sure that AbilityFirst documents, AbilityFirst clients, etc. Is all protected and everything is located in a location that.
Speaker 1 00:38:43
Keeps us safe. Does that make sense? Hopefully it made sense.
Speaker 3 00:38:54
But Andrew, thank you for, Good. Thank you for reminding me that because I did I did have to rescue some files from somebody who left the organization. I've done this several times for multiple clients where uh, we had to rescue files that were not saved properly. So all right, guys um I am going to give you back a few more minutes of your time. But we are going to have this meeting again on Thursday. So anything that I. We nt too rapidly through, or you need some assistance onum you're more than welcome to show up for the Thursday training. And then next week, we're going to actually go through a lot of Excel stuff. So be aware of that. Thank you guys so much. Thank you. Thank you.
Speaker 2 00:39:41
Good evening. Thank you. Have a great week. Yeah, goodbye.
Speaker 1 00:39:44
Have a great week. Okay. Thank you.
08-25 Meeting: IT Support, Adobe Licensing, and On-site Coordination
## Meeting Information
> Date: 2026-08-25 10:29:16
> Location: [Insert Location]
> Participants: [Speaker 1] [Christi] [Christi] appears with name; keep identifiers as given
## Meeting Notes
- Microsoft update learning and meeting setup
- Christi referenced a new Microsoft feature she learned and is helping her boss understand.
- Christi is recording/transcribing the call and using a facilitator.
- Goal: Cover several topics; not expected to take a full hour.
- Email issues and Outlook rules troubleshooting
- A new email filtering system may affect delivery; Speaker 1 confirmed checking junk email.
- Christi demonstrated how to check and manage Outlook rules and suggested clearing broken rules.
- Plan to revisit rules if needed; minimal time spent during this call.
- Adobe licensing and training
- Concern that Adobe is leaving as a vendor; clarity needed on current licensing.
- Christi will resend Adobe account information to Julie and add Lisa (L Fisher) to Adobe with a free license.
- Training needed on Adobe forms/fill-and-sign for parent communications.
- Adobe training scheduled for Friday next week at 11:30, 30 minutes, with an agenda to follow.
- On-site support coordination (Vaughn/Vana and Kevin)
- Christi will ask Vaughn’s manager (Monti) to extend Friday hours to cover computer lab and other issues.
- Email to Vaughn, Monti, Dan, with CC to Mashonoff and Julie to align scope, including cameras support.
- Vana to notate locations of wireless access points (APs) throughout the building and work through devices:
- 5 desktops, 4 iPads, and 4–5 laptops.
- Kevin to be sent within the next couple of weeks to tidy up network cabling/closet (prior cleanup may not have occurred).
- Christi reached out to Vlad (Kevin’s boss) for network infrastructure/closet cleanup.
- Volunteer platform, training, and logistics issues
- Speaker 1 described challenges with volunteer logistics, iPad sign-ups, and lack of feedback on volunteer categories.
- Need initial technical training to coordinate volunteers for events and tasks.
- Desire to digitize commonly used paper forms, send schedules/field trip info to parents, and streamline communication.
- Compliance note: Some kids’ files must remain on paper for DOE requirements.
- Wi-Fi and AP near pool/patio
- New Wi-Fi near the pool exists; future placement adjustments may be needed.
- Plan for Kevin to inspect AP placement on the patio and possibly move closer for better utilization.
- Projection screen and board meeting equipment
- Motorized projection screen present but not prepared/functional; request for different screens.
- Christi will send a projector with Celia for the board meeting.
- Items noted: Owl device, extra-long HDMI cable; screen is broken and may need repair.
- Christi will check what it would take to fix the screen; not guaranteed.
- Coordination with Dalia/Mashaun for Owl travel and HDMI length (to be determined).
- Device management and software needs
- Laptops and iPads currently sufficient.
- Interest in a software mentioned by Speaker 1; Christi requested the software name to evaluate (including relevance to foster kiddos).
- Microsoft tool training needs for staff were discussed; Maddie uses Canva for flyers.
- Process automation and on-site workflow review
- Christi proposed visiting Claremont after camp (potentially next Tuesday afternoon around 3:00) to observe daily workflows and identify automation opportunities (e.g., Power Automate).
- Invitation to attend a Power Automate session today at 2:00; Christi will add Speaker 1.
- Help desk engagement and endpoint controls
- Julie tends to self-solve before calling the help desk; awareness of engagement friction.
- Edge stability issues noted by Speaker 1; may need updates.
- Option to lock down computers to prevent game installs; requires device names from Settings.
- Vana will perform Windows updates on Friday; devices should be powered on and can remain at the login screen for backend access.
Conclusion:
- Adobe access and training are being set up for key staff.
- On-site technical support is coordinated for Friday and the following weeks to address lab devices, AP mapping, and network cleanup.
- Several equipment and workflow improvements are identified, with follow-ups planned.
## Next Arrangements
- [ ] Resend Adobe account information to Julie
- [ ] Add Lisa (L Fisher) to Adobe and confirm license activation
- [ ] Schedule Adobe fill-and-sign/forms training for Friday next week at 11:30 (30 minutes) and send agenda
- [ ] Email coordination to Vaughn, Monti, Dan (CC: Mashonoff, Julie) outlining Friday scope, including cameras
- [ ] Vana to map AP locations building-wide on Friday
- [ ] Vana to work on 5 desktops, 4 iPads, and 4–5 laptops; perform Windows updates; ensure devices are powered on and at the login screen
- [ ] Kevin to visit within the next couple of weeks to tidy network cabling/closet; coordinate with Vlad
- [ ] Inspect and potentially move patio/pool AP closer for better coverage
- [ ] Send projector with Celia for the board meeting; coordinate Owl travel with Dalia/Mashaun
- [ ] Determine and procure extra-long HDMI cable length (Speaker 1 to confirm feet)
- [ ] Evaluate feasibility and cost to fix the broken screen
- [ ] Add Speaker 1 to Power Automate session at 2:00 on 2026-08-25
- [ ] Speaker 1 to provide device names from Settings for lockdown (prevent game installs)
- [ ] Speaker 1 to send the name of the software mentioned for evaluation (including relevance to foster kiddos)
- [ ] Plan site visit to Claremont around 2026-09-01 at approximately 15:00 to review workflows and automation opportunities
## AI Suggestions
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. Clarify Adobe vendor status and long-term licensing strategy to avoid disruptions in forms/sign workflows.
> 2. Confirm the exact HDMI cable length required to support board meeting setup and Owl connectivity.
> 3. Verify volunteer platform/iPad workflow issues, define desired feedback categories, and assign ownership for troubleshooting.
> 4. Document which forms must remain paper for DOE compliance versus which can be digitized; create a conversion plan.
> 5. Assess Wi-Fi coverage over the pool/patio with a brief site survey before relocating APs to ensure optimal placement.
Aug 25, 2026
Speaker 1 00:00:32
Good morning.
Speaker 2 00:00:38
Give me one second. I'm It's okay. I got pulled from, one meeting to another, to another. So let me finish finish up this email and then I'll get started with you. We're going to nowhere.
Speaker 1 00:01:43
All right. No.
Speaker 2 00:01:50
Worries. I, my my boss was emailing me because he was struggling to understand something that was brand new that just came out by Microsoft, Which I completely understand because it took me three hours last night to learn, learn how to understand it. So I learn it and then he learns it from me. That's how that usually works, um, All right, so we're going to go over a few things today. We got a lot to talk about, but what I've learned is it's not going to take us a full hour. So just just a heads up. All right, perfect. All right, so I am also recording the call. I'm going to turn on facilitator for us, but I'm going to record the call so that I at least have transcription.
Speaker 2 00:02:40
And capture everything because I don't write as fast as I should. Um, and then get transcription and recording has started. Actually, you know what? I'm not going to record. We're just going to transcribe. There's no reason. No one wants to see my face, so um okay uh your face is lovely right? We're our own worst critics, so. So first things first, how are you? We don't get to talk much. Yeah.
Speaker 1 00:04:10
When I know when I go to print something, and it's not working and I go to the copier. And I'm like, yeah.
Speaker 2 00:04:30
Yeah uh yeah, I get it.
Speaker 1 00:05:24
And.
Speaker 2 00:06:27
Okay, So very first thing I want to check is which I don't need your help to do, because I can do it. Um, is to see where that ticket is and who worked with you on it. And then number two, have you ever checked your Oh okay. Have you have you ever checked your junk email? Because we did put a new filtering system in. Okay. All right. Good. That's good to know. Next question, what about your Outlook rules? Is there anything set up in there that might be causing some issues? Okay, gotcha. I'm not going to spend too much time on this, But I will share my screen and just ignore the fact that I have a million emails on my screen because I have like multiple inboxes.
Speaker 2 00:07:24
So if you go up here, do you have You should have either the new or classic email. But, you should have a search button at the top and then just type in rules. And then look for the action rules and then go to manage rules and alerts. And it'll pop up with a screen maybe. Oh okay I got it. And then I have like a million rules here. So all of these rules in here. Uh, this one's broken. Uh, so I can actually delete that rule. Um, anything that's in red is brokenn. Um, But all these are all my rules and I could if I wanted to delete all of them. Um, But um every now and then I'll go through and I'll delete all my rules, so that I can uh start fresh, because sometimes i get i can't find an email. So.
Speaker 2 00:08:19
Um, so we could try that a little bit later. I don't want to spend too much time on it, but and.
Speaker 2 00:08:43
Yeah. No, that's great. I love it. Um, Give that a try, and then if not, Uh, what we'll do is uh not today, because I don't my schedule is packed. Um but I will work with you on um on trying to fix that. You're welcome. Um all right, so question for you cause um you sound like you're set as far as your needs, but what about your team?
Speaker 1 00:09:17
And uh, one thing that we did have to be quite cautious with here is that we know Adobe is leaving or no longer going to be around as a vendor. No, you don't have to write. That was one of my questions. So um we don't have the license for Adobe. I don't think right. And when we get our POS is this going to.
Speaker 1 00:09:48
So, we like to do.
Speaker 1 00:10:21
Yes.
Speaker 2 00:11:04
Yeah. Let me, um, Julie, you have an account with Adobe. Um, Let me send you that account and let me resend you that account information in your email from Adobe. Okay. And then what I'll do, um I'll talk to Vaughn's manager, And see if we can get her out there a lot longer on Friday, and then have her work through the computer lab as well. Yes. Yes, because I'm definitely recording it all.
Speaker 1 00:11:57
Oh, She worked so hard, trying to get us on logistics on an iPad, and it wouldn't work. And like we are cursed. Um, and so she like I don't understand this is not working. And then when I reached out to Jeff and he showed us, he was like, I am able to say, I am about to be a volunteer online. But I don't see feedback that I have accounting volunteers and meeting volunteers. So that's one thing. And then um my.
Speaker 1 00:12:28
To be trained, and then I can go to my volunteers and say, "Hey, we're having this festival. I need six people to do water play. I need ten people to do this." So that's taking a training on what these things are about. So I need that initial training to make sure we're doing it properly. So I'm thinking of those right now. So that's technical training. So we can have a conversation with them and communicate with them effectively for our work.
Speaker 1 00:13:28
And the other thing is, I don't know if any other programs are using this, but we plan it right by preparing this proxy. So like for information for the start, We did have a biometric spot reader and parents would be able to sign in and out. And now it's by our.
Speaker 1 00:15:36
Yes.
Speaker 1 00:16:45
Brandon, got us the paper because he went to the paper. Are you seeing so much paper for our care packages that it printed like two hundred and fifty minutes? I'm like, hey.
Speaker 1 00:17:15
And then, um, and then uh, first. So we need these like programs to be so long. And she needs programs put in for her. Like the computer writing skills program and the marking system. Um, And then security cameras that's that's been I've been dealing with. Uh Donna is like I do about working with those calls. I know.
Speaker 1 00:17:48
My personal cell and my regular, my work cell. And, so it this has happened three times where it's working, and then all of a sudden it stops working. And I don't know if it's because I've updated or if like the security system was updated. So I reached out to you guys from the email account on which.
Speaker 2 00:19:40
No, so um I am talking to Vaughn's manager right now, um and I am going through everything. I am like typing everything you are talking about with the VPN and your phone and the cameras, um. Let me do this. Uh, I asked for her to be there a few extra hours than she's anticipating on Friday so that she can also work on the lab and anything else that you guys have going on. But I am also gonna send an email to Vaughn. Monti is her manager and Dan. Just so that Dan is in the loop, uh and Mashonoff CCU and Julie as well. Um just so that he's in the loop, and he knows what Vaughn is working on this weekend because he's we're going to need his help. Uh more than likely with the cameras. Okay perfect. No worries I am so glad you do that cause sometimes it makes life easier to push forward. Um.
Speaker 2 00:20:38
Let me. All right. Um, let me. How many computers do you have in lab? I think you mentioned it, but I want to just make sure I have it. Okay.
Speaker 2 00:21:07
I remember coming out there with Kashif a few years back, um, and walking through the site. And, we were talking about getting someone out during that time to make sure that we got cleanup because the cables were a mess in that area. Um, did that happen? Because I think we had sent someone out or no in the computer lab. Okay, perfect.
Speaker 2 00:21:40
Mhm. Yeah, that we that was supposed to be a calm direct thing, Michonne. Um, they were supposed to go out and clean all of that up, but I assuming things did not happen. That was it. So yeah. Okay, I'm gonna send out my text instead.
Speaker 1 00:22:07
Um, they may not be able to come on Friday, but Kevin, um I'll get him out there in the next couple weeks. Yeah.
Speaker 2 00:23:32
Yeah. We're not going to do anything with that. Um, I'm actually pull, I pulled up the floor plan so I could take a look. Add everything. We're not going to have them change or take anything out. We just I want to consolidate it so that it doesn't look so bad, especially because if I remember correctly, we had to go out of room two into outside and then into that. Is that right? Okay, good. My memory is a lot better than I thought. So I want to make sure that that is cleaned up and then.
Speaker 2 00:24:04
How is the Wi-Fi working over the pool because we had to get a new Wi-Fi out there.
Speaker 1 00:24:14
Okay. Okay.
Speaker 2 00:24:24
Gotcha, I assume, is there going to be need in the future?
Speaker 2 00:24:56
Okay. Gotcha. We could, I'll have Kevin come out there, Have him take a look at where it's at on the patio and how it looks, and then we can always just move it closer if we need to. So just to make sure everything is utilized correctly.
Speaker 1 00:25:19
Yes. Yeah. Okay.
Speaker 2 00:25:24
Um, let me send him out in the next couple weeks, Uh or we stop back by on our way back from uh camp, if I can next week. Uh but it might be late afternoon on Tuesday. I'll have Vana with me so.
Speaker 1 00:25:49
We have this projection screen that this motorized drops down. Like we have a working TV here, it's on its own. You know, we're not using our TV or the little TV on wheels to project things. Um, I cannot have that prepared. So I really like to get you all different screens.
Speaker 1 00:26:19
Right here. Okay.
Speaker 2 00:26:33
I'm going to send this, um, Sean, are you going to the board meeting? Yes. Celia? Okay. Okay, got it. I'll send out the projector with her.
Speaker 2 00:26:51
So and then you're welcome. Yeah, the things I can do right away. I want to make sure you get done. Uh, all right. And then anything else on the board meeting you need while we have the board meeting uh on our minds.
Speaker 1 00:27:21
Okay.
Speaker 2 00:28:58
Okay, good to know. All right, so I've got an Owl extra long HDMI and your screen is broken. You're using a backup, but let me look into what it would look like to fix that. Okay, and then is there any equipment needs that you have? I can't say yes to everything, But I can say let me talk to Michonne, or let's wait until twenty twenty seven budget. So.
Speaker 1 00:30:11
Yes. Okay.
Speaker 2 00:30:26
We'll take a look at it. Um, now with the laptops and the iPads you're talking about, do you have what you need there or do you need more? Okay, good. Um, Good, I'm glad. Um, I don't want to, I don't want to tell you no one anything, but I also want us just understand what you need. So, that's why I'm asking if the sky was the limit and we had the money, uh, which can't say, yes, to um what would you like to have?
Speaker 2 00:31:36
Okay, Can you send me the name of that software? I've never heard of it.
Speaker 2 00:31:48
Okay. Yeah, 'cause I'm I'm definitely interested in that and let me see what we can do on that part. Um. Yeah. Okay, amazing. I need to look in that for my foster kiddos. All right.
Speaker 1 00:32:17
And then, um, all right. So training needs. What can we help your team do better?
Speaker 1 00:32:49
Here's uh and so it would be really helpful to have that. Okay. And I think um Lisa is my new program supervisor, she worked for us for 10 years previous. And. So right now, my hope was to get her like I have to train her on how it works, cause she hasn't done it before here. So.
Speaker 1 00:33:56
We don't have like tons of technology. You need extra fancy software or anything like that. It's just like a third-party website. Let me ask this question, and I appreciate that. That's the basic answer, is there something like is there forms? Are there documents that you all use pretty consistently that are paper format and you need to put them on our network?
Speaker 1 00:34:26
I think Chris and I are trying to get on. Process, but they're having paper. Mhm. The kiddos are one thing, right? They they are going to need to use their paper for arts crafts activities. But when it comes to adult use, I mean, now our phones and our computers is there other things that could be moved from a paper document to a physical online document? Smart notes shows up on your parents phone.
Speaker 1 00:34:57
Things like that is there a specific time? Is there a specific time? Parent, how can parents prepare for those things like information that they need, like to call a parent, to text a parent. We know our cell phones have been a game changer for us. You know um being able to send maybe paper schedules for the kids, or like two weeks, my kids are going on field trips. This when we're leaving. This when you need to bring us lunch tonight. Send it to somebody with them without me having that connection.
Speaker 1 00:35:28
I think, um, We still have to rely on paper for like the kids' files so that the DOE can have that right up on the DOE website.
Speaker 2 00:36:43
Um, with the Adobe training, You mentioned something early on in the conversation about forms and creating forms so that you can send them to the parents. Um, so something along the lines of Adobe Sign. Um, would you like training on that as well? Okay. Cause there's yes. Um, let me do that with you as well because Uh, not very many people have, Not very many people know that Adobe does the fill in sign, and you can use it like you use DocuSign where you send it to parents and stuff. Um, also I'm giving a training tomorrow or no today on Power Automate. Some of those might be something you might utilize how to's um and how to automate some of that. Oof, it's this afternoon. Uh hang on one second.
Speaker 2 00:37:36
I I had back to back meetings, scheduled from nine a, m, all the way down to three o'clock, four o'clock. Um it is at two p, m. So let me let me add you to it. I just realized it was I was still sharing. My screen. Uh, all right. You have that? It does. Um, someone just canceled a meeting which was a two- hour meeting on my calendar, and I was like, oh, I can put my lunch back where it belongs. Um.
Speaker 1 00:38:32
Okay perfect.
Speaker 2 00:38:42
Yeah. Yes. I was sitting here. No, sorry. I was cracking up at myself. I was sitting here, um, Listening to you, and you reminded me of something on Concur. I was supposed to go check for somebody. And then I got my brain. Um, who is the other person that needs to be added to Adobe?
Speaker 2 00:39:07
Lisa. Okay. Let me get her added so that she's in there because I have the license. L Fisher. Hi,
Speaker 1 00:39:22
Toby. Don't.
Speaker 2 00:39:35
You just love it when it does that?
Speaker 2 00:39:43
Yeah, my I hate when my car does that to me. You need a break.
Speaker 1 00:40:03
There we go now.
Speaker 2 00:40:07
All right, so I had a free license. So I'm sending that over to her. And. So she'll have that. And then I will set up time with you to do Adobe training for the two of you. Actually, let me do this. Next week's a little cleaner. Let me, let's hold something on Would Friday be okay with you guys?
Speaker 2 00:40:51
Okay. Yeah. Okay. So, so I have an AI basics at 10, so it'd have to be nine or it'd have to be 11:30. Let's do 11:30. Okay. Um.
Speaker 2 00:41:09
Perfect. It'll be 30 minutes. Um, I might be able to go longer, but um, I gotta just rearrange something on my calendar. All right, so I'm sending that over to you guys. Uh, I'll let you forward it to Yes. Um And I'm gonna, I'll just add agenda and everything a little bit later. Just want to get the placeholder in there. So, but I did send it to you just now. Yeah, and I have to categorize because if I don't, I won't know what's going on with my day. So all right perfect so that is sent over to you um and then.
Speaker 2 00:42:04
So, What does any of your other staff need have any training needs like Microsoft tools? Uh anything along those lines. Okay. Um does Maddie need anything.
Speaker 1 00:42:27
Right now. She uses Canva. She makes all the flyers, so she has.
Speaker 1 00:42:36
Okay. Gotcha. Gotcha, okay. That's awesome.
Speaker 1 00:43:17
So, Could.
Speaker 2 00:43:32
I come up to Claremont or when I come up to camp, if I got the time. Could I sit down with you guys and work through what a day looks like? Um, I wanna see if there's anything we can automate that might make your lives a little bit easier. And that way you're doing less of the boring stuff and more time with clients and other things that you need to do to run everything efficiently. Um, I'm coming back from camp. And so I could probably be there around three o'clock, depending on how long it takes me to get down the mountain.
Speaker 1 00:44:09
Hey, I love kids. So I don't mind that at all. Ask Mashaun.
Speaker 1 00:44:46
Yeah. Yeah. I'm gonna.
Speaker 1 00:45:29
Do you need anything to help keep you versatile?
Speaker 2 00:46:21
Yeah. All right, so Lisa's got Adobe now. You have Adobe. I'm sending you the instructions on how to get logged in, so you'll have that. And then I was looking to see if my instructions were-- I have canned instructions for you. Sorry, they're going to be a little impersonal, But it's just going to talk you through how to get signed into Adobe for the first time.
Speaker 2 00:46:48
And I'll send those over as soon as I find that email.
Speaker 2 00:47:03
Yeah, All right. I just sent over the instructions and then um.
Speaker 2 00:47:16
One thing I want to make sure that's done is I'm going to hand this over to Vana if she's got time on Friday. I need to get her to notate where all the equipment is, including the APs. So if you don't mind, I'm going to have her wander the building and just she's going to have a copy of this. Uh AP? It is an access point. Uh it is a little square white device, That is responsible for your wireless, and it's in the hallways and different places like that. I know there's one that was supposed to be somewhere right here over the pool or around the pool, and then I don't remember the rest of them. It's last time I was there was with Kashif way a long time ago.
Speaker 1 00:48:05
Okay. Okay.
Speaker 2 00:48:14
I know we had to put one out there. Um, and Kashif was saying put it on the beams, but I don't know what was done when they installed it. So, um, all right. So I will have her notate where those APs are, because that's the biggest part that I need. And then I'm going to send Kevin out to do the cleanup. Um, and then as far as all my notes uh, So she's going to work on the five desktops, four iPads, and four to five laptops on Friday. I've asked her manager for that. Um, I'm also going to have her take a look at your emails in your um on your computer, because you said you're not getting the ones from city of Claremont and a few others. Um, But I also want to take a look at it with you and look at the rules. But you said you wanted to figure that out. Um okay so not a problem. I love that.
Speaker 2 00:49:06
So let me know if you run into any snags or hiccups on that. Um, I reached out to Vlad. Vlad is Kevin's boss. Um, They're they're in charge of our network infrastructure and I'll get them out there to do the closet cleanup. I'm going to get with Dalia for the board meeting, But for you, let me see what it would look like to get the screen fixed that's broken. Uh can't promise anything. I just want to take a look and see if we can do that.
Speaker 2 00:49:43
Got you. All right, And thenum I'll also talk to Dalia uh Mashaun about the Owl and see if we can get that travel put in place and an ex, yeah,
Speaker 1 00:50:03
Yeah, yes.
Speaker 2 00:50:17
Yes. Uh.
Speaker 2 00:50:35
Okay. Got you. Yes, she she came to say hi to me. Uh, extra long HDMI? I'm going to see about getting that. How many feet? Ten feet, twenty feet, fifty feet.
Speaker 1 00:51:04
Okay. All right.
Speaker 2 00:51:12
I completely understand. Um and then, Yeah, sorry. I didn't mean to interrupt. Yeah.
Speaker 2 00:51:36
Yes. Yes, and then we'll do Adobe training uh on next week, and thenum Michelle, I'll send that out to all staff uh cause I'm sure.
Speaker 2 00:51:49
Yeah. Well, looking at the list, we've got 55 users. So. Yeah.
Speaker 1 00:52:10
Yes, it does.
Speaker 2 00:52:19
Yeah. Exactly. Yeah. Yeah, I offered to teach a social worker how to do a fillable form last week. And you thought that I gave her the sun, moon and stars. So more than glad to teach you guys. Yes.
Speaker 1 00:52:47
Mhm- hmm.
Speaker 1 00:52:51
Oh wow. Yeah. Yeah. Right.
Speaker 2 00:53:13
You see, you see, I have my form stuff up here too. Because I'm doing it constantly. But yes, I will be more than glad to do that with you guys, because that would make y'all's life so much easier. And then I'll come out, yeah. And then I'll come out next week, sit down with you. I may come out twice if you're good with that. I enjoyed coming out to Claremont last time I was there, so and I like kids.
Speaker 1 00:53:47
Yes. Yeah.
Speaker 2 00:54:01
Yes, absolutely. I'll be more than glad to do that with you guys. Yeah.
Speaker 2 00:54:27
Yes. Yeah. Um, now, Next up on the on the list of agenda you've already covered, which so Michelle I'll go over that real quickly. So you're aware uh was help desk, engagement friction, and Julie said that she doesn't have an issueum that she calls when she has an issue, but it takes a lot to get her to call because she's she's like me, and she just wants to figure it out herself. Um.
Speaker 1 00:55:29
Yeah.
Speaker 1 00:56:07
Yeah, it sounds like it needs an update because I love Edge, uh but it's stable on my computer. So, but a lot of people have that issue.
Speaker 1 00:56:38
Yeah.
Speaker 2 00:57:38
We can lock down those computers and not allow them to install games. That's an easy one. Just tell me if you can get me the names of the computer, I will have the team put that in play. Actually, Do this :, if you go into settings - I'm in settings right now - the very first page where mine says " Christi-Laptop ", that's the name. That's all I need.
Speaker 2 00:58:09
Hmm, that one we'll need the back of the computer for them. Yeah. And apparently I I need my windows updated too. So, but yes and then.
Speaker 2 00:58:38
Uh, leave it on. And if it's locked where you have to log in, that works perfectly because they go in through the back end. They just need power going to the device. Yeah. Yeah, you can yeah, You can put it on where it says, sign into such and such account, and they'll work on it from there because they have all the access codes.
Speaker 2 00:59:15
Yeah. It's okay. I'll have Vana do the updates on Friday. Yes. Perfect. Thank you so much. Bye.
902465 (1.05h, tkt 970290 NEW on board 80 vCIO, Ability First 20087, CIO(14)/workType 55, agreement 449 vCIO Support, DoNotBill) - logged 2026-08-31 EOD sweep. 8/25 17:30-18:33Z.
tkt 970290 created on board 80, status Completed, owner 247 - 'AF vCIO - Program Center IT Planning Conversations (Aug 2026): Claremont & College to Career'. Non-confidential; full summary in the CW time-entry note. CLIENT VERIFIED FROM CONTENT + CALENDAR: calendar block 'Meeting: IT Planning Conversation - Claremont (Julie Martin)' 8/25 17:30-18:30Z; transcript runs 59:15 and names Julie, the Crimson onsite technician, the computer lab, volunteer program staff and Adobe licensing. Claremont is an AbilityFirst program center. Title alone would not have identified the client.
3 - Clients and Projects\Ability First\Meeting Transcripts\Meeting Transcript - 08-25 Meeting IT Support, Adobe Licensing, and On-site Coordination.txt
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✓
05-06 Meeting: Vendor Selection and AI Tools
> Date: 2026-05-06
> Location: [Insert Location]
> Participants: [Speaker 1] [Speaker 2] [Speaker 3] [Speaker 4] [Speaker 5] [Speaker 6] [Speaker 7] [Speaker 8]
## Meeting Notes
### Participant Introductions
- New and existing members introduced themselves to Rick, a new addition to the group.
- **Barry**: CIO at PureTech Industrial Water in Ventura.
- **Chris**: CIO for Crimson IT, working across Pasadena, Linwood, Downtown L.A., and South Bay.
- **Andrew (ABD)**: VP of IT in Reno, NV for BNS Site Development, a company that builds data centers.
- **Peter**: CIO for Rincon Technology in Santa Barbara, a company that buys and sells network equipment.
- **Leon**: CIO for ACO Engineered Systems, a mechanical subcontractor working on data centers and commercial buildings.
- **Rick**: SVP of Global IT and Security for Pixologic Media, a post-production company in Burbank with global facilities.
- **David**: Head of IT at Republic Indemnity, a workers' compensation insurance carrier based in Calabasas.
### Rick's Background and Industry Insights
- Rick oversees network infrastructure, cloud, security, and compliance for Pixologic Media, managing a global team of 35 engineers.
- He is also a semi-pro bowler and coaches Mookie Betts.
- Professionally, he is known as a "CISO whisperer" in Hollywood and sits on the Trusted Partner Network (TPN) committee.
- His company recently completed its second ISO 27001 reassessment and is now looking into the ISO 42001 assessment related to AI technology.
- Rick notes concerns in the entertainment industry regarding the acceptance of AI, especially for creative work versus corporate guidelines.
### AI Tool Discussion and Preferences
- Participants discussed their use of various AI tools, including agents, Cowork, Claude Code, and Codex.
- One speaker felt scattered between different agents, as they are not always capable of handling "in-between" tasks.
- There's a debate between using Claude Code in the terminal versus the desktop app, with the remote desktop app being praised as "fantastic".
- Codex was highlighted as having become "exceptionally good," functioning as both a CLI and a desktop app similar to Cowork and Claude Code.
- A participant mentioned upgrading their ChatGPT plan specifically for Codex and running battle sessions between Claude and Codex to compare them.
### Vendor Selection and Management Process
- The group discussed their approaches to vendor selection, which is the main topic for the meeting. The process is often informal, especially for smaller projects, with a key goal being vendor consolidation.
- Leon described their process, which starts with defining the business problem before considering solutions, often finding an existing, underutilized tool can solve the problem.
- For new solutions, they send an RFI/RFP to up to five vendors and narrow it down to three for a detailed ranking process involving business and IT staff.
- The process is informal, using tools like Word, Excel, and Smartsheet.
- A general thesis is to avoid large, established vendors like SAP, which are perceived as less modern.
- New employees often advocate for tools from their previous jobs, creating a challenge of supporting them while avoiding unnecessary software. The focus is on meeting the business need with existing systems first.
### Use of AI in Vendor Selection
- Chris mentioned using AI as a thought partner to evaluate vendors by feeding it transcripts and having it generate pros and cons.
- AI is also used to validate vendor claims and research systems in unfamiliar domains.
- A concern was raised about potential bias from AI-driven recommendations, questioning if vendors pay for better placement in AI search results.
- The group acknowledged a possible future where both RFPs and their responses are AI-generated, with humans facilitating.
### Vendor Vetting, Trust, and Negotiation
- Participants agreed they are willing to pay more for a vendor they trust and have a good relationship with, as the cheapest solution often leads to poor service.
- A trustworthy salesperson who acts with integrity is considered more important than price alone. A sales rep likely to disappear post-sale is a red flag.
- Negotiation requires a combination of a good relationship and leverage.
- Industry analyst groups provide helpful behind-the-scenes insights into a vendor's financial stability.
- Structuring contracts around vendor failure helps recover costs, though one speaker noted a poor track record with "two out of three" vendors being disasters.
- Implementation partners are a "huge red flag" and require extensive reference checks, as firing them is difficult and erodes stakeholder confidence.
- For specialized industries like media, selection is based on deep, long-term partnerships with niche vendors, whereas standard IT functions involve more transactional relationships.
### Case Study: A Failed HubSpot Implementation
- A third-party vendor for a HubSpot implementation consistently overpromised and underdelivered.
- Early red flags included SOWs with unedited AI-generated text and a "bait and switch" where the technical team lacked the expertise of the sales team.
- After six months of no progress, the vendor was fired, and the internal team built the solution in three days.
- The key lesson was the need to vet the specific individuals on the project, not just the vendor company.
### Frameworks for Vendor Management and Security
- ISO 27001 was discussed as a framework for supplier security, using questionnaires to ensure vendors meet basic standards. For major vendors like AWS, their public certifications suffice.
- One PMO has begun creating SOPs for vendor engagement to ensure consistency.
- Without a streamlined process, the CIO can become a bottleneck, leading to "rogue actors" implementing systems without oversight.
- There was a debate on whether a formal "runbook" is always beneficial, as it could introduce rigidity and limit subjective, experience-based decision-making. While objectivity is good, "gut instinct" remains important.
### Next Month's Meeting
- A guest speaker will lead the next meeting, focusing on IT deal negotiation with vendors in a non-salesy "tales from the dark side" format.
## Next Arrangements
- [ ] [Speaker 1] will connect [Speaker 7] with a contact for advice on negotiating Oracle cloud terms.
- [ ] [Insert more]
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. The group discussed challenges with vendor selection but did not establish a unified best-practice framework or decide whether to create a formal "runbook."
> 2. The issue of "rogue actors" implementing software without IT oversight was raised, but no specific prevention strategies were discussed.
> 3. Rick sought input on the ISO 42001 AI assessment, but no further discussion occurred, leaving it as an open point.
> 4. The group discussed potential AI bias in vendor recommendations but did not establish methods to mitigate this risk.
> 5. While reference checks were suggested for implementation partners, the group did not define a clear process to mitigate the associated risks.
> 6. A participant requested tips for negotiating with Oracle, but a concrete solution beyond an introduction was not provided.
May 6, 2026
Speaker 1 00:00:00
Who just joined? Got Christie coming in. Hey, Chris. Hi. How are you?
Speaker 2 00:00:08
I'm good except for my camera is not wanting to come on.
Speaker 1 00:00:13
I think you have like camera allergies.
Speaker 2 00:00:16
Well, I am currently. At the office, but I keep getting this spelled" start camera."
Speaker 1 00:00:23
Oh. Huh. Should have one of your minions take care of that.
Speaker 2 00:00:27
You know, I might do that in a moment. Right Now they're running a tabletop report from a tabletop exercise earlier this week. Nice. Yes.
Speaker 1 00:00:41
I have been. I need to. I need a. I need a total consult from the two of you. I've got like. I feel like I'm like spread between the agents that I've built. And cowork and Claude code. I'm like, Sc attered between them a little bit, and because the agents that I've built, like sometimes they just don't they're not capable of. Doing these like in between kind of tasks, you know? Yes. It's really frustrating.'Cause you build the agent to do a thing, and then you're like, actually I want to go beyond that now. So I guess I'm going to revert to Claude Code. Cause that's just the universal, you know.
Speaker 2 00:01:22
Yeah, I'm struggling between do I continue Claude Code in the terminal or use the desktop app.
Speaker 1 00:01:28
Oh yeah, I've been doing the remote desktop app thing. It's fantastic. Fantastic. Just the remote control, yeah, it's great. It's great. Now, here's, I'm going to rock your world here. Barry knows what I'm going to say. Okay. Codex is just got exceptionally good. It just got exceptionally good. And so it's the name is kind of confusing because Codex is both, The CLI, and then they have a desktop app that's kind of like cowork. So it's it's one name doing what cowork and code and Claude code do. But they don't have a remote agent for it yet. That's one of the downsides, but the model is really good. Five five is just really, really good.
Speaker 2 00:02:18
I'm going to give it a try. I do have it installed. And while I got rid of my personal account, I still have my Crimson account for it, so. I'm definitely going to try it.
Speaker 3 00:02:29
Yeah, I just I just upgraded the max plan on on ChatGPT also, just for that reason, for just for Codex. Because what I found, I mean Jamie, we and I just talked like a few days ago. Butum what I found is that after that like I've got now, i've got Two sessions running. I've got a Claude session and a Codex session, and so like I am just like making them battle. So I am just having some like. Like Pokemon battles with with AI.
Speaker 1 00:02:53
I love it. I love it. I totally have. I love that we've been affecting each other in this way. It's so great. Hey Peter.
Speaker 4 00:03:03
Hey, how you doing? We're good. Trying to get my video sorted. I'll be on there in a sec.
Speaker 1 00:03:08
No worries. Hey Rick. Hey, how's it going? Good man. So good to have you.
Speaker 5 00:03:13
Yeah, thank you for having me.
Speaker 1 00:03:16
ABD What's up, brother?
Speaker 6 00:03:19
Hey guys, how are you? I'm Christie. People.
Speaker 1 00:03:23
Hey, while we're waiting for everyone to. To jump in, well, why don't I have each of you guys do introductions to Rick? And then once we get a full house, we'll have Rick do his intro too. Barry, you want to start us?
Speaker 3 00:03:35
Sure. So I'm Barry. I'm from a company called PureTech Industrial Water. We do industrial water treatment. I'm the CIO here. Um, and yeah, that's it.
Speaker 1 00:03:45
And and nice to meet you. And Rick Barry's in Ventura also.
Speaker 5 00:03:49
Oh, very cool. Okay.
Speaker 3 00:03:51
Yes. Rick,
Speaker 5 00:03:52
Are you in Ventura or? See me, but I spend a lot of time in Ventura. Close, yeah.
Speaker 1 00:03:57
He's on the edge of Ventura County. He's barely Ventura. Yeah, yeah.
Speaker 5 00:04:01
Well, I am like I am in Wood Ranch, so I am like oh, I am literally closer to Thousand Oaks. Like yeah, you are yeah on the other side of the hill from my house is.
Speaker 1 00:04:12
Arbolas, so it's like Thousand Oaks is right there. You are more Thousand Oaks than the Westlake Village guys pretend to be. Yes, exactly, exactly. U h, thank you, Barry. Uh, Chris.
Speaker 2 00:04:25
Hi, I'm Chris. Uh, I what am I supposed to say? I forgot. I'm sorry.
Speaker 1 00:04:30
I was trying to just introduce yourself to Rick.
Speaker 2 00:04:32
Hi Rick, my name is Chris. I am in, I am all over right now. I am in Pasadena, Linwood. Downtown L. A. in South Bay.
Speaker 1 00:04:45
And what do you do?
Speaker 2 00:04:47
Oh, I'm a CIO for Crimson IT.
Speaker 1 00:04:50
Nice to meet you.
Speaker 2 00:04:51
My brain is trying to fix the camera, so I can get my camera back on.
Speaker 1 00:04:54
You're so funnily awkward right now and I love it.
Speaker 2 00:04:56
I know, it's been a day.
Speaker 1 00:04:58
It's great. Uh, ABD, you want to introduce yourself to Rick?
Speaker 6 00:05:03
Hey Rick, Andrew Vendelin. I'm in Reno, Nevada and I work for a site development company on the East Coast called BNS Site Development. I'm the VP of IT. Nice to meet you.
Speaker 1 00:05:15
But what do they do? What does site development, what do they do?
Speaker 6 00:05:17
Because I think we build data centers. Oh, very cool. We are a heavy civil subcontractor for the GC. So our main about 80% of our portfolio is in data center. Got it. Peter.
Speaker 4 00:05:32
Well, I got my camera working. My name is Peter Blair. I'm the CIO for a company called Rincon Technology in Santa Barbara. And we buy and sell network equipment, Cisco, Juniper Network, all that stuff. And we have a big warehouse in Las Vegas. And been around 25 years or something like something crazy like that.
Speaker 1 00:05:53
Very cool. Nice to meet you. And if you ever need help with 3 D printing, Peter's your guy. Nice. All right.
Speaker 7 00:06:01
Peter, I did not know that. I might have pinged you on something otherwise. Yeah,
Speaker 1 00:06:06
You do. Uh Leon, we're just introducing ourselves to Rick while we're waiting for everyone to jump in.
Speaker 7 00:06:13
Hi. Um, I guess it's my turn. Your turn. All right, Eric, I'm sorry. I'm Leon Kaufman. I'm CIO for ACO Engineered Systems. We're a mechanical subcontractor for various projects. Likewise, yeah, we're also doing a lot of work in data centers, but like fifty percent of our portfolio right now in data centers. But The other side, we do a lot of controls. Any kind of commercial buildings, except for the buildings themselves. Everything else in it.
Speaker 1 00:06:46
Yeah. Leon, tell, tell, uh share with Rick what your major intersections are near your house.
Speaker 7 00:06:52
Oh, major intersection near my house. Yeah, where you live? Uh, like. Burbank and Victory?
Speaker 5 00:06:60
You're right down the street.
Speaker 7 00:07:01
Oh, really? Oh, okay. Laughter A little bit like in the, you know, like I grew up at Park and Chandler. That's a lot closer. Yeah,
Speaker 5 00:07:12
Got it.
Speaker 7 00:07:13
That's cool. Your local Burbank in Burbank.
Speaker 5 00:07:16
Burbank, yep, past Alameda.
Speaker 7 00:07:20
Oh, okay.
Speaker 5 00:07:22
Yeah, point of this way. Yeah, we'll write in here. Yeah. Right next to the Disney Tower, the big white tower on 134. Yeah. Warner Brothers right behind me.
Speaker 7 00:07:32
Very cool. Yeah, it's like five minutes from where I am. Yeah.
Speaker 1 00:07:37
I'm going to consider this a quorum. Rick, you want to share? Introduce yourself?
Speaker 5 00:07:43
Uh, yeah. Rick Soto, uh, senior vice president of IT global IT and uh security for Pixologic Media. So we're uh Post-production organization in the media entertainment space. So Uh, pretty much overseeing all of the network infrastructure, cloud. Slash security compliance program for the organization. So. Managing facilities globally. So our HQs here in Burbank have a facility in Clover City. And then we got a small location in Berlin, Germany, as well as London, Cairo, Egypt, Cape Town. And then the APAC region, we got Tokyo and Seoul, Korea. So really focusing a lot of distribution, a lot of high speed networks, content distribution to motion picture studios. Um.
Speaker 5 00:08:37
So, yeah, a lot of infrastructure, a lot of security. Then I have a team of about thirty five engineers globally.
Speaker 1 00:08:47
And maybe you can share something personal. So, you work in Burbank, live in Simi- ish? Simi. Simi Hills, TO. Yep. Maybe a little about your family and your hobbies outside of work.
Speaker 5 00:09:03
Yeah. So. Married two kids. My daughter is in Wichita, Kansas. She's a NCAA bowler, so she bowls out of a university. Uh, Wichita they won their first uh conference for the school this year. Uh, I actually myself are a. Uh, semi pro bowler. Um, I bowl a lot to be honest with you. That's why I spend a lot of time in Ventura. A lot of tournaments out there. Um, and then I help coach Mookie Betts for the Dodgers. So.
Speaker 5 00:09:35
For uh, he's a bowler. So I I help coach him pretty regularly, pretty much on a weekly basis. To be honest with you. Yeah.
Speaker 1 00:09:44
Rick, it's so great to have you here. Rick and I have known each other for many years. Yeah. We share, we used to share the same boss. Yeah, a different era. And I've been threatening to figure out a way to wiggle Rick into this group for a long time. And so glad you're here to join us. Yeah, thank you, thank you. Rick does a lot. He's kind of the whisper, the CISO whisperer for Hollywood. You know, these you know the You name a major studio and they get into trouble, they have Rick on speed dial. You know, it's like, what the hell do I do now? So Rick is the kind of guy who doesn't say no. You know, he'll help anybody out in a jam. So, if anybody gets like is unfortunate enough to get breached or just need something.
Speaker 1 00:10:31
Rick would be the guy I would call. Yeah,
Speaker 5 00:10:32
I got a lot of connections. I uh, yeah, I sit on a lot of theum uh the Trusted Partner Network Committee. Which is part of our industry group that kind of oversee a lot of the compliance controls regulations. So a lot of them are based off NIST. We recently went through an ISO 27001 certification June of last year, but we just wrapped up our second reassessment last week. Should have our final go at it or go I mean assessment with our third party vendor. June 15th. And then going into, as you guys know, the ISO program is a three-year program. So next year we'll do like the APAC region. Um, and then we should be good to go from there. But um, yeah, I mean now I'm looking at the 4000 14 201 assessment, which is around AI technology.
Speaker 5 00:11:28
Um, concerns there around our industry is really, you know, the acceptance of AI within the Hollywood space. Right. A lot of these controls are really set around, you know, more of your corporate guidelines. versus, you know, the creative aspect of, you know, what production actually does within our space. So. Uh, kind of holding off a little bit on it. I mean, been studying up on uh, on what it actually would provide for our organization as well as the industry. But um. Yeah, I mean, if you guys are looking into it, I mean, I'd love to hear what you guys have to say around it. But yeah.
Speaker 1 00:12:01
Awesome. Well, thanks for joining us today. You're welcome here. And David, do you want to introduce yourself to Rick?
Speaker 8 00:12:10
Yeah. Hi, David Smith. Head of the IT and At a company called Republic Indemnity. It's a workers'compensation insurance carrier. Currently based out of Calabasas, and okay, we're in. Selling into the Western United States. Also have an office up in San Francisco. Okay. Yeah.
Speaker 5 00:12:37
Nice to meet you. Have you moved yet, David?
Speaker 8 00:12:40
Uh, next month. Okay. So coming soon.
Speaker 1 00:12:46
Let's see how your wireless goes.
Speaker 1 00:12:51
David was sharing. He's like, I didn't do any structured cabling this time. Like, yeah,
Speaker 8 00:12:55
There is some. It's not completely, but just not to the workstations.
Speaker 1 00:12:60
You're not doing the three cat six connections to every every cubicle?
Speaker 8 00:13:04
No. Yeah.
Speaker 5 00:13:09
Yeah, awesome. I might I might have to step out for about five to ten minutes to help out? Ken. You know, Mister Ken, of course. Uh, around some uh. Microsoft Business Dynamic stuff. So Zora is actually here and she's like, hey, can you just step into this real quick? So I just got to go in there and talk to her real quick. So I'll let you know when they need me.
Speaker 1 00:13:30
Yeah, no problem. No problem. All right, we're going to dive right into the agenda, guys. I have a guest speaker next month. Who's kicking off and rolling through the COPs. And I may have mentioned him to you before. But he's. I am going to talk about deal negotiation with vendors. It deal negotiation kind of a tales from the dark side. I told him it has to be a non salesy pitch. He's in the space. But I think it's going to spur a lot of discussion because I think all of us have Experience with this as CIOs, This is like it feels like a big part of the job is vendor selection. Vendor negotiation, RFPs, requirements, all that stuff, right?
Speaker 1 00:14:16
And. So I thought today, what we could do is take a little bit of a break from AI because I think there isn't a moment. We don't talk about AI just for a little bit. I'm sure we'll get into AI in a minute here. We'll probably some it'll some way it'll creep into the conversation, right? But just to talk about how we think about vendors, how we screen solutions. How we find them, how we choose them. What are the things that we look for? And then What that selection process looks like, And I know it's going to vary depending on what it is that you are buying, and then. Whether it's an IT widget or whether it's a business widget, right? And there is sometimes IT leads it for the business, sometimes because it's a IT system that looks like a business system. It looks like an IT system and all that stuff. So I want to open this conversation with a roundtable. And I put a few kind of teaser questions on the agenda.
Speaker 1 00:15:14
If you don't have it in front of you, it's not a big deal. But just in general, how we're thinking about Um, Vendor selection and then vendor management is a whole nother thing because who you select, you know, then they you get bait and switched into a different delivery team. So, I'm going to pick on Leon to maybe start us off. And just to lead this a little bit too, just from the, From an echo engineering perspective, how do you think about vendor selection? How do you choose stuff? Do you have a A way of doing it, or is it a practice of doing it, or a defined way of doing it?
Speaker 7 00:15:52
Well. Great question. It's more of a practice, I would say. A lot of the times comes down to the size of the project. Stakeholder involvement, well- defined requirements. And basically, you know, choice in a field of companies we're looking at. Okay. So we typically try to like, hey, somebody brings up a problem and typically they already have a solution. You know, the business comes up to you and says, "Hey, I want to do X, Y and Z. I want to go buy Salesforce. I want to go buy, you know, I don't know company X Y and Z." And my question to them immediately is like, well, that's great. But what are you trying to solve?
Speaker 7 00:16:37
He's like, "Hey, I want to track my opportunities." Or as an example, he's like, "Well, do you have a process for that?" He's like, "Not really. I just want something that does it for me." And so that's a conversation starter, you know. And for something big like that, it's usually like you start asking questions and it becomes like, oh, oh I didn't think about that. Okay let's take it from the start. So we start with requirements gathering. Like what are you trying to solve? What's that business problem? Half the time, once they define the business problem, it turns out they already have a solution. They just don't use it or they don't know about it or something like that. But once you get into, once you really get to the bottom of it, like okay, well now we kind of have to go look. Now we got to look at the vendors. We typically send them an RFP. RFI request for information. Send them an RFI, and you know, and then you expect somebody, you know expect them to reply. And once they applied,
Speaker 7 00:17:32
You know, then you kind of go through the vendor selection process. We typically have like a panel of business users, somebody from technology. And essentially, we go through a fairly documented process of ranking. each solution. So, and then depending what kind of solution it is, we rank it based on Visibility, flexibility. Is it actually going to do the job you want? How much customization you have to make. But we'd like to have at least three. That we'll do this with. We may send RFP to up to five. We request RFP for up to five. But you know, usually like the three is what I come down to. And then you start going into the pricing. Trying to figure out, like, okay, well this is a great solution but it's going to cost too much. Can we do it with something else? So.
Speaker 7 00:18:27
We call it in construction, we call it value engineering. So they go through the value,
Speaker 1 00:18:32
They're backing into a price.
Speaker 7 00:18:34
Yes, exactly. So yeah, and that's how we try to address it. Um, that doesn't always happen. No, not always. If the project is small enough, sometimes we give our practices leads. Ability to go and, Invest into a platform we already have without doing additional RFPs or anything like that.
Speaker 1 00:18:58
Are you using a platform today for? RFPs are just Word and email and Excel.
Speaker 7 00:19:04
Just Word, email, Excel. Like I like Excel and Word. That's basically you know we track it using Smartsheets. We have a spreadsheet, like application that we build for doing that, but there's nothing like specific.
Speaker 1 00:19:19
I s anyone on this call have a tool you're using to do any of your vendor selection, like an RFI tool or Anything or is it mostly informal? Okay.
Speaker 2 00:19:35
Because AI can't.
Speaker 1 00:19:36
Peter or Chris? Oh, Chris, did you build stuff?
Speaker 2 00:19:41
No, I am just with when I am going through and looking. I am. I'm evaluating based on different factors. Especially with the company that I just took on, so I am using AI just to help me make my selections.
Speaker 1 00:19:56
Okay, so this is an interesting one. Are you using AI as your thought partner throughout the process? Are you like pasting transcripts into it and letting it guide you? As to where there's gaps.
Speaker 2 00:20:09
I am pasting transcripts in. I mean, it has access to my transcripts folders. And I'm having it give me some pros and cons. But I'm not letting it make my decision for me.
Speaker 1 00:20:22
Are you, Is anybody seeing bias if you're using AI tools? Or has it been essential in the process?
Speaker 7 00:20:32
We have used. I don't have any bias against it. You still have to read what it says. Um, but you know, I have used uh there's like a feature called Deep Research. Yeah. I have used that in the past. U m, What I found is that it actually the research is so deep that it just takes so long to read through it. That I lose interest, honestly. But if you were to read through it, there's a lot of really great information in it.
Speaker 1 00:21:02
Is it is it really naive of me to think like that RFPs are developed by AI. And the responses from the companies are drafted by AI. Well, very possible. The response to the RFP or the RFI is put into the, and this is just humans on either side, pasting and copying into AI tools. Right. Peter, is that a naive or a skeptical statement?
Speaker 4 00:21:29
Well, no, it's not bad. I mean, I guess it's sort of a tangent, But kind of begs the question:, when they talk about all the AI stuff, like how is the advertising going to work? And, it may not be so overt that, oh, here's an image of what you ought to buy. But it's, A recommendation for I was looking for some TV parts. One of my big TVs blew up and You know, I was doing it on Claude. Like, hey, here is what's going on, and it was phenomenal at finding the parts and stuff. And it said, oh well, If you need to go buy that part, here is, you know, here is two vendors, you could go get that from right now. And I ended up buying one. I didn't go shopping around. I took one of the two, so you don't know like. Did those guys, are they paying somehow to be positioned like that?
Speaker 4 00:22:13
It's a weird example, but I'm sure it applies to these bigger things that we're involved with. Some of these bigger contracts. Uh.
Speaker 1 00:22:21
David are.
Speaker 6 00:22:22
You AI product placement? Yeah.
Speaker 1 00:22:28
Andy, you want to jump in here? How are decisions made and what's the process look like for BNS?
Speaker 6 00:22:35
Yeah, I mean, I'm in the center of making. We're picking. Three different vendors right now, and just deep. It's very loose. My charter is always vendor consolidation to try and reduce swivel chair as much as possible. AI, I am using AI a lot. Like we just hired a recruiter. Recruiter walks in and says, "I don't like Paylocity," even though she's never used the Paylocity recruiting module. "I want Greenhouse." Well, it started with, "I want smart recruiters."
Speaker 6 00:23:09
I got to have smart recruiters, and so I, you know, Having to be a master of all have to use AI to say like what is so great about smart recruiters and like cause I don't know H R I S. I don't know A T S systems. I don't just like i don't know fleet management software. So, i end up using AI a lot to validate the person at the other side of the desk chasing shiny objects. To Leon's point, well i have to do this to solve my problem. It's like you don't even have a problem. Like it's just pump breaks so Um. That's where I've found AI most recently. I think we talked about this either in last session or in another session. Like Sonnet, the new Sonnet is making mistakes. It's just telling you things and then you are like, "That's not right." It's like, "You are right. That wasn't right." It's like, "Dude," And then I would say as a thesis, I try to avoid vendors with That are trying to be modern in their tech stack, but are too old and too established. Like.
Speaker 6 00:24:07
Any Salesforce, I try to avoid like the plague. Any SAP, I try to avoid like the plague. Any anything that is these huge like SAP just bought Smart Recruiters in November, so the minute the new recruiters said, "Let's hire buy Smart Recruiters," and they saw the SAP acquisitions like, "Yeah, they're dead. We're never going to touch that." And so that's just kind of my general position, And I have positioned myself also in the company of I, really enjoy arguing with vendors about pricing. I love buying cars. People hate buying cars. I love buying cars because I love pushing salespeople around so, um. That's a little unique for me because arguing with vendors on pricing is enjoyable.
Speaker 1 00:24:51
I think the next session is going to be a real treat. This is like a good prep for that. Yeah. So David, Is this do you have a more you're in a you're in a more I would say, uh, legacy organization. You've been around a while. I s there a practice that you follow and or are there exceptions to it? Can you describe a little bit what it's like? Yeah,
Speaker 8 00:25:14
I think I would agree with a lot of what's already been said. I think part of it, too, is the nature and size of a particular Engagement, you know, if it's a large potentially high budget engagement. There would be a formal process. I think more recently, though, they've been smaller engagements, and we've tended to use. A more informal process. I think it's kind of funny too that we started this conversation saying we're going to set AI aside, and I know. But um. You know, I think there is a human element though too that I still rely on. We have some. Industry analyst groups, kind of a Gartner for insurance.
Speaker 8 00:26:02
In insurance tech, in particular, that I subscribe to and I reach out to them because they are. Familiar with the players in the industry and different niche categories and different niche solutions. So it's helpful for me to understand, for example, they They might know that an acquisition is pending or that. This one's struggling financially because sometimes, you know, with these smaller companies, they can be very flexible and and they they can adapt to you easily. But also their long term viability and stability is. Not always predictable, let's put it that way. And having someone who knows a little bit behind the scenes is helpful when vetting.
Speaker 8 00:26:56
A vendor and a platform to consider. So, you know, a couple more thoughts there that I would add.
Speaker 1 00:27:04
It strikes me too, your relationship with your peers. I mean, this is This is where you really have to expend that relational capital. Right, first of all, to have your peer work with you arm in arm versus just. Going and just doing it. Which I'm sure all of us have experienced that where it's like, okay, you just made this decision. Without any input, and so now I have to figure out a way to support it. And so you need that upfront, And then working together with them, if you are a Offsides with what Andy was saying as an example, they want something different than what you have. And. And so how do you sort of exert influence as a supporting Member of the cast.
Speaker 1 00:27:52
Or, are you set up in a way that allows you to be that leader who can say no? Not every CIO or head of IT is positioned to say no. Right. So this is a it's a huge, I think it's a huge bone of contention as to how you're positioned in the organization. It kind of cuts through a lot. Do you want to speak that a little bit, David?
Speaker 8 00:28:16
Yeah, I think we've run into that recently. We brought in some. You know, pretty successful business development staff from some of our competitors. And they're reporting to, you know, my colleague and. And they were coming in, you know, kind of as has already been mentioned with some ideas about, "Hey, you know, we used this at my previous company. It was great and we should use it here." And so, you know, it is.
Speaker 8 00:28:51
It's a little delicate to manage those kinds of conversations, because you know you want to support them and and I certainly want to do everything I can to support our business development team. You know. That's that's where we are all aligned to encourage them to be successful. Um, we we need them to be successful, but on the other hand, We don't you know, or we meaning I don't want to just go out and implement something just because. They used it so you know, and again, it's yeah. It I think it starts like you said with a good relationship with your peers to. Establish maybe a bias towards, "Hey, I am here to support you. I'm not here to say no." And I am coming in with good intentions, but I also want to. Make.
Speaker 8 00:29:47
Wise decisions on platforms and systems, and to see whether we can. You know, use something maybe that we already have. And so, you know, like Leon said, I just use. What are you trying to do? Tell me more about what the objective is, And let's work together and see whether we could actually implement it or solve your problem with a system that we already own. That would be Optimal.
Speaker 1 00:30:16
Bar ry, you're in an organization where you've got kind of it's family owned. Do they have the ultimate say? Do they I mean, how are decisions made at PureTech?
Speaker 3 00:30:25
Um, yeah, they would have the ultimate say. They never they never exercise that. Um, they they really do let me have that that. Leeway to make the decisions on most of the stuff that comes into place. However, we've grown and so as we've grown, we've hired, we brought in. You know, a marketing executive and we've got an HR executive now, which we never had in the past. You know, people that are in these roles. And so they are definitely like pushing for, like, "Oh, I use this at my old company; it worked great," right? And so I let kind of. Sort of begrudgingly, But let them kind of go down that road and then try to advise them. And then. Um.
Speaker 3 00:31:04
You know, we've had a few flops as a result, And I think that because of that, they maybe I've earned their trust a little bit when I am telling them no. I am not just saying it because I don't want to. It's because I kind of am looking at the bigger picture, and I think at first they didn't trust that so much. But I'm starting to see a little bit of, you know, shift in that right now. But the way I kind of focus on it, and I think the way I've earned like the ownership's trust. Is every deal that I put together. I structure it in a way, Like I kind of focus more on, like what happens when the vendor fails or fails to perform. And. So like the contracts are written that way and everything is kind of written around that, like what is successful. Um and I've found that I've had to exercise that more than I'd like to admit, Like and get money back and get, you know whatever and deal with that issues. Never had to go to court or anything like that. But because the deal was kind of put in a way that was, it's.
Speaker 3 00:32:00
It made sense for both parties to agree on what failure is. Um, andum, But I would say that my track record for choosing good vendors is not so good. So my maybe my approach isn't great because I feel like Uh, you know, Two out of three vendors I choose end up being a little bit of a disaster. Butum, butum, I don't know.
Speaker 1 00:32:18
Oh, I like this stuff. So this now we're getting into the good stuff. So, you want to you want to share one of those mistakes and what you learned from that?
Speaker 3 00:32:25
Sure, sure. So I just recently. So we talked about HubSpot and I've kind of shared my woes with everybody on this. at the last couple of these sessions. And it really is just, it's not HubSpot in particular, it's the third party vendor set to close. They are just what we found is that they kind of promised the world. And you talked about them sending over information that's always through AI. So they were to the point, even in the beginning, we should have seen the sign, but that. I don't think they read anything because all of their email or all their SOWs and things to us had, like, you know, would you like me to turn this to a PDF at the end? You know, like something like that? I mean, oh,
Speaker 1 00:33:05
My gosh, they didn't even sanitize it.
Speaker 3 00:33:07
Yeah. So so is that blatant? And we kind of caught them on it a few times. Butum but nonethelessum we kind of came to an agreement with them. And I had we talked about internal pressure. So I had a lot of internal pressure to go with them and use go to HubSpot, even though that's one of the projects I sort of was. Don't think it fits in our ecosystem very well, but so that pressure kind of like put me in there. But nonetheless, I still put in my language about non-compete or non-performance. And last week or two weeks ago or whatever, we had to basically fire them. And, then our internal team took everything and built what basically we built in three days. What they worked on for six months and could not cross the finish line, right? So it's like.
Speaker 3 00:33:51
So like so so that that was the outcome of that. Um, but um, but uh, but the um. But the kind of lesson from that is just really, I don't know. I don't know what the lesson is because I felt like when I said yes to the vendor, and I said, yes, to their agreements, I mean it was not through lack of diligence. So, I mean, I read through everything they sent and i had them revise the scope. By met with their tech teams, i met with you know everybody everything that i would normally do. But the vendor, when we got, I think you mentioned this at the beginning. You're talking with one people, and you get kicked over to the bait and switch. And, the functional team we ended up with didn't match Even. The tech leads that we were talking to in the sales calls, right? So it just so that was kind of my lesson there is that. That like, I think I need to be more diligent on meeting, basically who's going to be working on my project. And making sure I understand who they are and what they're doing.
Speaker 3 00:34:47
And then I think other lessons, not with this vendor but with other vendors, is really around like Vendors sometimes will commit and then overcommit. And so, like I find myself in situations where we think we're starting, but they were oversold for that month or that quarter or whatever. And then we just get stuck. And that's not really a fun situation.
Speaker 1 00:35:13
So You know it. It strikes me, you always learn as you go through this stuff, but listening to each of you. It's almost like you need without a procurement team, which has its own issues. Okay, it's not a solve to just have procurement. It actually creates more issues because then you are. Having to deal with a category manager or somebody who knows nothing about it. My.
Speaker 7 00:35:41
Prior company. Yeah, in my prior company, I actually had a designated procurement person that only worked with technology. And it was helpful. She was very, you know, she was very versed in all the IT talk. And you know, She was partnering and would come up with strategy, how we would approach certain things. But, that was the only place I've ever been where there was a designated procurement person for technology. Usually it just falls on.
Speaker 7 00:36:12
You know, CIOs or directors'shoulders to deal with a lot of that stuff.
Speaker 3 00:36:18
Or the worst part of it is that, like so obviously, you know, CIO becomes a bottleneck in that situation and then you end up with like rogue actors. And that's like that's even more challenging because then you're picking up the pieces from some poorly implemented with no contract language or nothing to help you like. And that's unfortunately been the case a few times here, and that's something I try to avoid, but it just, See ms like it uh it's inevitable.
Speaker 6 00:36:43
I always to to your point, finding implementation partners. Whenever the vendor says, Well, you are going to work with. So and so or like here is our marketplace of implementation partners, that to me is always a huge red flag. Yeah and then and then when that's the case. I short of exhaustive RFPs and requirements gathering, I go reference check the implementation partner. Yeah, let me talk to three of your clients that are in my space. I just put a ton of onus on the implementation partner to earn the business. Um, because firing implementation partners is tremendously difficult.
Speaker 3 00:37:19
It is it's a pain. Yeah, yeah. Because, you are in your middle because you I mean, you are not just losing whatever I mean, because in our case, we usually get. Well, the way I've written it in the past, I almost always get the money back, but you never get the time and effort and all that stuff. And so it's you know no matter what your sunk cost is always significantly. Hard to. Yeah,
Speaker 6 00:37:38
And if you've brought in end users or you brought in stakeholders, not in IT, and you kind of like drag them through some of the dog and ponies, and then all of a sudden you're switching your team. Yep. It's it. You just immediatelyerode any sense of how great the new tool is.
Speaker 3 00:37:53
Agree. Agree. Yeah Rick,
Speaker 1 00:37:55
I want to pull you back into this. We we've just been I think sharing I think a lot of struggles with uh. Ki nd of the typical stuff that you'd experience. You want to share a little bit about how Pixologic selects vendors and some of the mistakes that you've seen? Whether you've made them or somebody anonymous in your company made them.
Speaker 5 00:38:14
Yeah, somebody anonymous. Actually, in our space it's very interesting. It's an interesting space, right? Where a lot of the vendors that we have worked with have been. I like to say a partner rather than just a transaction vendor. To be honest with you, what does that mean? Um, So for me, it's like the extension of understanding what the media and entertainment space is all about, right? What technologies are being used in our space? What's the expectation that is being set out there by like our industry, right? What are we doing in regards to moving, not only creating but moving content around like the our industry.
Speaker 5 00:38:55
So that being said, like storage is very big for us, right? And, our storage platforms is not like going out and buying a A NAS like an Isilon or a NetApp or a Dell, you know, EMC piece of storage for us it's very unique to. What, the overall expectation is for the creation of that content from, you know, the content arriving to us for final uh edits like color. Digital cinema, you know, Home and mastering where we're actually mastering the content before it's going to be distributed globally. So a lot of those expectations are around like, you know, high speed networks, high speed availability, you know resiliency. Um, a lot of times, you know, I mean, especially now with you know our parent organization of uh Imagica for example like. You know, the investment is heavy on the pixel logic side because of you know.
Speaker 5 00:39:50
What we do, the studios that we work with. So the turnaround speeds of what we need to do, as well as you know, the expectation to minimize any kind of QC errors. Meaning, you know, if we have X amount of edit or QC bays that are touching this piece of content, or storage like we need to be able to. Provide that level of expectation that that's going to perform, right? So that being said, Like the vendors that we work with are niche vendors that are within the media and entertainment space. So that's mainly on the production end, right? So when you deal with like infrastructure that is being set. For, like, say finance or HR or your client services team, a lot of that infrastructure is just your typical IT stuff, right? Yes, there might be like a couple Macs or Windows systems in there, but everything's pretty.
Speaker 5 00:40:46
Common and straightforward in regards to like what their requirements are going to be. That type of vendor, you know, I like to say that's more of your transaction vendor. Even though we do have a partnership with them, but when we go on to the production space, I mean, these are vendors that we've worked on worked with to be honest with you for the last. Almost 20 years, right? So they understand the space of you know what it takes to. To build like some of these GPU systems to help with, you know some of the, uh creation of our content on the creative space. So, not everybody out there, you know, is a professional with an avid. You know, and I don't want to work with somebody like. Say, for example, like a CDW where I can like go on there and say, hey, I want this. And that's really to me, that's a transaction, right? If I go and deploy something that I go and procure, I want to make sure that they're going to be able to support it as well as the vendor.
Speaker 5 00:41:41
You know that they're going to actually have professionals and staff that's actually going to be able to help me if I run into any kind of situation. Escalation, for example. So for me, it's that's really the big. Factor in choosing like a vendor for the organization. Even when I am bringing a new vendor in, like all of the questions come is like you know, I want to know your references. Who have you worked with? What kind of projects have you worked with? You know. Who's your staff on board like? I just want to make sure like we vet them that way, uh to make sure that you know, Uh we are choosing a vendor that's going to be able to support us going forward and not just making that one transaction to to try to get a deal. So, and for us, I mean, as you know, John, like you know we've deployed a lot of this globally. Right. So for me, it's like important to be able to support this at a global scale. Right.
Speaker 5 00:42:35
So not only with the manufacturer, like yeah, you go with like you know some of the big three tech companies, you know HP, Dell, you know NetApp et cetera. Like, you know, we we can't just use like their backend infrastructure on the network side. You know Juniper Cisco. I mean you know they can support it globally. But I want to be able to make sure that I can procure and source and get it there in a timely manner. So, um, yeah. I mean that's that's pretty much like you know what goes on. On our side, but you know, for example, there's some vendors like as you're aware on the finance side, right? That been interesting. So like procuring of licenses, contracts, like that kind of stuff, right? Um, those are kind of to me more of a. difficult approach because there's influence not only from my level, But it comes up above to, you know, the CFO level as well as, you know, the president of the company that.
Speaker 5 00:43:33
I may want to use certain vendors to uh uh to get these projects kicked off and to me, You know, it's not always about, you know, saving a few thousand dollars here and there. I mean, especially if it's going to take longer to make a deployment or you know, They're not going to have the right resources to be able to kick a project off. And you know. Get it going accordingly. To me, that's not worth it, to be honest with you.
Speaker 1 00:43:60
So you just raised a bunch of stuff. I want to do a rapid fire amongst everybody here. So be ready when I call on you. But I want to know Short, short answer. How important is the relationship Of the salesperson in the deal to you. So you just mentioned Partner. Partner usually requires a human relationship. Yeah, relationship. Yeah. So How important is that to you, David?
Speaker 8 00:44:33
I guess defining relationship, I am looking for someone who's responsive. Honest, has integrity, and I can rely on. To be an advocate. So I'd say the character Of, you know, I am not looking for a buddy. I am looking for a character and someone who is trustworthy in that. Role.
Speaker 1 00:45:02
So that's important to you, though more than price.
Speaker 8 00:45:06
Uh. Yeah, yeah. I'd say absolutely willing to pay a little bit more. Uh. For that.
Speaker 1 00:45:16
Andy, you feel the same way?
Speaker 6 00:45:19
Yeah, yeah. I mean, I am a firm believer in" you get what you pay for." And if you overvalue engineer or overfind the cheapest solution. You're going to get either. You know, terrible service or a terrible platform or combination of the two. I think if you are in a corporate culture that wants to lean into. Lean in and is okay to spend money, and you don't always have to value engineer. You can say, "Look," and I actually just had this conversation. Hey, we have this vehicle. This person wants to buy the Ferrari version of this vehicle. I am not saying that that's the right move or not. That's not my position to make. I am just saying we already have a car that can drive us down the road. That's a that's a sports car.
Speaker 6 00:45:59
So, but then I go to the sales rep and have if I don't. Feel good about the sales rep to the fact to the point we've already made : " like Hey, I know you are going to dump me off once you get your commission and sign me up. You are dumping me to your implementation team, and if I don't feel that that person is trustworthy, that I can rope back in should the implementation go awry." I start waving the flag, or you know, kind of asking for okay. Well, who's your boss sales guy because.
Speaker 6 00:46:30
We do need a alternative should your, you know, bill of sales be a little bit phony.
Speaker 1 00:46:37
Chris, do you in your your CIO for several companies, do you develop relationships with The salesperson that you're dealing with, or is it more transactional given the nature of it? We lost your audio.
Speaker 2 00:46:56
Perfect because I was still in the middle of chewing. U m, good. Yes and no. Uh, depends on the systems. So Depending on the system, I want that salesperson, and it makes my life easier having them. But then some things are just transactional.
Speaker 1 00:47:16
Uh, to the guy who raised value engineering, Leon. How do you balance the value engineering with, Having a relationship, you know, when it comes time to driving a deal, you know you are getting a deal. and Do you grind them so hard that you're no longer a partner?
Speaker 7 00:47:37
Well, it's here's here's how I approach every negotiation. For every negotiation, you need two things. You need a relationship and you need leverage. If both parties have both, then you can have a successful negotiation and everybody walks away happy. If you don't have either one of those, or one or the other, you know, if you don't have a good relationship with the person you're negotiating with. Then no matter what happens, You're just going to feel like you just went through a car dealer and got ripped off on a used car deal, right? On the other hand, if you have leverage, then it becomes a one-sided negotiation. And you need to find some kind of leverage to basically drive the value. Or drive the better pricing.
Speaker 7 00:48:25
But, if you have a good relationship with a salesperson and a little bit of leverage on each side, then I think every negotiation could be very successful. And everybody walks away happy.
Speaker 1 00:48:36
Peter, Do you feel like you have enough leverage at your scale when you're when you're driving a deal? And how do you know what good looks like?
Speaker 4 00:48:42
No, we're pretty small, so leverage is not great. But I just want to add on to Leon's comment. I think that the other piece of the whole thing is trust. Right and. So if you're dealing with partners or people you trust, those are a lot better situations than You know, a lot of times when you are dealing with a new vendor, The thing that is missing is the trust because you don't know them, and you haven't had experience with them to kind of know their style and what they're up to. And so anyway, I think the. The trust thing is huge. I was thinking about, I used to work for Kinko's at their headquarters in Ventura. And.
Speaker 4 00:49:22
They were pretty amazing because any kind of agreement or anything you were going to sign. They had a great legal department where they would go through word by word and they'd push back on Microsoft and Apple and all these guys instead of just signing, oh sure we'll we'll accept your contract. They're like that's bullshit. We're nope we're taking that out and putting this in and taking that out. And they had leverage. Because, you know, we weren't spending a hundred dollars; they were spending millions. So there is an advantage, obviously, in size to that. But anyway, back back to your thing. I think I I prefer to work with trusted partners rather than bringing in new people unless you absolutely have to.
Speaker 7 00:50:05
Yeah. Yeah, you know, it's one of those things. Like I've one time I tried to explain to a purchasing person. Why sometimes you want to pay more for the people you trust? Yeah. It was very difficult because, you know, the person I was dealing with. You know, Used to buying vitamin C, and they buy it in seven tons or twenty tons. And vitamin C is vitamin C. It doesn't matter where you buy it from, it's exactly the same. Right, and they deliver it in the truck. You know, comes with a different label, whatever. So, and I try to explain it to them. It's like sort of like you work with a contractor to rebuild your kitchen. You work with somebody that's done it for you before, another bathrooms, and they did a great job. And you trust them.
Speaker 7 00:50:51
So, you were willing to pay a little bit more for the trust that you know, they will do a great job with your kitchen versus taking the chance with somebody else. In those terms, they fully understand it. But it's like, you know, It's sometimes difficult to kind of put the two and two together for folks that don't engage in technology purchasing all the time.
Speaker 4 00:51:11
The one piece to add to that, that Barry hinted on when he was talking about the projects and getting the money back is that. I think one mistake, a lot of times we make is we look at the cost of the contract instead of the cost of the time. And to the business, that's the true cost of a lot of these things. Not. Whatever you paid for your friggin license, If it takes you a year to get the license and you can't use the software, well then you've just lost a year's time. What did that cost you? So you're right, Leon, about the money is not always the.
Speaker 4 00:51:47
The money on that contract is not always the true cost of whatever it is you're doing. Yeah.
Speaker 1 00:51:55
It strikes me that, actually I'm going to ask the question before I make the statement. Does anyone have a runbook? For this stuff, because we just talked about and hit on a lot of areas. I never had a run book for it. I am just being honest. I never had a run before; it was just like I just kind of. I just kind of winged it.
Speaker 7 00:52:17
You know, It's a lot of it is in my head or how to play our employees, but. We started a formal PMO process about a year ago. And, they've actually documented some of these steps that what they do to engage with vendors, engage in new projects. You know, it's still evolving. I wouldn't call it like a foolproof runbook. You can't turn that off to somebody who's never done it, but at least they have some SOPs and things that they put together. To follow, so it's more consistent.
Speaker 1 00:52:50
I Was going to say there may be oh go ahead Peter.
Speaker 4 00:52:52
I was just going to say Jamie based Rick was talking about ISO twenty seven thousand one. We're doing that too. In fact, we have an audit in June. And you know, One of the things that they want you to have in there is they focus a lot on suppliers because you are only as secure as your suppliers that you are working with. And so part of that, That program is you have a document that's like a supplier questionnaire, that you create or take a template or whatever and and. You provide that to suppliers, you know, any potential supplier to ask for these basic security things. Do you, you know, do you have these controls in place? Do you have these things? What certifications do you have? Yeah. It creates this, um,
Speaker 4 00:53:36
Environment where everybody is secure and and we deal with a lot of the carriers, you know, AT and T and. Charter and Comcast and T-Mobile, and we constantly get these. Every year we get a survey. Hey, you got to go through and, you know, are you doing this? Are you doing that? Do you have these certifications? And so that it's not really a runbook per se, but it's sort of a basic framework. When you are engaging with these suppliers to make sure that they're going to. Opera te at some standard that's not going to jeopardize your security of your systems.
Speaker 5 00:54:10
Yeah. Yeah, when we went through that, like for us, some of our big vendors such as like AWS, Microsoft. So, who does our network connectivity? You know, a lot of them have been through ISO or NIST audits already, and they do. Publicly posted on their sites, right? So for us, we leveraged all of those certifications that were already there. Like for me, I'm not going to go to my Amazon rep and say, hey, when's the last time you did an ISO certification? You know, he's not going to give me that document. That's actually posted on one of their sites. So, you know some of the critical vendors that we use, such as like IBM Aspera Adobe, you know, Frame. io like that kind of stuff. They all posted. They all know like what these requirements are within the industry.
Speaker 5 00:55:00
So for us, it was pretty straightforward to show like our third party external auditor, like, "Hey, here are the sites. You guys can go take a look at it." But it is done and it's something that's just industry accepted. Like we meet on a pretty regular and they were okay with that. They were okay with that. The one, the the vendors that were um a little bit more under um kind of like under the knife were like third party vendors that are more like a small mom and pop type shop. Like they want to know what their controls and security are all about, right? Especially when you're working with like a freelancer or a contractor, right? That becomes a third party vendor to you and unnecessarily a, a freelancer like employee type of uh person, you know or vendor. Um, They were more like sensitive to like, you know what are we doing uh, to allow them to work. within your like organization or workflow, right?
Speaker 5 00:55:55
And a lot of times for us, it's like, you know, we work with the major movie studios. So a lot of times, it's a partnership with them too, to get this accepted. We're not going to take on the risk or the compliance. Like, you know, we'll work with them if they're okay. If it's like, say for example, in localization we're working on translation of language for a studio. Like, we want to make sure that they've worked with those studios or the large movie studios. To make sure that they have a thumbs up, they've gone through security training, they've gone through acceptable use. Um. They've understand what our nondisclosure agreements are all about and acknowledge them. And at that point, you know, we do document it and then we move it forward. The.
Speaker 1 00:56:35
ISO certification, you know, does put Gating criteria and constraints around who you select. Yes. I mean, I was going to suggest that maybe we don't do runbooks because we don't want. We don't want the limitation. It's like, Maybe, we want to have the freedom to run a process the way we want to run it. Mm-hmm. You know, putting that process in place does create some level of rigidity to it, and the process does have some level of subjectivity. I am just. From experience, right? It's never completely objective as a process. There's still some subjectivity in there. Abd, Do you have do you feel the same way? Or do you feel like there's it's it can be all scored and.
Speaker 1 00:57:23
Put in an objective framework.
Speaker 5 00:57:29
Was that for me, John? That was for ABD.
Speaker 6 00:57:32
No, no. Yeah, I mean. I think you can take objectivity so far, but as I think we've all run into, you can run into you can get great salespeople and terrible salespeople, and you could have a terrible salesperson but a great implementation team. And every combination of, right? Of of. All the players on the field, and you know people people can sales guy can score terribly on paper. And that could also make your objectivity of the platform assessment bad because he could be misleading you on what the platform can actually do. Um, yeah. I don't know. It's it's hard to make big. Six figure decisions on gut instinct, But I also trust the authority of my instincts to when you walk in and say, "I think this is the right path." This is.
Speaker 6 00:58:21
And you know, you get pressed to defend it. It's like, you know, You got to come up with some narratives on the fly if you are pushing through objectivity.
Speaker 1 00:58:29
Yeah. This was a great discussion, everybody. Thank you for bringing some vulnerability and experiences to it. Anybody have any final thoughts they want to share? On vendor management and RFP, RFi process.
Speaker 7 00:58:47
You know, if anybody has any, you know. Good tips on negotiating some Oracle cloud terms. I would certainly take those, take that advice gladly.
Speaker 1 00:59:01
So I'm happy to put you in touch with the guy you're going to speak with next month. Um, and you can see if they're a value to you or not.
Speaker 7 00:59:09
That was perfect. Yeah, cause I'm I'm at.
06-16 Meeting: Phishing Incident Response and Security Stack Migration
## Meeting Information
> Date: 2026-06-16 12:33:05
> Location: [Insert Location]
> Participants: [Christi] [Speaker 2] [Speaker 3] [Anton] [Pete]
## Meeting Notes
- Topic Title: Phishing incident involving Dr. Barber
- Description:
- Dr. Barber received a phishing text masquerading as Apple Support.
- He called the number, purchased gift cards, and sent codes to scammers.
- He sent codes to two different numbers; Amazon flagged the activity, and he stopped after two or three cards.
- No organizational systems were compromised; the impact appears limited to personal financial loss.
- Guidance provided: report suspicious long “receipt-like” texts; consult IT before acting on any support-like requests.
- Risk noted: attackers may attempt other vectors (email, phone calls, or social engineering targeting family or the company).
- Conclusion:
- The incident resulted in monetary loss without organizational compromise.
- Enhanced user training and vigilance are required to prevent similar scams.
- Topic Title: Security awareness training transition
- Description:
- Current training vendor: Cyber Ready/Cyber Site Ready (not renewing).
- Plan to migrate the client to KnowBe4 within the next two months; accelerate the transition immediately.
- The client was previously subscribed to another company’s training; the contract is nearing its end.
- Pete recommends diplomatically offering pre-action reviews for any support-like requests.
- Conclusion:
- Proceed with replacing the current training with KnowBe4 and reinforce user guidance.
- Topic Title: Security stack changes and deployments
- Description:
- Tools discussed: Avanan or SCHARP (secure mail), Huntress (endpoint/CM/log ingestion), CrowdStrike (currently in place), Barracuda (secure mail), Google Workspace log ingestion.
- Anton insists on deploying Huntress for endpoints and SIEM/log ingestion from Google Workspace.
- Barracuda renewal is not due until the end of September; paying monthly. Preference is to migrate sooner.
- Constraint: Peerless cannot move until 2027; Meraki devices remain outside control until April 2027.
- Budgeting is in place to replace switches and firewalls across sites before the Meraki move.
- Plan: move all cybersecurity to Crimson now, except secure mail (retain Barracuda and SCHARP for the time being).
- Role assignments: Robert to work on antivirus; Gaston to work on the email spam solution; Sean to run security scans.
- Conclusion:
- Accelerate the migration of security services to Crimson immediately, keeping secure mail dual on Barracuda/SCHARP for now.
## Next Arrangements
- [ ] Sean to run security scans on relevant systems/users.
- [ ] Robert to deploy and configure antivirus as part of the migration to Crimson.
- [ ] Gaston to manage the transition of the email spam solution and secure mail configuration.
- [ ] Christi to initiate and accelerate the move to KnowBe4 for security awareness training.
- [ ] Coordinate deployment of Huntress for endpoints and SIEM/log ingestion from Google Workspace.
- [ ] Plan migration away from Barracuda before the end of September, if feasible.
- [ ] Document and communicate user guidance for verifying support requests before taking action.
- [ ] Prepare a roadmap for infrastructure replacements (switches, firewalls) ahead of the April 2027 Meraki control change.
- [ ] [Insert more]
## AI Suggestions
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. Confirm the exact monetary loss (number of gift cards and total amount) and whether any reimbursement/alerts with retailers are possible.
> 2. Define a concrete timeline and owners for migrating training to KnowBe4, including user enrollment and phishing simulations.
> 3. Clarify the selection between Avanan and SCHARP for secure mail long-term, including evaluation criteria and a cutover plan.
> 4. Establish monitoring and alerting for potential follow-up attacks (SMS, email, phone) targeting Dr. Barber and staff.
> 5. Create a detailed migration plan from Barracuda and a contingency for the Peerless/Meraki constraints through April 2027.
Jun 16, 2026
Speaker 1 00:00:06
Hey Gaston, sorry it took me a little bit longer.
Speaker 2 00:00:10
No worries. So um he got phished.
Speaker 1 00:00:15
Yeah, I gathered that. Hi Robert, go away Robert, you're off. Oh sorry son. Yeah.
Speaker 2 00:00:25
He got phished It's not a phishing email It's it's a phishing text, Um, he called the guy. He bought some uh gift cards and he sent it to them. Um. Oh no. Yes, um.
Speaker 2 00:00:47
Okay Do we do we have anything for for clothes?
Speaker 1 00:00:51
Get Hang on one second Let me Let me show him. Let me add Sean to this.
Speaker 1 00:01:02
So I want Sean to run security scans. I cannot click on people and get them into this call. What is going on?
Speaker 3 00:01:11
Okay, that worked. Let's see if he picks up. And let me get Anton as well.
Speaker 3 00:01:32
Also, let me add Pete. Hey, uh hang on one second Anton I gotta add Pete.
Speaker 3 00:02:01
How are you doing Anton?
Speaker 4 00:02:05
I just want to survive until my vacation. That's it.
Speaker 3 00:02:10
Well, hopefully your vacation does better than mine. Hopefully Pete picks up. Oh, there he is. Hi Pete. Hey, I have bad news rather rather than me explain it Gaston take it away.
Speaker 3 00:02:33
Gaston? Are you still here? Okay. So Doctor Barber got phished. Okay. And Gaston, uh, can we hear you now? Yes. Okay, there you are.
Speaker 2 00:02:54
Okay. Um he he got a phishing text and I'm guessing he like, By the way, he said it. He didn't know it was phish. It was uh this guy's as a Apple support. He got a text and he called the number. They asked him to, you know, Buy some gift cards and send it over to them, and that's what he did in the morning. And so I told him to um.
Speaker 2 00:03:30
To let us know if this happens again. And if he sees any text messages that's incredibly long like a receipt, He should let us know immediately, instead of calling the number and check it out. So.
Speaker 5 00:03:45
So so he bought gift cards then he sent the codes over?
Speaker 2 00:03:49
Yeah. How many did he buy? How much did he spend? He bought two. He sent one to one number and another to another number. And then he said that Amazon sort of like. Let him know that he should not be doing this and he stopped. So I think he stopped after two or three. Any idea how much it cost, how much you spent? No, he didn't tell me.
Speaker 5 00:04:12
Like I mean, at this point, yeah, it's already sent. It's like it's you know He got phished but I mean There's nothing compromised. It just seems he lost money right? Yeah It is what it is So.
Speaker 1 00:04:27
He the reason why he got us in the This is close. This is classic. I mean,
Speaker 5 00:04:33
Old school stuff. Like, We really should tell him to start taking. Are they Are, they subscribed to ourum no.
Speaker 1 00:04:42
Before No, not yet.
Speaker 5 00:04:45
We got to get them on that. So subscribe to it.
Speaker 1 00:04:49
They're subscribed to another company, and we were supposed to move them off of that other company onto KnowBe4 when they expire from their contract, which is. Going to be in the next two months, So that process was about to start to get them into KnowBe4 rather than the other company that they're using.
Speaker 5 00:05:08
And, please just you know, diplomatically ask him if he ever has something that he thinks Apple or any kind of support member asks him to do. We are happy to help him review that stuff before he takes any action. You know, be nice about it, of course, but yeah, we're happy to help him. Review that kind of stuff before he does anything like that in the future.
Speaker 4 00:05:33
And usually, usually whenever you got phished by one of the vectors of the attack, they're gonna try to do it by a different one. So they're gonna try to catch him right now with the emails.
Speaker 5 00:05:50
Yes, I was just gonna say the same exact thing. They're gonna try to do it with. Email. They're going to see if he's got a phone number. They're going to see if he's got other email addresses or whatever, right? They're going to look for him as a correct. Yep, So they're going to look for other things that they can do. That are similar to that too. It's not going to necessarily be gift cards, But it'll be similar kinds of things, because if they think he is I'm not trying to say he is right, but if they think that he is gullible.
Speaker 5 00:06:20
And he is easily tricked. They will try to do other silly things like calling and saying, "We kidnapped your grandson and you need to wire us money," and all this kind of crazy shit, right? I mean, They just give him guidance that if he gets any kind of thing that sounds crazy. Try to try to talk to somebody and before he takes action, because, like that's the kind of crazy shit, they'll do right, they will you hear it all the time. And they take advantage of people that are want to believe the people that call them, right? I mean, they'll say we they'll have somebody that will say I'm your I'm your grandkid or your nephew or whatever.
Speaker 5 00:07:12
Find and I need money. Somebody that will text and say, " T his is a cell phone that I just got because I lost my other one, And I need you to send me 300 bucks or 500 bucks to get my other cell phone out. " And then they'll send money to somebody they think is their kid or their grandkid or whatever. And just don't let them do anything like that either. Yeah. Please just urge them to not fall for anything like that because that's the next kind of thing. They'll do. And, please don't let him do anything like that with the company because that would be even more expensive. Yeah.
Speaker 4 00:07:53
While we're here on the call, Christi, We need to move forward with the Avanan or SCHARP and Huntress as well because we still have the CrowdStrike on them and on the machines. Yes,
Speaker 1 00:08:06
So Robert's going to be working with you on getting Huntress done. Gaston, do you want to work with them on moving from.
Speaker 4 00:08:16
Barcoda to the Yes. Why I am insisting on hundreds because we're going to haven't place itgr except of the endpoints. We're going to have like CM part as well and ingesting logs from the Google workspace.
Speaker 1 00:08:32
And just so that Anzor, you and Pete understand uh, Barracuda is not is not up for renewal until I mean, we're still paying monthly for it, but they're not up for renewal until the end of September. So we weren't going to move them, but I'd rather just go ahead and get it done. Now the only thing up for renewal was cyber ready, which is the their noble, their uh training. Their cybersecurity training is cyber site ready um and I had just this morning notified them that we're not renewing and I was going to start that.
Speaker 1 00:09:05
Part to get him over to you. In fact, I sent their email the email to them at.
Speaker 3 00:09:13
Time. Did I send it? It was this morning. Uh, Connor at well eleven thirty six a m So an hour ago. When you said he got switched,
Speaker 5 00:09:30
I thought it was way worse than that. I thought he, Clicked on a phishing email and compromised their entire network or something. That was that was my first fear. What he did, what he did, What he did was bad for his pocketbook, but not bad for their not bad for the company. So I feel bad for him that that happened, but at least it didn't compromise their organization. So yeah some some training for him would be really really good. Yes.
Speaker 5 00:10:02
Okay. Thanks for letting me know.
Speaker 1 00:10:06
Yeah. Um, and then so Anzor, I hadn't had a chance to talk with Gaston and Robert. I was going to do that tomorrow, but Gaston you're here so you can hear it because Robert's out today. Um, We are going to go ahead and just move forward with all cybersecurity stuff to Crimson. Even even though we were waiting for contract end dates. The only thing we cannot move yet is peerless and we cannot move that until twenty seven. And so that means all of their Meraki devices can't won't go into our control until April of twenty seven. So during that time, I've already got um it into the budget to replace all the switches firewalls and everything with new systems at all the sites. Um but for now, let's just go ahead and move all.
Speaker 1 00:10:56
Move all servers security with the exception of secure mail. Gaston, we don't have anything else for secure mail other than secure mail. So we'll keep that on both back and a shark. Um, so Robert will work on the antivirus. Gaston, you'll work on the uh email spam solution. Yeah. Okay?
Speaker 3 00:11:17
Yeah, Thank you, Christi You're,
Speaker 1 00:11:19
Welcome Uh Pete. Do you have a few more minutes I'll call you on Yeah Okay? Thanks, Yep.
Gaston to manage email spam solution transition and secure mail configurationRobert to deploy and configure antivirus as part of the Crimson security migrationClarify long-term selection between Avanan and SCHARP for secure mail with evaluation criteria and cutover plan+8
## Meeting Information
> Date: 2026-07-28 10:29:31
> Location: [Insert Location]
> Participants: [Christi] [Speaker 2] [Speaker 3] [Speaker 4]
## Meeting Notes
### Early Conversation: Event Etiquette and Communication Issues
- Christi described a birthday cake timing conflict and perceived rudeness due to loud directives in the kitchen.
- Emphasis on speaking volume, timing, and listening without interruption.
- No technical or project decisions tied to this discussion.
Conclusion:
- Acknowledgment of the need for improved listening and pacing in communication.
### Headset and Audio Setup
- Discussed headphone options: Sony XM series, Jabra, Pixel Buds.
- Noted testing of device switching and preferences for noise cancellation.
### Telephony Strategy: Teams vs. GoTo
- GoTo nonprofit pricing: $12.95 per seat, includes mobile app and softphone; Teams integration available through GoTo.
- Christi favors Microsoft Teams due to existing Microsoft nonprofit licensing and conference room integrations.
- Estimated incremental Teams licensing cost: about $4 per user.
- Front desks are the current focus; conference rooms already have Teams-integrated devices.
- Camp telephony requirements remain under discussion.
### PSTN and Direct Routing Options
- Teams PSTN approach undecided (Microsoft Calling vs. Direct SIP Trunk Routing).
- Vendor offers support for Teams direct trunk routing and SIP trunks.
### Existing Verizon–Teams Phone Setup
- Approximately five Verizon devices are configured as Teams phones.
- A broader migration project was previously delayed.
### Camp Connectivity: Primary and Backup Circuits
- Starlink was ordered and reportedly arrived on 2026-07-27; not yet installed or connected.
- Plan to remove current secondary circuits after Starlink is operational.
- Goal to reduce primary circuit costs; waiting for cable infrastructure project completion to proceed.
- Meraki external antennas shipped on 2026-07-27; installation pending by Kelly and Sergio.
### Site Survey and Wi‑Fi Heat Mapping
- Proposed post-AP-swap site visit and detailed heat map to identify dead spots.
- Ongoing issues may be device/provider-related (potential phone issues for Kelly and Alex).
### Verizon Cellular Coverage Device
- Discussed option: a Verizon device (~$1,500) to improve camp-wide cellular coverage.
- Targeted for inclusion in next year’s CapEx budget.
### Quotes and Approvals: Camp and Other Sites
- New CFO requires multiple vendor quotes for certain activities.
- Potential restructuring with Frontier for gate DIA could reduce costs (~$1,400/month).
- ZeroOutages/Epic IO SD‑WAN solution favored for backup, with built-in VPN and 5G failover; prior backup costs referenced (~$800 and ~$700/month).
- Expectation to resend quotes for camp’s main circuitry and backup services.
### Billing Cleanup and Circuit Cutover Validation
- Duplicate AT&T and other plans are being paid directly via provider portals.
- Need to centralize through TeleSystems and identify unused services (involves G2 agency and Craig).
- Action to collect invoices/account numbers to correlate IPs and confirm whether Meraki cutovers occurred to new circuits.
- Concern about scenarios where new circuits were installed but firewall/IP updates were not completed.
### Scheduling
- Christi requested canceling the next meeting due to a personal obligation (taking child to college).
## Next Arrangements
- [ ] Vendor to resend Frontier main circuit quote for the camp to Christi today.
- [ ] Vendor to resend ZeroOutages/Epic IO backup/SD‑WAN and Starlink service quotes.
- [ ] Christi to discuss Teams vs. GoTo direction in the internal meeting on 2026-07-28 and share next steps.
- [ ] Decide on the PSTN approach for Teams (Microsoft Calling vs. Direct SIP Trunking).
- [ ] Install Meraki external antennas upon receipt; Kelly and Sergio to proceed.
- [ ] If issues persist after AP swaps, schedule a site visit and produce a Wi‑Fi heat map.
- [ ] Evaluate and budget the Verizon cellular coverage device (~$1,500) for 2027 CapEx.
- [ ] Centralize billing: Susanna to download invoices (AT&T, Spectrum, TPx, OneRing, GeoLink) and share account numbers.
- [ ] Validate circuit cutovers: pull current Meraki IPs and compare with provider IPs to confirm migration.
- [ ] Reach out to G2 to identify and cancel unused services.
- [ ] Cancel the next scheduled vendor meeting due to the scheduling conflict.
## AI Suggestions
> AI Suggestions
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. Telephony platform decision remains open (Teams vs. GoTo with Teams integration); define evaluation criteria, timeline, and stakeholders for a decision.
> 2. PSTN strategy for Teams is undecided; document pros/cons and total cost of ownership for Microsoft Calling vs. Direct Routing with SIP trunks.
> 3. Starlink installation and integration plan at camp is unclear; assign a responsible party, installation date, and fallback steps.
> 4. Circuit cutover verification is pending; create a checklist to confirm Meraki firewall IP updates and cable migrations across all sites.
> 5. Billing cleanup requires coordination (TeleSystems vs. direct provider payments); establish a process to prevent duplicate payments and ensure decommissioning of unused circuits.
Jul 28, 2026
Speaker 1 00:00:00
They kept on trying to kick me out of the kitchen, which really upset me because I was thirsty and I needed water. And then I went outside for a bit to go check on my friends because they were in the middle of packing up to come inside. And then I walked back in for a second time to get a drink. And then suddenly everyone's singing happy birthday. Nothing was expressed to me saying, hey, we need you to hurry this up right now. We could not. You kept walking in and out. She was trying to express to you when you walked into the kitchen, hey, we're about to do cake. She didn't say that? And she just said, "Don, get out of the kitchen." Because we had already sent people out to say, "Hey, grab everybody. We're about to do cake." Okay? That part's not even the rude part. It's how loudly you expressed it and how you put it that is rude. Okay? And, you still have not explained to me what was so rude about how I expressed it to my friends, because my friends were equally upset.
Speaker 1 00:00:58
Your friends were told to come in and they didn't do it. They waited, and were waiting for them to come in, along with everybody else because people were trying to leave, and were holding people back from leaving, which is also rude. Okay, but the rudeness that happened was how loudly, and I've said this multiple times, how loudly you expressed, I tried to make them stop. And it made when you did it the first time, it made the entire room go quiet. I don't think you noticed that. No, I did not because the entire room did not go quiet. They did go quiet. Okay? All the people because you were facing the doorway, you didn't see everybody behind you. The only people that didn't go quiet is your friends that were around you, but the look of hurt.
Speaker 1 00:01:55
That was falling across Olivia and Ozzie's space the first time, and then it happened yet a second time. It's not that what you said, which also could have been slightly softened a little bit, but it's how loudly you said it. Okay? I know you're not getting it because you're naturally loud person and within your friends, y'all are all loud. Not even just that, I didn't even make you guys. I got to jump on a meeting because you keep interrupting. You just, I didn't know you weren't done with your statement. You won't even wait and check and see if I'm done, Dom? That's rude. Just give it a beat before you jump in. And, that's this is where I have issues with your listening ability. Because as soon as I take a breath, you're hopping in and not even allowing me to take an intake of air.
Speaker 1 00:02:52
You need to slow down. I know you have things in your mind that you want to express, but you got to hear a person out first. I'm going to jump into my meeting. Okay, I'm going just go for a walk. There she is. She is Good morning.
Speaker 2 00:03:15
Good morning Chris, how's it going?
Speaker 1 00:03:17
It's good Sorry Mike couldn't figure out which headphones were going to start working this time or not.
Speaker 2 00:03:26
Are You on uh AirPods or do you have uh an actual headset?
Speaker 1 00:03:30
Uh Sonys. XM 6 s. Oh very nice. Yeah hang on one second. Dude. Yeah. Think about it. Just think about what I'm asking you think about what I've told you? I have. I don't think you have. You just don't care.
Speaker 2 00:03:46
I feel like I need some dedicated ones for my computer.
Speaker 3 00:03:51
Yeah, I have dedicated ones for my laptop that's in the other room, but I just use my Pixel Buds on this computer.
Speaker 1 00:03:60
I, I have Jabra's dedicated to this workstation, But I was testing out the new Sonys or not new, they're new to me. Um, But I was testing out the Sonys trying to uh see about the switching between devices because it allowed two devices to connect. Yeah.
Speaker 3 00:04:20
Yeah, I have the XM 4 s. They're pretty nice, but I just don't like the noise canceling effect that they have. Just constant pressure under your drums. Yeah,
Speaker 1 00:04:31
Uh, I like these because you can set the level of noise canceling. Um, I have the X had the XM 5 s at one point, but they broke pretty quickly and it's not Sony's fault. And I am not going to explain why. Just use your imaginations. So,
Speaker 2 00:04:54
Uh, well, thank you for uh accepting our invite. Um, so we have a couple of preliminary quotes. Okay. Um and one of them is from uh GoTo. Okay. So GoTo has a program for nonprofits and. Uh within this program, uh they will get a standard seat, which you know comes with quite a bit. Uh including the mobile app um and softphone, uh for twelve, ninety five a seat. Okay, uh pretty fantastic. Actually, um and so the guys on here have a couple questions just on.
Speaker 2 00:05:45
Um, You know what direction you were going to go as far as the conference phones? And uh and I think they had some some questions about that. And then um before we get into that, uh Michael is very in depth with the numbers that you're using, the seats that you're using. So did you have any other questions on that list? And, You know, As far as the information that you would need uh to get your project done.
Speaker 1 00:06:18
I so with what you sent me last week, um I have everything I need for the project I'm working on right now. Um however, I do have a meeting uh, probably in about an hour or two where we're going to go over a lot of this to kind of determine what are our next steps. So I haven't had a chance to actually sit down with them, but we're looking at all the options. I will be honest, Um leaning more towards Teams, uh just because of the conference systems that were put in with Al and some things that they have going on. But that's not to say which way we're actually going to be going. I, just want to give you guys a heads up on the leanings right now.
Speaker 2 00:07:05
Yeah understood there, Would there be a reason that they're leaning towards Teams opposed to a different system?
Speaker 1 00:07:16
Um, Right now, the cost effectiveness of it because of the licenses that they currently have in Microsoft. And they are getting Microsoft nonprofit pricing. So, um, that's one of the main reasons.
Speaker 2 00:07:32
Gotcha. Okay. Um, so what what would be, The price point that Teams licensing is is coming into play.
Speaker 1 00:07:42
So with Teams, the licensing is not that much more of an extra cost. I think it's like four dollars per user. And then what we're looking at is what we're doing for our front desks. Conference rooms are already covered with the devices that are in place right now because they have the Teams integration in them, and so we just right now the front desks are what we're looking at. However, that being said, we're still also discussing what is camp going to look like.
Speaker 2 00:08:11
Mhm. Sure. Yeah, that makes total sense.
Speaker 4 00:08:18
So one thing I do want to interject a little bit. Chris is on the GoTo system. They do have a Teams app, so you could still use Teams as like your soft client. But use Go to's like power of a system. You know, they give you a lot more call routing capabilities, a lot more capabilities than the team's basic call functionality. Yes. And then with Teams, Were you planning to do PSTN provided by Microsoft? Or were you going to bring direct trunk routing with SIP trunks? What way were you kind of leaning towards on that side?
Speaker 1 00:08:53
So we have not fully discussed that. That's part of we're kind of kicking off a lot of that. In today's meeting of which way are we looking at going? And how are we going to get there.
Speaker 4 00:09:03
Got it. As, we could definitely, uh, if you did kind of lean towards that way. Uh, we could definitely help you with the Teams direct trunk routing and be able to provide you the SIP trunks to the Teams environment.
Speaker 1 00:09:20
Awesome, that's good to know.
Speaker 4 00:09:22
Yep, we've done that before with many customers, works very well. Okay.
Speaker 1 00:09:27
Uh, the other thing, the other reason why is because the Verizon phones, which actually have one here that has it. Um, We we do have uh quite a few phones already that have uh the Teams uh option in there with Verizon. And. So the calls are going The numbers that are set up on their Verizon phones are also their Teams phone. So yeah. And that was something that Kasia started a little over a year ago. So, We've got about five phones in play with that, and we were supposed to move everything over there last year, but I held off on that project.
Speaker 2 00:10:09
Fantastic. So I mean the quote is obviously preliminary from GoTo. If they're already leaning towards Teams, I mean you can sign up for the TIPS program which, Obviously, we'll bring that down to twelve ninety five, And then you know, as Greg mentioned, they have that uh that Teams integration as well on the app. And um on the soft phone um app as well for uh for desktops and laptops and all that kind of stuff. So, Um okay. So that being said, I guess, we'll just wait to hear from you on the information. Uh.
Speaker 2 00:10:54
Guys, did you have any questions on the specifics? Because I think.
Speaker 4 00:10:58
No, it's just kind of the discussion we want to have for this was regarding, you know, the non- user phones. So it's like the cordless phones. There are some conference room phones. There are some paging adapters and door boxes. And, we just wanted to know how to quote it to say. So those are just items that you'll need to kind of be aware of.
Speaker 1 00:11:18
Yes, and that this actually helps me as I'm working through, Because I was already working on some things today with it, so that actually helps me get my notes together. So.
Speaker 2 00:11:33
Sounds good. Perfect, And then a couple of questions about some outstanding quotes and little projects we have going on right now, and Blake is with us as well. So we have it looks like we have some quotes for, Activity at the camp. Okay. Um, and Blake, do you want to do you want to hop in here?
Speaker 3 00:12:00
Sure, sure. Hi guys. Um, Just wanted to follow up with you because I mentioned, you had mentioned that these were approved uh, but with the new CFO coming in that we're looking, you know, they're looking for multiple vendor quotes in regard to what's currently in place, you mentioned that they wanted to keep the Frontier one gate DIA. If we do do thatum. And we keep it on our under our umbrella. I'll say, um, we if it is critical to keep the same IPs, um, we have a way of doing hot cut over and doing that. Um and and just restructure the billing and getting the cost down significantly like fourteen hundred dollars a month, less than what they're being paid right now. Um so I before we went to bat on or I shouldn't say to bat. But before we get.
Speaker 3 00:12:48
Involve with Frontier and get the TSD involved and everything we have to do to create that path to keeping the the ISPs. I'm sorry, the IPs. Um, I didn't know. I wanted to make sure that you know if this, if this is something that is going to be uh decided, Re decided on meaning, you had said there was approval. So I don't know if there was a another, a, a second approval that has to be done um and then also removing the secondary and implementing. Starlink in there. If we wanted to get something more. Uh uh, quotes other than zero outages quote that was already fielded. So I just wanted to kind of get the feel of what was going on there and would depend on what other quotes that we could provide on there, if any, or how we want to proceed, if at all.
Speaker 1 00:13:38
So they went ahead and ordered Starlink I think it arrived yesterday uh. And the reason why they did that is because. Due to fire season and some of the other stuff that's happening up there with storms and things like that in the wintertime, They chose that Starlink was going to be a better option for them just because of line of sight. The worry is that if a fire is there, that's and Greg knows this where having been at site, But when you're looking down from the pool house and where the satellites are currently or the OneRings are.
Speaker 1 00:14:16
Um, they're worried that if a fire comes through that area, they're going to lose that backup internet. Uh. So they chose to go with Starlink. However, I know it's not installed yet and I know they haven't attempted to hook it up because they have not called me. So uh, once I know what's going on I, we're gonna probably get rid of the current secondaries. So okay,
Speaker 3 00:14:42
Understood, thank you. You're welcome.
Speaker 2 00:14:46
And the uh the primary circuit up there.
Speaker 1 00:14:50
So, the primary circuit, Um we do want to see what we can do as getting as far as getting cost reduction in there. However, We were waiting to see waiting for the project that we were doing at camp for the cable infrastructure to be complete, which, by the way, uh Muraki Muraki finally sent out the external antennas Greg. Um so they should they got shipped yesterday. Um okay so I, Uh, I know that Mark is having a difficult time with certain things. So, um, Oh yeah.
Speaker 4 00:15:21
They've had a lot of issues after COVID what I've heard.
Speaker 1 00:15:24
Yeah. So uh they finally shipped out yesterday. I know that uh we gave Kelly and Sergio an update. So as soon as they receive the devices, then they can they'll get those installed, and we should be good there. Yeah,
Speaker 4 00:15:40
I was talking to Alex a couple weeks ago regarding it, The only thing that I would potentially would like to do, if you guys would still be open to it, is potentially after the APS all get swapped out there, Um to really go up there to do a site visit with like a heat map to really maybe see where we want to put those additional units. Um if you'd be interested in uh us helping you with that.
Speaker 1 00:16:02
Okay. Let me uh talk with them and see because right now, we're in the middle of camp. So later on,
Speaker 4 00:16:09
Just something I wanted to put out there. I, you know, It'd be saying, I think really good to do more of a detailed heat map. Um, to really kind of more focus on the dead spots there. Yeah. And that's only if they're still having issues though.
Speaker 1 00:16:21
I think Kelly is still having issues, but she's having issues in places that you and I did not. So I'm starting to wonder if it's a phone issue for her.
Speaker 4 00:16:30
Yeah, that's yeah and and the same thing for Alex too, Is it's more maybe a phone or provider issue.
Speaker 1 00:16:37
Yeah, so that's something I've also uh asked them to look into. There is a device that we can get from Verizon. Uh I've already spoken with Verizon about this device, but it would allow for coverage across the entire camp. Um It cost about I think fifteen hundred dollars and they had already quoted it out for them. And it would connect directly into the systems. So, it is an option uh for them to have cell service up there on on the Verizon bandwidth. So and.
Speaker 4 00:17:10
I think that would be good overall to just improve cellular coverage in the camp, just for in general to say, yes.
Speaker 1 00:17:17
So that's something that we're going to look at adding to CapEx uh next year when we go through and start doing budgeting. So I mean into we're it's going to be added into the budget. Sorry, I've got like five things in my mind of that. We're adding to the budget next year for camp. So. Um. I had one more thing for you guys myself, but right now with all the projects we have going on, The main thing is we're looking over with the reports that you sent in Zach. We're looking over the phone lines for Blue Wave. Uh, we're not touching camp right now, but we may.
Speaker 1 00:17:57
We may touch a couple of the other sites and change some things out. So as soon as we get that list done after today's meeting, and see what all we get done in today's meeting, we'll see. I'll give you guys a heads up on what the decisions are. At least for right now, The full phone system decision that's probably not going to be changed for a few more months because we have to go through it. And then.
Speaker 1 00:18:28
You know, there's a lot of approvals that need to take place.
Speaker 2 00:18:32
Sure, yeah, absolutely. And then as far as the main circuitry for the camp, do you want us to resend you that quote for that?
Speaker 1 00:18:50
Uh yes.
Speaker 2 00:18:52
Okay and staying on Frontier and then.
Speaker 2 00:18:58
Keep it. We could with there's a way we can keep the same IPs, which would be very helpful up there. I'm sure if.
Speaker 1 00:19:06
You if you resend me that today, there's actually a chance I might get that approved today.
Speaker 2 00:19:11
Okay, perfect. Um yeah, because you know how these things work. Uh they're still paying for the construction that was done six years ago. So there's no need for that anymore. So. Uh, you know the the quotes that we that Blake got um are very, very competitive. So, um big savings uh for ability first up there and. Um, if they haven't set up their Starlink yet, uh we can still get that service initiated on our side from either Epic IO or.
Speaker 2 00:19:53
Uh, we really like working with zero outages, just because of the uh the IP and then the VPN that's built in, and then of course the SD WAN that's built in as well. Um. So uh, it's I mean the pricing is is pretty fantastic uh for what it is especially compared to you know, the backup that you guys uh were previously using. I think it was like eight almost eight hundred dollars. It was like seven something for the previous backup circuit and so.
Speaker 2 00:20:24
Um, there also is a five G backup built in there as well. So, uh, Do you want us to facilitate that quote to you again? Just so it's kind of top of mind. And top of your email?
Speaker 1 00:20:34
Um, go ahead and send that as well. Um, Just so I I can sit there and have that conversation with them today or tomorrow for the for the Starlink. Um, by the way that brings up something I so, Susanna told me the other day we're still paying on duplicate uh AT and T and other plans. And so I sat down with her on Friday and had her show me. She's actually logging into the AT and T sites to pull the invoices and paying them that way. Oh So I know that like you were working with us on those, I need to get her to stop.
Speaker 1 00:21:21
So yes,
Speaker 3 00:21:23
Um, And that is that was where Larry had set up with that other other agency G2. Um, I am assuming I am assuming on those. Um, so we'll have to re we'll have to reach out to G2. Um, I did Craig did reach out. We did get a response back on one account. Um, that I was trying to identify because I am getting minimal from him. Um, obviously he doesn't want to let these go, but if they're not being used and it's being paid for, that's not right. So I will I will hone in further on that. Um because yeah, she's logging in directly to see everything everything's under TeleSystems that's being utilized. So anything outside of a TeleSystems bill is as you know, probably void or or not even being used. Yeah um so I will uh I will get on that today.
Speaker 3 00:22:16
And I will get back to you shortly. I did send you an email with a AT&T information on it, So let me re let me pull that back up and and I'll reply with that one with further details.
Speaker 1 00:22:28
Okay, perfect, and I'll give them a heads up on that as well.
Speaker 2 00:22:32
And then if she's if there is any way, she could download those invoices that she's paying, they'll give us the account numbers, and then we can go through and, Work on them that way. That way, it'll make our job easy too. Yes.
Speaker 4 00:22:47
The only thing I want to interject a little bit, Chris, and um have the how many sites are we talking about here? Is it one, two, three?
Speaker 1 00:22:56
So let me pull up because she gave me the list, and she gave me the logins form too.
Speaker 4 00:23:01
So, the only question really I have is after the new circuits were installed by Telus. Uh Telus uh I forgot the new provider. Uh has the circuits actually been cut at the Meraki. Have they been cut over to the new internet circuit?
Speaker 1 00:23:15
We're going to need to find out.
Speaker 4 00:23:17
Because I'm afraid it might be a scenario like Fair Oaks, about two to three weeks ago that you know, the new circuit was installed, but the cable was never moved over, and the IPs were never updated in the firewall. So, that's the only thing that I want to interject that you might want to just do a little due diligence there to confirmum it has been moved over.
Speaker 1 00:23:36
Yeah. So I don't see in her list. All she has is AT&T three or six invoices from Spectrum, one TPx, one ring and GeoLink, and yeah, that's it.
Speaker 4 00:23:60
If, you could send us any or all of those bills to kind of just digest it, Just to kind of and I could definitely work with Blake to kind of clean that up a little bit and maybe make a little bit more sense of it. Yeah. And then I, it's really too, I just wanted to make sure, though, that you know, we have migrated to the new service and the old ones can be canceled too.
Speaker 1 00:24:19
Yes. And, let meum I'll get with my team to at least pull you the IP addresses that are currently in use on Meraki.
Speaker 4 00:24:30
Yeah, cause then at least we could. Cause uh if you give me the AT&T bills, I definitely call AT&T get the IPs on those circuits. And then we could kind of correlate. Hey wait, we're still using the old IPs.
Speaker 1 00:24:41
Yeah. Yep. Let me uh I know Gabby is out for the next few weeks, um but let me let me see if Kevin can do that for us.
Speaker 4 00:24:53
Perfect. Yeah If, you send me that information I'll be more than happy to go through it. And and I'll let you know if I see any issues or concerns. I will.
Speaker 2 00:25:04
Awesome, thank you, Chris. We'll uh, we'll get those quotes uh for zero outages over uh to you for the camp. And then just for the service ofum uh the Starlink. Uh obviously it'll have to be installed as well. Uh which.
Speaker 2 00:25:26
I am sure Greg feels comfortable doing since he knows that place inside and out. Craft.
Speaker 4 00:25:33
Building, I am good.
Speaker 2 00:25:34
Yeah, So and then, of course, the main circuitry for for the camp up there as well. So we'll we'll facilitate both those. We might I don't know if they've been expired or not, So we might have to update them, but we'll get you. Uh, we'll get you what we have right now.
Speaker 1 00:25:54
Okay perfect.
Speaker 2 00:25:56
Wonderful. All right, anything else?
Speaker 1 00:25:60
Um, Do you guys mind if I cancel our next meeting that I have set up for you guys? I have a conflict on that day.
Speaker 2 00:26:09
Sure. Yeah, that's fine. Yeah.
Speaker 1 00:26:10
Okay, perfect. Um There's a lot going on here. So I just wanted to put that question in for you guys. Uh, really quickly becauseum. I will be out of the office that day taking my child to college.
Speaker 2 00:26:28
Ooh, happy and sad day at the same time? Yes. Um, So feel free to to lean on us Christi on on anything uh you need done or or quotes or or whatever we're, you know very much here and very much able to step in uh and help at any moment.
Speaker 1 00:26:48
Awesome thank you.
Speaker 2 00:26:50
You're welcome.
Speaker 2 00:26:52
All right.
Speaker 1 00:26:53
Thanks, guys. Have a great day. You too.
Speaker 2 00:26:55
Have a great day, everybody. Bye- bye.
Decide on PSTN approach for Teams: Microsoft Calling vs Direct SIP Trunk RoutingSusanna to download invoices (AT&T, Spectrum, TPx, OneRing, GeoLink) and share account numbers to centralize billing through TeleSystemsVendor to resend ZeroOutages/Epic IO backup SD-WAN and Starlink service quotes+9
07-13 Meeting: IT Productivity Metrics, Budget Finalization, Tool Consolidation, and Inventory Reconciliation
> Date: 2026-07-13
> Location: [Insert Location]
> Participants: [Olivia] [Sergio] [Christi] [Pete] [Speaker 5] [Kashif]
## Meeting Notes
### **Team Performance and Productivity**
- **Defining Metrics:** The team discussed the urgent need for better productivity metrics to identify underperforming team members. Pete raised concerns that high average ticket times are skewed by long-running tasks like onboardings, which may include unproductive "watching" time. He wants to measure the activity of staff who handle low call volumes and establish benchmarks for different ticket types to identify outliers, drawing a comparison to real-time call center metrics.
- **Key Performance Indicators (KPIs):** Christi suggested using BrightGauge and "Nilear Time Machine" to get a clearer picture of technician performance, recounting a past success in improving a tech's padded ticket times. Olivia suggested tracking "average time worked on a ticket" and "same-day resolution." Christi identified three key metrics to improve urgency: "same-day resolution rate per user," "average time worked," and "average time to plan." Olivia noted a tech's same-day resolution rate seemed low for a Level 1 role.
- **Ticket Ownership:** For escalated tickets, Olivia clarified that the person who resolves the issue gets credit, based on the "resolved by" flag, not the "closed by" flag. For onboarding tickets, ownership should go to the person who did the most work.
- **Staff Performance Issues:** Christi expressed frustration with incorrect staff entries, primarily from Cobi, which resulted in 17 unassigned computers and 33 unassigned devices needing to be addressed.
### **IT Budget, Cost Savings, and Contract Management**
- **Budget Finalization:** Kashif requested Christi to finalize the IT budget and send it in his preferred worksheet format by July 13, 2026, to complete the FY27 budget. He expects final numbers for the prior year's budget by August 15, with preliminary updates sooner.
- **Cost Savings Clarification:** A misunderstanding with Dr. Barber was discussed, who believed outsourcing saved only $100,000. Christi clarified this figure was her year-to-date estimate for being under budget in FY26, which included severances. Kashif requested a detailed analysis of actual cost savings for FY27 and asked Christi to clarify the misunderstanding with Dr. Barber.
- **Redundant Services and Consolidation:** The team is reviewing IT services to eliminate redundancies. Several services are marked for non-renewal:
- **Terminating:** CrowdStrike EDR, LogMeIn (exp. Nov), Trellix/TrelloX (exp. Aug), Box (exp. Sep), Barracuda (moving to Avanan in Dec).
- **Expired/Removed:** McAfee.
- **Reduced/Changed:** Zoho (moved to free tier).
- **Retained:** Synology (until next year), Management Engine for AD (minimal use).
- Kashif emphasized eliminating file storage overlap between Azure, G Suite, Box, OneDrive, and the on-prem server. A migration from Box to Google Drive has started.
- **TimeZest Review:** The tool's usage has dropped to only five times in the last month, costing $557/month. Pete noted it wasn't on the Crimson Contracts list and wants to cancel it to save over $6,000 annually unless a user can strongly justify its need. Christi noted it's also used via a link in new ticket emails, but the team is not enforcing its use.
- **Google Accounts Overspend:** Christi reported that due to a missing litigation hold setup, approximately 190 unnecessary Google accounts were kept active, leading to overpayment for about 200 extra users. Kashif requested detailed data to address the overspend.
### **Tools, Automation, and Infrastructure**
- **Invoice and Payment Automation:** Christi described struggles with manual invoice processing, leading to delays and late fees. To resolve this, Kashif plans to switch the organization to SAP Concur for invoice and payment automation, targeting a go-live date of January 1.
- **New Automation Tools (PIA):** Olivia introduced PIA, an automation product she saw at Evolve, describing it as more user-friendly than Roost with the ability to connect to 365 and push scripts. Christi likes PIA, but a previous evaluation was shut down by the former CEO, Anzor, over cost concerns. PIA has functionality similar to Thread, which is only used for one customer.
- **In-House Automation:** Christi stated that much automation could be done with homegrown solutions within ConnectWise, which she has used for personal time-saving automations. She is working on an onboarding/offboarding process for AbilityFirst. However, she noted ConnectWise is less user-friendly for automation than more expensive PSAs like ServiceNow or Halo.
- **On-Prem Infrastructure Decommissioning:** The plan is to decommission the colo by the end of the year (December 31) and move everyone from Synology backups to Datto. Limited on-prem AD and file servers remain in use.
- **Telephony Issues:** The current call routing from TPX to Peerless is considered problematic. However, multiple Peerless contracts run until May 2027, constraining any immediate changes.
### **PC Inventory and Billing**
- **Inventory Reconciliation:** Kashif demanded a full analysis and reconciliation of the PC inventory. A recent bill showed 394 PCs, but he wants a user-level mapping to stop paying for non-existent or unmanaged devices. Discrepancies exist due to legacy info, and approximately 80 computers are in the office awaiting deployment. Inventory system numbers fluctuate, and some staff installs are delayed.
- **Billing Model:** Christi proposed a banded payment model, but for the current cycle, billing is at a flat rate for "three ninety four" units. Kashif is not comfortable with this number without a detailed analysis to validate it.
### **Leadership and Communication**
- **Leadership Change:** Christi informed Kashif that Anzor is no longer CEO but still owns the company, and Pete appears to be the acting CEO. Kashif wants to meet Pete to align on their working relationship.
- **Meeting Cadence:** Christi holds recurring meetings on Mondays to cover tickets, budgets, and other issues. Kashif asked to be included in these meetings.
- **Communication Logistics:** Due to poor call quality (Kashif was on Starlink at sea), video was turned off. Kashif agreed to CC Christi on Verizon-related tickets for visibility.
- **Historical Document Access:** Kashif requested credentials for Gary Liu’s email and file access to retrieve historical documents for Dr. Barber.
## Next Arrangements
- **Budget and Finance:**
- [ ] Christi to finalize the FY27 budget and send it to Kashif in his worksheet format by 2026-07-14.
- [ ] Christi to deliver a formatted cost breakdown (current costs, expirations, savings) to Kashif.
- [ ] Christi to brief Dr. Barber on the FY26 budget clarification and outsourcing savings.
- [ ] Kashif to provide a preliminary budget update by the end of the current week and final numbers by August 15.
- [ ] Send calendar invite for 2026-07-27 at 10:00 or 11:00 to review the monthly billing breakdown.
- **Tools and Contracts:**
- [ ] Olivia is to ask in the next L10 meeting if anyone absolutely needs TimeZest and to justify its use.
- [ ] April needs to add the TimeZest vendor contract to the Crimson contracts list.
- [ ] Kashif to contact SAP Concur to initiate onboarding, targeting a January 1 go-live.
- **Performance and Productivity:**
- [ ] Olivia to put together four KPIs for technician performance and create a dashboard to provide visibility.
- [ ] Pete, Christi, and Olivia to meet at 1:30 PM on July 13, 2026, to discuss the "Time Machine" tool.
- **Inventory and Infrastructure:**
- [ ] Christi to deliver a full PC/user inventory analysis, including anomalies, disposal recommendations, and reconciliation with the 394 billing count.
- [ ] Continue Box-to-Google Drive migration.
- [ ] Plan and execute decommissioning of on-prem servers/colo by December 31 and consolidate backups to Datto.
- **Communication and Administration:**
- [ ] Schedule and confirm a meeting with Pete (acting CEO) for alignment.
- [ ] Christi will add Kashif to the recurring Monday noon meetings.
- [ ] Kashif will CC Christi on Verizon-related tickets going forward.
- [ ] Christi to send Gary Liu’s username and password to Kashif for document access.
- [ ] James to scan and email required invoices (e.g., Verizon) promptly per Christi’s requests.
## AI Suggestions
> **AI Suggestions**
> AI has identified the following issues that were not concluded in the meeting or lack clear action items; please pay attention:
> 1. **Productivity Metrics:** The team lacks a concrete plan to formally implement the productivity metrics and ticket benchmarks that Pete requested. It is unclear who is responsible for defining these standards.
> 2. **Tooling Decisions:** The decision on whether to adopt PIA for automation was not made. A clear plan for evaluating PIA against current tools and in-house solutions is needed. The banded payment model for PCs also needs defined thresholds and documented approval.
> 3. **Inventory and Data Reconciliation:** PC and user counts are not consolidated into a single source of truth. A structured cadence for inventory reconciliation and a deployment schedule for unmanaged PCs are needed. The exact meaning of the “three ninety four” flat rate is also unclear.
> 4. **Cost and Process Governance:** The Google account overspend requires a corrective action plan (owners, timelines). A formal process is needed to prevent payments without proper approvals (which Concur may solve). A telephony remediation plan is needed for the TPX-to-Peerless routing issues.
> 5. **Strategic Planning:** The on-prem decommissioning requires a detailed plan with system dependencies and owners. The requested meeting with Pete needs to be scheduled with a defined agenda to clarify leadership roles.
Jul 13, 2026
Speaker 1 00:00:29
Oh, Hello again. Oh, hello again. I am just putting down my blinds or else. I will look like a ghost.
Speaker 2 00:01:22
We're just waiting for Pete. He didn't call.
Speaker 3 00:01:30
Sorry, I'm I'm annoyed right now with something. Oh really? What are you annoyed with? It's that issue from Cobi where he didn't put people in correctly. Was.
Speaker 1 00:01:43
It just him or was it everybody?
Speaker 3 00:01:45
He was the majority. There was one by Riddick, uh one or two by Caleb. Where like it was half put in, half baked. Uh, only one from Riddick or not was is it Riddick? Let me double check something. I don't remember who it was.
Speaker 1 00:02:03
Cause, maybe it just needs like maybe the task list needs to specifically say it. It says and it doesn't. It does?
Speaker 3 00:02:13
Yeah, at least the last time I checked.
Speaker 3 00:02:17
Okay, I don't want to go smack him around for it, but it's like he was the majority offender. Yeah. And we already know that he does it. But I have 17 unassigned computers but 33 unassigned devices and I'm trying to, I got to figure out before end of day where they go because I've got to go in and update systems.
Speaker 3 00:02:52
Oh, Pete's here. Hey, Pete. Hello,
Speaker 4 00:02:55
Pete. Good morning.
Speaker 1 00:03:04
Good morning. Okay, So this meeting essentially I wanted to talk about automation a little bit. And then we said we were going to talk about productivity slash like time machine. I know that you kind of went over it last week though Chris so, Not sure if we have more to discuss there. Specifically with automation, Chris, I was telling Pete that I really at Evolve. I liked PIA like they showed us their like product. And I really liked it. It looked a lot more user friendly than like Roost for example.
Speaker 1 00:03:48
Um, it looks like it connects to um three sixty five obviously, And then also like puts a little mini agent on devices so that they can like push scripts and stuff, which would help. Like if we move RMM, then we ideally this is how it works in my head. I am not sure how this out it works in like actual, but um yeah, it wouldn't be like such a big deal if we moved RMMs.
Speaker 1 00:04:18
Uh, if we had like a bunch of scripts and stuff. So I guess my question here is, what do you think about PIA?
Speaker 3 00:04:27
I like PIA. Um, I had asked Anzor when he was like," Let's get rid of Bruce," was like," Can we look at PIA?" And he was like," No." I am not doing this. Um. So that's the only reason why I never got to move forward with it. Um but at that time he was very much into, Stripping as much cost as possible. Um, and you remember that that was right before Pete came along, and he was like, "We're we're getting rid of anything and everything that we're not going to use." Um, And at that point, he was talking about getting rid of uh TimeThrift, which you were you were religiously using it at that point, um a few other applications. And we had to. We had to almost threaten to quit on him at one point if.
Speaker 3 00:05:16
He continued knocking things out that we were actively using, so um. And then he turned around and gave us Thread.
Speaker 1 00:05:26
Well, I guess that's also a kind of a topic of conversation because PIA does Thread type, same exact thing you know, They don't do it on Slack. But at the moment, we only have one customer on Slack, which is BI. Yeah. So. We could potentially get rid of that cost from Thread? And like you mentioned TimeThrift too. I've been looking at our usage of TimeThrift, and it's just like we're not using it enough. I love it. Yeah, we're not using it enough to make use of it. So technically.
Speaker 3 00:06:01
When Ian left, Our usage dropped because I think Ian was the only one really using it, and I haven't shown it to Robert or Gaston yet.
Speaker 1 00:06:08
Yeah, and Becker and Moritz use it as well but like that's about it.
Speaker 3 00:06:12
Yeah, um, I wouldn't mind getting rid of TimeThrift to save on the cost. I I like it if people actually use it, but it's another one of those issues that we were talking about earlier today. Staff have too much, and they're just not using things like if we tried to say, hey, you got to put this in exact, they just don't do it. I don't know if it's they're just not paying attention to details or they just don't care. Um Pete, We were talking about an issue we had earlier before you came along, where we were trying to use ConnectWise Inventory. It was easy to use, But nobody would update it because they were just used to grabbing and going with with devices and cables. And things like that and not putting it against a ticket. And it was a struggle, and that's why that closet was we could not get it done. And I just basically gave up at that point because it was me and Olivia. ; no one was backing us up. So um.
Speaker 3 00:07:11
I'd say TimeThrift's not getting used. Let's get rid of it. But PIA, I like. I have liked it. I'm still getting hit up with PIA on things. I mean, they're everywhere. I turn around, but the demos I've had, it looked nice and when Anzor had asked me, well can't you just create this in Azure? You know we attempted but I don't have the timing to do that. Yeah.
Speaker 1 00:07:41
Well, and Pia has like a bunch of like community, like you know they add to like their marketplace or whatever the terminology is, you know. Some yeah. Yeah.
Speaker 4 00:07:54
So what could we get rid of? What did you say is not being used?
Speaker 1 00:07:58
TimeZest. Christi gonna kill me, but I really do think that we could switch out Plaud for Plaud if that like actually works, how it's supposed to.
Speaker 3 00:08:10
Yeah, so Pete, let me show you real quick what TimeZest is. I use it, But I don't use it anymore because I don't have a reason to use it. I don't work with clients as much. But TimeZest is this pod right here, And basically, the dispatchers can go in and say, hey, this ticket's assigned to team A. We want to set up a well, actually let me rephrase. A technician could go in here and type in their name here. Remove that. And if we called a client and we couldn't get a hold of them, we could do a callback. It'll send them an email, send the staff, the employee an email or a scheduling request. And then the employee can go in. It's kind of like Calendly where they can select a time with us that's open on our ConnectWise calendar.
Speaker 3 00:09:08
To actually talk with them,
Speaker 4 00:09:12
How much does anybody use this now? Do we know?
Speaker 3 00:09:17
Not enough. That's what we were saying. Yeah,
Speaker 4 00:09:20
Yeah, but do we know or are we speculating or do I know for sure?
Speaker 3 00:09:25
Yeah, there is a dashboard. Dispatchers can also use it with a group of staff and have a client actually set up time. It worked when dispatchers are using it. It works when staff use it, but they're not getting trained on using it anymore. And I haven't been as diligent about it. Um, and honestly with everyone's schedules lately with tickets, it doesn't work because our texts are scheduled multiple days out. You know, then the the users are getting frustrated with that.
Speaker 1 00:10:03
Yeah so last month we already we only used it five times.
Speaker 4 00:10:07
And who you can you tell who used it?
Speaker 1 00:10:11
Uh, yeah, Monti and Becker. Yeah. And And Sean. Sean did it.
Speaker 4 00:10:18
Who who uh are are they an independent company? Or are they part do we get this as part of something or We.
Speaker 3 00:10:25
Get a slight discount because we're part of Evolve membership or at least we did when I when we first put it together,
Speaker 4 00:10:32
Well, the reason I'm asking is because I'm in the Crimson, Contracts list and I don't see TimeZest listed. So is it under something else? Do we get it through?
Speaker 1 00:10:47
No, should be through TimeZest.
Speaker 3 00:10:49
Yeah, it was coming out of like we're directly paying TimeZest. Yeah, cause I I used to get the invoice.
Speaker 4 00:10:58
So, maybe it's just maybe it's just not on the list because it's maybe maybe they just missed it, but. I'm trying to figure out, do we have a contract? When does it end? How much do we pay? I don't know any of that information, but.
Speaker 1 00:11:11
So we pay five hundred and fifty seven dollars per month for this. Yeah.
Speaker 4 00:11:18
For three people to use it five times.
Speaker 1 00:11:21
Yeah, yeah. We used to use it a lot more often.
Speaker 4 00:11:24
I get it That's what I no, I get it But I mean how I want to know how soon because what I would like you to do Olivia at your next L10, just ask. Does anybody absolutely use this? Because if it goes away like at the end of the month, does anybody really absolutely need it? And if so, justify why you need it. Because if they don't, I want it to go away. That saves us six thousand dollars a year.
Speaker 1 00:11:50
Yeah. Yeah. Well and it's based on like who It's based on users, so if we got rid of a bunch of users, it would be a lot cheaper as well, you know?
Speaker 4 00:11:60
If we got rid of what?
Speaker 1 00:12:01
Like a bunch of users. Yeah So like, If, Monti and BAFMA. And you know, a couple, other people are the only people who use it, we can remove everybody else and then just keep them. And then it would be like a lot cheaper. Yeah, but four users.
Speaker 4 00:12:16
Is not just getting rid of the whole thing.
Speaker 3 00:12:18
Yeah, yeah, yeah. Well, The only other way we use it is we do have it as a link going out on. Hey, you opened a ticket with us to get faster service. Please click this link and schedule a time. And people do use it through that.
Speaker 3 00:12:33
So, yeah. Sorry, my cough is sounding better, so ignore the coughs.
Speaker 1 00:12:45
As I say that, I see Monti just sent one out. Like, yeah.
Speaker 4 00:12:50
So is that two words? TimeZest?
Speaker 3 00:12:53
One word altogether.
Speaker 3 00:13:04
Like it's cool, we're just not enforcing it.
Speaker 1 00:13:08
Yeah, And they just came out with like a auto dispatch or like a dispatch and triage function that they've been reaching out to me about, which doesn't necessarily help us now that we're creating our own. So it's like that would have been great like years ago. But um.
Speaker 4 00:13:29
So getting back to the question at hand um.
Speaker 4 00:13:40
Should we go with Plaud or not? And in the meantime, Is there anything else we can be doing for productivity and or automation in the meantime?
Speaker 3 00:13:53
We don't have the connections to fully automate the way we could within ConnectWise. We did get rid of a bunch of those connections. And so right now, There's a lot we could do without even buying Plaud. We could we could do some homegrown stuff, so it's not hard to set up at all. I have automation set up because Anzor never killed my API access. He's threatened to, but he hasn't. So I've got automation set up for me personally, that is saving me a lot of time and ones that I have on a list that I haven't even got to setting up. Um, there is and I was working on an automation through my personal account.
Speaker 3 00:14:37
To set up an automation for AbilityFirst to test out some automation in onboarding and offboarding, just as a trial thing. Where ConnectWise would connect with Active Directory or Azure Active Directory in AbilityFirst M365 environment and create the user accounts for us. So that because we're having an issue getting them set up properly. And that's because, They are not putting in department and title and the information we need for uh finance that needs to happen. So it it's actually caused some issues in the last couple weeks on the finance side. So I was exploring how to do that. There is a way for us to easily do it um, but it is time consuming to do it individually for all clients, and Plaud would actually cut down on that issue. Um.
Speaker 3 00:15:37
With that being said, there's a few things we could do, but I will be honest. ConnectWise does not make it as easy as other PSAs to run automations. It just doesn't. So and it is a known fact like ConnectWise knows that it's hard. So Oh,
Speaker 1 00:15:57
For sure, Pete, did you ask April about a signed contract with TimeZest?
Speaker 4 00:16:01
Yeah? Why is she asking? You know,
Speaker 1 00:16:03
She asked me and Christie.
Speaker 4 00:16:09
Yep. I told her I was in Crimson Boss looking for the vendor contract, and it's not there. Can she get it added?
Speaker 2 00:16:15
Oh, okay.
Speaker 4 00:16:17
That's so funny. I.
Speaker 3 00:16:20
Don't know. Yeah, I mean, not to be unfair, but moving to ServiceNow or Halo would be so much better than ConnectWise. We know this, but we're not going to be doing that so.
Speaker 4 00:16:33
But ServiceNow is so expensive that yeah,
Speaker 3 00:16:37
You know, I should have it. It is very expensive.
Speaker 4 00:16:40
So what? So without completely switching gears Olivia, because I know Pia is very important to you, but I need to get some immediate productivity information on people that's gonna that's gonna not get to me fast enough with even if we go to Pia, how can I get where I need to be?
Speaker 3 00:17:04
Soon. What are you looking for to do? Let me ask that.
Speaker 4 00:17:07
I want to find out who's who is carrying their weight and who's not. And what and what I mean by that is, I want to get some numbers that show like how much like when we say. So for instance, Olivia is producing average ticket times. Our average ticket times are way too high. Now, there's probably certain things that are skewing those numbers, right? There's probably some tickets, for instance. And I don't know Olivia if this goes into your numbers, but if onboardings are going into those figures, That's got to be skewing numbers because onboarding tickets just the few that we looked at. And I know I keep going back to this but.
Speaker 4 00:17:56
Certain onboarding and offboarding tickets are taking eight and ten hours, and I think some of those are BS. But what I can't figure out and what I don't know how to measure is, and I am going to just pull a name out of a hat, right? And I am not accusing anybody because I am making this up. But let me just say if Ronell says, "I am offboarding this person," and I charge or I am onboarding this person, and I've And I charge four hours to setting up this computer, but three hours I am sitting there watching this computer install patches. I shouldn't be charging those three hours. I should be kicking that off and going and doing something else while the computer is doing that, right? How do I measure that? The computer technically is doing something, but I shouldn't be sitting there watching it do it. I should be doing that in the background while I am doing something else. Yeah. And.
Speaker 4 00:18:56
I need to be able to know that, right? But I don't know how to know that. When the other person, George or Kobe or Caleb or whoever else is doing an onboarding, Does that and goes and kicks it off and then goes and does another ticket while the computer is doing its patches. And technically is being much more productive while this other person is not. But I got to be able to measure that because the managers need to know that information. That's one example. Another example is, you know, If I got somebody who's supposed to be logged in, but they only for jams, but they only get five calls a day. What are they doing the rest of the time? How can I measure that?
Speaker 1 00:19:41
Mhm. Well okay, they're all going to be like different gauges right? Exactly.
Speaker 4 00:19:49
And and that's why when when Chris says, what do I want to know? I need to know all these different scenarios. But what I really need is, I need the managers to measure this. And if they're not getting the reports or they're not taking the time to measure this, Then I may have three out of twenty people that aren't carrying their weight or screwing around or have a second job that are not doing their jobs here. And I either need to fix that or get rid of them or hire somebody else. But, what I'm going to hear in the meantime is we don't have enough people to do our tickets.
Speaker 4 00:20:22
And that's not the solution, and that's not the problem. The problem is I have two or three people that have another job, And I am paying them to not do the job they are supposed to be doing. So, I've got to fix that, and I don't have the visibility to it that I need.
Speaker 1 00:20:39
Okay, So let me share my screen with, like the dashboard to just kind of get an idea of. What kind of KPIs are we looking for, And then I can put it all into like one dashboard. So you could see everybody's at once.
Speaker 4 00:20:53
Because Chris, let me tell you, and I've told Olivia this: like in my past lives, the help desks that I managed were much more call center based. Yes, So I had metrics real time that I could tell these people were logged into the queue. The queue was a first was a was a most.
Speaker 4 00:21:14
The most time they had available, they were the next in queue to get a call. So I could always manage that, right? It was much more easily managed. And if somebody was logged out for too long, I had those metrics. If somebody wasn't logged in enough, if somebody had high abandon rates, it was really easy to manage that. And I could get rid of the people that were not productive. I could get rid of the people that had too long a talk time, that had too long a busy time. Lots of really easy metrics to deal with. But here, I got remote people that are doing tickets that I can't manage as easily because I don't have the supervisors doing it as actively as they should. And I don't have the metrics that I need. So, I need to develop those that I don't have.
Speaker 3 00:21:55
So, Our phone system doesn't do that because that was the first thing I wanted when i came in because i had been on the ShoreTel call center for twelve years.
Speaker 4 00:22:04
Yeah, but our people don't log but our people aren't taking calls either. So, we got to have a different way to measure it in tickets and ticket, volume and ticket and ticket metrics. And if people like, we should have a way to say, okay, the typical L1 ticket should take thirty minutes or whatever. And then anything that's outside those boundaries, we should be able to look at and say, why was it? And a typical L2 tickets should take X. And a typical onboarding should take X.
Speaker 4 00:22:36
And then at least we can set boundaries, And then we can start looking at the ones that fall outside the boundaries or something. But we've got nothing right now, and all we say is our average ticket time is ninety minutes, which is just ludicrous.
Speaker 3 00:22:51
Yeah, we have.
Speaker 2 00:22:54
I am sorry.
Speaker 3 00:22:55
Oh go Chris. Sorry um so just, A quick heads up, we've built out a bunch of gauges, which I hadn't seen this one because things have changed. I haven't been in BrightGauge in almost two years now. But there's a bunch Pete, do you have access to BrightGauge? Mhm. Okay. There's a bunch that we've done to set up like I had set up a bunch of client items, uh quarterly business review. Olivia's jumped in and set up a bunch of gauges. Um, they're like one of the ones down at the bottom of the list is C-level individual.
Speaker 3 00:23:29
And I can go in and see all the reports I needed for techs at the time, And I could actually filter it by single techs, and then determine who is who is my buffer. We so just between the three of us, we had a massive issue with George when I first came on. Like all of his tickets were either padded weren't being, you know, time was higher, and. And I had to have a sit down conversation with him and compare him to other techs and say, "Hey, this is an issue here. You are spending forty five minutes on a printer installation per ticket, and it's not just a you know here and there; it's it's a lot." And we had to go through and say, "Why is it this way?" Um, and then have a conversation of how he was padding. And then things massively improved with him, and he became one of my top techs. Um.
Speaker 3 00:24:26
So all of these are on here, but Pete, if you if you combine this with Nilear Time Machine, This is how we've gotten a clear picture in the past of who are our problem techs and who are our good techs. And building it out with both of these just made my life a lot easier in that way. Sorry, I didn't mean to monopolize.
Speaker 1 00:24:49
No, you're all good. Um.
Speaker 1 00:24:53
So I was just going to say, so here is some of our like tech dashboards at the moment. What we have, this Ronell's. So this how many tickets are assigned to Ronell, how many tickets have not been updated in more than three days. So but the big ones right, like average amount, what is this? Average time it takes to get a ticket to resolution. He's at like eighteen hours. Um but see this isn't necessarily even just Like this one, I think it was a bunch of people's time. Okay, anyways, I'm getting off track. So maybe like average average time to resolution because if that's really high, clearly there could be a potential padding. Um and then average time worked on a ticket. We want that to be like lower the lower, the better. So this one I think is a good one too. Um.
Speaker 1 00:25:48
Same day resolution, like L1s should have a higher same day resolution than L3s, for example, right? Because they're getting those escalated tickets. This I would say is really low for Ronell. For someone who's taking calls and 'cause he's not necessarily an escalation point. Um And then And then it's not on here. I don't think No it's not.
Speaker 4 00:26:16
So when we have a ticket that gets escalated, do we have the ability to when when it gets closed, who does it get closed under eventually? The person that originally had it assigned to them?
Speaker 1 00:26:29
No, the escalation. Why? Whoever resolved the issue will get credit for that ticket. You and I talked about this, remember? Yeah.
Speaker 1 00:26:44
Unless it's an onboarding, in which case the person who did the most work should then be the ticket owner.
Speaker 3 00:26:52
And remember, This is the resolved by flag Pete and not the closed by flag because that's going to be a different person.
Speaker 1 00:26:59
And not the what? Closed by. So like closed by oftentimes will be like me or Charles or Chris, somebody who's like actually closing that ticket.
Speaker 4 00:27:08
I'm trying to figure out how we get, People to care about urgency. Because if the person that gets the ticket assigned originally has, has the the responsibility of getting it closed quickly, maybe they'll have more incentive to get it closed more quickly.
Speaker 1 00:27:29
So there's three. We could add like a oh sorry, I'm sorry Chris. I was going to say we could add like an SLA, like how quick how often they're they're. resolving their tickets within SLA because I feel like we don't necessarily, we've never really necessarily like focused on SLA for techs. We did,
Speaker 3 00:27:49
But only so this is how sorry I was about to cough at the same time. There's three different thingum that will I would run by with a team to get them to understand the urgency. One was same day resolution rate. Per user, one was the average time worked, and the other one was average time to plan. How long it took for them to pick it up and work. And that one was for the dispatch team mostly, But we still looked at it for the techs because some techs would just they see the ticket come in, and then they bump it to the next day. So, those were the three keys that I would use for the techs to get them to actually like step it up.
Speaker 3 00:28:37
The same day resolution with some people, I really use that for my on phone techs, because at the time, we had more techs on the phone peak. And, then all of a sudden they asked for me to send all the phone calls to Olivia.
Speaker 2 00:28:54
Which was terrible.
Speaker 3 00:28:56
Yes, it was a terrible idea. I fought that didn't work, then they figured out how terrible it was. So Okay.
Speaker 1 00:29:07
So let me get my notebook. And now, of course,
Speaker 4 00:29:12
I'm late for another call that I have to go to. But we've got to get we got to solve this. I keep having a 30 minute meeting and we get this far and then we get nowhere.
Speaker 1 00:29:22
So yeah Well, Let me put together those those four KPIs. And then see is that what you're looking for?
Speaker 4 00:29:32
But, we were also supposed to look at what is it time machine or whatever? Yeah, look. I'm supposed to look at that. I don't have time to do it right now,
Speaker 3 00:29:40
But can we do that for this afternoon?
Speaker 4 00:29:41
Can, we do the.
Speaker 3 00:29:44
Time machine during the one on one with you and I?
Speaker 4 00:29:48
Do we have time this afternoon?
Speaker 3 00:29:50
You and I have a one on one. We could use.
Speaker 4 00:29:54
Are you free at 1:30, Olivia? Yeah. Or I'm free at 2:30 either way.
Speaker 3 00:30:00
I'm not free at 2:30. I have a Kevin Thomas.
Speaker 4 00:30:03
Let's do the let's do 1:30. I'll add you to our one- to- one with Chris.
Speaker 3 00:30:07
Okay, perfect. Okay, all right, okay,
Speaker 1 00:30:09
Thanks guys. Thank you.
Speaker 2 00:30:10
Have a good one.
Speaker 5 00:32:26
Hey Christi, how you doing.
Speaker 5 00:32:51
Christi, You there.
Speaker 3 00:33:13
Hey, good morning.
Speaker 5 00:33:15
Hey, how you doing? Welcome back.
Speaker 3 00:33:18
Thanks. It's my second full week back. My energy levels have come up, But I still sound like I am coughing like a eighty year old man with chronic COPD from the oxygen. Oh, okay. Well,
Speaker 6 00:33:30
I am glad you are getting better. Yeah yeah We're counting on it. You are getting better, though Good good, good, good.
Speaker 3 00:33:35
Good to hear that I and I've lost a significant portion of weight in the last three weeks because of this.
Speaker 6 00:33:43
That's Always a good thing. That's not a bad thing. Yeah, yeah, yeah. That's good. I am glad to hear. Well, I am glad you are doing better on your back. So.
Speaker 3 00:33:51
Yeah, I missed everybody. I was I was chomping at the bit to come back to the office earlier, but they wouldn't let me.
Speaker 6 00:33:60
Yeah no that you've got to listen to me. Is this your your body is telling you something is wrong? Rest it off. That's the only thing you can do not work is not going anywhere. So. It's there. So, all right, well good. Well I'm I'm sitting somewhere on the Mediterranean Sea. Oh. Uh cruising along the way to uh Italy right now. Yes. Uh we're going to be so today is sea day. So I'm working all day today. So I've been working since this morning. So it's been nice been good when yeah, when we get the sea days I get to you know it's hot and humid outside even on sea is hot and humid.
Speaker 6 00:34:41
So it's it's so it's amazing the weather is so different over here, so I'm I'm just in my room. My girls and everyone are outside. They're doing their thing, but, I'm uh I'm just hanging out in the room, just catching up with emails and finishing up my work. So nice of um I'm glad that we can talk. It won't it won't take us an hour. This probably take only ten fifteen minutes of our time. I, just wanted to to talk to you about the IT budget that you were working on. I wanted to get that finalized and, Can you send me something today? Cause I can.
Speaker 3 00:35:12
Yeah, cause I I have my stuff. I just need to put it over into your worksheet that you like. Yeah, that's that's the only mistake I've made. I just i thought i put it together, i named the worksheet the same thing and then I looked at them like, that's that's not what costs supposed to be So yeah, So cause i did it before i got sick.
Speaker 6 00:35:29
So No no worries yeah That could yeah So if you can get me that, That would be good because i want to try to get the F Y twenty seven budget completed while i'm here. Okay. So, cause I get I'm getting no disturbance, right? I'm getting a lot of a lot of uh personal time, so I can wrap everything up. Okay. So the IT budget if you can get me that. Um Then the second item was review the cost savings. Okay, So I was talking to Doctor Barber. And and I, guess you shared with him something that showed that the cost savings of outsourcing is only a hundred thousand dollars a year? No.
Speaker 3 00:36:09
That's not what I had said.
Speaker 6 00:36:13
Okay, that's the way he understood it, so I wanted to make sure.
Speaker 3 00:36:17
So i I said," Hey, heads up." Based on year to date actuals that I've gotten. And this was this was a few months ago.), I said it looks like that i can estimate that we are going to be about a hundred thousand under budget for this month or for this year. And that was still in fiscal year twenty twenty six, so I don't remember if that was in May or early June.
Speaker 5 00:36:40
Oh, okay.
Speaker 3 00:36:41
Yeah, I said now budget. Yeah.
Speaker 5 00:36:44
Yeah go ahead, go ahead,
Speaker 3 00:36:46
So that was actuals. And that included the severance packages because you okay, yeah. So I,
Speaker 6 00:36:53
Okay. So he misunderstood that I think the way he took it was that the savings of outsourcing. It's only a hundred thousand, not more than that. So I think we need to revisit that as well. We have to take a now take a look at um so I can explain that to him that it's versus budget for the year. You're going off of that. It's a hundred thousand. And considering all the severances and everything included, it's a hundred you're still saving money. You're still saved uh in doing that um. But at the same time, we.
Speaker 6 00:37:30
Want to be able to identify what is the actual cost savings looking like for fiscal year twenty seven because this is the first full year I mean, yeah I mean, Lorenzo's final severance is being paid out till October. That's a small nominal amount. But the idea is, what cost reductions are we having? You remember, I told you just to keep a very close. Uh uh, a record of all the services you're shutting down. And what the monetary value is to that, we want to be able to see that. Then with what we have currently, How can we further reduce and And? It's not Doctor. Barber's focus is not cost savings per se. Cost savings will naturally come when you restructure and redesign. The idea is are we putting in the right systems, the right functions at the right cost? When you do that, all the extra.
Speaker 6 00:38:27
Duplications, unnecessary spending, all that gets wiped away. So we want to be able to know what that is. Like for example, if we're going to move away from G Suite and go into Microsoft Teams, what does that structure look like? Exactly.
Speaker 6 00:38:45
I need that analysis from you. Okay. If you can put that together for me, That would be good because then I can talk to Doctor Barber about it and help it make some sense.
Speaker 3 00:38:54
Yeah. And he's actually coming to see me today, Um, he said later this afternoon. Um, because he wanted to go over a few things with me. Um, just a heads up. I am struggling with accounting. But it's not a bad thing. It's just everything is paper.
Speaker 3 00:39:14
Yeah And I,
Speaker 6 00:39:15
That's the problem. Yeah, yeah yeah.
Speaker 3 00:39:17
Um I have had some times lately where I've had to quickly sign something and get it back over to James and I didn't have time to scan it in. And put it into my records.
Speaker 6 00:39:26
Yeah, it. That's that's the one problem we have in this organization, and I am switching them over to SAP Concur. Right, same thing that we did in Mobility First. So we're working on that. So that that process is going to start now. Right, so I am going to be working with SAP Concur. Um, Actually, you know what I am going to shoot the because the process is you got to shoot an email. They talk to you. You know, you could be like, you got it sign up as a customer and say, hey, I am interested. And then the rep is going to get in back, get in touch with us. Yes, so I gotta.
Speaker 6 00:39:57
I just got to do that, and then once I do that, then we're we're starting the process to get everything automated. So I'm my goal is by January one, we're on SAP Concur.
Speaker 3 00:40:08
Okay, Perfect, because I am trying to get them into my spreadsheet as I sign for them. Um, especially when it comes to Verizon and those bills just because I am trying to monitor it because we are still paying duplicates on TPX versus Peerless or.
Speaker 6 00:40:25
Peerless, I think you said it was.
Speaker 3 00:40:27
Yes, yeah. So I'm still trying to designate a bunch of things. Verizon is a little bit better, But like I need to go back to him because I need to get that information back to him quickly and then get a copy of those invoices for this last month, because this last month is the one I had.
Speaker 6 00:40:45
Tell him, tell him to do it for you when you give it back and tell him, hey, scan it and email it. And he's not done it yet. Yeah, it's that's that. That's a James issue. So I see that, But you you can be yeah persistent, and you can be a bit more stern with them and tell them, hey listen, I told you to get me those. You haven't gotten into me. I need them today. You can do that with him, and it's his responsibility to get it out to you. So, yeah, just just remind him and and let him know because now, when you talk to Doctor Barber, just let him know you and I spoke in the Kashif will also fill you in with.
Speaker 6 00:41:21
This misunderstanding and clear up that clear the air with him on the hundred thousand. Yes. Let him know, hey Doctor Barbara, that I spoke with Kasha about this. He gets it. This is to budget for F Y twenty six budget. We're going to be underspent. Yeah Now, when it comes to our original agreement of the cost savings for outsourcing, That still is going to be what it is, and we're still buttoning that down, which is going to take us a little bit more time. But. Just let them know that it's it's in the works, But the numbers are going to be where where we initially anticipated it to be, if not more.
Speaker 3 00:41:55
Yeah. Um, Which reminds me because I was out at the at the turn of uh the end of June and beginning in July. Uh, how did we do on last year's complete budget? Has has the numbers been finalized yet?
Speaker 6 00:42:11
No, the numbers are not finalized yet. So I will have that by August 15 th.
Speaker 3 00:42:15
Perfect. That's that's good. I'll put those in the calendar.
Speaker 6 00:42:17
Yeah, bills are still coming in, so I'll know a little bit more by July twentieth. I'll know a little bit more because I'll have uh the financials in my hand by then or if not sooner, probably by the end of this week on Friday, I should have something more uh comprehensive or or a preliminary rather that I can give you and say, okay, hey, this is where it is landing at right now.
Speaker 3 00:42:41
Yes And just a heads up, I amum, I am being very anal about the budget here, where I want to keep track of actuals coming through. And then because I want it on hand, And I'll share that table with you because I use Airtable to handle that data. So, I'll share that table with you as they come in and as I sign for it. Then they go into Airtable. A copy of the invoice goes into an invoice file on my OneDrive.
Speaker 3 00:43:13
And then the data is uploaded into the Airtable. So if I don't sign something, um, I'll have it notated. I didn't sign it, and I probably won't see it just because I didn't sign for it. Cause sometimes James will get me things to sign, and then sometimes I'll get things the next month of things. I didn't sign, but he had Doctor Barbara go ahead and handle. So.
Speaker 3 00:43:37
Okay Yeah that's that's a problem just just a heads up.
Speaker 6 00:43:40
Yeah, that and that and that's the whole manual process, right? Because everything gets circumvented. You have SAP Concur. It can't. The bill needs to go through the proper approvals before it gets to him. So yeah, all that's going to be eliminated eventually. Perfect.
Speaker 3 00:43:54
I mean for mobility first, what I'm doing is I go into Concur because I'm doing the same thing there and I just download the invoices, throw it in my folder and it's uploaded to Airtable automatically.
Speaker 6 00:44:05
And you're done? Yeah Yeah The thing is this digital so you can see it and, Yeah, and you can you can download. You can do whatever you need to with it. So good, yeah. So we're going to have that same setup here. It's just going to be a little bit more time for us, to to get that done. But yeah, okay. So the current I T costs that may be redundant or can be reduced. That's, what I just mentioned right now, we I want to I want to go down the list of um in detail of all um and this is going to be part of the budget review right? Because in the budget review, you have it listed.
Speaker 6 00:44:36
I want to go through that with you and then see what we can reduce, eliminate whatever is redundant. How soon can we eliminate it? Because I know there are a couple of them that you mentioned that we have contracts that have to run through before we can terminate. So I want to understand what that is because that's just money being bled away. Yeah. Maybe maybe I can from a CFO perspective, call these vendors and negotiate something and kill the cost sooner. And kill the kill a contract if need be. But let's see what we have at hand.
Speaker 3 00:45:09
Heads up for you. Let me open it up. Um, Couple of things to be aware of is thatum Peerless can't, and this is past. Um Peerless cannot beum disengaged until that time uh, because I've tried that in the past with other companies. So okay, this is my and what is. Oh, sorry.
Speaker 6 00:45:36
No, so you are showing me what the Peerless is. What the voice over IP?
Speaker 3 00:45:41
Peerless is not just voice over IP. There is a few other things active in it, like what? So ISP different things like that.
Speaker 3 00:45:52
Okay, So InfoBlip Peerless is under that, and there is a few other options in there.
Speaker 6 00:45:58
Yeah, the thing is we want to understand what those are, what they're being used for and is it really, Something that we need to pay for or not, and we get if we have to get rid of it, we get rid of it.
Speaker 3 00:46:09
So correct. Um, so anything that I've terminated or expired, anything that's active in here. CrowdStrike is about to be terminated. Uh McAfee, Uh we just expired that like last week, uh, and that's been pulled off of all computers. Um Crimson Stack. You guys don't have to worry about that's in with usum. I this is not expired, but it's expired from it's point of view. So meaning I don't watch it even though I know. Yeah, that's yeah, yeah,
Speaker 6 00:46:42
You need to worry about that.
Speaker 3 00:46:43
So we still have an active Zoho, but it's now moved to free. Um and I've got to update that uh Zoho survey is still active because they use it AppRiver. Um is going to stay uh right here as active, the old contract expired the new contract. Um it got renewed. Because we don't, Crimson doesn't do email journal. We don't have a secure email. Um, we always send our clients through AppRiver. Log Me In is expiring in November. We are not renewing for either company. Um, and that one's already taken care of. This TrelloX um which is expiring in August is not being removed renewed. We've already replaced that. And then this one did get renewed, but we're we only renewed it for one more year.
Speaker 3 00:47:30
Because we knew that we weren't because it was due on February first, and we had to pay for it. So that was done in so it's like renewed through February twenty twenty seven. But that was when Lorenzo left, he didn't pay. Barracuda is expiring December first, and we will be expiring that because we're already moving everybody to Avanan. Uh, Synology is going to continue um until next year because of the servers that are already in the mix. Um, and so that one was already slated to stay. Um, and then Zoom active Google. But,
Speaker 6 00:48:08
But but you see you, you see the the though that type of backup. Why, would you need that backup? Then if I mean is we're just paying for it for the for the year and not using this service? No,
Speaker 3 00:48:20
We're using it. It's actually backing up all the DC servers across board Yeah So. It's staying in We have a Synology and a Datto. Um, at the time Datto was not working correctly. We are we have since fixed the issue. We have to get a larger bandwidth, but Datto is only backing up what is at the colo. Synology is backing up across all systems.
Speaker 6 00:48:45
Okay, so so let's let's think about this right? How important are these on- prem infrastructures?
Speaker 3 00:48:53
We're getting rid of them by end of the year.
Speaker 6 00:48:56
That's my point. Yes, So, if we're if we're going to get rid of, okay. So if we get rid of them by December thirty first, then these kind of softwares are just going to last us till till then. I mean, okay, because we're not using the the colos and infrastructure for anything, except for this whole, all this stuff that Pratt does in replicating the, The Download for Qualifax or CareLogic and then running data analytics on it. Okay correct.
Speaker 3 00:49:26
So, we're we're going to be moving everybody off of Synology period onto Datto period. That that is going to happen. However, Their Synology is doing a lot with some of the on prem services, and we're moving a lot of things off and we're removing the colo eventually. So that's being done by end of the year. That's part of this entire mix of things we're doing. The only reason why I left it as at a year is because they didn't have options for month to month billing. So um. So a lot of this, uh, Relus, we got to keep that in. That's that's something the this team is doing. Box expires in September. Um and we are moving everybody off of Box within the next two months. We've already started that process. Um we're putting them all on Google Drive. They don't use Box There's hardly anybody that uses it box.
Speaker 6 00:50:19
No I I don't I never even understand. I don't use box Yeah I wouldn't use it I'm like. I am using I am using the Google Drive and that's it. That's all you need to. This is the redundancy that I am talking about. It's like everything is why do you have, you have Microsoft Azure licenses, you have G Suite and then you have Box. Microsoft has OneDrive, G Suite has Google Drive. What the hell do you need Box for? Exactly. So yeah, it's okay yeah so.
Speaker 6 00:50:53
All of these got to get cut. So when when does uh when does Box expire? Are you saying by the end of the year?
Speaker 3 00:50:59
Box expires in September, and we've already told them we're not renewing. Okay. Yeah, because I'm moving all of those things.
Speaker 6 00:51:06
What about legacy data? The legacy data is just going to get moved over for all the users?
Speaker 3 00:51:11
I already have a tool that's free, Um that well, it's not. It wasn't free to me, but it's free to you guys that'll move everything over in one one weekend. Okay.
Speaker 6 00:51:22
Alright, let's get that going then. Okay.
Speaker 3 00:51:24
Yeah, it's already started. Uh, management engine for AD, we kept it in place as long as we have AD. Um, but it's minimum. Um and we can.
Speaker 6 00:51:34
But what what Active Directory are we using?
Speaker 3 00:51:36
I mean We're using an.
Speaker 6 00:51:38
On- prem Active Directory There is an on- prem,
Speaker 3 00:51:40
And all the computers are put in it What? Yeah because there's an on- prem file server as well What the fuck There's a on- prem file server. Yeah. Why do we have Box, Google OneDrive, all this shit? And then we have a file server. Yep. And only certain departments use it. Who the hell uses it? Not very many people. Who? I'm already started mapping out the migration so and they use SharePoint as well.
Speaker 6 00:52:13
Oh my God. Trust me,
Speaker 3 00:52:15
I've already got all of this mapped out. This is what you're doing, right? There is exactly what I did in February. When I found out that the information he gave us was not the complete picture because he told me there was no on prem file servers in November and I found out.
Speaker 2 00:52:31
In February.
Speaker 3 00:52:33
Like there's yeah that look that that's I had to shut the door multiple times as I found this stuff out. And most of this I found out because I went through his email system and found all the contracts. Absolute expired, like you can see everything that I've expired. Yeah, and there's things that I just need to update as well. Peerless, there is multiple Peerless's because they did multiple things with it. However, All of them expire May of twenty twenty seven TPX They have been amazing to work with.
Speaker 3 00:53:09
But I found out the way he set up the phones is all the calls come into TPX. And then get routed to Peerless. Yeah, it's messed up. So you can see as I've gone through, I keep this pretty active and updated. I only put terminated in there just because I wanted to see that for LT Technologies. But CrowdStrike EDR, it's going away in the next couple months. Trellix, we expired it.
Speaker 6 00:53:40
So That that's that's what I need the breakdown on. What is the cost of these currently? What are we paying for? Yes. And then when they expire, what it's going to be, that's your cost. That's the the savings of eliminating the redundant applications. Yes. We need that level of detail to to go through. Okay, so you have that here?
Speaker 3 00:53:60
Yeah, so I'm I I built this out for Ability, I'm building it out for you guys. This is a, Budget portion I told you about where when the invoices come in, I scan them in. Yeah. And so that goes in there as well. My my tool scans them into a folder. Um, the folder automatically connects to workflow. It pulls out the data from the PDF and puts it all in here. Okay So um so you can see I I'm keeping things oh, not that Um, here's the other one as well.
Speaker 3 00:54:34
I'm keeping things up to date. I'm also, I've been having some issues with bills not getting paid on time. And I've got yeah,
Speaker 6 00:54:43
This is because it's manual. Yeah, that's why.
Speaker 3 00:54:45
So I've also markedum, I mark things if I get them in as overdue.
Speaker 6 00:54:52
Yeah and that, and that's the thing once we get into an automated environment, they it won't happen It's. It's snail mail, right? We we he prints out a check doctor Barbara reviews it. If he can't review it one day, you constantly lose days if you are doing the whole manual process. Then you have to put it, Then the checks go back to James, who then has to put them in envelopes, put stamps on them, put them in the mail. I mean Christi, It's we're living in the nineteen eighties over here, and it's pretty bad because of it. And that's why we have so many late fees for all these bills that we send out. Yeah I get the invoices that I am looking at him when I am getting late fee, late fee late fee and I am like geez.
Speaker 6 00:55:33
Yeah. So all of those will be gone too. So okay, eventually it'll be done. So, this is the analysis that we need to take and I need you to take this and put it into what the current cost is, and then once you know when they're going to expire, and then from that point what what comes off as a cost.
Speaker 3 00:55:52
Yeah, and that's that's what I put together in here. This well, not that page,
Speaker 2 00:55:56
But this is the details I went through with you where I went through each.
Speaker 3 00:56:00
Each section, and then put in like the annual cost, what's being replaced, and things like that. So that you have it. But I am going to put it in your format that you like, not the format I like. So yeah, okay. So I'll get that over to you this afternoon.
Speaker 6 00:56:18
Okay, sounds good. And then there is just two more items. One thing is the inventory of PCs, yes. That we have and how that inventory reconciles with the recurring monthly billing, which PCs we need to dispose of. I want to get an understanding of what that is, the count of PCs that we got and who has what. yes. I saw the last bill was three hundred ninety four. I
Speaker 3 00:56:44
So I talked to Doctor Barber about that. Um We're keeping it at three ninety four for right now, because what we found that Lorenzo had given us is not what we're finding out there just yet. And so Doctor Barber and I are going to have a conversation about that later today, and we may put them on banded billing. Because at we have about eighty computers in the office that are slated for others and that are replacements, um, and then some are brand new systems for people coming on, and they're already slated and ready to go out. So there are eighty computers in here. Um eight of those is for BAFMA; the rest are for SHARP. So okay.
Speaker 3 00:57:24
We're already building them out, already started. Those are not in our tool just yet. And I did explain that to Doctor Barber.
Speaker 6 00:57:30
So okay, so I yeah he he's he's not understanding it clearly. So I need to get involved in it to understand what that what we're doing. So for me to understand it, I need to get a full inventory of number of users PCs because if we have 300 employees, We have 300 PCs easy number Okay, then where is the other 94 coming from? So I I just need to get a breakdown of that understanding. And and so.
Speaker 3 00:57:57
We still have a lot of machines that are out there without our tool on it, because we are waiting for people to get back to us to let us install. Um there is over 400 computers in LogMeIn. There is over. Um I got to look at the last update on that one.
Speaker 6 00:58:18
So that that's what I'm saying Christi I need you to give me that full analysis because. Why people are not bringing in their PCs to get our tool put on is bullshit. They can't do that. They have to come in and do it, period. So there's that that makes no sense to me. I mean, Either if our staff needs to drive around Gaston and Robert need to go around and and do the installs, we have to have them do it because we're in July. You guys came in in January, you know seven months out doesn't make any sense. So let me do me a favor and get me that inventory.
Speaker 6 00:58:52
Do the full analysis. Get me an inventory. I need to know by user who has what PCs, What PCs you are talking about that? Are outstanding that? Or you are still trying to figure out where they are and what they do. I need to understand all of that because they may not exist. I don't know. Yeah,
Speaker 3 00:59:07
That's what we're trying to figure out.
Speaker 6 00:59:09
Yeah, If yeah, So I need to get that breakdown and that understanding. Because if those PCs don't exist, then we should not be paying for those, especially when your tools are not on it, Right.
Speaker 3 00:59:20
We do have a hundred four hundred and four in our inventory system, But we don't trust that number because we've seen it go between three thirty eight and over four hundred. So, and that includes all the Meraki devices, SonicWalls, that includes all the servers, everything. So I am working through all of that. Um Just, a heads up, Robert and Gaston have a lot on their plate right now because they're also in the middle of the hardware refresh. And, they're in the middle of some changes we had to make to ADT and switching out the security stuff. So they're stretched thin right now, and I am pulling in outside resources from Crimson.
Speaker 2 00:59:59
So just a quick heads-up on you because you did send in a ticket about Verizon;. They don't, they're going to do part of it for you, But I also wanted to give you a heads-up;. I did ask them like this needs to be gotten to you, but we also have a million other things going on so just be.
Speaker 3 01:00:18
Aware. Yeah, no,
Speaker 6 01:00:20
That's that's fine. And yeah, any requests that come from me unless if I tell you explicitly, hey Christi, I need it tomorrow. Everything else is not nothing is important. So like what what's what I need is the FY27 budget. That's what I need by, you know today, tomorrow, the latest, but other than that, everything else we have to just work on that That. Hey, I'm on a call, The what what I want, what I need uh is specifically the uh the the breakdown of these PCs. I just need to get a better understanding of that. That doesn't need to come in today tomorrow. That can be we can talk about it when I get back, But I need that full analysis now that we're seven seven months in where where are we? What are we missing? Because, we're going to have to make some executive decision and not just keep on paying for these PCs that we can't find.
Speaker 3 01:01:12
So we talked about so what I talked about with Doctor Barber, we have two options. Um, because the organization is so large and because there's a high turnover rate, it's really hard to keep up with that. So we can do a single, We can do a banded payment where we say, and this is already what I'm working on right now. And I kind of gave Doctor Barber heads up on this the other night where between this amount of computers and this amount of computer you're just playing one flat rate. And when you go under, your rate changes. When you go above, your rate changes. Um, I've done that with other organizations in the past that are large, and we're hitting to that threshold where SHARP. It's one of those things that we need to look into for SHARP.
Speaker 6 01:01:54
Yeah and I I let let's evaluate that. That's not a I'm. Okay with that as long as it makes sense, right. So uh, so let let that's why I want to know. I mean if we can, Do this full analysis, then what you're saying can be applied appropriately. Yes. That's what I want to, then I can tell Doctor Barber hey, what they're presenting is good. You know, look he he trusts my my judgment. Like if I if I tell him, hey, listen, we have to go stick with this, he'll stick with it. Yeah Because he's trusting that I understand it. So that's why as long as you have me understanding it. Christi we'll be good. Yeah.
Speaker 3 01:02:33
Um, what we're looking at right now, And this is what I was supposed to have a conversation with him about today. Because Pete had asked me to do that. By the way, Anzor's not the CEO anymore.
Speaker 6 01:02:44
Yeah, yeah. So what the hell happened? I mean like he he's like he's a guy it it's his company right? I mean like now I'm getting confused. I'm like yeah.
Speaker 3 01:02:56
He still owns the company. He just didn't want to be CEO anymore Okay, He wanted the freedom to do some other stuff, and so that's what he's doing.
Speaker 6 01:03:05
Yeah, I know it's all all well and good. If if somebody need look, he you work hard. I was a business owner, I know how that goes. And, you know, i I didn't take the CEO title in my own company.; I was a CFO. i didn't I never wanted the CEO title; my business partner took it though, I was a founder of the company, right? So it's like those kind of things.; so I can understand that everybody has their thing. So. All right. Yeah, And I I would I would like to meet with yeah, I would like to meet with Pete as well. Because if he's going to be really running the, you know, he's a CEO title there, then i'd like to meet with him just so we know who we're working with.
Speaker 3 01:03:43
Yeah. Now what I tell Doctor Barber right now until we can get everything sorted out, we're just doing the flat rate currently. So, you see the three You see the three ninety four, but that's that was the agreed upon number in the beginning. So, we're just leaving it at a flat rate because the team hasn't built out a new invoice for it.
Speaker 6 01:04:02
Okay, so that that's what I am saying. I need to understand yes, what is our current count? I need you to give me that full analysis. What is the number of PCs. And then whatever the anomalies are and what you are trying to figure out because we need to, because the thing is this, we, though he's Doctor Barber's easy going with this stuff. He is gonna. He is going to make hard decisions. Yes. Yeah, he's going to push back now, which he's starting to do now, right? He's like, hey, this was an understanding. It's not happening. What's going on? So he's relying on me to dig deep into this and figure it out. So I need you to get that to me that analysis. So I'll be back on the twenty second, maybe the week after that we can perhaps meet. So you can, when you talk to him today, you can tell him.
Speaker 6 01:04:50
Costs will be back on the twenty second. I'll meet with them on the twenty seventh, two weeks from now. On that twenty seventh, when I am in the office, we can review.
Speaker 3 01:04:58
Are you still good? Because when I talked to Doctor Barber, He was good with us for the next billing cycle next couple of billing cycles, which ends for the month of July. I mean, when we do the billing for this month to help to keep it at that same rate.
Speaker 6 01:05:16
Yeah, I mean he's yeah, He's going to pay it, but the thing is, we need this data. We need to understand what are you billing us for and why, right? So, you know three ninety four I am not comfortable with. I'll let you know that because I am not comfortable with it because I am okay. We're seven months in. We need we should know where we are. How many count? What's our PC count? What is our user count? Yeah. What's on the shelf? What's not on the shelf? What needs to be disposed of, dispose of it. I mean, all that, right? I need I need to understand that whole cycle of it. So I can so you can justify what you're doing and why what you're proposing on a high and low level and and whatnot. So i i need to understand that from you.
Speaker 3 01:06:02
And just just a quick heads up on this as well. Um Lorenzo had 190 accounts active in Google. Just on the sharp side, not just on BAFMA, because he did not know how to put litigation hold on accounts. So they were actively paying that Google bill for an extra two hundred users.
Speaker 6 01:06:27
That's what I'm saying. I need I need this feedback. I need to know it and I need to actually physically see it. So I need you to get me that analysis.
Speaker 3 01:06:37
I will just a heads up, I report on this weekly to Apollo, Doctor Hill and Crystal. So they are aware of it as well.
Speaker 6 01:06:46
They don't know, they're not they're not. It doesn't. It's Chinese to them is foreign.
Speaker 3 01:06:52
Right, But they they are giving active reports, and they're asking the questions and doing things like that. So there is a meeting that I'm having with them. It's every Monday at lunchtime or every other Monday depending on what's going on, and we sit down and go over everything such as tickets, and what we're looking at for budgets, and what we're looking at for all of this so, All of this stuff is being handed over to them because they asked to be that involved. So I have been actively doing all that with them.
Speaker 6 01:07:21
Include me in those meetings, add me to it so that it's on my calendar. I'll join them too. So I know every other Mondays and Fridays are perfect for me. So, Uh you know if you do that, at least it's on my calendar or I can join you guys.
Speaker 3 01:07:34
Yeah, it's at noon. Um, I will add you for the next one that comes around. Uh okay, But, this is where we're making the decisions about how do we handle the ADT issue in all the sites. How are we handling like all of that's coming through as well. So it's not just budget and computers, but um just want to give you a quick heads up on that. Okay, there's there's a lot of moving parts here that I'm keeping. Yeah, You're the only one because I was told to keep it like I was I was told. Here's who you report to, and here's who you got to provide the reports.
Speaker 3 01:08:08
And because of that, I never included you because they didn't put your name out there. They said, Oh yeah,
Speaker 6 01:08:13
No, that's yeah. And look, I want cause Doctor Barber wanted to to manage it in in his own way. Now that he's you know he's asking me to do this now. So, that's why I'm saying okay. Now if he's asking for me to do it, That's, what I'm saying add me into it, so at least I can join you guys and and help support the group.
Speaker 3 01:08:32
Okayum Yeah, All right, So I'll let him know today when I talk to him or when I talk to. It may not be today, it might be Wednesday. Um, he did say he'll try to stop by, but I'll also give him a heads up that you and I talked today. Um yeah and all of that. And then uh there was something else I was going to ask you, but I don't remember what it was. I think that your internet keeps cutting in and out. So i'm hopefully Oh is it?
Speaker 6 01:09:00
Yeah okay let me go off for video, No, you're.
Speaker 3 01:09:03
Let me yeah, let me do that as well. I think it might just be a combination of here and there because I'm trying to get the bandwidth here. No,
Speaker 6 01:09:09
It's probably on my side because yeah, We're on Starlink, and we're on a ship, and there's thousands of people on it at the same time. Got it. Okay. So it's probably that Yeah.
Speaker 3 01:09:19
Understood Okay I have a friend who tried to take his own Starlink on his cruise last year.
Speaker 6 01:09:24
Oh. They they don't, they don't allow it. They killed the signal.
Speaker 3 01:09:27
He tried, but he did not work. Yeah I was telling him about that. Um, all right. So I think that is everything. I had a list you that email that you sent for the ticket for the Verizon stuff. Make sure you always CC me on those because I don't look at the day-to-day tickets. And they only alert me if I'm like, hey, what's going on here?
Speaker 6 01:09:50
Gotcha. Okay, I'll do that. I'll keep that in mind. Um,
Speaker 6 01:09:56
Yeah And, then lastly Gary Liu's email and his files access, if you can get me that. Because, there's some historical documents that Doctor Barbara wants me to find and dig up. Yep, I can do that. Yeah, So if you can just send me the username and I mean the username and password, I'll go on. I'll get on on it and log in.
Speaker 3 01:10:16
Okay, perfect.
Speaker 6 01:10:18
Okay, all right cool. All right Christi, i'll uh i'll talk to you when I get back. But um in the meantime, send me the FY27 budget. And then on the 27 th, let's get something on the calendar. If, you want to send me an invite for like maybe 10, a.m. or 11 a.m., just put it on my for now, okay, for the 27 th to review the uh, the monthly billing breakdown. Okay,
Speaker 3 01:10:43
All right. Thanks.
Speaker 6 01:10:45
All right. Thank you. Christi Enjoy. We'll talk soon bye.